Outlook 2

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which rm::rr allows you to keep track of projects' creating and managing tasks in outlook record info:or perso-f nrolecti.l^task lets you include school projecrs, work projects, comple:' d"t", o. date' status' priority' and percent mation about a prr".i'r".fr-"i rr"r, not forget.to complete it' Ii orr. ro irr", yoo outlook also can ,"-irrlur" "bout the tasks to people so that even-o:: yo., ."r, you are managing " n;;:;il"o-pt., "rrign ."rr.o*pl"t"1h"it portion of the proiect'
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to therr: . to keep track of projects that are important People and businesses create tasks projecr' ;-*r and -ontot.d to ensure that all their organizations.'I;k= ;r" be categorted tasks that recur -r .uln trr.k one-dme tasks as well as completed ir, ti-.ii"r6i;;. " ones must be c - n' " prioritized so-that you can decide which a period of time. lb#;;;;
,
Managing Tasks
nt"'"u+;t';roiect
in this chapter follows general
the task list shown i";;i-i. project team categorles' organizedusing class, personal, and
To-Do Li5f - TW
irr. ,"ilir.
- Micrssolt
goiq!l_", and uses outlook to creer. that ':: in"the TW mailbox includes tasks
outlook window
Ribbon cnting commands for tasks
Figure 4-1
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170
,Dverw*w
in .& you read this chapter, you will learn how to cfeate the task list shown r-;re 4_ lby performing these general tasks:
. Create a new task.
'
"";,::
Categorize a task.
message'
a task.
. Flag and categorize an e-mail
' -\sign
. Print
tasks.
. Create and use notes.

General Proiect Guidelines perform and decisions you make will iVhen creating and working with tasks, the actions you
Ffrmrs
&tu*ed
I:
you create your tasks, such as affect the appearance and iharacteristics of your task list. As 4-1, you should follow these general guidelines: those shown in Figure tasks to keep track of the projects 1. Determine what projects you want to track. People use class projects' that are most important to them. For example, students may track their such as volunteering for a study group sessions, or exams. You also can track activities
charitY. For any task, you can store basic 2. Determine the information you want to store for a task. and add detailed instructions. For example, you might add attachments,
r:
r:-
information, attach a list of meeting rooms used for a particular project' and other outlook items easily' 3. Plan categories for tasks. To identify and group tasks tasks, notes, and e-mail assign the items to categories. For example, if you assign certain glance that they are related, which helps messages to the same category, you can see at a you keep track of your tasks and other obligations' When managing a large 4. Determine which tasks may need to be assigned to others. popte. tasks can be assigned to members of the group so that project involving several
the completed on time. You should determine which team member of project is best suited for completing each task' a view to display task information' 5. Determine how you want to view your tasks. select can help you be more such as a detailed list or prioritized list. Selecting the right view efficient in managing Your tasks. are presented at when necessary, more specific details concerning the above guidelines identify the actions performed and appropriate pointi in the chapter. The chapter also will of the task list shown in decisons made regarding these guidelines during the creation
the'project
is
ted
Br
Figure
4-
1.
To
Start Ortlook
Ifyouareusingacomputertostepthroughtheplgjegtinthischapterandyouwant
resolution , r* ,.r.r, to matcf, the figures in this book, you should change your screen's .,t 1024 x 768. based on The following steps, which assume windows 7 is running, start outlook Outlook for your I npical installatiori. Yoo m"y need to askyour instructor how to start
:omputer.
menu' Cti.t the Start button on the Windows 7 taskbar to display the Start
Type
the search text in the'search programs and files'text box and watch the search results appear on the Start menu'
Microsof t outlook
as
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171
OUI 172 '-iittll*h {FreFi*r !3 Creating and Managing
Tasks
Gl v ol v @
4: r 6:
I
Outlook wit[" Cli.t Microsoft Outlook 2010 in the search results on the Start menu to start
your lnbox
as
the default Mail folder'
to the close bu'tnthe outlook window is not maximized, click the Maximize button next ton on its title bar to maximize the window'
cti.t the Tasks button window (Figure 4-2)'
in the Navigation Pane to display the To-Do List TW
- Microsoft outlo'c"r
Why does my title bar not match the title bar in Figure 4*2? your titl* bar i'ill be different' The t:1 l{ y** did n*l imp*rt th dnt* fil* {or fhis ch*pt*1 bar ;*1w*yt displays th* ne::* *f the *uxlook cl*ta fiie'
pl
l
'$'iq {qifu*}rt
*rrS
$*r***:
&s;il't{i{:t
Outlook maY change how the grouPs and I buttons within the j groups aPPear on the I nfbon, depending on I the comPuter's screen i resolution. Thus. Your I ninbon maY look I different from the ones I in this book if You are ; using a screen resolution I other than 1024 x 768.
T-Do list pane
Figure
4-2
To-Do List Window

The To-Do list - TW
3:
:
&*tt
For a complete list of
the
Q&As found in manY of the step-by-steP sequences in this book, visit the Outlook 2010 Q&A Web Page (scsite.comiout20l O/qa)'
"-i"ry windows
to Oudook' The m:l the To-Do list pane, the elements of the To-Do Urt ilndow are the Navigation Pane, Preview pane, and the To-Do bar' and The Navigarion Pane includes two sets of buttons (standard and additional) and Thsks folder' link the My Thsks pe. The My Tasks pane displays the To-Do.list disptays the tasks in the To-Do list view, and clicking Tasks i.g tn. T.o-lo list link buttons represen: airpr"yr ,rt" tasks in the task foler in simple List view The standard Oudook mailbox: Mail' Calei'shortcuts to the standard items that are part of Microsoft standard buttons :il da Contacts, and Tasks. Additional botions are displayed below the List shortcuts' a:r l..pr"r"rr, shortcuts to other outlook functions, such as Notes, Folder Crngrr.. buttons, which allow you to specifz which folders to display.
in other Ofce'progr"-r, well
as some that are unique
.r
r"atures
4-2 includes a - Microsoft outlook window shown in Figure to :c' to help you manage your tasks. It contains many elements similar
I
Creating and Managing Tasks i.::*t-.:i*ik li:irrlflXr;lt'r:. OUT 17:
: C:ri
,,":1"
il-
reating a To-Do List

a To-Do list is to selecr a folder for storing your tasks. By ::: li. Outlook stores tasks in the Tasks folder, but you also can create a personal folder , .ich to store your tasks, using the technique presented in Chapter 2. In this chapter, - -. ill create tasks in the Tasla folder.
-":= hrst step in creating

l ) - JrL:
:
_ -l
f etermine what projects you want to track. ':J can make tasks for nearly everything you do, but not everything should be added to :ê task list. only create tasks for those projects that you want to track. For example, you : not need to track what time you get up every day; however, you might add a task about ;rting up on time to catch a flight. Adding too many tasks can make it difficult to manage
' ur task list. etermine the information you want to store for a task.
I
i i
fflmer
&hemd
l i
- addition to time, date, and task description, you can record information such as status, :r ority, and category. Attach one or more files to a task to store documents, tables, pictures,
: r clip art, for example, along with task information.
-: Create a New Task

To create the tasks in this chapter, you will start by adding the first task, which is to help your grandmother b-, .'^-ing her yard. Your uncle normally mows the yard, but he is going on vacation for two weeks. You volunteered : . :-row the yard in his absence, so you want to add the task so that you do not forget about it. The following steps
-::l:e
a new task.
oj r
:
i
necessary,
i t
lask butto is selected ndicate you are creatnq a task
Untitd..Task
window
splay the
rome tab.
'
llick the 'lew Task
:utton
lome tab
I
I Newsroup
'lew group) to display :re Untitled - Task

,','indow (Figure 4-3).
SA
ar to
re mairl
the
and
der.
Iasla
esent
lalenfns anc
ts, and
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{?,j{lq}qr}
,rli:,x*a:*r.* creating and Managing Tasks
6\
U . Type Mow Yard

enter a subject for the task.
o
in
the Subject text box to
Type Mow
grandmother's
yard
in the task body area to enter a description for the task (Figure 4-4).
l Why did the ttle et s'i of the Task window

:
change after I entered the subject?

As gc*i'l as Ycu
**t*r
th* sr:bj*et, Cutl**k !.ipiletes th* Task windcw titl* tc re-flrct the inf*rnraticn Y*u s*t*red. Th* t*:ir i: n*t saved, h*r,vever; *niy th* r,vinelow titi* ls *ptit*d.
Figure
,t)
4-4
(
o Click the Start date
box arrow to disPlaY a calendar for the current month

(Figure 4- 5).
Figure
4-5
Creating and Managing Tasks
;.:1;::1.
;1. ouT 175
Save &
Close
i t/ , - :< the next month : ': ,^,' button an

i : :'cPriate number : - : mes to advance to t=zrtarY 2012.
:::e
' 1 t2012 as
:< 17 to select Fri the start

(Figure 4-6).
-., Cid the due date

-
d I'
'
,
--.o? Y'
: -, e ltel # sl;ilt
::: ii* *** cJ*t*
'. ..i:{h th*:tart ..: Y*.1 cn {hs*g*

"-
..::'ratiraiiY (h*nil*t
. .i,te *ate
1r
.: ::C.
d ::^ I just tYPe in the

d
'
-.-^r
'', ,,'o* {*n ii"i:t t}re ' :-: ij*l*. U:ing the .' :-**r giloivs i*L
: 'rt* p*lf ullfii
.
Figure
4-6
"r:::
cJ*f
t*
tY:lng
.-.-lps
,',
,41
nat f FebruarY ?S1? is in the Past? rllfi1ilf I - ::*ruary )*13 l: in th* p,t:t. *litlc the pr*v!*i;5 rn*nlh *fN'*rr *rl *ppr*priat* ' rei ilnti: Y** r*ach frehr*xrY )*13'
{3f
ts
* Click the Save & Close Sutton (Task tab I Actions grouP) to save the task and close the
Task
window
i,Figure
4-7).
n-D"Lt"
I
setected
Figure
4-7
OVf 176
{3*,*ti*qpk {hali*tqlr i;1
To Cneate a Task
wth a Dte Date
set whenyou entered the start date' If you When you created the first task, the due date was automatically 10 that you a task' You have a biology exam on March have a specific drr. a"t., yo.t ."r, .nr", it when you cfeate on March 10' task due would like to add as ,"rk. The following ,t.p, create a biology exam
"
Click the New Task button (Home tab I
New group) to disPlaY
the Untitled - Task window.
Type
Biology
exam
New gloup
in the Subject
a
text box to enter
subject for the task (Figure 4-8).
Figure
4-8
Click the Due date box arrow to disPlaY a calendar for the
current month'
Click the next month arrow button an
appropriate number
of times to advance to March 2012.
e Click 10 to select Sat 3/10/2012 as the due date (Figure 4-9).
Figure
4-9
Creating and Managing Tasks ,iir*ltgr;::: l-irr+rl'+
ii"
OatT 177
'1
r0
a
: :.1 the Save & Close : -::on (Task tab I .1.,-- cns group) to save ::^: :ask and close the
i:s< r,vindow
;,,lre 4-'l 0).
r11rf
UF
\' \'
Figure 4-10
Sther Weys
:.:55
..
CTRL+SHIFT+K
-:
Create a Task wth a Ststus

\bu have been working on a paper for your humanities
class that is due February 9. Outlook allows you
Not Started, In Progress, - . rpleted, Waiting on someone else, and Deferred. Because you already have started working on your : -::nities paper, you will add the task and set the status to In Progress.
I i-sign a status to any task you create. You can assign one of five status indicators:
oI ,
ck the New Task
:.,tton (Home tab I New ;'oup) to display the Jntitled - Task window.
n !pe Humanities
in the Subject box to enter a :..rbject for the task.
?
aper
::xt
n
ick the Due date

a
lox arrow to display
:alendar for the current
onth. , lick the next month rrow button an

appropriate number
f times to advance to February
2012.
'
Click 9
to select Thu 2/9/2012
as
the due date (Figure 4-11).
OUT
178
$*tl*mfu {ifoxnr9'*r
o Click the Status box arrow to disPlaY the
status options
(Figure 4-12).
Figure 4-12
fask
Click ln Progress to change the status
to ln Progress (Figure 4- 13).
Click the Save & Close
button
(Task
tab
Actions grouP) to save the task and close the

Task window.
Figure 4-13
S'*&*r:W;$W'
1.
Press CTRL+5HlFT+K
i-'l:*::'!*t"L li-"'+r'i:+:r: Creating and Managing Tasks
OUT 179
-:
Create a Task
wlth e Fri*rig
i'1; ili::'J,l#:5i:#;:"ffi' ili",J.;';;l"*r;, tark uttd set the priority to High'

r
",.q-
t.*iru " *nt at work on February I 1' but v',", k":: *:t:-::::lt"t::::'|; j:l*';:'"',?1"0 th" ..',",', ,, a task in outrook and set the _,,1:lT""lHlH";: il]jllil'foffi#;".r'i, y.i1 ;r,{rg ",,t", ^--r High rhe rollowing steps add Normal,| and rr:-L 'l-L^ {^'ll^.rrino ctens 2d( a
l*
"re
rftop"g
"-
--1
1
0I :k the New
n
Home tab
Task
I
: -:ton (Home tab

,,',r,, group)
to
disPlaY
:-e Untitled -Task

, ndow.
|
-,9e Grocery ihoPPing in

:-e Subject text box :: enter a subject for
--e
task.
ck the Due date ::x arrow to disPlaY
: lalendar for the :i'rent month.
'I
ck the next month
:'row button an ::proPriate number :'times to advance to

:oruary 201 2.
ck 6
,I
to select Mon
Figure 4-14
),612012 as the due
:ate (Figure 4-14).
oI ,
:cx arrow to
Fig
ick the Priority disPlaY
F&rtrl tetrl '!:::ti..
R"i#
.re PrioritY oPtions

ure 4- 15).
M,K
!t3d. Cii*:
,*+ ffi
: :
i "'1r4 le/ i
.1,
r"irt: i t"taii , i : la*Fle1f
'lw
'
stil*xr Fds.!t{
D* dt*l
*tsn*r'
I
"itt?or .ilkin!
list of prjoritY optins
Figure 4-15
OUT
180
*-rtiqr'*H
;.lk;*{:**r'+ Creating and Managing
Tasks
o .
Cti.t High to
set
the PrioritY
(Figure 4-16).
@ icti.t
the Save & Close button
(Task
tab I Actions group) to
save the task
and close the Task window'
Figure 4-16
*4$sen !!Scar* 1.
PTE5S CTRL+SHIFT+K
To Create a Task \ruth a Reminder
*' t'"' *." "",,, voo h""" been asked-t".f{ :TlY:-t, '1.11*lt1"1l'"T:ffi:iff+:*: ,."0,d'.llill,Iil'3;ii'iibil"'"'ffi"-i1il;:'l"r:+nl*:r*:;:iil:'.1T,:,:'I::ffi:"; ffil1?ffi'lTT#fi"l'il:T"."o"L'#;ffii'"rr"+:;"'";t::ii::*l?:ilffi%iddahis'corybook'cask chapters on February 10' nTl:1il.1'J;f;::"ffi; ffi;;;;;i" '"-i"" to,."ith.
i lome tab '-
----)
Click the New Task button (Home tab I New grouP) to disPlaY
the Untitled - Task window'

c Type
SuUect
Hi s torY book in the text box to enter a subject

5
for the task.
r Type Read ChaPters 1 in the task bodY area to enter

a
descriPtion for the task'
Click the Due date box arrow to displaY a calendar for the current
month.
o Click the next month box arrow an
approPriate number of times to

advance to FebruarY 20'l 2'
'17
o Click
to select tri
211712012 as
the
due date (Figure 4-17)'
Figure 4-17
I
Creating and Managing Tasks {}:t3$*{c {t'r*p:9*'t'3 OUT 181
*,
li cr the Reminder check box to

rrs,et a check mark, enable the
{e.r nder boxes, and configure };,ook to display a reminder

Fr;ure 4-'18).
Figure 4-18
,ck " 1 the Reminder date box arrow rc display a calendar for FebruarY.
ck 10 to select Fri 211012012 as T,eninder date (Figure 4-19).
lhe
4 i:- I change the time that Outlook ffi : ;;:ays the reminder as well? '., When yoil set a rs!-rlinder,
- -:lcck automaticailY 5et5 th* *e fcr the r*r'linder tc 8:fi0 av;
t1:
.-t_ {:h
: ,'.ever, y$.J {an use the *uflosk l:rions diniog bcx t* etia*g* the ' -e tc whatrver time Y*u desire
-
@ , 1 ck the
Save & Close button (Task
t
r@l
::b I Actions grouP) to save the task -rd close the Task window. Figure 4-19 -:v does Outlook remind me of : :ask? ' ., cu ssieeted a rernir'eler for * tnsk, Qr"]tlc*k eiispiays the T;sk wincf*w -:. the task. lf you userf the Sound icon {* set al alarnr {*r tl'ie rernl*d*1, I .ilook eisc :lay: the sqund r,vhen it displ*ys thc Task wind*w
#8{3es,XlSeSt$
1.
Press crRL+sHlFT+K
:o Create More Tasks

You have a few more tasks that follow the style of the tasks you have made already. 1iese include three more tasks to enter regarding your work on a project team that is
r: ecting donations for a Youth Summer Camp where you plan to volunteer during the ,r*.r.1oo need to cre te a research task to track when you have gathered all the inforrurion for the project. You also need a task for posting flyers advertising for donations, ur.n a delivery task for when donations are to be delivered to the camp.
OUT
182
{iui-ti**;9+
{l}tsPl*r ;l Creating and Managing
Tasks
due dates. The following steps creet Table 4- 1 displays the other asks with their these remaining tasls in the Task window
Researdli:
I . '
31s12Q12
Post flyers
3t10/2012
Deliver dntians
5t1l2012
o o o
@
group) to dsplay the untitled click the New Task button (Home tab I New
- Task windo r'
for the first appointment in Table 4- 1' Enter the subject in the Subject text box
ClicktheDuedatearrowtodisplayacalendarforthecUrrentmonthandthenselectthe
due date for the task as shown in Table 4-'l
Task window.
'
group) to save the task and close the click the save & close button (Task tab I Actions
tasks in Table 4- 1 (Figure 4-20)' Repeat steps 1 through 4 for the two remaining
o
St$a*r Wa$x::
,,,:,,l:
1. Press CrRL+5HIFT+K
I T,e$k mtails
'I you
Wh1" creating a task,
can modifY the task
i details. Click the Details i button (Task tab I Show

I group), and then enter
i the desired details in the : Date comPleted box, as

: well as the Total work, i nctual work, ComPanY, 1 lil"rg", and Billing i information text boxes. i To save the task details, I click the Save & Close , button (Task tab I Actions
r group).
T* ereate a Recurring
Tas!<
Sofar'thetasksyouhavecreatedhavehadaspecificdateforcompletion.'':1":i"''ataskoccursrepeat-.' meets j.i;;i u '*dy group for yot"J""" programming class that will be even until the due date. For example, you have coni' -Lpril24'The task 7 g,OO ln th" L."rning C.ir:., f,o- nU*"ty ""til Tesday night from :00 "t every week until then' -''* .*a ."-pite on April 24,lxtoccurs it is a recurring task' You^can select whether the yor, .r."i" task, Orrtlook "il*, yo,, io speci$'.if \A/hen if it is ' " .n of those optio"', you can p'olid" specifics' For example' recurs daily, weekly, monthly or yearly. Fo. re::r' it occois. you also ."n .hoor" to have a task automatically monthly task, you can specifii the day of the month y"" k";." the ending date, you can specify the exact end date' Febru:-" erate itself to keep ,rr. ,'"rfd.- "rriirg. If occurs veryTuesday night from The following steps add your ,*ay grJJpl, , *."-i"g.urk,hu, until April 24.
Creating and Managing Tasks {}**tFsegfu fl*x*per,e OUT lg3
Click the New Task button (Home
tab I New group) to display the Untitled - Task window. r Type

S tudy group in the Subject text box to enter a subject for the task.
rType Meet 6:00 8:00 pm in the Learning
Center in the task body area to enter a description for the task.
Click the Start date box arrow to display a calendar for the current
rnonth.
r Click the next month arrow button an appropriate number of times to

advance to February 2012.
r Click
to select
Tue 2/7120i2 as
the
start date (Figure 4-21).
Figure 4-21
r Click the Recurrence button
(Task
tab I Recurrence group) to display the Task Recurrence dialog box

(Figure 4-22).
Figure 4-22
OUT
184
i,i*11!::.k {:i:*Fti:i"
Creating and Managing
Tasks
Click
the End bY oPtion button to
select it.
the End by box arrow to display a calendar.

Click
o lf necessary, click the next month arrow button an aPProPriate number of times to advance to
April 2012.
Click 24 to select Tue 412412012 as the End bY date (Figure 4-23)'
Figure 4-23
e Click the OK button (Task Recurrence
dialog box) to accept the recurrence

settings (Figure 4 -24).
Click the Save & Close button (Task tab Actions group) to save the task
I
and close the Task window.
igure 4-24
**!:*ex'W*3t*l
:
1. Press crRL+sHlFT+K
To Create
Another Rece,lrring Task
need to set up a recurl--:l As part of your work for the Youth summer camp, you to collect the donations tr.: task for [..ting the donations. You and your team plan i: . dorr"tio' binJplaced around campus every Sarurday from March 17 until April donations task The collected donations will be delivered on May 1, as your Deliver
already indicates.
The following steps add a new collect donations task every Saturday from March 17 until April 28'
as a
recurring
251
l ':r'::r
I Q Cti.t the New Task button in the subjecttext boxto enter a subjectfor } ruo" collect donations display a calendar for the current month. @ cti.t the start date box arrow to
(Home tab New group) to display the Untitled
Task win:sL
the t'
li
T
:,".;
Click the next month arrow button an appropriate number of times March 2012.
to advance to
0 o
Click 17 to select Saf 3/17/2012 as the start date.

Click the Recurrence button (Task tab I Recurrence group)
to display the
Task Recurrence
dialog box.
Click the End by option button Click the End by box arrow
o o o
l
I
to select it.
a calendar.
to display
Click the previous month arrow button an appropriate number of times
to return to
April2012.
Click 28
U ,A ul
I t,
,.
to select Sal
412812012 as
the End by date.
Click the OK button
to accept the recurrence settings.

(Task
_l
;
-\ v
Click the Save & Close button window (Figure 4-25).
tab I Actions group) to save the task and close the
Task
{3theq X{lfepx
1.
Press crRL+sHtFT+K
firme
f\
1
-i
I
\ I
elei{
# \d^ 9,.,,. \ r,.,..,..., .. " W \t* \:.11,;,,..,. T.:cr. 4.: I,rtl t.i, t.i
'..rq:teJe l, lr:'
'fnr.
'ei
*'
:f :. rl .;$
I a \,'
rarer
-'--'----.'
6re{eD' 5happisq
".li! Stucy grup ,i' Humnrtres poe
j ''loslard I !S H;slery brk .i ,# Re5earth a1 .fi Biotogy exam I $ eostflyeru
i!fo
tottett aonation:
:l ,r DliHrr dsni1i0n5
Aoo A TAsK Usrruc rne To-Do Bn p T;+$fu. {}Ft;r}er$ You can modify options You sometimes need to add a task quickly. You can do this using the To-Do bar. The for tasks, such as changing }-Do bar lets you create quick tasks that normally are due the day you add them. If you the default reminder time -.,,'anted to add a task using the To-Do ba you would use the following steps. for tasks with due dates,
To
-. Click
,'. Tlpe
the To-Do bar to expand the To-Do bar.

a new task' box
-. Click the '!.pe

current date.
to select the text box.
a description
to enter a description of the task.
-!. Press the nNrnn key to finish adding the task and display it in the To-Do list with the
changing default colors for overdue and completed tasks, and setting the Quick Click flag. To access task options, open the Backstage view and then
click Tasks.
OUT
Managing 186 i*t!+sx" {he-ij*{ 4 Creating and
Tasks
Categorizing Tasks
A i *
Fl'1J"*
For a comPlete list of the BTWs found in the
'I margins Outlook 2010 BTW

the
, W"b P"g" (scsite'com/ ,out20'1O/btw).
of this book, visit
outlookallowsyoutocategorizee-mailmessages'contacts,tasks,andcalendaritemsso the identify related t.,?"trt other as well as quickly that vou can identifiz *rri.it"", are blue catesory sreen ;fiffi;ilt;:"o1o;lnf a."r,,.outtook provides six categories: category' The first alnd yello*
category, orange category' purple
:"*govl-:,"d
category'
timeyouuseoneotthesecategories,youwillbegivenanopporfunirytorenamethem: ttl s"-e untiiyo" rename them later' ^:^'^ -'-otherwise, their names-ijrilt'i" Youalsocancreateyourowncategonesandselectoneof25colorstoassoclate$i1it a Quick Click' The Quick Click catt11 them. After you create a c^tegory'yoY. "t 'odefaolt if you clickan.item's category colunr:by egory is e category,rrri-irl uJ ,pplied If a"f""1O.t Click tategory-is the red category' vou in the list pane. For ";;pi;;.h; r" trr" ro-pollr. prn", tn ." category automaticallr- i' clicked a task,s **g;i"-"
assigned to
it'
can find, sort, and
Fmn
&Fc*mq$
coro_r catesories ilili:::ilTi?:11'ff;"k items to can assign task so that vou one category' use to more than you necessary,
custom categories to suit your needs' the default color categories or create your task list to you want to addio outlook, look over To determine which categories guild riti categories based on these relationships identify tasks that ,"rut"io Ju.r, oiher. "+ league. for example, vou could create " playing in a football tf you have five tasks ,;i;J;; leasue' identify the tasks related to the football
manage related items. lf
Footbail category r"
th;;;;';"!i.."
To Create a New CategorY --"-tr".a.r"-eatecustomcategoriestoorganize:olftlistedinoutlook'Thefirstcategoryyouwant;' o'" th create is Personal.voo i"t""d to to the selected task' \r':r category ;:T:H,1:,1*;'l;
P"'#;:il''^;;l;i*l**:::':;:t;,'*f the ;'ff #'""""*iI".:T:"-T,::;fi ffi;;il";"*"y. ".r"r. applies necessary' you can apply it to other tasks
you create .
p"rrorr""l The following steps cfeate .h"
f.-,,-,"-,,,""-'"",,..f
a category,
as
.r."g"ty
""a
task' appiy it to the Grocery Shopping
Hometab
r Click the
GrocerY
ShoPPing task select it.
to
o Click the Categorize
button (Home tab

Tags grouP)
to
disPlaY
the Categorize menu

(Figure 4-26).
4 i WhY dicl I have to
setect the GrocerY
ShoPPing task?
i T* netiv*te the i {eteq*riz* butt*n,
tesks.
; ycu first n*ed t13 selecf : * tnsk *r grc*P of

Figure 4-26
Creating and Managing Tasks il:-:i!:i:i
i=Ftse'$
OUT'187
o r
to display the Color Categories dialog box {Figure 4-27).

Click All Categories
o r
Click the New button (Color

flir.
i_oner
fr.Jal Pe!1r i,4:i,,:i \
Categories dialog box) to display the Add New Category dialog box
\' trrn",.ru, f
lto
cai*
Y-;
,&+
CnEH* :l?{grile
r' ;.*ei Y {w,oer
:hidqe lirv.-'
(Figure 4-28).
i*is$i
ktrs.
!s h dd&!!6 rcn* tu rS e fr iffinds te lu .d)t
Figure 4-28
OUT
188 *i'*t$qlk **t+:rter'4' Creating and Managing
Tasks
TyPe
Personal
in the Name text box to enter a name for the categorY.

o Click the Color box arrow to disPlaY a
list of colors (Figure 4-29).
Figure 4-29
Click the
Teal square
i.
(column 1, row 2)
dhr{, I iiie$- ;
ir*r'l"li:}ir':
kla?e
Y
nlii{e
!41
to select Teal as the

category color.
r Click the
OK button
Ts
(Add New CategorY
dialog box) to create the new category (Figure 4-30).
J#0. ln**i tiuraqre.

I
sEn.('ds
f,:ategms tn
Sre
mm* e-h^rted iiem*, tse i\ethedei*#nexl-1$ edtt leted+ isiegr i$m endus lhs {imdl* le *reht'
j
.:
:t!
stuoYgrc uou, rare Hktcry

Rereerrh
ff H*fianttit
,-]fl nt*cut"eo't
l-,
F3 p*si"
rffi --
shsiflike . l ir;@* l ffi

I
!
]
,!
iH
lHffiffiffi,,
.fffio*a,ut.** lifl cteEsrr
a-: 1ess
r"bq"r1
lmffi;
edmr
l,-W"J
iS
'LE
r*i Eidlq{{
f:$r":
,h*i"ur*r,
_3
tlssu*;l'ef
Figure 4-30
I
Creatng and Managing Tasks 'i:i..igt**k
fl*'tpt*r 'ii
OUT 189
fl
w-
;F.
to
@
n
:k the OK button
*-: t;F 4> d-l
ic or Categories : : og box) to
-:egorize the Grocery
fi
i
:: pping task as ::'sonal (Figure 4-31).
Yr
Stlx*r Weys,
1. Right-click task's category column, click
All Categores
-; Categ$rize
a Task
Now that you have created the Personal category for the Grocery Shopping task, you can apply it to any other .,, at is related to the category. The following steps categorize the Mow Yard task as personal.
oi lck the Mow Yard ,

:ask
to select it.
ick the Categorize
EUtton (Home tab I -ags group) to display
:he Categorize menu

Figure 4-32).
OUT
190
*trtr:h
{h$Pt*i;i
, o
l;;fFE
Click Personal to categorize the Mow Yard task (Figure 4-33).
i*,ou ,,** *::. r*r:rrAu. ,jjih",ili,?i

:l'fta:er
\/ /\
'1 " .-.r ,* *. -.w -
Wf -(f''
\ i'r'"*+r '1 f :l' *1 ,.'..,," gonr.,,,. t:'-3"
*,,,,"r,ui
Y_**itf
:ir5ii
!';r:.t
-.i:r3.r.t\
Jlrr i*:",.
t I I
l*ru,c
stadt s'' star e''
2 :
1-I
du. e l?
lll
'l
Greci-f
i i,5
*os**o
,
--:
ftsFF**
ll\' t)
,.# .;.;-.-, i-.: - .r-, --r: --#.T,fl."^s'i:11l"1.,...,..1,:,,.:.,,-.
i3-@3S..,,,., ****."u.
:" ' "Lr
{.dad
: I" ,.o.t., I
)
$4pteeadma1e i,s
!arj
'-
. j *Litr!o4tl
task categorized I ' I ,' I as personal : \ t-
- 'Fli'!ff'r r'-u.'t,t,"'
d4nai!6:
:
:
:
,1. 1--
-i
8*flqr
x&f&Ys
"'
1. Right-click task's
category column, click category
Figure 4-33
To Categorize MultiPle Taskl

time. You decide to categorize all of your class-re1ai;: outlook allows you to categorizemultiple tasts at the same to the class caregory include the study group,llumanities rasks in a new category called crais. The tasks';; "rrign
paper, Ffistory book' and Biology exam-tasks' class caregory and apply The following steps cret.
I
it to the class-related
tasks.
tt.
Hme tab
Select the Study
grouP, Humanities paPer, HistorY book, and BiologY exam

tasks.
4 : How do I select
rno"e
$, than *ne task? : {Nlck the first task' rlres5 {-ind n!s tne ; crnl k*Y, *nd then : clie k th* 0thr til5ks . t* sel*ct thefi.
r Click the Categorize
button (Home tab
Tags grouP)
I
to display
Figure 4-34
the Categorize menu (Figure 4-34).
Creating and Managing Tasks i.!r:{:.{ii( {*:i{i*r
OUT 19'l
0 .
ck
All Categories
": display the Color

::tegories dialog box.
.I
ck
the New button
lcior Categories : a og box) to display :-e Add New Category
r alog box : gure 4-35).
o Class in r;ype
eiatec
:he Name text box to enter a name for the :ategory.
' '
Click the Color box arrow to display a list of colors.
Click the Dark Orange square (column 2, 'ow 4) to select
dark orange as the category color.

az
Click the OK button
tq
: :
(Add New Category dialog box) to create the Class category (Figure 4-36).
,Y
OUf 192
Tasks Creating and Managing {}r:f.{+!. {:14:;!F11*!'$ frl
o Click
the OK button
(Color Categories dialog box) to
categorize the
selected tasks as Class
(Figure 4-37)'
Figure 4-37
$*k*r
Wagx
1. Select tasks, right-c one task's category column, click All

Categories
:'
categorize mul:*:'fr$:,i;*#:.5?::#"'?i='--* carcBurruilil;Jhe thatyou Now that vou know how to following steps create the t"ttt using Projecl as the,lje-t the remalning it io the project-related tasls' *o
il"#.;."*t"
ffi
@S"t".ttheResearch'Postflyers'Collectdonations'andDeliverdonationstasks'
@cti.ttheCategorizebutton(HometabITagsgroup)todisplaytheCategorizemenu. box' the Color Categories dialog cti.t All Categories to display
@cri.tth.eNewbutton(ColorCategoriesdialogbox)todisplaytheAddNewcategor}
dialog oox'
(E)
,UOu Pro
j ect
to enter a name for the category' in the Name text box

display a list of colors'
cti.t the Color box arrow to
@Cti.ttheMaroonsquare(column5'row2)toselectmaroonasthecategorycolor' @ctict.theoKbutton(AddNewCategorydialogbox)tocreatethenewcategory' @cri.tthe.oKbu:to:{colorCategoriesdialogbox)tocategorizetheselectedtasksas Project (Figure 4-38)'
rlirt'i ;.; OUT
193
Rdserth Due qn l:5:'11:
;$ Gg.ry ftrllPPng i! 5tudy gr+up ft Hsnlantie! PiF. t4*r TBrd ;\ ti'!teitt rot
i,ff'**rr.e1th', ' i $ sirtog- e.ant
' \
*1*l
tlot sttted frevsr Wiikilll
:, 1
EI
ffi\
-. sl'
,: , i31:
!it
ffi\'
J!
Figure 4-38
-l Ret!#*l* ffi t#q*g*ry t-ffiil-r*;;;;,".'*\,,;.;;;;;;;",

,:
I
ject Team as the category name. Yoo d".id" Jre members. The following steps rename the Project category'
members orvour project had agreed to use name used by the rest to fename your Project category to reflect the
io
,
Click the Categorize
button (Home tab

Tags
grouP) to disPlaY the Categorize menu'
io
Click All Categories disPlaY the Color
Categories dialog box (Figure 4-39).
;1
Do the Froject tasks rave to be seleeteci?
**n Lls :*!er{*$. Wh*n Yr:u aiiin th* nn:*,

'rat, sY t*llc.
--:*1i**k r;ill uPd*t* .'r,*ry tasl i* th*t

-
*l*Ql!.
Figure 4-39
OUT
194
*tl*.-efu
*fu*pt**:'4 Creating and Managing
Tasks
r Click the
Project category to select it.

Click the Rename
button (Color Categories dialog box) to select the categorY name for editing.
. TYPe Proj ect Team and Press

ENTER
to change the
categorY name
(Figure 4-40)-
Figure 4-40
o Click the OK button
(Color Categories
dialog box) to apply the changes (Figure 4-41).
Figure 4-41
,x!$git$etf r,,'';'.,,1,1.,,.
1. Right-click task's
category column, click All Categories, select
categorY, clck Rename
:,;;,,,
,t,..
button
f
"-,,..'.1,.::tl': .:'i1:;iili;*:
OUT 195
": Set * Qriek elek

i,
*,
So far, you have been categorizing tastr<s using the Categorize menu options. You could have applied a category :licking rhe category box next to each task in the To-Do list pane. If you click the category box, the default category
,:plied. If you have a particular category that you know you will use frequentlir, you can set it as the default category. --Jook allows you to do this by setting the category as a Quick Click. You decide that as the semester progresses, more of your tasls will be class related, so you decide to set the i-::ult category to Class. The following steps make Class the default category.
oi
'
,
ck the Categorize
r utton (Home tab I -ags group) to display :-e Categorize menu.
:c display the
ick Set Quick Click Set
,luick Click dialog box Figure 4-42).
0 r
the category button arrow to display the list of categories (Figure 4-43).
Click
OUT
196 #r*itr**k {tt**teu"
rS'
e .
CIi.t
Class
to set it
as
the Quick Click
category (Figure 4- 44).
. Cti.t the OK button (Set Quick Click

dialog box) to
aPPIY
the changes'
Figure 4-44
*}x*r:sf*3rx
Set Quick Click
'."'r,
1. Right-click anY task's categorY column, click
continue good place to do so' To resume at a later time' start outlook and Break Point: lf you wish to take a break, this is a following the steps from this location forward'
Catego rizing and Flagging E-Mail Messages

contacts' tasks, and calend: Recall that you can use categories with e-mail messages, be used for your e-mail message:" items. Any category yoo .r"r" for a task then can them and orl-.: messages allows you to create a link between Categorizing your related items in o"tr""r. items go together.
"--"it nf
r.rlr.i"g
"t
th" ."t.gory, you quickly can tell which ouL
''r'ii
-^:l E-mail messages have no due dates unless you fl.ag them.You of time such as within a week or on i ,o th"t yoo follow .;;p within " ._.It11l amount efficient in priorinz;r vou tt b: such ;;;;il "te you "ri"i,,a"y,epril-5'This helps as a Quick i9:: for the flag columr Click ,"t it fl"g ;;;;;;es. "rd " "d;;.i;;r and Jalendar items.When an e-mail mes:"gt ht: !*. tasls, of e-mail messages, .or*, displayed in yourTo-Do List as a tasi I flagged for folloi-up, the e-mail message will be yo",o complete, as well as remain in your mailbox' An e-mail messe;: Not every -",,"gt "tt' to be catego tzed ot flagged' "--"1 ,i. i, fio-", for example' dogs no: need to be categorized or from your sister saying meeting and .; ,o* An e_mail m"!r"g" from your sir.., ,"ng she is home from a other hand' c. i meeting, on the need you to baby sit next"week *hil. ,h. i, "t "rrofu", the task' be flagged ,o th"t you remember to complete
7 \/
--,^ ^^^ can flag e-mail mes:.:lt" --..- .*,
11
I]
3 OUT 197 Creating and Managing Tasks **ti::fu {}*a:t:r
rl'o
Categorize an E-Mail MessaEe
ir
flag those e-mail messages wtth the
ffiupleofe-mailmessagesfromyourYo.,lSoT'""::1TJ^':?,:.j.:;:T^::u::ii:*: and The following ,t.p, .ri.go rize the Rose stewart
rroject ream caLE ih"""#;..."*i- *r"gory.
as Project Team messages'
',:lio ilvarez e-mail messages

Mail button " lick the
n the Navigation
Pane
to switch to Your
lnbox.
,Vhat should I do if mY
rbox
n
is
not disPlaYed?
i;ick th* lnbax folde"
ihe l'lavigation
meilb*x' 'ane for Y*ur
Select the Rose Stewart
and Julio Alvarez e-mail messages.
Click the Categorize
button (Home tab

Tags
group) to disPlaY Categorize menu the (Figure 4-45)-
Figure 4-45
r Click Project
Team
to categorize the
selected e-mail messages in the Project Team categorY
(Figure 4'46).
ok
ges
o
b
)r
Click a To Categorize an E-Mail Message Using Quick ffiClasscategoryaSaQuickClick'soyounowcancategorizeyourclass.relatede-mai1meSSageS ,c.irectlyin the message list'You decide t" rhe step on the nexr pase categorizes the
e-mail message from Richard Estes as
'"t"rii'";;;;i'l:?:i9*:i.:*i:*"t:::1:'#::r*::X;T' H::Y"ilff ff:',1[*:]ii;i",:ffiil"Ir,*i;;;nJ;;;;;;.i,'; Class'
*;:l**:ir
*foepter
OUT 199
[lick
Next Week to flag the e-mail

message for follow-uP i,Fgure 4-49).
Figure 4-49
To Flag an E-Mail
M"tttg@
*""'--il her e-mail these locatio,tJby M"rch 5' You decide to flag
end date that you want to use when flagging an e-mail You sometimes might know the exact start date and n"f' For example'yo" k"?: rnessage, in which case you can create a
ir*;.h ;;il;i;";,1" ffiT#;l?r;f yo .stirn"t"i;that you ."n -r"riE, all flyers, irr posting
so
*TI"":"T::::.::.tJ:::"":J'rtrlyff: fr:""t:-lTl-1".':::1,"::,1:*T:i?:",0"'-'iio*'
you iollow up between February 27 and-March 5 ' =.ri"g. s3 th", between February 27 andMarch 5' The following ,*p, flag the Rose Stewari.-m"il for follow-up
o r
Click the Rose Stewart e-mail message to
select it.
Click the Follow
UP
I
button (Home tab
Tags grouP) to disPlaY the Follow UP menu
(Figure 4-50).
Figure
4-50'
oUT200#r*1!r*:F.{h.:pt*r4CreatingandManagingTasks
fr,
\,
o .
Click Custom to disPlaY the Custom dialog box (Figure 4-51)'
:*.':fl
Custom dalog box
<
rfl se.stewt1@irotnrail'eanr
>
:i
,.1
sundf
,i ;."* *.rard rte
Follow uP selected in Flag ttert box

by default Fltrtr
:t!!reli: led+ir trsts
Cffi""-o,
ff r**t
sttrldel
Bffidte:
"*
*k
toff its'
t rffind6
s Bdo
rffi
{ryt
fQ
l*t
todav's dte entered in strt date and Due date
dcument of
xt bors
bY
default
Figure 4-51
o Click the Start date box arrow to disPlaY a calendar for the
current month.
r Click the next

month box arrow an appropriate number
FebruarY 20'12.
o Click 27
of times to advance to
to select MondaY, FebruarY 27' 2012 as the start

date (Figure 4-52)'
Creating and Managing Tasks :.='::.:++i: i-;1*F**i"4 OUT 201
oI
n n
ick the Due date box arrow
to
r splay a calendar.
I ick the next month box arrow an

appropriate number of times to dvance to March 2012.
" []ick
5 to select Monday, March 05, 2012 as the due date (Figure 4-53)'
Figure 4-53
Click the OK button (Custom dialog box) to flag the e-mail message with
\|
Ftei
E-mrl
the custom dates (Figure 4*54).
flore-up
info.mtln
lun
1,2
Pil 6\-
5un rt:49
qr,
6,.
5
r he tocbos rndr(aleo tlF b(hed dotument of approved

this project
1s
going ta b big sut@ssl
RDs
Stew
Figure 4-54
Sthlf',Wegs:r ,rr
1. Right-click e-mail
messages flag column,
'
click Custom
OUT
202 {3*'li::*i$
tlh;:isr*c';
fi
c:p,gir:q,**** S-5*vl ng
&
Ta*ik*
Managing Tasks
After creating one or more tasks in your To-Do list, you can perform maintenance on your tasfts to*m"nrg. them. Maintenance can include marking tasks complete when vou hnish them, updating them, assigning some of them to other people, adding attachmen; to them, and even remo-ring them. Outlook allows you to manage your tasks and modi them as necessary while you are tracking them. People soetimes'cteate aTo-Do list and never look at it again. To make the bes: or" of yoor. To-Do list, you should review it often to identifit tasks that can be marked a. complete, removed, or updated. For example, when you finish the reading assignment r: yoo1. hir,ory book, mark the task as complete. That way, you will not have to remember
later whether you completed the assignment'
lf you want to move or coPY an existing task to another folder; select the task, and then click the Move button (Home tab I Actions grouP). Click the Other Folder command if you want to move the task, or click the Copy to Folder command if you want to copy the task.
Next, select the folder
to
4
r
which you want to move or copy the task, and then click the OK button.
Ffimst
Determne which tasks may need to be assigned to others'

As
&head
ln the professional world, you typically work on projects as a member of a group or team you organize the large and small tasks required to complete the project, you can assgn
each task
to members of your team and track the progress of the entire project'
When you afe working on a project with others, you sometimes may want to assign tasks to them. Outlook allows you to assign tasks to other people and still monitor the tasks. When a task has been assigned to another person, that person can accept -
reject the task. If the task is rejected, it comes back to you. If it is accepted, then the ta.i: belongs to that person to complete. When you assign a nonrecurring task, you can ret-: .opy Jrrd ,"qo.r, a sratus t.poit when the task is completed. If the task is a recurring r:'. yoo .rnnot retain a copy, but can request a status feport when the task is completed'
ri
T* ["!pdate a Task
Your grandmother called and asked you to mow her yard on February 20 instead of on February The following steps change the staft date for the Mow Yard task to February 20.
I MowYard-Taskwindow 17.
[']
,il
lil
LLLLiIilI:
o Click the Tasks button
-:
in the Navigation Pane to display the To-Do list.
'l
Double-click the Mow

Yard task to display the Mow Yard - Task window (Figure 4-55).
iltll
rlLr
Figure 4-55
s'*a;{9+*fu
il*.$gqir
'+
OUT 203
I
on 11 you
ments
.
r
ick the Start date box arrow to J splay a calendar for FebruarY.
ick 20
to select Mon
212012Q12 as
{f(*
}-i
r'tr
sle
ire!orrJatkinr
rodiS'
: best
<ed as
:he start date.
r Click Save & Close (Task tab Actions group) to save the changes r=igure 4-56).
I
, t*n.',. o..o,.f
6.d lhroana 1! :r!q 9p cunaner ppe
!t
i\ S\:'
how grsdmother'r yid
ent in nber
;, H'iorybook
-ow would I change the task nar''ne :riy? I rK thn task n*l** in th* t*sk list :: select it, *ej tlren click it *gain -: edit the r'nm*.
trt"*\'.. F.lekh - j,:; o"',"r""' :. aor"sy.'u*

--h Po'tr!?'r co,ird dn3iLon' i $ ofi1er dntonr
4 ffi\' t\.
:\
\]
ll\
\'
u1
t\
Post
flyers
am. ;sign
task
Figure 4-55
)
onirept or e task
retain
19 task,
d.
'll-o
Attach a File to a Task
Outlook allows you to attach a file to a task. This is helpful if you want quick access to information when you r: looking at a task. iose Ste*art has e-mailed you a list of approved locations for flyers, which you already have can access the list of !.:.,,ed ro your computer. You decide that you should attach it to the Post flyers task so that you
.:r,cations easily.
The foliowing steps attach the Approved Locations document to the Post flyers task.
Double-click the Post flyers task to display the Post flYers - Task
window.
r Display the lnsert tab.
Click the Attach File button
(lnsert tab I lnclude grouP) to display the lnsert File dialog box.
r Navigate to the
ChapterO4 folder on
your USB flash drive (Figure 4-57)'
Creating and Managing OUf 204 i3#ti'{:*t'; fF**Bf;err 4
Tasks
Click APProved Locations to select the
document.
o Click the lnsert button (lnsert File dialog box)
to attach the file

(Figure 4-58).
Figure 4-58
o Display the Task tab' o Click Save & Close

(Task
tab I Actions grouP) to save the

changes (Figure 4-59)'
Figure 4-59
-".lt_Creating and Managing Tasks
i;
;..'::t;t:i:i::
{.
OUT 205
- Ate*h
mca
*#t*{-:k
;C-= Er-=
E==*
In addition to files, you can attach other Outlook items to a task such as e-mail messages' contacts' or journal ,-,ries. you decide that you want ro include the e-mail message fromJulio Nvarez in your Research task so that you -::: remember to talk to him about what you need for the Youth Summer Camp project' The following steps attach theJulio Nvarez e-mail message to the Research task.
o
'
)ouble-click the
lesearch task to risplay the Research
F.sies
ask window.
il v-:
Yrr
-.''
'i
t9*:ll"
l;i:lli:'r1. "j
itrir:
, ,
Display the lnsert tab. Click the Outlook ltem outton (lnsert tab I lnclude group) to display the lnsert tem dialog box
;tl3.h C!il.{i. Frle tt-)
irir
(Figure 4-60).
Figure 4-50
o Click
the Julio Alvarez Youth Summer CamP

e-mail message in the Items list box to select it (Figure 4-61).
Figure 4-61
oUT 206 *'orti+e*; {:g'},si}i*r
Click the OK button
(lnsert ltem dialog box) to attach the e-mail message to the task (Figure 4-62)'
o Display the Task tab. o Click Save & Close
tab I Actions group) to save the

(Task
changes.
Figure 4-62
To Assign a Task
for the Youth Summer camp' She has told you :-'rt Gayle Medvitz is on your project team for volunteering ieli"t'ing the donations' Jhe is.r1ilh11,::lrtt-'^1:-.il""t:""::i:::it"::::;=because you will U. .ott".rng :;i,*i "nd .r'?ryo,',"tri,' a copy orthe task and receive a starus report once sh'e
il:?j].;l;*;;,;;ir;;;;i"f
completed the task.
The following
stePs assign the Post flyers task
to Gayle Medvitz'
Post
flyeis - Task window
Double-click the Post

flyers task to disPlaY
the Post flYers window. button

(Task
Task
o Click the Assign Task
tab
Manage Task grouP) to display the Assign Task
options (Figure 4-63).
*"o;'* options
Figure 4-63
,p
r
--,3e
.
gf
ayle
redvitz@gmai1
gLre
. eom in the To text :cx to enter a reciPient
4-64).
Figure 4-64
o
n
Click the Send button
io send the task to

6ayle Medvitz
;Figure 4-65).
Figure 4-65
3if:*Xit*r"t Creating and Managing Tasks oUT 208 {.+qi*:**e
To Forward a Task
In
asslgmng Lasn LU u additron addition to assigning a task to "
iI?:':l"H? list for tracking. rorwardinsilfi,::$.nTiJ.l.fiffiT"'ir,*r"1t1""ryi::l*tlf*X"*,',X;:i1X1i";*:"

so rhat he can add
n"'-o v'" '?1r,f-'-T1':,:Rs|: "-".1;;" ir,o theirTo-Do

sreps
task' vou !j-t vou forward a
it and track it on his own. The iolio*ing
fo*rrd
groP
the Srudy group rask to Jay Ballenqme'
-'
FW: StdY
- Mes$ge
{HTML} i4indow
o i
r
Double-click the StudY grouP task to displaY the StudY grouP - Task
window.
Click the Forward
button
(Task
tab
Actions grouP) to
disPlaY the FW: StudY grouP - Message
(HTML) window
(Figure 4-66)'
Figure 4-66
r Type j aY
.
@gmaiI. com
ballentYne
in
the To text box to enter a reciPient'
r Type Attached is the StudY
grouP task for You to add to Your To-Do
1ist.
in the
message bodY area to enter a message'
Press
ENTER
two
times and then
type Trevor to
comPlete the message (Figure 4-67)'
Figure 4-67
Creating and Managing Tasks :.:l:r'9'i**L l"iil:;:i*r:'
'I'
OUT 209
K.
\-o:
:.::
o:
"
ck the Send button
::
forward the task to -:t/ Ballentyne.

ck the Close button :: close the StudY l"oup - Task window
.H
:,'4
'l i
5ed
IR{eix
Vist
.r+ ft
'
rsk to i]-:r
JTie.
'I
tretets
P.dPt)
F*rd S.
i35!:
: gure 4-68).
r ii:
5tudy group 5tari5

l{
!ft ,?izfll:,
rle d
due n:t,'12
st 5t
lforni
T,eor ijilkin5
.4.f
et :08
Bio pFfl in thE Learnig Cfi1er
Figure 4-58
*th*r
nffxgs
Press
1. Display task,
CTRL+F
-o Send a Status RePcrt
;-: J-:
compleuulr PtrrLtru completion p.r..n,'of itt. ,",t' 1olio N"""' i--"'e done for the Youth Summer Camp. Yor,
While
a task is
The status reports indicate the status in progress, you can send status reports to other people'
h"
:.:
the task is in progress. The followir.g
"lre"dy ,,.fr-.r"t ""d "ttd u "'*' 'Lpo"
"it"""d ihtl Tt": i:t:ltlli::::"t:"T:^*:"i:#:iJ"; inform Fn ha"e comple t" ZS percent of the work and want to
to Julio Alvarez for the Research ta's
of ouble-click the
n
iesearch task to
:
,
splay the Research
-ask window.
the Status box arrow to disPlaY a

Click
s:atus list.
'
Click ln Progress
to :hange the status to ln
)rogress (Figure 4-69).
Figure 4-69
OUT
210
f-!1it{{}li. iil+*pt"*r
'i
Click the UP arrow button to change the % ComPlete lo 25o/o
(Figure 4-70).
Figure 4-70
I
Task
Research
I window
status Report: - Message
I
I
o Click the Send Status
Report button (Task tab I Manage Task grouP) to displaY the

Task Status RePort: Research - Message (Rich Text) window' o
Type j
ul i oaLT'7 6 @hotmail. com

in the To text box to enter a reciPient.
Type
press
,JuIio,
ENTER
and
two times
in the message bodY area to enter the
greeting line of the

messa9e. o
Type
Here is
mY
first uPdate on this task.

in the message bodY area to enter the next line of the message'
Press
ENTER
tWO
times and then
tYPe
Trevor
to
comPlete the message (Figure 4-71).
Figure 4-71
Creating and Managing Tasks i.l'*'i;q:;:{:: ,l"lrrF:,:e
"i
OUT 21
cI
n
ck the Send button to send the
ratus report to Julio Alvarez.
ck the Save & Close button -ask tab I Actions group) to save the :.anges to the task (Figure 4-72).
ii
li
1:
ryfwd
&ead,nq
t:r; silqqrd
6\
Hla
: :j4 Gr.(ryshopp.s ; "& qu*rq*ry
I ;l Ig
HlnBafte' PaP::
Hrie4,br'
+H\
H' .t
I ,
i,'cn
,l g"--', t"*t
fatus rport for

s
Research
'|.n.r,r'r
q*m
::l F .tt: ! jll gialuqyrrn
:' e\ il\
tsk sent indcating pfojst is n progrss and
25% crpleted
ft rortea -i\ ro*ec**: S cew'dnnde5
s!
f;\' \ il\
Figure 4-72
-c Mark * Task ean:plet*

When you accomplish a task, you should mark it as complete so that you know it is finished. You have just rpleted your humanities paper; therefore, you can mark it as complete so that you no longer have to worry ,rut it. The following steps mark the Humanities paper task as complete.
o
n
Click the Humanities paper task to ;elect it (Figure 4-73).
--{
OUT
212
**{}0.*+k {:i'-i}t*Y
acti.t i
the Mark ComPlete button (Home tab I Manage Task grouP) to as mark the Humanities PaPer task (Figure 4-74)' being comPleted
1-{umanities paper task
.,J,1
ru
Ll
llIl
4 I Why was the
$i ren',oved from the To-Do i *rt* Y*u *rark * task as c*mPlete' To-*o
I *r:t**lq
i;;t **r
list?
i i l:t ycL can ee the {*n:pl*feel li:t j i:y chen*lnS ysur view to (ornpiete
th* Changt View i:utton , {o** tab ! er'rrr*nt Vl*w grouP}'

L;linE
rem&ves it frsm the thc {omPleted Ptraces it in
Figure 4-74
*t&!erWaYs'. :-'r :'
1. Right-click task, click Mark ComPlete
,,,,i1'JililiffiT"tr"l::i'?"'r'ilIffiT:":;:;'#;i;;;"::*X*,*:""canno'[handre r''.trtr, as you can take it d*rins the summer rht;';;;r;;.yo,, hrr," d;iil;r l.,.'"ofThe foilowing steps remove ,ri" Hirrory book taking seven classes anlrmore.
rherefore, you have
You sometimes mav need to remove
task' \4ren
v'Y::Ti'-l ::*:::3::-".'J"|;:f5#:,fH-ro-D
orrLi:r1i;
"r;;Ji;;the
History
#r:;;rr
o icli.t
the History book task to select
it (Figure 4-75)'
Figure 4-75
Creating and Managing Tasks ,,'3::tll*::it {.h,*p!:*r,+ OUf 213
0 .
i Hometab
f,ranage Task group) :, remove the task = gure 4-76).
the Remove from st button (Home tab I ck
.t
{
t
t h ,l
.a
It
d
i',lefr
I;1li
.:,-r,
fl{.iiif
-.]" '{i., lr'.

lim, -
':;
K
$r:(ri
l-iqr{f :
F-
4s -o,
l":e}**rr
"c
rir,.-irJ l;.
F 4 ! df
;g ra:*
plr;: runrsur*
{ I
F".l{s t-lot
.iji,l1,3:-1;" :ru,$l 3:.1-"
}rd
i
!trdr5 n ti21.l]011. dur Bn:.rr0,J0!
i i: !uqgerted
,
a_-::_'
, / .\ fe*-iw."_
grou
9trted
:.!,:'.
I I I
Tri$r'rilhin5
Readinq
ffi1.
] ,t* Grq:rrylhEFpinq
,fu
stu*y
:-;'*'l',]
Etoup -
t\
tl\
hr's Trrd
jl P.e5darih
_ .: -.. t\,
frv'
ffi\,'
ffi\'
: j UFiIGn5 ,$ eirtc4y tram
Pirth,es dsnf5
it\'
Other
'
: :
ys
i'
,,
-,i
.{ caiir*
:.41 Belrdr
t\'
tight-click task, click

)e lete
li
,l
dsnBti6f
*\
)isplay task, click Delete
'i
cutton (Home tab )elete group)

fisplay task, press
DELETF
-o Delete a eateg*ry
b-Do
e
rnline;
k task.
When you no longer need a category you can delete it. Deleting a category removes the category from the -i,-qory list but not from the tasks that already have been assigned to it. You have decided that since you only have a few personal tasks, you do not really need the Personal category. The rwing steps delete the Personal category from the category list. '. -
@
-",*
oi ick the Grocery ,

Shopping task to
.ililli
Home tab
I *re
t*rd iB?ri!!
lsier
-!
!i.
1
:elect it.
3rj
llfk rnll
I
#
f
I
, ilick the Categorize rutton (Home tab -ags group) to display

:he Categorize menu.
li*r i !rll
3l
::r*
ll1i ii$1i-
Y g\
jJ
lr:ii, ilii! {sprirr
'
Click All Categories io display the Color Categories dialog box rFigure 4-77).
'
t}
ltudi,
!* [1rlrrd
. :j F1r:e.f
8ilesy
&
P"tr4;r
: .$ ':or*t , .rt o*ur
-%JI
t,:i-.u4
ouT.lgs{3u.*!geli:g1pt*y,s.CreatingandManagingTasks
octi.t i
Ri.ftur
the category column for the the Estes e-mail message in
message list to change its category to Class (Figure 4-47)'
To Flag an E-Mail
should flag the e-mail me:-'!r*t prgg'1Tytg class' you decide tut v:: start on work for yourJava To get a head Rt;i" Estes e-maiimessage for foll-'nfollowing forl0w-up within " *""k.,,ti. ".n:;;;;" from Richard Estes for within one week' up
Message-
o r
lf
necessarY, click the
Richard Estes e-mail message to select it'

o Click the Follow UP
button (Home tab
Tags grouP) to disPlaY the Follow UP menu
(Figure 4-48)'
<i dl #t
i :
What do the different colors of the Follow

Up flags represent?
Th* {lag
c*l*rl
c*rre:P*nd t* the f*liow-uP date. ilcrk

flags ar* for todaY, t*lks r.vith ne: tiite. and
{L}stcn^}
{laqs.
lL4ed
iunr-
rol*red fiegs are {ar f otr l*w-u P trn*rrt:!Jv'
Light-t*l*retl
'f
legs
ar* for fr:ik:w-l-lP this w*ek or next r"ee k'
Figure 4-48
II
OUT
214 #'"*f.!+*k th;*::rt*r '1 Creating and Managing
Tasks
o .
r
CtcL
the Personal color category to
select it. Click the Delete button (Color Categories dialog box) to delete the
color category (Figure 4-78)'
Figure 4-78
o I
cti.L the Yes button (Microsoft Outlook dialog box) to confirm the deletion (Figure 4 -7 9)'
Figure 4-79
Creating and Managing Tasks r:'":ir:;i! i-:i:ii'!t:l"it
'I
OUT 215
cI
the OK button (Color :3tegories dialog box) to close the : alog box (Figure 4-80).
ck
tr | ': Hlire '

:-_1
3{nl
rR
Fld{r
i*nH lllf l^,.i. i,ft'l
lrenls *
lai
K
il ::ira: ?:4,. l:;i
!"
I,lfi Ptna!: i9illpleit fl l"i5i
dw"
p lrlr \: ti*t! trEik \"'f;nrrrr* ff ilr *:t; \ r*i, *,.ur:$ r*io"i
i:rore] 5hsppinq
Du
2,6,131:
i eI '
Nmt$ee*
:
.
Uat !ta*d Trersr *,ilktn3
i ;1j
5u'ge:ted F.eading
:. :.:..:t..\
f,\
H\
,.\;i
'
;-: I't{49:3.q.e.tr9. 1, ltudl grorP
jil tldrard I personalcategory *j Feredr(h removed from tasks u ln tsllin! , ---.., 6ioicgy etam
\
ffi\
fr ft
lo:t
fi-r'err
i{ lrlle.t drn:tion: : Deliter.l!natiqnt
ll\ u\
;,-:'j
Fi
ffi
*a****
;$i ccr.t*etr
*l*n
Figure 4-80
*t9ser W;sYs
'L Rght-clck task's
category column, click
All Categories
rlh**s$mg ffi*sp$my ffiffi#
$er$mt Wmws
when working with your tasks, you can change the view to see your tasks better. or a :,tr instance, you can ,rie* yoor tasks as a detailed list, simple list, priority list, list or include the details for : tmplere liri.'Yoo also can print tasks in a summarized :rch task.
For example, if you want to see to their priority (Hi9h, Normal, or Low), you can display the tasks in tasks listed according
Determine how you want to view your tasks' change the view of your tasks to fit your current needs.
1.*e"*
,d.Lh*:****
task subject' the prioritized view. The Detailed view provides allthe task details, including status, due date, and categories.
oUT216*atfi**flqfrh#s5q*r4CreatingandManagingTasks
To Change the Task

tasks.
You decide that you want to
The following 't"p'
including completed because it displays all tasks, your tasks in Detailed view th""g" the ew to Detailed view'
see
View
o Click the Change View button (Home
tab I Current View grouP) to displaY the Change View gallerY

(Figure 4-81)'
Figure 4-81
o Click Detailed
to
change the view to Detailed view (Figure 4-82)'

,.'-\ ';' Experirnent
a Click the other views
in the Current View gallerY to view the tasks in other
arrangements' When you are finished, click Detailed to return to Detailed view'
Figure 4-82
Creating and Managing Tasks *''"il*+!i {'iaF*{:{
ti
OUT 217
-: Prisr T"'*sks
mpletec
If you need to print your tasks, Outlook provides printing options based upon the view and tasks you have selected. . e-raple, in the To-Do List ew, you can select a single task and print in Table Style or Menu Style. In Detailed ue.'. ,' .- ich is e current view you can print only in Thble Style. The following steps print the tasks using Table Sryle.
oI ick File on the ,

libbon to open the
3ackstage view.
n
:re Backstage view
'l,ick the Print tab in
:o display the Print ;allery (Figure 4-83).
Figure 4-83
o I
Click the Print
button to print the

tasks in Table Style
(Figure 4-84).
,-J
Not Started Fri /20 /2412

1,
Tue... None Tue... None
i]r , '3 :l ,;:! f:

J-'
NotStafed Mon2/6/2012
NotStafted Iue2n/201'2
Tasksfihis.o...
Tasks Ohisco...
ai7
Personal
Tue.. None
r
tij*irli'i
j:r] i.tii;1+1;
|r
k.
!r:+t
Not Stafted Mon 2/2A/2012
Tue.,, None Tue... None Tue... None Tue... None Tue... None Tue-.. None
$f Class L!vi!h+lri m rl::i,il Task Ohis co... Personal

Tasks
;4
tr::J
In Progress lon 3/5/2012
flhis co... fihis co... flhis co...
NotStarted Man3/5/2012
Not Staded Sal 3/10/20L2 Not staed Sat 3/10/2012 Not Staed SaI
3/1,7
Inbox
Tasks Tasks Tasks
ll ilj
ffi
Projec Team ProjecTeam

Class Project Team
f:,
!*
li l:i
/2012
fihis co... i:'] Prcject Team

Proiect Team
'si
Not Stafted
Iue 5/1/2012
Tue
None
Task [This co...
t/B/2012 B:39
Pl'1
Figure 4-84
OUT
218
and Managing Tasks #ti9*c3+!: fk;n*'t*x 4 Creating
e flerti{i{at**t*
sl
The Microsoft Office Specialist Program provides an opportunity
Using Notes
for you to obtain
valuable industrY credential - Proof that vou have the Outlook iolo,t itlt required bY emploYers. For more information, visit the Outlook 201 0 Certif ication Web Page (scsite'com/
out201 0/cert).
feature' I- se of paper notes using the Notes you to create the equivalent outlook allows conni'r'notestorecordideas,spur-of-the-momenrqo"r.ionr'andevenwordsthatyouwould.ltr': open on the screen while vou The Notes to recall or use ' bt:Jt:;t'?;";;;i;"t" "** " ,h"* "n,r1.* .t. in .h" Notes window' usins Outlook, o, yoo-.";^;r; Pane' t'' Navigation Pan-e.an$ Notesprn. #i;;;iri* two sets of buttons (stan-'L
includes ?o,"r, the Navigatin folder' ;;t pane displavs the Notes the and additional) and the MyNotes.pane.The are part of ,o'.li: tr't"dtt lt"*' th'i ar The standard buttons represen*hot,.u,, orr.".,r, and Thsks' Additional buttons outlook *"iitox: Mail, calend"r, funcdor '' Microsoft to other Oudook Ut'*on' and represent shortcuts disolaved below the '*t"J which allow you to specir' CJ;gt'" bu*o"'' ,.r.r, ,, Notes, Ftld";;i;;;h*tt'''*' '"d which folders to disPlaY'
when working
J.t
5
g0i
j l
ffi*{ek
ffi**rit***
*llj*:
lita
Or'.0 *lterence
h:'J:,Hli:''':i';"[:"tyififi;;u ;'il;;;k Web page (scsite'com/out2010/qr)'
,---r^+^
+ha frct< covered in this book using
the mouse' Ribbon' Shortcut ou'irook noot' 'u'i'l ot 'lt'" 'ls
ToCreateat'.J>
right ,ro* proiect. you do not have time :: ":;;i, 'o you enter rext into 1 1:.", ,;T"#;"il;"ffi; him later. when .r."r. a biology note reminder. button. The follo*irrg ,i"p,
Notes fihs only) - TW
about the first lab biology professor for information that you should e-mail your to e-mayou just received a call ifa" to create a note to remind yourself
yott
,h.r"for", you do not have to click
a Save
computer
i
:
Microsott
ouilook window
Click the Notes button in the Navigation Pane to disPlaY the Notes (This comPuter
onlY)-TW-Microsoft
Outlook window
(Figure 4-85).
Figure 4-85
Creatng and Managing Tasks d:.*t*i:*'; 1.,*1;s$?:*B"4 OUT 219
oClick New Note (Home tab r

Te, USE
I New
group) to display a new blank note

(Figure 4-86).
ould like continue Notes

; (standari
blder. ons are
New group
rnctions,
specifi.
lab
re-mail
ave
Figure 4-86
oType E-mail biologY .

note (Figure 4-87).
J
professor about first lab as the note text to enter a

Can I change oPtions for notes?
Yes. u11**k *Ni*'"v: y*r';
'r*}Y
d
.4y
{snd **eitrt
fitr
:
i
i1,1.
t*
rhe ngc
'hf ililfl rurct, li1*" rt-t1., ont: the det* n*d time the n*f* was r*c$ilisd. Tc *ccess th*s* *pti*n:, cpen the [3*tk**g* vier'v, a*d ih*r
cliek &,1*l*s an* i:rr*al.
fiii:Jiq&F$
I
fltr
ailailt fret
- t' lbl
Y
a
. *f",t
Figure 4-87
OUT
220 {t.+ti**k
{lh;*gig*r"
,'&
@
.
Cl.L the Close button to save and close the note (Figure 4-88)'
4l Why is mY Notes view different? sj The"* are three l:sir Notes views: gi i ican, l**fes List, and L*st ? tlays" ln i f iEuoe 4*EE, the note is rlisplayed ; in con vi*w. To switch to lcon view. i click the lcon N:utt*rr iH8r:* tah I Currant View gr*uP)'
I
{i di
I
Can I print notes? Y*s. first, s*iect the n*te{si yc wanl t0 print. T: s*l*tt mult!Ple notes,
j
a
hqld the crnl ktY while clicklng the notes to print" !'{ext, *pen the Eackst*ge vlew, click the Fri*t tab, ard then click thc Print but?*n'
Figure 4-88
t;a:& liAt.eys::.r:t,r:,ir'a::ljtr:rtiil
1.
Press CTRL+N
To Change
the Notes View
view' following step changes the view to Notes List
*-*"Sk"*ucanchangetheviewofyournotes.YoudecidetochangeyournotesviewtoNotesList.J}n
o Click
the Notes
List
I
button (Home tab
Current View grouP) to change the view
to Notes
List
(Figure 4-89).
,i.] ' j Experirnent

c Click the other views in the Current
View grouP to view the notes in other

arrangements. When you are finished, click Notes List to return to
Notes List view.
{ * cv
Can I categortze a
note?
Yes. To c*tcg*riz* a nt, s18{t the n*t*,
ciick the e*legcrire
Lluttn {d*ffe tail

Tags gr*:uP), anc*
th*n elick the clesirtd

rateQorY.
Figure 4-89
Creating and Managng Tasks
*.*ti**i! {***t*e
'*
OUT 221
-o Delete a Nate
no After sending the e-mail message to your biology professor, you decide to delete the note because you nser need it. The following step deletes the biology note.
b
L-:r
or ,
r
necessary, click
iri.tLlir,li:i Hlr,r
ihe biology note to select it.

Click the Delete
;de
Ss441Lrr!733i
Dutton (Home tab Delete group) to delete the note

iFigure 4-90).
!$1;ie**re*@s$ii?;;
es
List. The
!!s*#*effi ::ry:N5ssa9*r9:e:::
:::=
Figure 4-90
To
Quit Outlook
The project is complete. Thus' the following step quits Oudook' cri.r the close button on the right side of the title bar to quit outlook.
Managng Tasks OUI 222 1;!.i.1':i:1i l:'-a;'Jift;' + Creating and
Chapter SummarY
and tag e-mail a task list, categorize tasks' categorize ' In this chapter, you have learned how to create lncl"de all the new Outlook skill= ,to*'' n" it-' hsted below tasks, print ,"rt., .r"*" notes, and pi manage have learned in this chaPter' 15. Flag an E-Mail Message with a Custom i. Create a NewTask (OUT 173) Date (OUT 199) 2. CreateaTaskwith a Due Date (OUT 176) 1. Update a Task (OUT 202) J. Create aTaskwith a Status (OUT 177) 17. Atlach a File to a Task (OUT 203) .1. Create aTaskwith a Priority (OUT 179) 205) 18. Attach an Outlook Item to a Task (OUT 5. Create a Thsk with a Reminder 19. tusign aTask (OUT 20) (ouT 180) 20. Forward a Task (OUT 208) . Cr"ut. a RecurringTask (OUT 182) 21. Send a Stafis RePort (OUT 209) 7. Create a New Category (OUT 18) 22. MarkaTask ComPlete (OUT 211) 8. Categorize a Task (OUT 189) 23. Remove a Task (OUT 212) 9. Catelorize Multiple Thsks (OUT 190) 24. Delete a Category (OUT 213) 10. Rename a Category (OUT 193) 25. Change theTask\ew (OUT 21) 11. Set a Quick Click (OUT 195) 26. PrintTasks (OUT 217) 12. Categorize an E-Mail Message (OUT 197) 27. Create a Note (OUT 218) 13. Cate[orze anB-Mail Message Using a 28. Change the Notes\Aew (OUT 220) Quick Click (OUT 197) 29. Delete a Note (OUT 221) 14. Flag an E-Mail Message (OUT 198) messages'
ffi
ffi
tfr""t""."sAJ\^t0userprofile,your.instructormayhlveassignedanautogradable atwww'cengage'com'/sam201Cr
the SAM 2010web site version of this rrrigrr-Jrri. ii;,1;;i,o to download the instruction and start files'
Test your knowledge of chapter*content
gt9|!-9y!-g1-:,
ar' -
Address bar' exercises' start youf brou'se click the lnsttuctions: To complete the Learn It Online
thenenrertheWebaddress
Online page is dirpl"y;, ;.t
ecsite."oîoorro10/learn'WhentheOutlook20l0Leam'read the instr:: for the exercise you want to complete and then
att.
tint
rrrttr'
A series of true/false, -ot,rpt. .t oice, and short oi th" answer questions ,rr", a"r, y."t k to-i"dg"
chapter
ChapterReinforcementTF,MC,andSAWhoWantsToBeacomputerGeniusl : game that challenges your l1-;

An interactive of chapter content in the style of
qulz show'
a
rLlilr
television
content.
Flash Cards An interactive learning environment where with you identi$, chapter key terms associated
displayed definitions.
Wheel of Terms
An interactive game that challenges your-knc.' ' : of chapter key iertos in the style of the telen'- '
show Wheel of Fortune.
ltLlr'l
Practice Test your A series of multiple choice questions that test content and key terms' knowledge of chapter
A crossword ptzzlethat challenges your krl' of key terms presented in the chapter'
Crossword P uzzle Cha I lenge
'i
:ririilLLlllllir
#*tF**k {i'r*pe*r ig
OUT 223
St
skills yor:
?einforce the skills and apply the concepts you learned in this chapter.
:diting a Task List

r::ie: To complete this assignment, you will be required to use the Data Files for Students. See the :side back cover of this book for instructions on downloading the Data Files for Students, or contact
:
;:ur instructor for information

l5)
about accessing the required files.
-r,-ttttctions: Start Outlook. Import the Apply Your Knowled ge 4-l Tasks folder from the Data Files :-,r Srudents folder into Outiook. The ApplyYour Knowledge 4-1 Thsks file contains tasks for Dr. Carol the tasks and then - ,nes. Many of the tasks have changed and some are incomplete. You need to revise ::eate categories for them. You also will categorize and tag a recent e-mail message Carol received. - ren, you will print the resulting task list (Figure 4-91).
None
IE
t/1012012
wed 1ltu2o12
None
Iue 2/2112012
Wed 2122/2012 We ] /21 /?O12
:,
and
rn It
etructions.
ius?
crowledge on Fuforun crowledge
following tasks: 1. Display the Apply Your Knowled ge 4-I Tasfts folder in the Oudook To-Do List window.
the
:vision
2. 3.
Change the due date of the Windows 7 Seminar task to February 22,2012. Change the due date of the Seminar Dinner task to February 21,2012.In the Thsk body, type
!{Ielcoming
orowledge
reception dinner for all speakers.
4. Change the task name
of CIS 3 15 to CIS 215. Configure the task as a recurring task that occurs every Tesd ay andThursday from January I0, 2012 until May l, 2012'
Continued >
ovl
224
i:i${:t$r.1P {:i"ti.:i.:}t*'ie'
Creati
g a nd Ma
na g i n g Tasks
APPIY Your Knowledge continued
thar occurs everyw'ednesday 5. Make crszrza recurring task occurs every Monday, wednesday, . Make cIS 101 a recurring task that tl,2}l2untilMaY l'2012'
1' l{ from March 21,2012 until May
-:
and Saturday from
January one Seminars' one spring classes and the second color categories. Name the first 7. create fwo
Use the colors of Your choice'
8.CategorizeCIS215,CIS2|2,.andCISl0lusingtheS-pringClassescategory.Categorizethe category' Dinner tasks using the Seminars windows z .Li"", and Seminar g.Categorizethee-mailmessagefromNicoleSmithusingtheSeminarscategory.Tagthee-mail date of Februar of f*"ty rr' 2012 anddue rh";;;;iJ"t" message for follow-up using for February 1 1 ' 15 ,2012 'Co"ng*t" submit it in th '""tittd"t " on the previous page, and then as shown in Figure 4-91 10. print the final task list,
,,
';il:H:ffi1j+J;:ili#T;:4-1
from the hard disk'
and then derete the rasks rorder to a uSB nash drive
tt'r-'-
ffilearnedinthischapterandexperimentwithnewskills.YoumayneecT'x
use Uelp
to complete the lss'glrngnt:-
Creating Notes Files for students' See -' will be required to usethe Data or conrj:: To complete this assignment' you Note: t" l"f""ding the Data Files for Students' .or,", of .hi, .t? ft, inri*ttio"' inside back files'
il;;rlo,
F-r*r your Knowred ge 4-rNotes forder from the Daft Import the Extend \o1 ;" -lll Instructions: Start outlook. go"" i.,* Knowledge 4-1 Notes folder has no "os5' for Students folder into Outloot ' notes' '*," the notes, and then print the create new no,"r, a"a"gorize Peffonn the following t. Ur" HLlp to learn about customizing notes' 2'DisplaytheExtendYourKnowledge4.|NotesfolderintheC)utlookNoteswindow.
tasks:
irrf*-ation
about accessing the required
3.
Create the following notes: upcoming network upgrade E-mail John Durant concerning
'
.RemembertoinputdataforthenewcompanyWebsite . Fill out necessary paperwork for spring break trip ,t"t"-.,'t for the companyWeb site . Get copy of
-i,,io,,
to handle work e-mailt set up secondary e-mail account .. ^^*^^^*, \A/nrl cat Work. Categorize . then create the color category' the E-mailJohn Durant 1o-.-",'"'d 4. Select the Work category' r.rnuini,,g work notes using category Tiip. Catee::-;l: .Fill out necessary paperwork, note, and then create a color the 5. Select category' break'trip-notes using the Tiip the remaining
.ContactProfessorMartinaboutSpringbreaktrip
'p'i"S
Creating and Managing Tasks {3tstle}#k fll"rxp**+-d OUT 225
in Figure Change the ew to Notes List. Print the notes in Table view, as shown instructor' submit them in the format specified by your
+-92' and then
Set up secondary
e-aii
account to handlework
mails
Sd1/s/20129:49AM i,i Work

St1/8/20129:49AN/
Set up secondary
mail ccount to hadle wrk e-mails <end>
Conbct Professor Main about spring brek trip Contad Professor Main abod spring breaktrip <end> Get copy of mission latemnt for the comPanv Wb sfre
:,
TriP
satt/g/Zorzg:+sv Lr work
<end>
Getcopyof mkslon *atementforthe companvwebsft Fill od necessary papeilorkfor sPrig brektrip

Fill
Satl/8/20129:49At
sat t/g/Zor:g;s
>
i,
TriP
necessary papeMork for spring break
tip
<end>
Remember
to
input data for the new companyWeb siie
V I il
work Worl
Remember
to inp dab for the
ne
conpnv Web sfte <end
E mail John Durnt concerning uPcoming neMork upgrade E'mil John Durant concerning upcoming netuork upgrade <end>
satl/8/20129:4sAM
l/8/2012 9::4 AM
-.
Export the Extend Your Knowl edge 4-L Notes folder to folder from the hard disk.
USB flash drive and then delete
Analyze tasks and correct all errors and/or improve the design.
See the To complete this assignment, you will be required to usethe Data Files for Students' or contact Files for Students' rrside back cover of this book for instructions on downloading the Data -,-our instructor for information about accessing the required files.
Correcting Tasks and Task GrouPs
\ote:
the Data Files for nsffuctions: start outlook.Import the Make It Right 4-1 Tasks folder from Sodents folder into Outlook. incorrectly, failed While reviewing your Outlook tasks, you realize that you created several tasks ."t.irized some tasks inappropriately. You will identi4' and open the incorrect tasls' ro add a task, "nd task, apply the right categories, dir them so that they"reflect the correct infrmation, add the missing nd then save all changes.llou also will print the tasks'
Continued >
AVT
226 **li:*i
{ih;pl*li
Make lt Right continued
Peforn the following '":;;r;\ir" ?r" i, Right 4-1 rasks in the outlookTo-Do
tasks:
List window.
2.TheHouseRenovationstaskshouldbedisplayedaslnProgressandl0%completed.Editther.:.' to show the correct information'
3.TheYogaClassissupposed!9b.?recurringtaskthatrunsfromJanuaryl,2a1r2toDecember]iho"d"y'' Edit lhe task to correct the mistakes' 2012, occurri"g
-;;iy;"
4.TheDeliverPresentadontaskisincorrectly?!:g.o,i":lasHomewhenitshouldbecategorize:'' ro befor. a reminder being sent two days professional. Its priority also should b";;;"t Hi[n, witft drr. d"t". Edit the task to correct the mistakes' system to f elLow employees in the :''"ilu Theworkshops taskshould include Teach 5.
bodyandincludeanattacheddo.o-"r,,-"*dt'tttfromthedatafiles'Editthetasktocorr-::
the mistakes.
. Print
the task list in the format specified by your the tasks (l'igure 4-g3),and then submit
instructor.
Ihr\/\/2412
ff :
li
trh
Mn4116/2ar2
Deltuer Presentanon
tr, workhops
Mor4l23/2012 I@6112/2ar2
House Renovations
7.
Export the Make It Right

the hard disk.
4_1 Tasks
delete the forde: folder ro your uSB flash drive and then
r''i,r**r
Creatng and Managing Tasks *r,t{*cF.ft
,*h*#?*{
in
OUT 22?
the task
)esign, create, modify, and/or use tasks and notes using the guidelines, concepts, and skills resented in this chapter. Labs are listed in order of increasing difficulty.
Lab 1: Creating Departmental Tasks !::te: To complete this assignment, you will
tref
nber I t.
orized
as
refore the
n the task
be required to use the Data Files for Students. See the ::side back cover of this book for instructions on downloading the Data Files for Students, or contact ,'ur instructor for information about accessing the required files.
correct
?r"tblem: You ae an assistant for the Marketing department atA-1 Electronics. Your team is working , n a marketing campaign and must complete several tasks to make the campaign a success. Table 4_2 -ss the regular tasks and Table 4-3 lists the recurring tasks for the Marketing department. Enter the :sks into the To-Do list. The task list you create will look like the one in Figure 4-94.
f: iA{Fdl$pei* ]$ *wmru*p]ffi
.l&
16
*-nilu;;
'ds:?*r fi#i;.{sr}[ &E!6ss1

il.r:r.:ry'Sl
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il!,S $ddk
: r*rygqn4cr a :;j {EF,rseiL,aF-.. i

?
I : F
Figure 4-94
Detform the following tasks: 1. Create a Tasks folder named Lab
4-l
Tasks.
Create the regular tasks in the Lab 4-1 Tasks folder using the information listed in Thble
4-2.
Resea,ithir'iri....:irlr.:.'::,i::,:::t:,r,t:.tr,,t',,r
lt'r:rr.rr,t:5/1:1l2,:Al?
.lfi::Ff.@re,s
levelopment
Ca.npaign Launch
6/3/2012
7t16/2012
DepartmentPresentation 7/20nU2
1l
lz$:a
8/1/2012
3. Create the recurring
tasks in the Lab 4-1 Tasks folder using the information listed in Thbte
4-
3.
aft p
g1'
Med
ng5:::r,':
5l3sLZrO{z
,$,+alilz:.
7/20/2012
,ry*ffi i!i$!$iytr:r:,:::r:
Monthly, first Wednesday
Departmental Updates
6/6/2012
ler
from
Create a color category called Meetings, using a color of your choice. Classify the Campaign Meetings, Departmental updates, and Departrnent Presentation tasks using the Meetings category. Create a color category called Campaign Work, using a color of your choice. Categorize all tasks with this category.
Continued >
oUT228#'*f*m*k{:gt'5F?*{sCreatingandManagingTasks
tn ltle lab contnued
.AttachthestakeholdersdocumentfromthedatafilestotheResearchtask. Presentadon task the data files to the Department Marketing Group document from 7. Attach the by your submit it in a format specified print the Lab 4-1 Tasks list in Table style, and then B.
instructor (Figure 4 -94)'
g. Export
folder from the flash drive and then delete the Lab 4-1 Tasls folder to your uSB the
hard disk.
Task List. luU Zt Creating a Music Store Tiarpin Mu'i'':?* Problem: You are the owner of
';:T#*#nffi;#"it"r'":tT:H:';;" ";Ji" 5)' 4

appropriatelY (Figure
","","
catesorize T1**::?:,il::'H:ffiil::::lli: the:a list orall vo,,, t",L' and
, r-^:r^ ,^ ^+ar.,^,.rwrrio.s
rzSk
-g
Figure 4-95
Pefiorm '"ti
tbe
c:-" iJa Task"folder named Lab
following
tasks:
4-2 Tasls'
2'CreatetheregulartasksintheLab4-2Thslsfolderusingthe'y-'"::T.-:ffi
tid-$:t:i
8l28/2A12
-. _: .: .r,r:l;.:r'.;.r.,'r:l:
Ittfllil.ort,r
in Table
:-
3.CreatetherecurringtasksintheLab4-2Tasksfolderusingtheinformationlisted
$Fon$4
PaydaY
,:l:6ftA12. 1/6/2012 ,,Ift12fr12
i .'t
Cleaning
l..;.
1/8/2012
Creatng and Managing Tasks
#iitls*fu *Ft*:ter
&
OUI 229
categorizethe Bank Deposit, Payda and Profit Review tasks

category.
as
Financial by creating a new color
categofizethe remaining tasks

rask.
as General Business by creating a new
color category'
specified by your Print the tasks in Table Style, and then submit the task list in the format instructor.
Lab 3: Creating Tasks and Notes Students' See the \ote: To .ompLt" this assignment, you will be required to usethe Data Files forStudents' or contact the Data Files for ,.side back cover of this book for. instructions on downloading files. -_-our instructor for information about accessing the required
hem
problem: Start outlook. you are to create a task list for Garmien catering using the information in have six events coming up in the next Table 4-6.The task list you create is shown in Figure 4-g6.You them' You also want to create notes to :nonth and want ao .r." the tasls along with the reminders for :emind you about how to prepare for each event'
Figure 4-96
Part 1 Perforzn
l.
in Table Tasls foldeame dLab 4-3 Thsks, and then create the tasks shown create the categories at this time. Create
a
the
followin'g tasks:
4-6' Do not
lruiqE"?
May
;v\lddjn' High
.,rr::
:;,;: :i :., it
I
4,2012
Ap'r129,2012
Speciai Events
:ll
Lai.q'ltii]tai$gll
Smythe BirthdaY PartY
. ...
I r.....r.r.
r,:rt
..r
r,i-:..,
.r .
lpins{.ltli
ylfi:'o.iz
May 31,2012
,ilMtdii$
May
::ftir,'.r,
Low
.i.h,iifl :nd[:';'ir;:.
lf:il3i5:
20,7012
si;h;uv,
::::a .".:a,:..a-.:'
):.:: :).:):.
Norlolk Ciass Reunjon
i:i;.ffi
.:rxnrisf
i,'.D.i
d1-Ct5,'
:.l:r,:,:i.i.::
2.
3.
Events' Dinners' and Birthdays' Createthe color categories needed for the tasks: Weddings, Special IJse the colors of Your choice. 4-6. categorize rhe rasks according to the categories shown inTable
Continued
>
OUT
230 #xt{<**it f,$:*pt*r
a?
ln the l-ab continaed
4. Edit the Sanchez wedding

5.
task. Add the
Dinner options document from the data files
as an
affachment to the task. the Annual Dinner Schedule document fro:Edit the Lattel's Hardware Annual Dinner task' Add the data files as an attachment to the task' a menu similar to the one used for the Edit the Norfolk class Reunion task. The clients want tJ. th" Srn.hezWedding task as an attachment to this task'
SanchezWeddi"g
7. print
specified by your instructor' the tasks, and then submit the tasks in the format
the
Pnrt 2 Perform
create n_otes using the information in the Notes folder named Lab 4-3 Notes, and then 4-97 ' follo*ing list' The resulting notes are displayed in Figure ' Check setup space for Sanchez Wedding E-mail Lattel's Hardware contact about final schedule
following tasks:
create
' ' '
Confirm Smlthe cake colors and decorations Get final approval for food list from Lowenstein
2. print
specified by your instructor' the notes list, and then submit it in the format
ffi
1: Create StudY GrouP Tasks Academic Scier* consists of sudents who are taking Computer You are in charge of your sftdy group, which are charg* tl 1b'-1": t"Y,'?' 1 (crs 1 0 1 and co-f"d"g d d"si"'"1"fl
) 4-7 ,create the tasks as tT;;.i ia,,. ffitffi;;;; #ii" ;,,'^;;; Class col"ry u,ins"T"bre ^(Y-ll?*::::,You shor'n. t :."i:: th9 Catesorizethe tasks n"*a Y,:" "p" body. print the final list of tasks, ii1:i':::T:1::,* the form: and then submit it in yr::il the iask
1
;::ffifir":#",};;
specified by Your instructor'
I
Creating and Managing Tasks *s*tiucfu F:*gat*r s* OUT 231
15 101
' i,i:ir::fet,
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,
11n/2012
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9/14/2012
.
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12/20/2012
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_a1 122
Final Exam
Create a Team List
Frofessional -ler attending an executive retreat conference, you now have several bits of information that you ruld like to create as notes in Outlook, so that later on you can use the ideas from the conference with '--:. rest of your managers and staff. You have created a list of items you want to use as your notes, which :, shown in Table 4- 8. You indicate which notes will be used for managers and which notes will be used ::r staffmembers in the Audience column. Create the notes and categorize them appropriately. Print --e notes list and submit it in the format specified by your instructor.
rEoglt.'g:qp[9..y
qfcedFglk,
I, :, '
,'1:'r
:MAnage.
if5t::t::::.t:i;'it.ii
Treat customers as you
would like to be treated
Staff
,aa$ers;,,,,,,,:,,,,t,
rcl:e,f tlertll$tnlgnjf rhgled,q$aTltyagsulanee:
Track trends in customer purchasing
Managers
i' i''"
:
Mintin:ia$95itiveilti{ude rat:all
times,
r,,r:
:Mtasetll:,lrff
Staff
Follow approved procedures and guidelines
3: Create a
Birthday List
Personal 1bu rypically have problems remembering your friends' birthdays, and want to add them to Outlook :r keep better track. Use Table 4-9 to add these birthdays as tasks to your To-Do list. Create them as :ecurring tasks that begin today but recur indefinitely. Flave each task recur yearly on the day of the :irthday. Print the task list and submit it in the format specified by your instructor.
Bobby
Ivlom
Max,1,
Auglt5125
lvlay 3 Feb 1,9
r,
Fiild:r, Family
Famrly Family
r"'r
Dad
June 5
Carla,'
April',1
'
Frlend
ce
led
Enter
ffitux%gffiKryx&x*xrcffi
ffi mt&mmk
&b$eetwes
in this chaPter when You can: You will have mastered the material * Customize search oPtions * Add a new e-mail account * Create a Quick SteP * Configure junk e-mail oPtions * Manage Quick StePs message format *
Set
the default
* Create an e-mail signature * Customize Personal stationerY * Adjust calendar settings
* Create rules * Configure AutoArchive settings * Add a news feed
I Cersgffi*ffi $x$nxg ffi axKR*mk

lntroduction
outlookprovidesmanyoptionsforcustomizingyourexperiencewhenworkingwith to items' Frm creating custom e-mail signatures e-mail messages, ."I.n"ri, and other fit r-o:'in_your calendar, you can make outlook adjusting how the *rrk;;J is displayed tm"try' For etmple'" Tl: is a commn-d-": requirement, ,o ,ttu.yoo t"" t"t it *o'" can categorizmessage. using rules, you quickly tells outlook how a prr..* "" e-mail yo""t"t identif' at a glance which on' or flag your e-mail "t;;*gt' as they ""i"t,'oih" default ' * ..r, .h"rrg" the fonts and colors that are used by you first want to "dd;rr."t n help you become more producdve' well. Outloor.t .rrr,oriir^,ion op,io"t
Project
people have more ther people often have more than one e-mail account. In fact, some
and Customizing OPtions
Adding a New E-Mail Account
theycanremember'outlookallowsyoutomanagemultiple.e-mailaccounts.That for rror1r ,tr""r..ounts without the need way you can read ,r* .-*rir -.rrrg",
sel-er
a
" -"tt{;:?|il:
new e_mail accounr
and uses outlook to add in this chapter folrows general guidelines 1' .*,r"ize OutloJk options, as shown in Figure 5 -
""J
*verwislw
Asyoureadthischapter'youwilllearnhowtocustomizeOutlookasshownin
Figure
S
1t
Uy performing these general tasks:
. Add a new e-mail account' . Customize signatures and stationery'
'
Change calendar oPtions' Create Quick StePs' rules'

a news feed'
'Manage ' Add and use
ouT 234
t:iarr
- Jtatts il li*fr1! -j ; lellitd ite*tr

,
; Jrts f'fftl j i{lsit Feed .:i aulb:{ , R5! led:

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iiJ
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t
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yor-:
rd
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rize
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-
lt
as
= -= *utb{(
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:r: a*+W' 'lffg:'
.,.. : ,
(b) Signature and statonery
,': r .il
-
than
t
veral
,r
I New e-mal
account
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,.
li
:,,,-r,,,
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12 P'n i..&i
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(d) Gustomize the Calendar Figure 5-1
our
235
a; Customizing Outlook
FEmug
Anemd
i,
i
y$:H;:::r:?:.:"11;:iiffi 3:;;"";il'"ffi
in outlook tr," e-m"t accounts
i I I
t t
these general guidelines th; previous o.;",'r;;;;uld ioltow thor" shown in rigur"'i-i'on should include manage with Outlook' You -: -"" accoun" lf you have an acco ' 1. Determine the e-mail Y:1*.:.il-*o frequently' that you int"nJ ,o
utroo*
As vou customize
options' such a:
yourarely""'Uout**tnttotonliO'cancelingit'Toomanye-mailaccountscane': find the information you need' ao confusion ou"'ith""'t
and i2.o".",'inewhichoptionsyouwanttocustomize.Amongtheop.tionsyoucancustori:* i"'sonttited sisnatures' t"uge format' ;il;;;;;i;ni' are the default I
calendar settings'
"-t"ii
identif' 3'Decidewhatsetofactionsyouwantto-usea5QuickSteps.no.ui.c|Stepisasetofts..1 *'ar't one click' You should can perform a't "-t sirouta be added as a Quick step that are automated ,;';;1;." "ahen decide itihey repetitive tasks you o"*r"i e-mail allow Outlook to process rules to use with your e-mail T"""911. .Rules 4. Plan your e-mail messages to be etermine how you *ou'O
messages automaticatti' processed.
f
'f"
to stay 5.Determinewhatnewsfeedsyouwouldliketouse'AnewsfeedprovidesWebsite cure-:r y-ou.typically subscribe to a news feed

content that is updat"lr"q,i*,rv.
on;::r
ne
ontopicsthatinteresilo''voucanfind""*;;:;J;;;outpracticallvanvtopicmight instead of those you a 1ike to read t'"q*ntfY' the news feeds that ytu wouf
view agatn. appropriate points in
decisions made
':''
performed a-: Whennecessary,morespecificdetailsconcerningtheaboveguidelinesarepresente:.. f identify the actions
t" l[upt"'' The chapteraf'of tu'tn1itttion sholn reeardr;;;;;"iJ"tin"i ouriniir'"
fn fioute
To Start Outlook
Lv JLVI' o'i" s i,. If you are uslng a collrPulcr .'o .::,TJl:i1*.'Ti. :? change 1our screen's ires,_ -,-L ilil; t tftt"g-.rt"s in this book' you should ",. " to matcn tne rlButc) ril Lrrrr your screens :: ,o ttr+; running, staft oudook bas -'which assume windows 7 is i:f;o*irrg steps, oudook for : ur'
**p*'"'
n:'J"$:ifl:il|
start
-'l
rilllllll
a typical
i,rrtrlt"tior,.viX'#ffi;;;;;-ttructor
ho*io
computer.
$cti.t.theStartbuttonontheWindowsTtaskbartodisplaytheStartmenu. programs
outlook as the search text in the'search ) ,uo" Microsof tsearch results appear on the Start menu' watch tne
box and
2010 in the search @ cti.t Microsoft.outlook Mail folder' default
and
f*
rituwlillt
to start results on the Start menu
outlo:(
',ulr|illl1lillr
your lnbox
as
the
G)
the window' ton on its tltle bar to maximize
lf the outlook window
the cio; Maximize button next to is not maximized, click the
uutttttttL"
@cli.ttheFiletabtodisplaytheBackstageviewlnboxTW-MicrosoftoutlookwinE.\irl (Figure 5-2)' title bar in Figure 5*2? my title bar not rnateh the I Why does tille bar witrl h* di{fe'erl fi1* f*'this chapt*1 y*ur &. :t you did rol inrp*rt the *ntaof the u{il*k dat* {il*' i lrr *l,-v*tl di:p1ays ths n*n:*
Customizing Outlook i}$$c*k {i!u*p*t*r'
5'
OUT 237
the Acccr nt Inf*rnla{

i*r-
&{&&* For a complete list of the Q&As found in manY of the

step-by-step sequences in this book, visit the Outlook
2010 Q&A Web Page (scsite.com/out201 0/qa).
ch as
elines:
lude :count n lead lomize

rnd
Help &ccaerxt $e*tlxEts
lalcdify
cor
*:YWs
For a complete list of the
this atrunt c*nli!'ue addiiisn?l
ttlirrqr
*r
anel
netienl.
BTWs found in the margins of this book, visit the Outlook 2010 BTW Web
I f tasks
cptianr
Note: To help You locate screen elements that are referenced in the step instructions, such
as buttons and commands, this book uses red boxes to Point to these screen elements'
page (scsite.com/out201 0/
btw).
lify
:ep.
I
Een.
:4q : ;#. Jg
ti
h4eilb,*x
&'funage
e[***tlp
rrf
tle rie
*rr rtail&+:
archi*inq.
lea&uc
:
ea
Toelr-
Figure 5-2
:urrent
rly add
never ted at d and 5-'1.
Adding New E-Mail Accounts

-{s you learned
FOU
want solution
when setting up an e-mail account, you need to know basic name to ,:trmation such as the e-mail address and password. You also need to know the Outlook to display the account' ;.e with the e-mail account, as well as how you would like You could use any For example, in Figure 5 -2, rhemailbox is displayed as Inbox - TW. rame you like for the mailbox. iryh.r you first set up Outlook, the Auto Account Setup feature ran and helped you by Outlook.When adding an account' _D set up th. hrrt e-mail account to be managed -,-ou use the Account Settings dialog box. Part of the process includes using the Auto Setup feature, which makes it easy to configure the new e-mail account'
in chapter
1,
-\..orrna
sed on
,r
Determine the e-mail accounts you want to manage with Outlook'
I I
Fla"r
your
account properties and For the e-mail account you plan to add, make sure you know the Gather the following information: type settings before you start to add the account. and of account, such as e-mail, text messaging, or fax mail; your name, e-mail address, information, including account type and the addresses of incoming password; server from your e-mail and outgoing mail servers. You typically receive the server information
service provider.
A['lsad
I I
i j
files'text rok with

lose but-
rdow
The title
can * i Depending on your instructor's preferences and your e-mail services, you ft#*Fti:i* #-&S;ail Outlook or by perform ,rr" ,,.i, in ihi, chapter by adding a new e-mail account to &{qsL$*i{$ 'op.ni.rg an Ouilook data file pro"ided *ith the book. Before you can add a new e-mail * lf you have multiPle e-mail that accounts configured in ,i.orrrrl in Outlook, you mus; have an account set up with an e-mail service provider Outlook, you can decide example' you might is different from any other account akeady set up in Outlook'Fof which e-mail account to If you have not have a Hotmail or Windows Live account that provides e-mail service' use each tme you comPose chapter to do so' and send a new e-mail this account in Outlook, you can complete the steps in this configured view, message. To select the To add a new account, you use the Add Account option from the Backstage account from which to using the Add New Account dialog box. If you want to add n hich lets you add send the e-mail message, "r "..o,rL ,"-atingr, you should use the Account settings dialog box' change advanced
i l
,nd "..o,rrr, In some cases, you may be reqoired io add an extra component. For example' for You then Hotmail accounts, you might need to install an Outlook comector pr.ogfam' account' rvould restart Outlook, *h-ich would guide you through the steps to add the
.r,
click the From button in the Untitled - Message desired e-mail account.
window and then click the
OUT
238 *a*?t*mk *h*pl*r B Customizing Outlook
Ta Add a New E-Mail Account
GtedworkingforYouBuildComputersasatechnica1assistantforprojectsthatinvolvecrea!LL{]
web
company's new well sites for the companv's newweb and Outlook so thatyou can manage both personal
r''"iT"i'""#i"i'v1,r'"-"'-T:*":ii1::::"T:t#:;;Tiffi:::L. """'"1?i#;;;;-;;l to your personal e-mail accounrl

Similar worre-T'il'1":"^:'i::":":,::;";".;;i"';"." "..orrrrtr.
acc( your new accou':
you want rhe new
want toreference vour ,r "Tw-]wo'k" in outlook' Because you ";;;;;;;?p.". ,t".d ,o use the Account settings dialog box' ty a specific name, *t i.r, i, urr'"durn."d setting, you and set the name to TW - work usins the Account Setdns"s The following steps add a new .--"il "..couor ,ht""*", e-mail'd""' and password to: p"rfor-ing these steps on your cnmpua"r, .n,", dialog box. If you "r" o*" but hat'e not yet added to Outlook' yo,,
an e-mail account
o If necessarY, display the Backstage
view.
to
Click the Account Settings button disPlaY the Account Settings
command (Figure 5-3)'
Figure 5-3
octi.t I
Account Settings to display the Account Settings dialog box (Figure 5 -4).
Figure 5-4
riil:+1""i'*i: Customizing Outlook '.ii:!!*+1'
:'
OUT 239
lck the New button (Account Settings dialog box) to disPlaY
:re Add New Account dialog box

igure 5-5).
l-lnt
oq
for
q
I
I
I
l {
i
I
I
Figure 5-5
o .
Ctct the Next button (Add New
Account dialog box) to continue to the next steP in adding a new account (Figure 5-6)'
Figure 5-6
OUT
240 #*tu**F {lh*p*e*r
1! Customizing Outlook
o -fyp"
your name in the Your Name text box to enter a name for the
account. in the Your e-mail address text box to enter an E-mail Address e-mail address for the account' Password for the in the Password and RetYPe in the Password text boxes to enter (Figure 5-7)' account Password
r Type
r TyPe the
account
4 i What should I enter for the
Si
Paxwo''er fnt*r the aPPrPrlats yol'l p*s:w*rei for ths e-mi*il *cfdr*:s just *nfered.
Figure 5-7
o icti.t
the Next button (Add New Account dialog box) to let Outlook configure the account (Figure 5-8)'
Figure 5-8
l
Customizing Outlook ;]:i!*;.*; ili;:li:.tsa
OUT 241
' iter
the account
is
configured, click
:re Finish button (Add New Account : alog box) to return to the Account :ettings dialog box (Figure 5-9).
Figure 5-9
o o
n
' necessary, click the new e-mail account (in this case, the
account) to select it.
:revor-wilkins@hotmail.com
Click the Change button (Account
Settings dialog box) to display the

'rVindows Live Hotmail Settings
dialog box (Figure 5-'10).
Figure 5-10
n Click
the Advanced button iWindows Live Hotmail Settings dialog box) to display advanced options (Figure 5- 1 1).
Figure 5-11
oUT 242 *c*t#{Fk {k;ri't**rr
Customizing Outlook
@ ifyp" Tw - vlork
in the Mail
is
I {
Account text box to change the name bY which the account referred (Figure 5- 12)'
Figure 5-12
(D ict.t
the Windows Live Hotmail Settings
the oK button (Windows Live close Hotmail Settings dialog box) to dialog box.
o Click the Close button (Account Settings dialog box) to close
the Account Settings dialog box (Figure 5- 13).
Figure 5-13
,*tk*i,lseY$ li,.:'.'l,,
1. Click File, click Add Account
To Open an
Y;l1"r:ifffi?ffi;. "rir"ry'" t rform a ; :i; ; ; i ;'"p ;

you canno
p
e
the TW - \\li{you need !o :9"" If you choose not to add an e-mail account' ;Jt"rtd;'o"i" *1 tl: outlook data file *;-* It";:*rL perrorm all of the steps in this chapter'
Outlook Data File
f"^;;
li:i:*t:-*:l::':?
account' read but do not pen-mn* outrook . '51; ::?i:*,:,::1 T."i: :H?.; l5:r?1:'"?#T;;:.r, tn"n",'the TW - e-mail Outlook data file' Work the steps. The followi"*
tt-*
view' Glick File to display the Backstage
display the Open commands' Cti.t Open in the Backstage view to
Customizing outlook
;i?*f*rc*h:
ilb"e*pt'*r
OUT 243
p cti.t open outlook Data Fle to display the open outlook Data File dialog box. i@ ruavigate to the location of the file to be opened (in this case, the USB flash drive)' $ @
cf
Cf
and
this chapter to open it' then double-click the folder that contains the data files for
i.t i.t
TW
- Work to select the file to be opened'
the TW - Work mailbox the OK button (Open Outlook Data File dialog box) to open in your Outlook window.
Working wth Junk E-Mail OPtions

junk e-m1il is bulk e-mail, spam, or other unwanted e-mail control the amount of junk mail you receive' --rrrg.r. outlook or", , ;*k e-mail filter to 1- ;rrk e-mail filter evaiuates incoming messages and sends to the Junk E-mail folder in the that meet the criteria foiunk e-mail. You can use the Junk button =,-,r. -"rr"ges criteria when viewing e-mail mes;)-1.t" gro.ip of the Home tab to override the default sender's ,*.., u1i a".iding to block the sende never block the sender' never block the :,,rnain, or never block a group or mailing list' rirg the Junk E_rirail bptions dialog box, you can change even more serrings using the Junk E-mail S - 1 describes th. optlor* yr, .rt adjust f:zure S
tr-o
E
l*
m
jj
learned in Chapter
1,
-i+).f"Ut"
--rrrdons dialog box.
Jxe*k *-?b'i*$ It usually is a good idea to check your Junk E-mail folder regularlY to make sure no items are labeled as junk inadvertentlY. lf, after clicking the Junk E-mail folde1 you find an e-mail message that s not junk, select the e-mail message, click the Junk button (Home tab I Delete grouP), click Not Junk, and then click the OK button.
.lsk
l-@l CW6 - fEJ - Stsr*:r:
i6il
:'a:r{. {rstlsk ad scre @t!tr {Ei ff-d
ts
be aflN
effil
mic a
wjl
<lS
,ro*e-*t*ou=t'
afrffi ii
1
Atlw|yup ho,b:e1he. !e+t ol'pi*leclion .Na*ibnn;ti.$,! 1c.r!qw'$sn;:$qusts
leYrl ofluntr etnai
trlt:tlion 'l@ tri:

blotled
r0Wai,wH.as. wh'thbiiulrk'e:mailrr
to ihe
::':
F{terFg, lailfo '' rus Ailimtit tuk;ffil fbttltr. I*. lFrs 'e n6st b'rieE iFii eftii lo tie :hrk E*dl {Hs iFl t H{ir htEJ p+ ffir' ceLEnl. D(l 5ffi rslulr red mal |' :augh' ;v.el, t,Eck !,rd JF $aj lolCd oitr, j!, kfu LEis Onlyt D. roil frm trD5le f @dr dn }?s' :f" '" ti uagtriqienis Liti ilb: de$lded i los lrtx* i!**ului
deiete euseried ;!! effiil iiead Fn Fffiffiilv * lwki*ailtukler ef
sers it lillrovd
ud g,
Safe Senders
is:d,Q,le,ted;.'lii*k'*.:a
disabje-d,iphi$tc..r:. d,*ainss,,ai:p.f,,o d .f''or .'.i

ffs;,
,suspifftr.dPmq'
Permits the specification of safe e-mail

addresses and domains. E-mail messages from the listed e-mail addresses and domains
rclirq ii i! the
will not be treated

Safe
as
junk e-mail
, fLqr k' d
sths tlr{Faeli! r
Frr
$hf,g
r$rges
irsffin.ld)
Recipients Senders
Specifies
that e-mail rnessages sent to e-mail

tigal.d,,..q]g.::iunk
aOres ordanneins':inJhe:if .recip-intlist

donin
ff lqsn re b9 9Lqr.4rn
n'ffi h e{ii 6d$#et
.:..ll,,:,r.:..:..:l.{...r' ..l,witinotjre,
Blocked
!l:tail ;.::.. Allows you to manage your list of blocked e-mail addresses and domains'
Mg.lrr1hi$ dmaj ntraf d,r4ec digs
l.---*{}
l;ffi;
ln1tna{inil
i:"l":-,i
vo:*ou{d !'ke io,bloek
based' on,lasuags
:
.USd:: ,.i1,:,. ,1 ,.'.,,::.:.r.:i. :..':, .. r:i.::,
Figure 5-14
S Customizing Outlook OVI 244 *i:{*ak {'i?*#f*r
you ott-en recetr the Safe Sender list because
You need to connsure,""n
r,'"13n:"'::i',1t,;::,Ji;;ffi11:::,H.ftXil*:";i'$ff1?H:Jl':
o icti.t
dl #i
[r"f. "-t""if
options for the
TW -Work account'
the TW - Work account in the Navigation Pane to select the (Figure 5- 15)' TW --Work mailbox
TW * Work account? for *n T* eh*nge junk e-nrail optiorx
{l Why did I have to select the

i
i
i
I
b* ace*untlthc fi(c*unt first shoLld had been seleeted. lf the TW ffiailbsx

changed selected, Ycu rruould have fa that ccont setrings r.rnk e-mail l{ *'rsj aot the work account' You wi{h * natne a fie!;v account
ere;t*d "NW * lAforh, rlick that other than acrount insi*ad'
Figure 5-f 5
@ icl.L
"i"."
the Junk button (Home tab I group) to display junk e-mail
oPtions (Figure 5-16)'
Figure 5-16
Customizing Outlook iii;:?l;::<!" {':b+i}f"*r
OUf 245
Junk E-mal Options
0i
n
ck Junk E-mail Options to display :re Junk E-mail OPtions dialog box
gLrre 5-'17).
Figure 5-17
o
'
Click the Safe Senders tab (Junk
i-mail Options dialog box) to

display the Safe Senders options
iFigure 5- 18).
S Customizing Outlook OUf 246 ***t*s:k h*qat*r
o icti.t
the Add button (Junk E-mail the ptions dialog box) to disPlaY domain' dialog box dd uddr"tt or (Figure 5- 19)'
Figure 5-f 9
@ ifyp"
i di
c'
i i
I I
in the a domain name txt box to enter to add.

sYmbol? Do I have to tYPe the @ that Whilc utl**k rsc*rrnends
@Microsof t ' com
ysu tYPe thc & sYm?:*l t* indie*?* have a **nrain naffi, Yt ec*lel left tlrt the sYmbcl' trn thet c*se' uou w*ulu* l*av* !t uP t* *utl**lt namc tc {:leterffiine f it is e dcnrain
*r
th* tir:*' *-'nait acleJress' lt'l*st *f it e*rrectly; r-rttc*k wili interS:ret h*,,v*v*1 tc be certaln' tYPe
tht lYmb*l'
o Click the OK button ('Add address
or.
ornuin' dialog box) to add List domain to the Safe Senders

(Figure 5-20)'
the
o icti.t
the oK button (Junk E-mail close the OPtions dialog box) to dialog box' Junk E-mail OPtions
Figure 5-20
Customizing Outlook *ti*clk flfu*p*:*r
OUT 247
(u stomizing Outlook OPtions

Options of the customizing options for Outlook can be accessed using the Oudook mail' calendar, tasks, notes tuôs box. The Outlooi ptions dialog box allows you to change advanced settings. You also can customize the ,,n: iumal, search, mobile, langu"g., "rrd il;iiron and Quick Access toolbar as well as manage Add-Ins and work with the Tiust Center'
'tu'I,,st
optons' Outlook users often customize their default e-mail message format and spelling useful and popular optons to change are creating one or more e-mail message -r,,vo other signatures and specifying calendar settings:
Determine which options you want to customize'
FHnm
&kead
only Determine the information to include in your signature. Some people include At work, you also could include your their full name and e-mail address in a signature. job title, phone number, office location, and company name. Plan the information for your signature before you add it to your first e-mail message. select the formats that available match your company or personal design, and have any fonts and images before creating the signature.
you would Determine the calendar settings you need. Decide on what formatting on your work week as well' like to use in your calendar. Make sure you have decided and only For example, Trevor works Mondays, wednesdays, Fridays, and Saturdays, display those days. wants the calendar to
lto Display Outlook Optians

step displays the outlook To customize outlook, you use the outlook options dialog box. The following ,r"pnons dialog box. I OJtlook options. dialog box
o r
e
Display the Backstage view. Click Options in the

Backstage view
to
display the Outlook Options dialog box (Figure 5-21).
(llegies
What options ean

i set in the freneraN cateqory?
Th* fr*rs"*l {*{ecrY

all*,"vs
y** t*
:ustsln'lit tlre *s*r Int*rfarc by *n*hliilg
ih*
h4ini li*lb*r *nri it ge lrfCVt*\,1,,,l't#
chanEing ths {*lcr schcr*e and 5er***Ti:
styl*. f *rl***11ati*n opti*ns aii*w Y*u t*
pers*n*lir*
itd
kr*s*fl
Figure 5-21
anej c*1*r"ld*r.
O-tl**k by sP*rifYlng yc*r #5f r *er::* **d initj*ls, a** St;lrt xp
cpti*ns ail*rv y*u
t*
spccify r"'hethe" *tlocl :h*uld be
lb* d*fn*lt srqr*ry! f*r *-m*il, :ntaris.
OUf 248 #*t**k
**tr*g*9+rt'
S Customizing Outlook
Format 3r LII Lrssur' "'-----o To Set the Default Mlgssggs
-'
--
*,*i
E-mail messases 'n" *
as
fi $JilTllill?i;;;;;;.;-""1':::,':l1i""J"Y::l;ffi
format
'o'-atted il:*f;:rfi.tr1l:J::TilTliX"tT""4itli*1',;l.urifinr
"It!:n]ii::*:::ftjTi,f,ji'*il
:^L -^-,+ \tr/ith nlqin fext.vou can include tert opo p'o.,id"' the mostformatj'lns
ff'J::'?o'-""i"g "0""]
'.',".:;
.*":n*l;n.:fff;ffi;l#li:::H;:Til:ffL.;;; to HTML'
. Ctict Mail in the
CategorY list
U.'";Xn;';ff ::l*":f,',TilX"i1#;if.::"H'"Jii*i"i:ry* j',:T*llJ;$:::::i:T":ffi ffi i.. rouo*i"s steps setthe deraultmessi'I:
to
disPlaY
(omp#ffiSs
.
Mail oPtions (Figure 5-22).
f! 1f '
\t
;;;;;;;;;;;
J !gnor(
Grigial
ilettB"l, * ]'! ro*oot"t*"-qesinthrsrormat l!j"t

canqetn eailinE t'ttingtror
mettage te{ ln ''olY
ot
l1ry$'gt*":-
ioed'd
re r **:::::
PanE
Ji. +lJ
Llte stahonerylo chBngd
(orors and D<kqrounds deiaut iont5 and !h/lte
Out@h 9as
ry .-=.4
Re'dlng at redd hhn usir'l the tugtor:e now lle5 art ma'ted
Meg{ fli,e}
Sl
\{hsn nds s5!gl5 f'el Ety :qund q Brilv lbngtht mo!5e Psinr thog an ngtlope i(on inthtalhbar
ispl"Y
i DcrEicP Airt pefnrFan<e) frotstted ctJaqet itult inp't nble prlis fsr Bightr
tqsss*$!*ci6lr --:clan.d-up -:
ite115
w'll ?o ia
tM rold-e!
, .'1 .-_ ,.1*1 l F:9Yt: ; =-"i*-gf*:
t--=
nil@
Figure 5-22
Click the 'ComPose messages in this
format' box arrow to disPlaY a Iist of formatting options (Figure 5-23)'
es ahat,l the sBttisq5 tcr
ceF#str:g
(rn!nlfl
Ta5kg
ttligt for Ftldge5 g6ilpte n,99t inth'' for! HfblL

(hnqthe edlting
1
llst5 nnd Jnur*
:enr(h
1,.!obrl
LFgd9e
Figure 5-23
Customizing Outlook i]il'*:l iih;ept*r
OUT 249
r Click HTML to
set
the default message
format as HTML iFigure 5-24).

"t"hat
,',,as
if
l-ITML aiready
selected?
- =P'*nrf ing u:r:*

u 1r I ,.. l:,, [ i.,-.1. \{u 1/:.r !vu\i
:,.* *el*rJf rfl*s1**

'
r,lr, ozt"
al r * *
*y
rr:i
;fi\
,,Uhat
if I want to ch*t:se different fo'rnat?
-_ :.;ri,l-
,r.
l,iiJ
t."i!ii
:{i i;:{.
..,"-. - ,:ii^ t,,, t:'
!.
;.^
l --
l-,-*-.! --. -r.r'i d'.. ;rts
ir*wn i* fqi:r*
l*;:].
Figure 5-24
To
Conflgure
Checking Options
You want the e-mail messages you send to co-workers to be free of spelling and grammar mistakes. To make task easie you decide to make sure that spelling and grammar are checked before you send an e-mail message. 'his The following steps configure Outlook to check spelling and grammar before sending an e-mail message.
Click the 'Always
check spelling before sending' check box to select the option (Figure 5-25).
Figure 5-25
OUT
250 *c*trt**k *ltept*r
% Customizing Outlook
Click the SPelling
and Autocorrect
button (Outlook
Options dialog box)
to
the Editor dialog box Options

disPlaY
(Figure 5-26)'
Click the 'Check
grammar with spelling' check box to select it (Figure 5-27)'
Figure 5-27
Customizing Outlook
o r
Click the OK button
(Editor Options dialog box) to close the Editor Options dialog box (Figure 5-28).
z
Figure 5-28
:'**$mg $$gnNmtwflffi$ ffiffid
Stm{**rt**"y
T!;'::r iil;,'':i:::+ ri;l:.:-,
:li,i,iir:iI|i
irr-1!?
You can configure Outlook to add signatures to your e-mail messages automatically. full -\ signature is similai to a closing set of lines in a formal letter. It can include your nr-",;ob title, e-mail address, phone number, and company information' You even can
j
z
F
:rclude business cards in your signature.
!
e
F
t
If you have more than one e-mail account, you will need to select the account for ,i-hich you want to create the signature. You can create the signature while you are creat1ng an e-mail message or you can use the Outlook Options dialog box. If you create the .iinat rre while writing an e-mail message, you will have to apply the signature to the e-Lail message, as it will nor be applied automatically. If you create it using the Outlook Options dialog box, it will be added automatically. In addition to adding signatures to your e-mail messages' you can customize the staionery which determines the appearance of your e-mail messages' including background' rcnts, and colors. You can pick fnts to use in the e-mail message text' oI you can select a
eme or stationery design and apply that to your e-mail messages'
Outlook may change ho.'^, the groups and buttons within the groups appear on the Ribbon, dePendirg on the computer's screen resolution. Thus, your
Ribbon may look differer:
from the ones in this boc< if you are using a screen resolution other than
1024
168.
i:'*sFltt'?r ! Customizing Outlook OVf 252 {}i':i:ici*!r'
To Create an E-Ma'lt
following steps create
S'tgnature
called Work'
Th:
composing e-m
You decide to create a signafire
:1Y:",1h""
' 'ig"'tltt
o ctl.t
(Outlook the Signatures button to disPlaY the ;i; dialos box)

dialog iilnuaut"t and StationerY box (Figure 5-29)'
Figure 5-29
a icti.t -
the New button (Signatures box) to display u-nJ si"rionery dialog dialog box the New Signature
(Figure 5-30)'
Figure 5-30
Customizing Outlook ili*tl;:c;t1: {1":+:**
l:; OUf
253
orlrpe Work in the r

, lick
s
'TYPe a name
'or this signature' text box to enter

a name for the signature. OK to create the gnature (Figure 5-31).
To Format
an E-Mail Signature
you want to include your name, e-mail address, job title, and the company information as part of the signature' : ,u also want to format the signatore so that it is attractive but maintains a professional appearance' The following ,::ps format and add the text for the signature'
\
I
o ,
Click the Font box arrow to display a ist of fonts (Figure 5-32).
-{
I I
a\
\
I
-l
d
OUT
254 *i.tlqlr*k *heptee 5 Customizing Outlook
o I
lf nu."tt"tY, scroll down until

BroadwaY is visible'
Click Broadway to select the font'
r Click the Font

(Figure 5-33).
to display a list of font
Size box arrow sizes
Figure 5-33
o .
CIict
14
to change the font size'
r Click the Font Color box arrow to
display a list of colors (Figure 5-34)'
Figure 5-34
I
Customizing Outlook
;*ut***k
{i'E$!:}trc*r
OUT 255
Click the Dark Blue, Text 2 color box
{column 4, row 1) to change the 'font color.
r Type
Trevor Wil-kins
inthe
signature body to enter the first line of the signature.
Click the Font Color box arrow
to
display a list of colors.

Click Automatic
to change the font
color to automatic (Figure 5-35).
Figure 5-35
Press
revor - wi l- kins@ho tma i 1 . com in the signature bodY

nature.
ENTER
the
ENrER
key and then tYPe
to enter the second line of the

si g
r Press the
Technical
r Click the
font
key and then tYPe Assistant in
the signature bodY to enter the third line of the signature.

Font Size box arrow to display a list of
sizes.
txt in
Autmati{ font cqlor
displays e-msl addresses
in btight bluE,and othr
r Click 22 to change
the font size.
bfa(k
Press
the
ENTER
keY and tYPe
YouBuild ComPuters
in the
signature bodY to enter the fourth line of the signature (Figure 5-36).
Figure 5-35
OUT
256
")r:''ri*::*F*
{ftxpt*:r' $ Customizing Outlook
To Add an lmage
to an E-Mail
Slg"tg'-
Youcanaddanimagesuchasaphotoordrawingtoygu:signature'YouhaveacopyoftheYouBuildcomp:::rrir rf'"r;."lfn toUo"g steps add the logo picture to the work sisns:rmt company logo and *"n..J include it in your
and save the changes.
Move the insertion
point to the beginning of the fourth line.
Click the lnsert Picture

button (Signatures
and StationerY
dialog box) to disPlaY the lnsert Picture dialog box.
Navigate to the
USB
flash drive where You have stored the Data Files for this chaPter.
o Click
the logo picture file to select it for insertion (Figure 5-37).
Figure 5-37
o Click the lnsert
button (lnsert Picture dialog box) to insert the Picture into the signature (Figure 5-38).
Figure 5-38
f*
Customizing Outlook i;ii1:::'- {!t;::p;1;tI
OUT 257
oI ,
ick the Save button (Signatures ,nd StationerY dialog box) to save the changes to the signature :igure 5-39).
Figure 5-39
-o f*nfigure 5gnature Ptions

many accounts After creating a signature, you need to assign it to an e-mail account. You can assign it to as for new messages and one for :! \-ou want. When r"orrrg *ith an account, yori.^n set two default signatures: one
:=plies and forwards. it the default for new Because you created your signature for your work account' you want 1o lake account. he following steps ser the default signature for new messages from aessages in the Tw woik
--:e
TW - Work
account to the Work signature.
"--"i1
o
r
Click the E-mail account box arrow to display a list of accounts.
- Work to select the Work account (Figure 5-40). TW Click TW
OUT
258 r*}xti:*k {-i}**}tsr' Customizing Outlook
Click the New

to
messages box arrow disPIaY a list of
signatures.
o Click
Work to make it the default signature for new messages (Figure 5-41).
Figure
5-4f
r Click the OK button

(Signatures and StationerY dialog box) to save the changes to
the signature settings, close the Signatures

and StationerY dialog box, and return
to the Outlook Options dialog box

(Figure 5'42).
Figure 5-42
Customizing Outlook
our
259
.1
:usE*s'x=ias S*fr*rT*sF
l {
ii: l.
The following steps change the \bu decide to use the Tech Tools starionery for all your work e-mail messages' --,-, message stationery to Tech Tools.
i
Personal StationerY tb rlected
, - c< the Stationery '-a Fonts button
,{
.1
I tlook OPtions : ; og box) to disPlaY :-e Signatures and !::tionerY dialog box
: Eure 5-43).
I
i
.i
-----.j
lifivrEli {len lJ!
Figure 5-43
n Click
the Theme
outton (Signatures
and StationerY dialog box) to disPlaY the Theme or StationerY
dialog box
(Figure 5-44).
Figure 5-z[4
OUT
260 {};*qi#*}k {hap{*r $ Customizing Outlook
r Scroll in the
a
Choose
Theme area until
Tech Tools (StationerY)

is visible.
Click Tech Tools

(Stationery) to select it as the stationerY (Figure 5-45).
Figure 5-45

(Theme or StationerY dialog box) to
apply the theme
to the stationerY (Figure 5-46).
Figure 5-45
Customizing Outlook *'+tiu"*:* {Fr*Fq*r
OUT 261
oI r
ick the OK button LSignatures and
5tationerY dialog
pox) to save the
:leme settings and return to the Outlook Options dialog box iFigure 5-47).
o r
lick the OK button lOutlook OPtions
dialog box) to close the Outlook OPtions dialog box.
Figure 5-47
To Preview Message Changes

You want to preview the changes you made to youf e-mail signature and stationery i:]d see how they lok in an e-mail .rr"g". The following steps display a new e-mail :nessage without sending it.
f) cli.t the New E-mail button (Home

tab I New grouP) to create a new e-mail message (Figure 5-48).
ctot" the e-mail

sending it.
message
without
Olll 262
#*'1 ek t--h"*Ft*r
Customizing Outlook
q,estwsw**m&
For example, |ou crli' you can customize the calendar to better suit your needs. reflect the star and set the displayed time range to select the d"y, ,i;;;;."ort *""t ut* ."rr.n""g" thedefault reminder time from and end.i-", ot/o',ir;;*o;; t"" calendar t"r"rrl, r".h * I -ir.n,"", o, " half-hour. other 15 minutes r. current time zone. ";;;; the calendar font and options you can J"rir-ir" include
rxg
the m**mdmr
To Change the Work Time on the Calendar
*.,n,TlLX1':"'H!',TJX'J::fi:ffi::
HIJ#IJ.#;Tff;:;
o Open the Backstage
,r"
;;
ffiJir" ;;J ;; "';lr:rll'"'::f:i:I*,',.:t"wing

rondy the nrst dav orthe week
Outlook oPtions dialog box
ii;.H#;'
s'ceps
change
'lhe
view.
o Click OPtions in the
Backstage view to displaY the Outlook
Options dialog box'

o Click Calendar in
the CategorY list in the Outlook OPtions dialog box to displaY

Calendar oPtions
(Figure 5-49).
Figure 5-49
o Click the Start tme box arrow to disPlaY
a list of start times.
Select 9:00 ev to
change the start time'
o Click the End time box arrow to disPlaY a list
of end times.
o Select 5:30 Pv
to Figure 5-50
change the end time
(Figure 5- 50).
Customizing Outlook {}rt{s*k {i**p*?*r
:;
OUT 253
o r
)u can
Click the Tue check
box to deselect it.
start rom
Click the Thu check
lar
box to deselect it.
Click the Sat check
box to select it (Figure 5- 51).
nally 'e the
Figure 5-51
o r
of to week' box arrow

Click the 'First daY
display a list of daYs.
r Click Monday to
change the first daY of the week to MondaY
(Figure 5-52).
Figure
Oltl 264
#utt+q:Ftc
*{tpeer $ Customizing Outlook
To Modify Calendar Options

arso have
reminders to 30 minutes' \bu want to increase the time for the outlook calendar, you To further customize n* holidays to your calendar so th: ;.dd rives in the uniteJffiJa".ilffi a colreague who
itd;"J
i;"
Til.Tl,il#;:ff:ff['J,"
the Default reminders box
ri-" for reminders
from the united Kins:nm to 30 minutes and add the holidavs
to e calendar'
o icti.t
arrow to disPlaY a list of times'

30 minutes
Click 30 minutes to select

(Figure 5-53)'
reminders as the default time for
Figure 5-53
@ i cti.t the Add HolidaYs button
(Outlook OPtions dialog box) to disPlaY the Add HolidaYs to 5-54) Calendai dialog box (Figure
Figure 5-54
I
Customizing Outlook *t$**k {fu*Ftn
OUT 26
rtes. You
Click the United Kingdom check box to select it.
;ork weEki Fi.rt 4!y ef Firrt ryrF
Frl
un EI Man
fl
rue l$l rc,eo
Thu
]
m Fri
f,C 5Bt
ar so that :d Kingdom
Click the OK button (Add Holidays
Add Hslidag: to
Sde{t
(nlendar
vu
l:3 ,^-l
mjld]$c
to Calendar dialog box) to import the United Kingdom holidays and display a confirmation message (Figure 5-55).
Microsoft out[ook
sded o
SE dan wfiwl:Eifdevs Ytr oudook cdsddl
dloi
box,
'
i;l ,
q!e
Add
cnfimam
lffi9e
rcj
1
r Click the OK button (Microsoft Outlook dialog box) to return to the Outlook Options dialog box.
uie ihe ia;lendar
foni
shu bll (o on the Glendar lor nppsintsents nd rleetingt with rtnindEt!
I
I
Figure 5-55
1\ 'l
t
To Change
t
Calendar Display Options
,orr*
mindrri
-,-our calendat
,carendrro,mat
f
I
After changing the holidays that are displayed on your calendar, you decide to change some display options 'rt *ell. You want to change the calendar font to Broadway to match the signature font, and chanee *r' "r :efault calendar color to Teal. The following steps change the calendar display options.
***-i
Click the 'Default
calendar color' button to display a list of colors (Figure 5-56).
Figure 5-56
o r
Click Teal (column 2, row 2) to change the color to Teal
(Figure 5-57).
Figure 5-57
OUT
266
iii,-.c&t
4k
tiihePt+:r
ii
Customizing Outlook
o Click the Font button
(Outlook OPtions dialog box) to disPlaY the Font dialog box

(Figure 5-58)'
@ i Scroll in the Font scroll

box until BroadwaY
visible.
is
Click BroadwaY to select it (Figure 5-59)'
ind iBurFil
f,t!niie Aibbn
greest
Tlqlbl
Dte
fla!-rg'tor f-o,nt
I i:",.,_'
apt
cFkB+b@9
Figure 5-59
Customizing Outlook **t!#**c {fuag*ter
OUT 267
Click the OK button
(Font dialog box) to
return to the Outlook Options dialog box

(Figure 5-60).
Figure 5-60
To Change
the Time Zone Setting
you will be working in a different time zone for a few months while you are in Chicago consulting with a the time zone of your calendar' so that you can aompany to create their Web site. You want to learn how to change set ii to Central Time while you are in Chicago' The following steps change the time zone to Cenral Time'
o Scroll
down until the
Time zones settings are visible in the Outlook
Options dialog box (Figure 5-61).
Figure 5-51
OUT
268
*s**$*t*k
fifuept*r S Customizing Outlook
o Click the Time zone
box arrow to disPlaY a list of time zones (Figure 5'62).
o lf necessary, click
(UTC-06:00) Central Time (US & Canada) to select the time zone (Figure 5-63).
Click the OK button (Outlook OPtions dialog box) to close the Outlook OPtions dialog box.
Figure 5-63
Customizing Outlook +;:ticx''$i
{*i!f}i:*r
OUT 269
! :t**S:" S*try,Sf ee-Src1l':
how they look in the calendar' You now need to preview the changes you made to see following steps display the TW - Work calendar'
@ @ I s
pane to display the Calendar. cri.t the calendar button in the Navigation
Sf'o* only Trevor's calendar for the TW - Work account'

(Home tab I Arrange group) to lf necessary, click the work week button
see
the calendar
rvork week (Figure 5-64)'

pane to return to the mailbox. cri.t the Mail button in the Navigation
:alendar
:utton
Figure 5-64
and continue good place to do so. To resume at a rater time, start outlook Break pointr rf you wish to take a break, this is a
following the steps from this location forward'
OUT
270
{3reti*rs;[c
*it*Pt+:*'5 Customizing Outlook
&q*v*t**S *6*ti*es
s*! ln addition to the various Outlook oPtions Presented in this chaPter; Outlook allows users to view and
)
Setting #thsr utls*k $Pti*ns

and the Ribbon. contain a cerrain *"td For example, if you
change advanced oPtions' To access the advanced options, open the Outlook Options dialog box and then click Advanced in the Category list.
OtheroutlookoptionsyoucansetincludecustomizinglnstantsearchsettinE,thar items, such as to find e-mail messages whJ;;.it"ir..k ri"., ".tt searches the current folder by deta':n ti;;ilj;; It=; *i.h ,.rr. items, outlook sear_ches only in the Sent tol:o!13y "*';;rh;g fo, ii.-, rhat can be in any on9 folder. However, if y"; ;;;;i"? searching ,eurch[ folders instead' Outlook also highlights '. ers, you can customir" ".tf. to th: impro-ves the search speed by limiting yellow search t.r*, ir, . ,"-.t results and selecting a differen: these efault settings by number of results ,h.;;. Yt";;; change ^rritirt, color and not limiting the search results' :: you can add button for that acdon If you .o--o"ry f"rforr-certain actions' tc :: buttons allows you to custmize any tab by adding a tab on the Ribbon. ottoot Ribbon' tabs on the Outlook also allows you to create your own
To Customize lnstant Search OPtions
ffiangetheinstantsearchoptionstoincludeallfolders,highlightsearchtermsin
and display all results'
e lf necessarY, click File to open the Backstage view, and then click
Options to disPIaY
the Outlook OPtions dialog box.

o Click Search in the Navigation area to displaY the Search
settings (Figure 5 - 65)'
Figure 5-65
I
Customizing Outlook
t:.1*33r3{::li {il"r*iS:':i,+r
!}
OUT 271
' I rck the All folders

:ption button to
:Dnfigure Outlook to search in all folders, -ot only the current 'clder (Figure 5-66).
oilick the 'lmprove .

search speed by
s
miting the number results shown' :heck box to remove :he check mark
Figure 5-67).
Outlook OUf 272 *s*ti34'-{ {'!:r$?g*i $ Customizing
Click the Highlight
color button arrow to display a list of colors'
Click Light Blue (column 3, last row) to select it and
change the highlight color to light blue (Figure 5-68).
Figure 5-68
To Customize
the Outlook Ribbon
printing group ro e Ho:r* ,,',ill,' Gutlookinformation,andwanttoadd"|']:.buttontotheHometabontheRibbon.\,:;nuuMllil .o*rn"rrd. you decide to add a .*

yo., to add a group to the Home tab before "J" the print bunon to a printing group on the Home ub print command. The f.'"*-;;p, and then add the "aa
Click Customize Ribbon in the Navigation area to displaY the Customize
Ribbon oPtions (Figure 5-59)'
Figure 5-69
Custom
iz i n
g Outl ook :.i.ii+it {":'}*rt"iit'
OUT
27 3
o ,
Click the New Group
cutton (Outlook
Options dialog box) to add a new group to
the Home tab {Figure 5-70).
Figure 5-70
o r
Click the Rename
button (Outlook
Options dialog box)
to display the Rename dialog box (Figure 5-71).

What can I do with the icons in the
Rename dialcg L:ox?
llh*:: y*u re**rne * c*stfi Sr*ilp, y*u c*n s*lect *n ic** t*

!"cprrs**t th*t gr**p. The ircn app*aru !f thc &ibb** is r*ri*d ! fiLitn tn#t lne grup nllc c***i b* rlirplay*d.
Figure 5-71
OUT
274 {3ig***{ {k#5}*sr 5 Customizing Outlook
r Type Printing in the DisPlaY name text

box to enter a name
for the group.

o Click
the OK button (Rename dialog box)

(Figure 5-72).
to rename the grouP
{ r Why does it saY d

$
group?
Tl-e
{Custom} next to the nane of the new
{ustorr
designetlon indicatss that this is eust:rr Srs*P, a;':d nct

gr<:uP
a
de{e*lt *' the &'{ieroscft 0u{iook Ribbnn. This additi*nal text is nct
eiisplaY*d ntxt t{} tbe *rtlp n;me tln th*
Ribb:'t.
Figure 5-72
Click Print
in the
Popular Commands
list to select
it
(Figure 5-73).
Figure 5-73
Customizing Outlook it'q.?.i{*lk {ihep*c*r
OUT 275
r Click the Add button

(Outlook OPtions dialog box) to add the Print command to the Printing (Custom) group on the Home itab (Figure 5-74).
Figure 5-74
o r
Click the OK button
(Outlook Options dialog box) to save the changes to the Ribbon and close the Outlook Options dialog box (Figure 5-75).
Figure 5-75
Creating Quick Steps

Outlook 2010 introduces a new feature called Quick Steps. A Quick Step applies multiple ctions at once to an e-mail message. Quick Steps are designed to help you quickly mange your mailbox by automating common tasks. For example, if you commonly read your .--"it messages and move them to a certain location, you could create a Quick Step to perform that action. Tab\e 5 -2lists the Quick Steps included by default in Oudook.
Mov:,:!Q,]:rti'::,:],
j :ii
.,i*ta.in!
,:ii:maive,,id,'$roidryou,v$pi
To Manager
Messages are automatically forwarded to your manager Messages are forwarded
Teaml;;it:.ii.i
Done
to members of your team
Message is moved to a folder, marked as complete and read Creates a reply to a messge, and deletes the original
neply',&elet!:
Create New
Allows you to create your own Quick Step
The first time you use a default Quick Step, Outlook prompts you to configure the to Quick Step according to your preferences. You also can use the Create New option create your own Quick StePs'
OUT
276
#:tp*$q
flh*P{sv 5 Customizing Outlook
Ffi*n
Fsh**d
to p"ifo'' repeatedrv i ?;;li:ff:; the tire-sJng f..i"r" of Quici"t" "t,31-t:1:::l:'- '.."" automate ;".1"T"";'J;[i#':;;k' v;;;siins you to ihe of
want.to Decide what set of actions vou

advantage
ro take
atten-
i I I ,
filing messages in a particular folder' alln'oi" should involve you would save time by 'nor" and tfren etermiie whether tion to tasks ,ou O"rf'o'rl, t*Or""af',
Steps,
tasks
choose
,i"p, ,u.h
as
Pay
using or creating a Quick SteP'
To Create a Folder
YouwanttocreateaQuickStepforcopyingselectedworke-mailmessagestoa foldernamedWork.First,youneedto.,."t",h.workfolder.Thefollowingstepscrealt the Work folder.
Q @
oisptaY the Folder tab'
cti.t the New Folder button

dialog box.
create New Folder (Folder Tab I New group) to display the for the folder'
text box to enter a name @ fype wort< in the Name the folder' (Create New Folder dialog box) to create @ Cti.t the OK button
To Create a New Quick SteP
t':l'I:lJ':"'^"-t-r'::i':::J":: ilTto;il;*'' vou do "* r*;;;** ,"-.)TJ"l;,ffi ;T:l;""T";.;i*""i::$::-l::::llf"'."*ff.:?'.:.T*1,'*: to the work rorde: messages .opi", '"r""..ed T#f,,:T,TJffiL1tltr;td|ffffffi; w;,k copy"that
create the Quick
o Display the Home
o Click
not
\r
a::
tab'
I
Quick
the More button (Home tab Steps grouP) to disPlaY the
(Figure 5-76)' Quick StePs gallery
Figure 5-76
I
Customizing Outlook li-;fi;iq ti"l:!:11rt
?j OUf 277
o ,
Edit Quick step
Cllck the Create New command to display the Edit Quick Step dialog cox (Figure 5-77).
oType work copy

r
(Figure 5-78).
in the Name text box to name the Quick Step.

Click the Choose an Action box
arrow to display a list of actions
OUT
278
#*cqi{}*'& **'+gat**
S Customizing Outlook
icti.L
'Copy to
folder'to select the
action (Figure 5-79)'
0 .
to Ct.t the Choose folder box arrow displaY a list of folders'

Work
as
o Click Work
the folder for the coPies
- TW - Work to choose
(Figure 5-80).
Figure 5-80
b--
Customizing Outlook 'i.ir;:i+:i; {l.b:;::.t.,,::

I Work
Copy
OUT
i
---<.:--: - , .:-1 .,rlr: ,:r:t,:l " ;;j iir::: ltri )jE i;lii i-ant tr:,: . .-.!I:.,.-n'.'"-'.
!
I
Step added to Qujck 5teps qal{ery
Quick
i
I
l
1 1
. ;
f 1
Click the Finish button (Edit Quick Step dialog box) to finish creatng the Quick Step and close the Edit Quick Step dialog box (Figure 5-8'l).
{e
,iiii . i;} "'s
i:f
l.11
{dr
nstead of creating a ew Quick Step from scratch, can I dupicate an existing Quick Step and make sorne :henn+<?
Yes. T* ciupi!r*t* a Quirk Step, rlick ths
tt t?nt
3.atts1!
H#fts.ir |:ji l:l{.rr l-j il:* Ferd i;A ?*br

.
if,:l R55 f:e! :;:i :+{h Faidr6

:
i 4.F
:r.,$
tt':,
:a.t
:...
:.: :
:.'
. i-l rns
iJ hbu{ ii
t51*en$
5-81 La*rcher ii'j*rnc t*b I Qui.k Step: gr*r:p). click the *erne sf thc euick step t dup!icate, cJick the Duplicate b*tt*t'l {M*n*ge Qriick 5t*pl ri!*l*g h*x}, ryl*ke the desi'*d chonq*s i* tire tdit Qr-iick 5t*p cliaiog i:*x. *q:j t|"ren clirk thc F!njsh but{*:n {{:lt eui(k step diel*g boxi.
Di*l*E
3ex
l**ag* Quick Stepl
Figure
T* #ss a ffiuiek Step

Now that you have created the Quick Step, you can use it. The following steps apply the Work Copr tfuick Step.
e CIick lnbox in the Navigation Pane
: : :ryJRi{r3,
rqrr
for the TW - Work account to select the lnbox folder (Figure 5-82).
,A v
. .j)
";
Fi<?:.4
-:il rl:rl;r1
fj
t_to,r "
Alim lrlrads,riice-rrelsQiroirili.corr,
:ia
1lj:t!:
A5
t4
-::i
8ilWhtuk
l';kaft}g to dD teantl I rt lne l your tru r?&bers. trI lt? ,:har{e a bnJ *e lvgb srh. I ioo\ fu.lrrd to Aa, [n! !. id] yJ.
,!
{q!s4trj!rl
fauelild CrmF ters
Seemcr?
nto*( /lsct
fri-
Figure 5-82
OUT
280
#Lct*"s#t{
{*t*p**r $
Customizing Outlook
o Click the Work CoPY Quick SteP (Home
tab I Quick
StePs
grouP) to coPY the

selected e-mail
message to the Work folder (Figure 5-83)'
Figure 5-83
To Manage Quick StePs

you no lonfer need the Work Copy
"d""
vJ'r urvt**;*"0
Steps dialog box' vou -
ffr" ?ollo*ing
o Click the More
e+^^ Quick Step' Work steps delete the -q-Ytf Copy ^--:^r-
-*1fr;^l:::.,t-'""d tep' t^ so you want to delete it'
*"
delete Quick Steps'You decide th:
button (Home tab

StePs
grouP) Quick to displaY the Quick

StePs gallerY. o Click Manage Quick StePs to disPlaY
the Manage Quick Steps dialog box (Figure 5-84).
4t o ffi
l
!
After making changes,

can I reset Quick Steps to their default settings? Yes. Ciick the Res*t t*: il*{aults bt-tt*Y:
i
a
{Manege Q-ick Steps diok:g b*x]. snd then

ciick the Y*s buttcn
i i
when thr: l\,{icrcssft
Outir:ck cli*1og b*x

display*d"
is
Figure 5-84
{]3\!:iri*f Customizing Outlook {ltllsi:;,i:,t+
OUT
-:'
ck the Delete
3L-rtton
(Manage I'uick Steps dialog :ox) to delete the :. ected Quick SteP
=lgure 5-85).
o r
Click the OK button
(Manage Quick StePs dialog box) to close
the Manage Quick StePs dialog box (Figure 5-86).
Figure 5-86
do a break, this is a good place to Break point: rf you wish to take forward' location tof o*ng the sieps from this
f
so. To resume
continue at a rater time, start outlook and
Working with Rules
can create rules' of e^-mail messages in outlook' you To further automate the processing messages that are ho#to handle e-mail \ rule is a set of irrrtrrr.r'rrs th"t iells O.,tlook io received e-mail messages and rules yoo .*-.r"ute rules ait", upotu '
in your mailbox. from a partrc.o.ri ,o..ifr that e-mail messages at apply to sent "-*;ii;"';;g*. io.r example' Rules or p;; il a specified folder' for uiar user be categoriz"J""tt-l'rcaily you specify' Rules from ,.r"r."f-t ""d opot conditions be created from a template or can with a data file folder or file. IF you are working roolv ro an e-mail ,..orr.r,, not a single .-tttil account, you cannot create rules'
'J#;;;
Outlook OUI 282 ##efic}*{ {l&*qt*r $ Customizing
FSmn
messages' Plan rules to use with your e-mail

"
&F"esd
:n:'11""il;';;';"';;;"-;;;;n; "''ui 'u""e::::1"i"-"-t-"i,:'::1::ig :1"::, ::f H J; ::"'"T XJ; 5 i; "-'" ;.' - * r"9 r i:: :iTI:: "'.: i ;T lJ : : :1': Li';'."'J""'i'j,LlLl:,*#;; ' ;iiv" *'*"1 11-"lT:i'.1::T:::i::i:T:??:: wou rd ke ;:.i:?,:nil:;:I:ffi?::i;; : ;; ;'i "v'" 9-":::Tt1"^ y:::::::Y,:' run manuallv'
?,."1
I i
[t.""J:;llJJo"i* ,"r.rJ."rry,
"no
which ones you want to
rules' Outlook provides'a Rules Wzard'whict To simplifi' the process of creating actions to tak ,r, -.rr"g. and then lists exceptions to :ru presents a list of conditions for selecting "-L"it necessary, yo" with messages that -"", i.""ditionslIf "11" :1",tp"tiry se:; t a specified folder unless they are For example, you can send certain messages rule. with high importance'
To Create a New Rule

.--"umeSSageSfomYourboss,BillWhitlock,forfol1ow-up.This.ul'*
to tollow up wrur rl'r v' you a1e Ln easily yo,, .",'"*, iry remember io iotto* "p *-TT. :11*1l3,",l"TlT,;.ti;iil, auton ,, '.^.. i^ ._-rit messages from Bill Whitlock..If creatin practice The flowing steps cteafe a rule that ^ -"i1 mcscrces in the file. To BlI whi'rock compli: o?n"'
"-u"'
'lo ",,",*'+i#'-1ilffi':1ififfi:J:'Jffi"+Ti:i{"'"'i"91:T*:'J:[:l"J*lfiffi:,:'.T:,'::J,':'r'"" fril:,ffiT;SJhi:fJf"l'T::1ffi;"::: #:'1+rl:i='1:: steps' o'r'"'*i'", read but do not perform the followins l#i;ffit;;';;;;
o .
Clicf the Bill Whitlock e-mail message to select it (Figure 5-87)'
Figure 5-87
o Click the Rules button
(Home tab I Move
group) to disPIaY a list of rule oPtions (Figure 5-88).
Figure 5-88
@ ,:
ck the Create Rule :mmand to disPlaY
X31;i : nepll
Re9il.
:'e Create Rule dialog :ox (Figure 5-89).
4 9,
,','rat should I do
''ir*uut-*ilkins@
- -'imail.csm appears
- lhe Sent t{] text ::;< instead of "me
:rly"
as
shown in
- lure 5-Yl
t ]e tenl. llle rvill bas+ and see if yeu
'i",'1 *,. *W*rkdatafil*

'":,eacl cf cre ating ' : "n*i! Bl{oilnf st
ope*ed th*
.-:
^ -
beginni*g cf this
i pter,
th* tr*?elr:<!n:&lr*t:rail.ccm
:' ;ii *cJdress aPPs;"5 - re*d e:{ "rn* onlY'" --rJt mfans y*u r: -rt cret* ll..l ': i th* T\&l * W*rk
:,'lOl..1t.
Figure 5-89
Click the From Bill Whitlock check box to select it (Figure 5-90).
t0 Sl+ tenl, sfe i1ll bse and 54 f Yu
Figure 5-90
OUT
284 *sit4**k {3t*g*t*r
Customizing Outlook
Click the Advanced

Options button (Create Rule dialog
box) to disPlaY the
Rules Wizard dialog
box (Figure 5-91).
r Click the Next button

(Rules Wizard dialog
box) to continue
to the next step'

where you sPecifY one or more actions to take with a
selected message
(Figure 5-92)'
Figure 5-92
Customizing Outlook {};fe+& llh'*pte:'
OUT 28r
o r
Click
the'flag
message for
follow
j Re.je
lder
up at this time' check box to select it (Figure 5-93).
u"-
1 !ttee''^ -rF -ry
-);'rrr
a'
^ tn Ltnoi
the effect of selecting the lag rnessage for fr:llow up at this ime'check bsx? What
'f is
:,e5s**5
that n:s*t th* e*nditi*ns
i6t
l$e*
.'or: spetif iecl. ir this {i:e:q. mtl$aSc5 'rar'' f3!ll Whitl*ck, w!il cpp*er i;:
Ali{e ileds
:he m*sl*g* ljsl rith ;: fl*g 1c*n .c indirat* 11.* necd t* be
'cll*wed up.
Figure 5-93
Click the
'follow up at this time' link
in the Step 2 area to display the Flag Message dialog box (Figure 5-94).
,"x *
'"
D+iel tept!
( 3
For what can I use the Flag Message dialog box?
Y*u en fl*g * rness*ge f*r f*il*w u: {the de{a*Nt} *r f*r *ther *Ptirn*, inclilcling F*r
Ycu'
x,
we
le'ill
R*5pc:ns* llecess*ry, ancl ileply' Yor all* can specify when 1 f*lislv uP; T<;eJaY {the def;;uit}, Tonrorrcw, ThiE We*k"
lrf*rmation, f'j*
t0 ihe t;s. ,ria base arul :::
ri :i
r " r':
l\ext'*tl**k, f{o $ale, *r {cn,lplet*'
Figure 5-94
OUT
286 *f*{},k {lh*pt*r S Customizing Outlook
o Click the OK button (Flag Message
dialog box) to accept the default settings and return to the Rules Wizard dialog box (Figure 5-95)'
. Clict the Finish button
(Rules Wizard
dialog box) to save the Rule'
Stlerwetrg
ri-
rrr
I ::
Figure 5-95
1. Click File, click lnfo, click Rules and Alerts
To Run Rules
If you want tcN messages received after creating the rule' Rules that you create run for all incoming e-mail and Nerts dialog box' The foll-'receivediyou use the Rures apply rures to e-mail "rr..f"r,*e ing steps run the newly created rule'
;;;;;;;;h;; fr"
o .
l{ome tab
Ctct<
the Rules button (Home tab
Move group) to display a list of rule options.

Click the Manage Rules & Alerts command to disPlaY the Rules and
Alerts dialog box (Figure 5-96)'
4i l
After I create a rule, can I rnodify lt? Yel. To modifY an existing *:ie, ssi*et"the r*l* yciLl wa*l to m**$ify'
r!ick the tl'o:n.ti Rule huttan, 'nd thcn clitk tlre {:lit R*ie Settinqs
rclrxr'$;ind. itext, ryr*ke th* rir*sired *hanges !n {h* 11r..!*l WiE*rci. Clltk
the Fi*ilh iluttsn nft*r maki*g all n*{*$sty ehangt:.
Figure 5-96
Customizing Outlook
{i:*ti*+k
:i!"+*1-;,
:-
OUT
4i jdJ,\r E.i F,{i' e nlr, '
\ -1
t
r Click the Run Rules Now button (Rules and Alerts dialog box) to display the Run Rules Now
dialog box.
Click the Bill Whitlock check box
to
select it and specify the rule that will run.
.l
-,
t'e teanl. lV q,ll

basa and see
rfy:-l
t'l
r Click the Run Now button (Run Rules Now dialog box) to run the rule (Figure 5-97).
t
Rule detriptim
\
\
i
itud;s"=;k
lrsm
feg ressge
.-
Finish button
I I
=-*_**l
Figure 5-97
u wnt
to
Click the Close button (Run Rules Now dialog box) to close the Run Rules Now dialog box. Click the OK button (Rules and Alerts dialog box) to close the Rules
!'i
.'rq. '-
The follow-
ie?i li\! Frnrl ltt{
--t-
:r--i
lo'rlre
&/
uD , /\
cE
i .alr
h &J!lr("
rre Reo,. i*rrr "rn",

-ii
*-
rc+ - T" ;: l+it'q I

--q
:"
".r.e
Ii'rn!r.
", .l ;.,
and Alerts dialog box (Figure 5-98).
!;l ffi
3ri llnar
*.aere*nml1t:
,:r\{.1qsrk i l, tiiiiiSt..,iiq&dgt::::::::tJ j': . r,orr, 'i$:**ftt**r' jill

f$ **tat**$cnu
ItS!
idJilnrl{F*ir i : iti,#;,1i#,:.;Ei-r1.,+i.i:a:,'=t ; Frer r{ed ! i l''------ 'i-S *lb*x t i iffi nxi*;*: l-j i$:iuriti:.al**: i-l :
\ i .,-Tl
q<__-
e-mal me$age ,rn ihe-first
| I I
flaeedforrollowLt flagged Tor Tallow !! pro.e.-i.;::
E-n:il me ny *u,
qu;!:.^:
, ,
!
bilFlvhiBckl3hoir
::-
lroit!,f]n:9t. Yu8uldcomPutis
l**lu[e-m]ail .:
*!fb*x
irj: 5rr{$ trsldrr!
;'..,i !4s.*,111
Figure 5-98
OUT
288
#ut$**:tra
#h*p*er S Customizing Outlook
To Delete a Rule
*" ". *ger need a rure, you,shourd delete therefore' need to flag all e-mail messages t'9-I3y:-?tts; ,*
if,.?olfoUng
steps dJlete the
you do it. After further consideration, you decide that you decide to delete the rule'
n:r
BillWhitlock rule'
oct.t i
Move group) to display a list of rule options.
the Rules button (Home tab
o Click the Manage Rules and Alerts command to display the Rules and
Alerts dialog box (Figure 5-99)'
Figure 5-99
@
.
Ctict the Delete button (Rules and Alerts dialog box) to display the Microsoft Outlook dialog box (Figure 5-100).
Figure 5-l0O
f
Customizing Outlook {}*f***k *h*p*r
OUT 289
B r
Click the Yes button (Microsoft Dutlook dialog box) to delete the 3illWhitlock rule (Figure 5-101).
o[lick the
e
OK button (Rules and Alerts dialog box) to close the Rules and Alerts dialog box.
Figure
5-lOl
To Ser Up
Aurounrc
REPUES
']utlook provides a quick way to set up automatic replies for when you may be out of the :tfice; howevet your e-mail account must support automatic replies. If you wanted to set :p automatic replies, you would use the following steps.
-" Display the Backstage view. l. Click Info in the Backstage view to display account information. i. ClickAutomatic Replies to display the Automatic Replies dialog box. a. Click'Send automatic replies' to turn on automatic replies.
:. Change
the Start time to select the day and time for the automatic replies to start. the End time to select the day and time for the automatic replies to stop.
i. Change
-.
Select Inside My Organization and enter an e-mail message for e-mail messages to be sent inside your organization. and enter an e-mail message for e-mail messages to be sent outside your organization.
!. Select Outside My Organization

,.
Click OK to save the rule for automatic replies.
OUT
290 *$'t1*t;14 {f?;s?q*$'
Customizing Outlook
E s
{f*attatP T*+?s
ln addition to archiving e-mail messages, outlook
Configuri ng AutoArchive
access them AutoArchiveallowsyoutosetupautomaticarchivingwithlnoutlooksothatolder t-; o"..tf. "." lt, *ht'" vou can messages" are -;;i;.";:#;;: their Outlook items ""ii" "i.* f3rg"t to backup or archivebe lost if thev 'artr r !r opening the file i" o;;; could f"ilor."r, im-portant messages In the case of comp;";;;;i Inbox at a manageable rr*r' ;. il;r
i Provides 'helP
cleanuP
toolsto
control the size of vour mailbox. To access ihe various cleanuP tools' disolav the Backstage ui cti.f tfte lnfo tab' if i necersary clickthe CleanuP 1 Tools button, and then click i the desired cleanuP tool i you want to access'
backed up or It can be difcult
archiv.d;;*;.. tt ;fi#;?J""
"rr.*r se"eral ttt"' h
lo"
hundred messages'
To Set AutoArchive Settings

outlook will archive
tn y'our e-mail backup the e-mail messages You decide that you should steps turn on AutoArchive' The following
ftIITIetl account' By default' when
-- r*
.rr"g",
every l4days.
o DisPlaY the OutlooK
OPtions dialog box'
Click Advanced
in the CategorY list to disPlaY advanced oPtions
(Figure 5-102)'
,;.;tt n*lt,
.. a
..1*-:
I: l:
1f
I
-lST
;:-,corinth,,rardif L:rr'r
rd
I
lI '
;-
otlook sh'n *o1v g*ed Rc6 1lders 'tiiinq
roirw(ruE
.-u""'.n,""'
advilrred outlsok
oFtiorls
(;{r!;\(5r' ;oc:b' lJ
'x9 Jy
-.,
or movnq oid it rmlroaosr{hilediliile Redu't mailbcc si:r !y delehg
:@gf:**'
i'l'.*
i1'1 sI W
l,
tuoodouilookrnromarintoatrleioruseinothrFrosnmt
i;
'f ii :i
thi updled I . fr . r'tLr rht I d :"r.::::'"r:TiH i: r:::::::'"'::::l :T,,, r *rndoss *5 " ;;;;;; I i!l d ilffi:[:H;'":;-;;;;;;:;'red!istrcFl]i'^r{indaw5 ] ll sum*omo
i5 Av R55 ied lieor Fteds 16
o"* l *oI=
nppetrr as nd codmon Fed rst
'l
Figure 5-102
I
Customizing Outlook
:i,]-'i1;**t;
{lk;lpt,*r '5 OUT 291
o,llick the AutoArchive

'
Settings button
Outlook Options
iialog box) to display

:he AutoArchive
Cialog box
iiigure 5-103).
o r
Click the Run
AutoArchive
every check box :o select it and enable AutoArchive iFigure 5-104).
o Click
the OK button
iAutoArchive dialog box) to close the AutoArchive dialog box.

(Outlook Options dialog box) to close the Outlook Options dialog box.
Figure 5-104
OltT 2g2 #ctt*+fu {.*'r,*pxt*c" S Customizing Outlook
*i {srtiS**a*e*s"r Office The Microsoft

Specialist program Provides
Working with News Feeds

stands for Really one of the newer technologies on the Internet is RSS, which to easily distribute, or synSimple Syndication. RSS aows Web page authors on news Web sites, discusdicate, Web content. nSS feeds typicaily are found update their content' For sion boards, blogs, and other web sites that frequently people to view top ttre CX Web site contains two RSS feeds that allow "rr-pf., recent stories in one convenient location. If you frequently-visit web stories and the feed content of all the \A/eb sites that offer RSS i""r, you quickly can review to their-RSS feeds' without sites in a simple fir, in yo"" bro*r., ty subscribing subscribe to an RSS feed having to first navigate to each indiviiual site.If yu Favoritt' ;;ii";"tnet Expiorer, you can access the feed in the Internet Explorer
an opportunitY for You to obtain a valuable industry credential Proof that You have the Outlook 2010 skills required bY emPloYers. For
more information, visit the Outlook 201 0 Certif ication Web page (scsite'com/ out201 o/cert).
E $tiq:k ffi*f*nere* k fot a table that lists how * I to complete the tasks
I covered in this book
Center.
using the mouse, Ribbon,
I shortcut menu, and
i teyboard, see the Quick i Reference Summary at the i back of this book, or visit
i the outlook 2010 Quick I Reference Web Page I (scsite.com/out2O l 0/qr).
feed If you want to use Outlook to read the feed, you can add the RSS let you manage and.work with the Account SettingJiriof Uor. Outlook will then you access the feeds from you: your RSS feed. Some accoints will automatically let however, not all accounts iry"b bro*rer if they are using a common feeds folder;
using
allow for this.
To Subscribe
to an RSS Feed
You want to use outlo3k 13 view l''::1 your personi You subscribe to Some RSS feeds in your Web browser. keep it separate from work, you decide to add it to Rocks 2.0 from http://www.nirmaltv.com /ieed'/.To e-mail account. RSS feed and display the messages' The following steps subscribe to the http://www.nirmalw.com'/feed/
:liTllj:
Right-click the
RSS
Feeds
folder in
the TW mailbox in the Navigation pane to disPlaY a shortcut menu (Figure 5-105)'
di 6i #i
What should I dc i{ an R55 Feeds falder cloes not apBear in the TW

mailbox?
ldlght-e lick
ihe 55 F*eds f*1der in * d!ff*revit r:ailb:x *ft ys1-li"
{:*tput*r.
Figure 5-105
Customizing Outlook li:':'''11**h
iir+*t's l
OUT 293
Click the Add a New R55 Feed command to disPlaY the New RSS Feed dialog box (Figure 5-106)'
Figure 5-106 Type
httP:/lwww. nirmaltv -com/ f eed/

RSS
in the
text box to enter the address of an

feed (Figure 5-107)'
Figure 5-107
o r
Click the Add button (New RSS Feed dialog
box) to add the R55
feed to the R55 Feeds

f
older.
r Click the Yes button

(Microsoft Outlook dialog box) to confirm You want to add the RSS feed
(Figure 5-108).
-tj)
gnp*r**nt
Click the different messages to see what has been Posted in the R55 Feeds folder.
To Selete an nSS Feed
do,lo' n"":::T:-1t^ti feed, you should delete it o-th1t Vfu f:T?tt' When you no longer need to use an RSS h..p,ur.*.' nirmalw. com/reed/ Rs s r"" ;; ", Jl vour account. The steps on il
Jlff jir}]il. ;tffi
ilil ;
OVI 2g4 illf*:'lr {h;e6a***'S Customizing Outlook
o Right-click the Life Rocks 2.0 folder in the Navigation Pane
to displaY
a shortcut menu (Figure 5-109).
Figure 5-109
o Click the Delete
Folder command to displaY the Microsoft
Outlook dialog box (Figure 5-110).
i,
f vru Enl
lD
rffir
* lfe
Rors 7 0'R-c's Fed
Figure
5-f lO
o Click the Yes button
(Microsoft outlook
dialog box) to delete the RSS Feed (Figure 5-111).
Customizing Outlook *at***k ffF'l*pt*r
OUT 295
fr Remove an E-Mail Account

When you no longer need an e-mail account, you easily can remove it from Outlook. The following steps
rfiwrno\e
the
TW-Work
account.
o
N
R.ight-click the TW
- Work account
name in the Navigation Pane to display a shortcut menu
ffigure 5-112).
Figure 5-112
Click
the Remove "TW - Work"
command
to remove the
e-mail account from Outlook

(Figure 5- 1 13).
( t @
What should I do if the Remove "TW - Work" comrnand does not appear on the shortcut menu? lf you openee* thE data file, then Close "TW - \iVork" appears instead of ernove "T\Al * Work." ln that
case, click the Close "TW
* Wsrk"
cornnrand"
o Click the Yes button (Microsoft
Outlook dialog box) to remove the

TW
- Work account.
Figure 5-113
OUT
296
{?mtFe*Er.
clh#t#r 5 Customizing Outlook
To Reset the Timc Zone Setting

before quitcine You should change the time zone back to your original time zone Ou tlook. The following steps change the time zone'
o o o
@
lf
necessary, click the File tab
to open the Backstage view and then click options to disaial
the Outlook OPtions dialog box.

are visible in the Click Calendar, and then scroll down until the Time Zone settings Options dialog box. Click the Time zone box arrow to display a list of time zones' Click your time zone to select the time zone'
out
atr
To Quit Outlook
The project is complete. Thus, the following step quits Outlook' Cti.t the Close button on the right side of the title bar to quit Outlook.
Chapter SummarY
Outlook options, create rules' manr: In this chapter, you have learned how to add an e-mail account, customize below include all the new Outlook skills you har-e and add RSS Feeds. The items listed
euick
Steps, add Rules,
learned in this chaPter.
1. Add a New E-MailAccount (OUT 238) 2. ConfigureJunk E-Mail Options (OTJT 244) 3. Display Outlook Options (OUT 247) 4. Set the Default Message Format (OUT 248) 5. Configure Spell Checking Options (OUT 249) 6. Create an E-Mail Signature (OUT 252) 7. Format an E-Mail Signature (OUT 253) 8. Add an Image to an E-Mail Signature (OUT 25) 9. Configure Signature Options (OUT 257) 10. Customize Stationery (OUT 259) 11. Change theWorkTime on the Calendar (OUT 262) 12. Modifz Calendar Options (OTJT 264) 13. Change Calendar Display Options (OUT 25)
14. Change the Time Zone Setting (OIJT 267) 15. Customize Instant Search Options (OUT 2-L 1. Customize the Outlook Ribbon (OUT 272'l 17. Create a New Quick Step (OUT 276) 18. Use a Quick SteP (OUT 279) 19. Manage Quick StePs (OUT 280) 20. Create a New Rule (OIJT 282) 21. Run Rules (OUT 28) 22. Delete a Rule (OUT 288) 23. SetAutoArchive Settings (OUT 290) 24. Subscribe to an RSS Feed (OUT 292) 25. Delete an RSS Feed (OUT 293) 2. Remove an E-MailAccount (OUT 295)
ffietr
""irio" to download the instruction
IfyouhaveaSAM20l0userprofile,yourinstruc-t?li'lf?"t.assignedanautogradable of this assignment. lf so, log itrto th" SAM 2010 web site at www.cengage'com'/sam20n{
and start files'
E"
T
Customizing Outlook *u:t{*ark
*l,r*pf*r
OatT 297
IE
-est your knowledge of chapter content and key terms.

splarr
oc,*r.
-\-fi1tcti0ns: To complete the Learn It Online exercises, start your browser, click the Address bar, and :en enter the Web address scsite. com,/out2010/1earn. When the Outlook 2010 Learn It lhline page is displayed, click the link for tlre exercise you want to complere and then read the insrrrctions.
chapter Reinforcement TE MC, and ,{, series of true/false, multiple choice, and short
:s$'er questions that test your knowledge of
::reptef content.
F
sA
the
who wants To Be a computer Genius? An interactive game that challenges your lnowledge of chapter content in the style ola television
quiz show.
ash Cards wir
Wheel of Terms
An interactive game that challenges your knowledge of chapter key terms in the style of the television
show Wheel of Fortune.
{:r interactive learning environment where

-r-,u identiSz chapter key terms associated
'-'-.played definitions.
eractice Test -1' series of multiple choice questions that test

,inowledge of chapter content and key
Crossword Puzzle Cha I len ge
terms.
your
A crossword ptzzle that challenges your knowledge of key terms presented in the .h"ptr.
?einforce the skills and apply the concepts you learned in this chapter.
f,reating a Signature -xttactions: Start C)utlook. You will be using the Signatures and Stationery dialog box (Figure 5 -ll4) :r create a signature to use when you e-mail members of your debate team.
Figure 5-114
Continued >
OUT
298 fl+ti*#k
ttept'e' S Customizing Outlook
Apply Your Knowledge continued'
"{KT:{':!::t:rr.:;tp,io',
i Signatures button ro d:"r:s box. clickMail and then crick the
!f,';"'tu']',
T1rye team as the name of the signature' 2. Click the New button to create a signature. font size to 18' 3. Change the font to Ngerian and the the ter your name, your e-mail address' and 4. on three lines, .rr,., L. following information: Debate Team News' to new messages' 5. Set the signature to apply tab and click the Theme button' 6. Click the Personal Stationery as your stationery' 7. Select the Studio theme e-mail message addressed to 1 ' r dialog boxes and then create a new 8. Accept the changes in the stationery' inr,*.ao, to display your new signature and in the format specified by your instructor' 9. submit the e_mail message
box' the Signatures and Stationery dialog
ffilearnedinthischapterandeXperimentwithneWskills.Youmay,r.:
use Help
to complete the assignment'
Creating and Adding an E-Mail Account Insmlctions:YouaregoingtocreateaWindowsLivee-mailaccount.Youwillneedtoreadar: 115)' You will then i Live to t'""t" tttt account (Figure 5 instructions provided by windows
"-*"il "".or-,
instructor' to Outlok and send an e-mail to your

and navisate to www.rive.com.
"f&:f{!::?#"*ot,f!J*,"r
Live ID. If you
crickthe Sisn up button (or or-h.:

'
account' appropriate button) to create a new as part of the \\= : ;']1 e-mail account using your last name 2. Follow the instructions to create an luur create another one for this exercis ''' already have a windows Live account'
sure to follow all instructlons'
3'Logontoyournewe-mailaccountintheWebbrowserand,ifnecessary,followthe verilt Your account' browser' 4. Logoff of the account and close your Weh
Settings 5. Start Outlook and open the Account account to :1 Account dialog box and add your e-mail . click New to display the Add New to your instru::,i to create an e-mail message addressed 7. Use the newWindows Live account specified by your instructor' submit the e_mail message in the format dialog box'
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I
Customizing Outlook it*ti+*,i :l"ir;r:,;r,r
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{nalyze tasks and correct all errors and/or improve the design.
,'s
iopying and Modifyng a Signature

.',
e:
To complete this assignment, you will be required to use the Data Files for Students. See the
:side back cover of this book for instructions on downloading the Data Files for Students, or contact ,)ur instructor for information about accessing the required files.
,,:-rtructi0ns: Start Outlook. Import the Make
-
It Right 5-1 folder from the Data Files for
Students
-,ider
into Outlook.
Your boss has sent you an e-mail message using a signature that he suggests you customize for also asks you to change the stationery for your messages.
the
',
lur own use. He
k.
?:tfonn
following tasks:
1. Display the Make It Right 5 - 1 message in the Outlook Mail window. Open the e-mail message from Richard Estes (Figure 5 -116 on the next page).
t. Create a new signature and name it MakeltRight using the Signatures and Stationery dialog box. Change the font to Biondi (or any other font) and the font size to 14. Enter the text from the
,1 .
Richard Estes e-mail as the new signature. Change the name to your name.
+.
Using the Personal Stationery tab, change the theme to Level.

Save all your changes, and tJren submit an e-mail message w-ith your signature in the format specified by your instructor.
Continted >
Customizing Outlook ouT 300 #a,s!**k ilfu*ptl*r 5
Make ttFlight continued
Figure 5-f 16
'n order of 'ncreas'ng d'ff'culty' ffify,and/orusesignaturesandrulesusin9theguidelines,concept5â1d er. Labs-re Isted

skiils presented in
th:r';--
'ii,,i;i'i"l:3#::',J,:f'["ffi'-fessors':'ry::]:':T:I:*L'".":HT:H;;T?jil# il,t:ll:-,Ti.::":*",,:3,1?:?* \{1- ii

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Figure 5-117
Perforvt. the following tasks:
i.
Display the Outlook Options dialog box. Click Mail and then click the Signatures button to display the Signatures and Stationery dialog box.
L
-1.
Click the New button to create
a signature.
T1,pe
Biology
as
the name of the signature.
3. Change the font to Century and the font size to
1.
On three lines, enter the following information: your name,
Sanchez's
h.]lreate
1e
BTo 202, and prof essor
MW Cl-ass.
-l. Using the Biology signature, submit an e-mail message in the format specified by your insrructor.
. Display the Outlook Options dialog box. Click Mail and then click the Signatures bunon to display
the Signatures and Stationery dialog box.
Type Phys i c s as the name of the signature. 8. Change the font to Century the font size to 18, and the font color to green. 9. On three lines, enter the following information: your name, pHy 112, and Dr . tood,, CIas s.
Click the New button to create
a signature.
i.
10. Using the Physics signature, submit an e-mail message in the format specified byyour insrrucror.
Outlook OUf 302 #{'{d}t}fu {lh;+pxer 5 Customizing
Lab 2: Adding an RSS Feed your problem: you are in charge of ordering new computer parts for
use a computer parts
W;";"
(Figure
i - r rsi ,il"" f'"' "tt
departrnent' You regularlr to rc; RSS feed' You want to add that feed
IT
Outlook e-mail account'
Figure 5-118
''K&i{!:#:^!lf*nthe
as
ror vour e-mail account) an; RSS Feeds folder (or the reeds rolder
:rd'm'
display the New RSS Feed dialog box'
2.Enterhttpz//www.newegs'.com/Product/Rss.aspx?Submit=RSSDailyDea*u
the address to add.
3. Add the feed
to Outlook'
+. Open the first RSS message'

5.
instructor' prirrt th" message and then submit it in the format specified by your
t
Customizing Outlook tllllocr& (h\pt*r
OUT 303
r
ou-!
-ab 3: Configuring Junk E-Mail :,'':blem: You occasionally find e-mail you want to read in theJunk E-mail folder for your Oudook account. You also receive spam from a certain e-mail address. You want to use theJunk E-mail '-mail -lptions dialog box (Figure 5 - 119) to make sure you receive e-mail messages from some senders, while : -'rgkit* e-mail from another sender.
tunk E-wi
Spdw:
- ItlY
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sdfe LiEls n]v: nly nu Jim peode cr domans +n yrur 5ae SEndE Lisi r saf ReliF trts Ust wil be dekvtrd to os fntrqrr,
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n Ftrmffid
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tlE
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n Fhishf,-a
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Figure 5-119
?tfor"m heil
the
following tasks:
1. In Outlook, display theJunk E-mail Options dialog box.
l.
i.
Click the Safe Senders tab.

Add www.microsoft.com to the Safe Senders list. Write down what is displayed in the Safe
Senders list.
,1s
-i. Click the Safe Recipients tab. Add ewhite173@gmail.com to the Safe Recipients list. Write down what is displayed in the Safe Recipients list.
5. Click the Blocked Senders tab. Add @crazyedigames.com to the Blocked Senders list. Write down what is displayed in the Blocked Senders list.
. Submit what you have recorded in the format specified by your instructor.
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304 fr*ifft:k {h;ap-t*;' $
Customizing Outlook
App|y your creative thinking and qIgbl:'nj9|Ving skills to 9_"'g^

1: Create Rules
."d i'pM
Academic For three of the
rules t'currently taking, create mail{olders for each class' create Write a rule for one class tha i '*, class mail folder. messages related to the classes to the "ppropriit. in the - ir::uLllfirl five days. write down the rules and then submit your work messages for follow-up within specified by your instructor'
classes you are
::.,;'r'nrrrtrr
2: Subscribe to Feeds
Professional
such as htrp://www.convefgemag'i'::1 Research and find four RSS feeds for professional development careers in education)' Subscribe to t1.'e :-'t @oth for
lil#rl
tlllLr
or http://wwwconnectusers.com/fees/news.rss from each feed' write a paragrapl- 'r':::'in Outlook and review some of the messages. Prirrt u message format specified by your instructor' marizingwhat you feel the sites offer, anJsubmit it in the
3: Create QuickSteps
Personal
messages' create a Famil'" :'-'LL create some Quick Steps to help you in working with your e-mail e-mail messages sent b\- -;-:Lrr' folder and an Archive mail folder. Create a Quic"k Step that stores that flags e-mail mes:age::ontaiir; ::'rr member in the Famify frf"t. Create another Quick Step : rnorrth. Conhg.rre the already existing Move to: '-nuullllii word,s famifu reunionior follow-,rp within " folder. write down the steps you perform. * i Step to move e-mail *"*g"r ao ah. Archive mail specified by your instructor' create each Quick Step. Su"bmit your steps in the format
'
r
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Project Planning
Gudelines
Using Project Planning Guidelines
The process of communicating specific information to others is a learned, rational skill. computers and software, .rp"".iuily Microsoft office 2010, can help you develop ideas and present detailed information to a particular audience'
Using Microsoft Of6ce 2010, you can create projects such as Word documents, PowerPoini presentations, Excel spreadsheets, and Access databases' Productivity software such as Micrtsoft Office 2010 minimizes much of the laborious work of drafting and revising projects. Some communicators handwrite ideas in notebooks, others compose directli tt itt" computer, and others have developed unique strategies that work for their own particular thinking and writing styles. No matter whatLethod yon use to plan a project, follow specific guidelines to (Figure A-1)' arrive at a final product thar presents information correctly and effectively and others as of these guidelines every time you undertake a project, lJse some "rp".i, instances. For example, in determining content for a project, you may needed in splcific If so, decide that a chart communicat., tr"tt, more effectively than a paragraph of text' insert it in an Excel spreadsheet, a Word you would create this graphical element and document, or a PowerPoint slide.
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ff*rP*se
PROJECT PLANNING GUIDELINES
1. DETERMINE THE PROJECT'S PURPOSE Why are you undertaking the proiect? 2. ANALYZE YOUR AUDIENCE Who are the people who will use your work? 3. GATHER POSSIBLE CONTENT What information exists, and in what forms?
Begin by clearly defining why you are undertaking this assignment. For example, you may want to track monetary donations collected for your club's fund-raising drive. Nternativel you may be urging students to vote for a particular candidate in the next election. Once you clearly understand the purpose ofyour task, begin to draft ideas of how best to communicate this information.
&xrm$ymm Ymax*. &wq* $wmem Learn about the PeoPle who will read, analyzQ or view your work. \A4lere are they employed? What are their educational backgroundsi \l4rat are their expectations? What questions do they have?
DETERMINE WHAT CONTENT TO PRESENT TO YOUR AUDIENCE What informationwill best communicate the proiect's
4.
purpose to your audience? Figure A-1
APP
,i,4ri:ri:;-:n::
Proiect Planning Guidelines
Designexpertssuggestdrawingamentalpictureofthesepeopleorfindingphoto': -' in rr: yoo ."n d".relop a project with the audience -rrrtilltl people who fit thi"profile so tat to meet their rr' -' -"-b".r, yo., .un irilor a project pott"ts, and - n' By knowirrg lioo' ".rai.rr.. *i,rr iir"t-ation they alr"dy "''and needs. yr* *ill;;, #r*. il
know' not omit the information they need to college's nursing p: assignment is to raise the profile of.your Example: Your
-
-r;::
llllllrr
curr----L,rTrTtrrr know aboui your-college and the nursing the communi.y. H;; ;";h do they admitted con-': : n: llow many of the applicants What are the admission requirements? board exams? ,n" pttgt"-? What pt"""i pass the state
#m,h*r F*ss*fu $* fl*meffi
all the material for a project' T\pic'Rarely are you in a position to develop i : ' :rri' that may reside in spreadsheets c would begin by gu.t .ririg'"rir;g informari'on could p: " *r and newspaper articles' and books bases. Web ,i."r, pu^ptti?-"g'"'i"" yo"t topit' Personal interviews often pr '- - ' insights of how o,tt"" tt"*'"pft"tft"a clips a! :'' r."ri:rrrr,'ill y i^y other means' "'l"t video and audio perspecrives ,ro, you unc i :"rr"it"bi" supporr the factual data ,oor.., for material ;;;h,:omplement or
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Experienceddesignersrecommend'writingthreeorfourmajorideasvou.::-.H -n' i' -'' : -reading or-uiewing your project' 11 also. audience member ,o ,.".",,-,b.r after proiec : : ril key facl you wish to emphasize' Nl envision your projectt ""ipt,,',,'afte should lead to this ending Point' you a ls o rlranc LUr As you .,t"t" tot"?i ti'i o"t' "t " 1 -t:-91f ^*:'"t:: ::i::?:' rt---l ,''iilL[ill" '{s exampie. " ls an lmp ortant consideration. For Presentation of the project content
brochure be
']iil,
printed;;tJ;;l;'"d pap"i"'q:":+,:L*:YltlY'*Ll:::,f --,:;,'.iurrroo-iith...ll"nt lighting and a bright pror.:: -ilffi.;;fi;;;;;u

monitor? Determine-r:l:::::t:::.t---'. will it be viewed on a notebook computer re'ic---: " -l project, how long readers wiil soend the XJh: . ." u' your ,p.,ki,.,g engagement. Your ;proiect, or the amount of time allocated for .r."d to accommodate all of these constralnts' artistic element can express or mPhr'': ' 1 Decide whether it"pit, pfttto' or " of the brain processes images bY a..:---"t'l 'rrur particular concept.1.n" ffitt.misphe.e l1 :r; are more apt t recall these graphics emotion to them, so audice -.-b.r, rather than just reading text' order in which you plan to pre!': fu you ,"1"., .ol'""g be mindful of the members generally, rem"-g jl:::: information. Readers ;'Jili";te ::-:: intrl':-: ' i rillll you ,hoo.-ld place the most important of information they r"" nn t "ur, so the top or boftom ofthe Page'
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'
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llllllll
SummarY
when creating
follow some basic guidelines frorn :-: : *:fn of the process to determine the proiecr's By taking some dme ;;it;;gi"ning what content t' : : ":-.or,,"ni. and determine analyze rhe audience, i^*., pssible that is informative' relevant' and eite;:' ' the audience, ro.t .",t"otli*Jt " ft.,;"t'
a project,
it
is beneficial to.
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Publishing Office 2010
rgram,: iculumt
plete
Web Pages Online

With Office 2010 programs, you use the Save fu command in the Backstage view to save a Web page to a Wet sile, network location, or FTP site. File Transfer Protocol (FTP) is hi".t standard that allows computers to exchange files with other computers on the
"r, Internet.
You should contact your network system administrator or technical support staff at your Internet access provider to determine if their Web server supports Web folders' FTP, or both, and to obtain necessary permissions to access the Web server.
l,
You
latar'ide
ide
rtential
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When publishing online, someone first must assign the necessary permissions for you to publisir the Web page. If you are granted access to publish online, you must obtain the W address of the Web server, a user name, and possibly a password that allows you to connect to the Web server. The steps in this appendix assume that you have access to an online location to which you can publish a Web page'
To Corururcr ro ru Oruurue Locnrlor. To publish a Web page online, you first must connect to the online location. To connect t an online location using Windows 7, you would perform the following steps' 1. Click the Start button on the Windows 7 taskbar to display the Start menu.
2. Click Computer in the right pane of the Start menu to open the Computer window. 3. Click the 'Map network drive' button on the toolbar to display the Map Network Drive dialog box. (If the 'Map network drive' button is not visible on the toolbar, click the 'Display additional commands' button on the toolbar and then click'Map nefwork
ll your 'erPoint rr, or

rs, such
i
youf
ct will
a
rg an
term
pieces
ion at
drive' in the list to display the Map Network Drive dialog box') 4. Click the 'Connect to a Web site that you can use to store your documents and picrures' link (Map Network Drive dialog box) to start the Add Network Location wizard. 5. Click the Next button (Add Network Location dialog box)' 6. Click'Choose a custom network location' and then click the Next button.
7
utset.
pose,
3nt to
address specified by your network or system and then click the Next button' administrator in the text box 8. click,Log on anonl,rnously' to deselect the check box, rype your usef name in the lJser name text box, and then click the Next button. 9. If necessary enter the name you want to assign to this online location and then click
. Tlpe the Internet or network
the Next button.

10. Click to deselect the Open this network location when
I click Finish check
box, and
then click the Finish button.
APP
L;*:,-;1q'iits
Publishing Office 2010 Web Pages Online
Map Network Drive dialog box. 1. click the cancel button to close the 12. Close the ComPuter window'
To Snv A WEB Pnce
ro
AN ONUNE
Locmor'l
TheonlinelocationnowcanbeaccessedeasilyfromWindowsprograms'incluJi.r{ to save as a a Microsoft office file you wish Microsoft office p-g.r;, After crearing you connected in the olrrlir.e location to which Web page, you musr r"".ifr" nf" to th" and document as a Web page' for example' previous steps. To ,"";" Mi;;soft Word perform the following steps' illtill;.Jthe online location, you would in the Backstage view and then click Save fu 1. click File on the Ribbon to display the As dialog box' Backstage view to display the Save Do nor File name rext box (save fu dialog box). 2. Tlpe the web png. tii" name in the at this time' you do not wanr to close the dialog box the ENTER
press
;;;;;r.
3'Clickthe.Saveu,.,p",boxarrowandthenclickWebPagetoselecttheWebPaee
format'
4. If necessary scroll to display the name of in the navigation pane to select that locatisi: 5. Double-click the online location name pane' location and display its contents in the right
the new save
pane the online location in the navigation
!1l
6.Ifadialogboxappearsprompting.youforausefnameandpassword,typetheuser text boxes and then click the Log on buton' name and password ln th" ,"ip.ve
box)' 7. Click the Save button (Save As dialog TheWebpagenowhasbeenpublishedonline.ToviewtheWebpageusingaln'*ll address you shc -,: browser' contact your netwofk or system use to connect to the Web Page'
.d-i,,i,t,utor for
the Web
&ppmmd*w ffi
Microsoft Office 2010 Specialist and Expert

Certfications
What Are Micosoft Office Specialist and Expert
Certif ications?
Microsoft Corporation has developed a set of standardized, performance-based examination, thut you can take to demonstrate your overall expertise of Microsoft Office 2010 programs, including Microsoft Word 2010, Microsoft PowerPoint 2010, Microsoft Excel 2010, Microsoft Access 2010, and Microsoft Outlook 2010. When you successfully complete an examination for one of these Office programs, you will have earned the designation as a specialist or as an expelt in that particular Office program. These examinations collectively are called the Microsoft Office 2010 Specialist and Microsoft Office 2010 Expert certification exams. The information in Table C- 1 identifies
each of these examinations.
Mier,as0{!.Woid 201.0
twt1.t..,.,..
t,,.'t.:,..
!ndcategryoui:liavgrprofieenqy:' il,l using at least 80 percent cif the

201 0
r:
5uqeessfully,cqmplete i ir' f.X;|rn 7,7'881,
i'
fujiosoft Off ce:ispeciA bll Mierosft Word:?OJ: ,'

j
,
.,r
..
feo'tm,and,iapabilities t,Wofdi
lndicates you have proficiencY in using Word 2010 at the feature and f unctionality levels, together Successfully comPlete
Exam 77-887
Microsoft Word 2010

Expert
Microsoft Office Specialist: Microsoft Word 2010

Expert
with advanced features of Word

201 0
Mj( [osqf !, Pwe !:Pqht r: ,20Jr5pecjalistr:r
lndicates you have proficienry
es
lly eomPlete
' ,,' :,
M:iirosoft
:.1::.,'
':,. ..
Of f iqe: Spe{ial
ilt:
r
in using PowerPoint 2010 bY creating complex slide shows

using sophisticated data presented in visual formats
Exrn
77.883,
M icr.osoft',FweiPpinl:. r,'',' '201 0r, I ..,t',',,,. :r.i I il,ll,i':,.r: r :.

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':.:
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tt,.
:'tt.
:,r.','r;rri,,:,:
.i. . .. r.1..
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Microsoft Excel 2010

Specialist
Indicates you have ProficiencY in using at least 80 percent of the features and capabilities of Excel
201 0
Successfully complete
Exam'77-882
Microsoft Office Specialist: Microsoft Excel 2010
APP
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{-
Expert Certifications Microsoft Office 2010 Specialist and
hniirosift' Eieell 2Ot,0 $.erf'
,,lnlti you hte,p, rsf iircY'.,in,.: Sucegsf r.lly cor:nPlete :fxam,?7888 .'r''.;,':,' ,:wj-]g.ExceJ,,*o] 0r,t'i}Jq fgtre'.:. rand,f ffiinslttyitveJs, lqgetlili. rr.r'.::.i:.,:. .rr.. ::.r ....::. t:.:,..1 r. .tl. :1.:i :::,.:: . irh d-vaiu f.d;t!ry :El::t ,.: . :'".;,,t:,.i
, .. ,r
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Mil'csqfit,lxcel z0I
Fin''
,...!i:r...r..:. .r:rr.. r..:...:..1.....:.
r:,::i. ::.,:r..
201 0
Microsoft Access
201 0
lndicates You have ProficiencY in using Access 2010 bY creating, modifYing, and extending functionalitY of basic database objects
ti:ave
SuccessfullY comPlete Exam 77-885
Microsoft Off ice S::"illrl$lil MicrosoftAccess l- '
Microiofr otl'ook. 2$1.9 ,,.tOfcfes,v9

:.,]i,':t.i r.'t:li::r. :i",. r-.-,
p.rofiiignct"'
Olflce Se:ilil scqeisfufiy io.mFteie,, :.','Mii :rdsoft
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"., i', i,usingL Outtook Z01o,uy.r,

,:
i;;o
i*ii...'',.,.' . :,,- MiiGs{r

rt::.,:::l ::,:
outlock
1'flirflro
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r,.:l:: : :.::l:i.::":::.]l,,"' ;l': ::'Ul i..:::'il,l:il
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,iriing ea*iaci
qdsanE
',
'..r',
appointments, schedulinq
:,.r.neeings; and :halng.schedufel
You will norice in Table c
1 that
word
:-' and Excel have an Expert certifican -
l"llmllfr
other programs do not' cerrification: 2010 Microsoft o=:' Microsoft prorriJ., one orher level of ofce s::::rrlltii' 2010 Microsoft office Master' you must Master certification. To be certified as a fully complete the following exams:
. 77 -887:Word 2010 ExPert . 77 -888: Excel 2010 ExPert
' '
or
7 -883 :
PowerPoint 2010
and either
77 -885: Access 2010
'
77 -884: Outlook 2010
Why Should You Be Certified?

a number of benefits Microsoft Office 2010 certification provides you include the following: ;;;;;L-ployer. The benefits for
for both you r::

those r-t-L
'i'iirr{illil"
from r you can differentiate yourself in the employment marketplace Microsoft Office Specialist or Expert certified' .YouhaveprovedyourskillsandexpertisewhenusingMicrosoftoffice]01t-
i"t"r:
.Youwillbeabletoperformatahigherskilllevelinyourjob. are not ce r--:'l-" . You will be working at a higher professional level than those who career fr::1 . You will broaden your emplol'rnent opportunities and advance your
rapidly.
&tp+:+re*ie Microsoft Office 2010 Specialist and Expert Certifications
APP
advantages: For employers, Microsoft office 2010 certification offers the following o When hiring or promoting employees, employers have immediate verification of
employees' skills.
. Companies can maximi ze their productivity

Ofce 2010 certified individuals.
and efficiency by employing Microsoft
Taking the Microsoft Office 2010 Certification Exams

and Expert cerllhe Certiport Company administers the Microsoft Office 2010 Specialist address' fication exams. You can contact Certiport zt 888-999-983 0 xl 3 8 or at the Web Microsoft of6ce 2010 Specialist .ttp://wwwcertiporr.com. On the Web site, click the *. g" sure to e*plore the links on these Certiport pages to obtain a thorough underof the Microsoft Ofce 2010 certification exams' 'tanding on the To take an exam, you must register and pay a fee. The fee varies depending specified tasks using the :esr and the testing ."rr,"r. Each e* requires tit"t yoo complete you -t9lg perform while at work' ,rogr"- on whicliyou are being tested, ti,at is, tasks not these ar. p.rforriance-based exams, so you will be using the software, Remember answering questions about the software' You can find testing cenrers by following the links on the certiport
web site and
:hen clicking Find
Testing Center.
How Do I Prepare for the Microsoft office 2010 Specialist Exam?

the certification The Shelly Cashman Series offers Microsoft-approved textbooks for These textbools can be found by eams listed in Table c- 1 on pages APP 5 and ,qPp 6. topic, Shelly' the Web site, www.cerrg""g"braitt..om and then entering the search
isiting
pass the indicated L sing"any of the appro'ed te*ibJok will prepareyou to.take and or Experi exam. For a list of skill sets specific to this -. \licrosoft Of6ce 2010 Specialist use of all appropriate !-hetly L,ook, seeTable C-2 or p"g"rAPP 8 tirronghAPP 11. The for the 2010 Microsoft Office Cashman Series Office 2b1 t.rtbooks will prepare you
-\Iaster certifi cation.
2010 For further information from Microsoft regarding Microsoft office certification, please visit http://www.microsoft.co mlleatning/enlus/certification/ mos.aspx an1-httpt/ /office.icrosoft.com/en-us/word-help/should-you-become-amicrosoft-office-specialist-HAO0 12 1 1 1 01'aspx'
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naCing.the
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Apply and manipulate oullook pfoSlm opJlo,l:

Set General oPtions Set Mail oPtrons
Set Calendar oPtions
oul ..'248-251
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Set Notes and Journal oPtions

Set Advanced oPtions
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Set Language oPtions MantPulate item tags Categorize tems

Set flags Set sensitivitY level
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Mark items as read or unread
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View rfiqgtage pfopqrties
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Arrange the Content Pane "show or hide fietds in a list

Change the Reading view
iiew
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'UsetheRemindersWindow
Use the PeoPle Pane
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Use built-in Search folders
ouT 139-140
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Print an Outlook item Print attachments Print calendars Print multiPle messges Print multiPle contact records Print tasks Print multiPle notes
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our
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217
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Creating and Formatting ltem Content.

Creale and sgnd e-mj|rne,gsages
SPecifY a message theme
' .:" ':
:
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our 259-261
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, , Specify
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essage
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our
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248-249
Show or hide the From and Bcc fields

Set a reminder
,1rOUf,?2'',rr,...
APP 12
for message recipients
'
rspecifythesend'ingaecout:' ::
SPecifY the Sent items folder
:'
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Configure mssage dlivry optione,.

Conf igure voting options
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Confrgure tracking options

Send a message
ouT 285-286
to a contact group
ouT 144
oul
Create and manage Quick Steps Perform Quick Steps Create Quick Steps Edit Quick Steps Delete Quick Steps Duplicate Quick Steps Rme! Quick Steps to default sltings Create item content lnsert graphical elements Insert a hyperlink Format tem content
Use formatting tools
146
our 279-280
oT 276-279
our
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ouT 281
our 279
ouf
280,
Ouf 256
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our
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253-255
Appry sryres Create styles Create themes

Use Paste Special
14
APP 15
APP 16
APP 17
Format graphical elements
APP 17
Attach content to e-mail messages Attach an Outlook item Attach external files
OuT 205=206
ouT 30-32
Managing E-mail Messages

Clean up the mailbox
View mailbox size

Save message attachments Save a mqssage in an external forrnt
APP 18
ouT 34-35
0uT28
APP 18
lgnore a conversation
Use clean-up tools
our
?90
Create and manaqe rules
Lreafe rules Modify rules

Delete rules Manage junk mail
Al,1ow a
Our 282=286
OUT 286 OUT 2SB-289
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ouT 244*746
Filter
:
junk mail
OUT243
Never Block Sender Never Block Sender's Domain
' Never Block this Group or Miling List

Block Sender
our 243 our 243

our
243
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OUT
257-258
Manage signatures
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Set a default theme
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i.:,it*ei.nd,*ii
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t?lq
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APP 19
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ouT 130-131
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create a contact group
ouf
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144-146
ffi*gi.lnl,gtauF.,,,$ $,'t show ngtes 3bout a:9n|:l sllll,,,,,;f ofis.grd. tai:a0r']t!a'lq{qqp':,,'i:,:rii.r:

Delete a contact grouP
Send a meeting
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Set appointment
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appointment ...
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reate a nd man i pu l-ate meetln 5et response oPtions UPdate a meeting request
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DisPlaY or hide calendars
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create a calendar group
Microsoft Office 2010 Specialist and Expert Certifications &ppe***x
APP
11
Working with Tasks, Notes, and Journal Entries

Crete and manipulate Create a task Manage task details
task
. .
.- ..
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our 173-175
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ouT 209-211
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Move or copy a task to another folder Assign a.task tq another Outlook user Accept or decline a task assignment
our our
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Update an assigned task

Use Current view
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ouT 216
Create and manipulate notes Create a note Change the current vew Categorize notes :eeatq
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Edit a Journal entry
A?P 22
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APP 23
Outlook Certification
The chapters in this book have covered most of the topics necessary for the Outlook certification; however, you need to know about a few more to be ready for the certification exam.
WCInkmg \rwth
r.*t&o*k Frcgram Optlons
When working with Oudook, you can configure several options to customize your experience. The Outlook Options dialog box can be used for setting these options.
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adjust the Language oPtions'
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opflons' The following steps set the Language
you can use the outlook options dialog box to set the of6ce
""t*it:-l::f::X:J"*t;,?.1#;.:: ivo,, want to chanse that' .-ou
o CIick File on the Ribbon to disPlaY the
Backstage view. Click OPtions in the Backstage view to

disPlaY the Outlook
Options dialog box'
Click Language to disPlaY the Language oPtions (Figure C- 1)'
Figure C-1
{ a0: si
options datermine? What types of features do the Languaqe
i* the l*ng*ages' such as the l;l*Euag*s ut*d They specify tlre *dlting *nd Cisplay in g' dicticraries, gr* r3"]n*r rh*cki nq' * nd sorf
ModifythesettingsineachareatosettheLanguageoptions'
oClicktheoKbuttontoclosetheoutlookoptionsdialogboxandsavethechanges.
Microsoft Office 2010 Specialist and Expert Certifications
&pp*::iix C
APP :3
Tos"tth"s@w
You can set the sensitivity level for all messages by using the Outlook Options dialog box. Sensitivirls1-gls ;r= \ormal, Personal, Private, and Confidential. Changing the setting in the Oudook Options dialog box changes -J.= default sensitivity level of all messages created afterwards. The following steps set the Sensitivity level.
o r
Click File on the Ribbon to display the Backstage view.

h,fe5rger maved by
r Click Options
Cf.ar Up e"lt qo ta thh a.{ount't D:ttd ltmt,

rErte
in the
Backstage view to display the Outlook Options dialog box.
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{ilhe alning eub-fldeE,

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th foldrEierr.hq i th dettnation foldr
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oo
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t me{ iqitrtly-?gn.d flettg(i lepF m6dfi5 a arr4, don: *ov lhe 6rignal
r Click Mail to display

the Mail options.
r Drag the scroll bar

to display the Send
messages area
(Figure C-2).
:
.-.$t
m m m l* m
Autstidty l3vE itad, thnt hav not tothie todri ts

a Er5age
bn
:nt ltr thk nny minut*u,
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Figure C-2
o Click the Default Sensitivity level arrow
to display a list of sensitivity
levels.
r Click Normal, Personal, Private, or Confidential to set the default sensitivity level for all new
messages.
r Click OK to
close the Outlook Options dialog box and save the changes.
APP
14
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Expert Certifications Microsoft Office 2010 Specialist and
W*rklr*g ${ith the esntent Pane

exam' included in this section for the certificadon
WhenworkingwiththeContentpane'youshouldbeabletoperformthem.-
To Show or Hide Fields in List Vlew
GgtheContentpane'youcanadjust-thefieldsdisplayedinListviewbyshowingorhiu: columns dialog box' using thg

6elds. you can adjust
*il; fi.;;;;'d6ayed . ,h;; o, r,i" a field in List view, perform
-show the following steps.
CIick View on the Ribbon to disPlaY the
View tab.
Click the Add
Columns
button (View tab I Arrangement grouP) to display the Show Columns dialog box (Figure C-3).
o Click a column name in
the Available columns box that You want to show and then click the Add button (Show Columns dialog box) to disPlaY the column'
o Click a column name
in the 'Show these columns in this order' box, and then click the Remove button (Show Columns dialog box)
to hide the column'

o Click the OK button
(Show Columns dialog box) to close the
dialog box and disPlaY or hide the columns

you selected.
Figure C-3
I
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APP 15
lll-o
Opru THE REMTNDERS WrNDow
If you have set up reminders for tasks or other items, you can use the Reminders -.ldow to view reminders. You can then dismiss the ones you no longer need. For those iat require more time, you can choose more time to complete the task and set a snooze -rerval so that Oudook reminds you about the item again. If you choose to open the leminders window, you would use the following steps.
-. ClickView
on the Ribbon to display the \4ew tab.
Click the Reminders Window button fl4ew tab I Window group) to open the open
the Reminders window.
-;" -\fter reviewing the reminders, click the Close button to close the Reminders window.
ifo Usr rHE
PEoPLE PANE
When you are reviewing a message in Outlook, you can use the People pane to view :nore information about the contacts associated with the message, such as the senders and :ceivers of the message. If the message has more than one contact, you can select the :ontact in the People pane to display indidual information, such as e-mails, meetings, :d other data that relate to that contact as stored in Outlook. The People pane is minimized by default; therefore, it needs to be expanded before 1-Du can use it. If you choose to use the People pane, you would use the following steps.
,. Select a message in the Message list. l. If necessary click the Expand button
to expand the People pane.
-;. Click a contact icon to see related data for the Contact. -1. After reviewing the data in the People pane, click the Collapse button to collapse the
People pane.
Creatimg wmd Semdimg ffi-M$a** Messmg*s

In addition to what you have learned in the chapters, you should also be able to perform the following tasks when working with e-mail messages.
To Cnnruce a SrrusmvrY Levl
you can change the sensitivity level. If you choose to change the sensitivity level for a single message, you would use the following steps. When composing
a message,
l. While
composing a message, click Options on the Ribbon to display the Options tab.
L L
Click the More Options Dialog Box Launcher (Options tab I More Options group) to
display the Properties dialog box.
Click the Sensitity button to display

a sensitivity
list of options.
-t. Click
option to change the sensitivity level of the message.
-;. Click the Close button (Properties dialog box) to apply the changes.
I
Microsoft office 2010 Specialist and Expert certifications .&:$s;**J!g : App l7
.-o
Configure Message *eEiv*ry *ptcs:s
When composing a message, you can adjust the delivery options using the Properties dialog box. For example, r-ou _ change where replies are sent, delivery dates, expiration datei, saving oponr, .on1".t information, and -:n catego.ies. The following steps configure message delivery options.
o While composing r
ta b.
message, click Options
on the Ribbon to display the Options
r Click the More

Options Dialog Box Launcher (Options tab I More Options group) to display the
Properties dialog box (Figure C-5).
r
L
t
r
/ Select delivery options r
Click the Close button
rl
Figure C-5
in the Delivery options area.
to
close the Properties dialog box.
App 18 &p6,er,:e{ix
Microsoft office 2010 specialist and Expert certifications
To CorurtcunE VorNG OPrtorus
when composing -For
erties dialog box. delivery and read receiPts. If yoo choose to configure voring options, you would use the following step. on the Ribbon to display the Opri - -:: 1 . While composing a message, click Options options.
you can configure voting options by using the !': r* j:$l e"ample, you can choose to use voting buttons as well as rec
a message,
rril':lr"
2. Click the Use Voting Buttons button (Options tab I Tiacking group) to displ:'' r 3. Click Custom to display the Properties dialog box' 4. Select voting options in the Voting and tacking options area' 5. Click the Close button to close the Properties dialog box'
rumr
L3sng Fcprmatti ng T'co$s j when working with message content, you can use several formatting tor :.
enhance the appearance of the content.
To Apply a Style
While composing a message, you can format texr using one of the styles provided in the Styles eall-:-' lollowing steps change the style of selected text.
l"'rrLur''
o ln an open message, select text that You
want to format.
o Click Format Text on the Ribbon to disPlaY
the Format Text tab.
Click the More

button (Format Text tab | Styles grouP) to displaY the StYles gallery (Figure C-6).
Click a style to change
the style of the selected text.
Figure C-6
Microsoft office 2010 specialist and Expert certifications t;]i'l*{i{i:
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APP
19
-o Create e Style
you can create custom styles using the Create New Style from Formatting dialog box. First, you format tert 1n ,.,tur fitSSge, and then yor, ,rr the dial-og box to save your style with a name. You can select the custom style from :e Styles {^l"ty the next time you decide to use it. The following steps create a new style.
tab.
list c,
o Format and then r

select text in a message to use the
formatting when creating the stYle.
. Click Format Text on the Ribbon to display

the Format Text tab.
Click the Styles Dialog Box Launcher (Format Text tab I Styles
group) to display the Styles dialog box

(Figure C-7).
Figure C-7
o
.
CIick the New Style button (Styles dialog box)
to display the Create New Style from
Formatting dialog box.

Type a name in the Name text box
to name the new style'
Click the
OK button (Create New Style from Formatting dialog box) to save the style.
APP
20
&r*P*:*:Si:+
To Create a Theme
you create a r-heme' all the formatting of Besides creating styles, you also can create a theme' When yorr, ,h"-" by selecting it from the Themes sail;:message is included ln ,rr" ,r theme. Yoo th"n can apply following steps create a new theme.
o
-"rLtnrLu'r
After formatting
a message, click
Options on the
Ribbon to disPlaY the
Options tab.
o Click the Themes
button (OPtions tab

Themes grouP) to display the Themes gallery (Figure C-8).
o Click Save Current Theme to disPlaY the Save Current Theme
dialog box.
o
Type a name in the File name text box to name the new theme.
o Click the Save button (Save Current Theme dialog box) to save
the new theme.
Figure C-8
To Use Paste Special

paste options using the Paste Sp''::4 When pasting content into a message, you can choose different text so that no formats are copied from th' ' -r]umuuittii box. For example, yo., ."n f"r, , p^r^grph as unformatted
Ll[illlllL
LLLII
source
ofthe text. The following
steps use the Paste Special dialog box'
.,,..;..,
API
q
:ry.The
Message tab
After copying content to the

Clipboard, open a new or existing
message.
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B
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Click the Paste button arrow

(Message tab I Clipboard group)
3 i*:::
to display a list of paste options.
Click Paste Special to display the Paste Special dialog box (Figure C-9).
:*::r.
Clipboard group
Select a paste option in the As box.
o Click the OK button (Paste Special
dialog box) to paste the content from the Clipboard using the selected paste option.
Figure C-9
T* F*rmat * *r*phica ffle"nent

When working with inserted images, clip art, and other graphical elemenrs, you can use the Format tab :: change the appearance of the graphical elements. The Format tab is a conrextual tab that appears when a grapL:;,
element is selected. The available options depend on the selected element. The following steps format a graphical elemenr.
o
r
Select a graphical element in a message.

l,i:l
; i;i,.!:r,,!,f $
Click Format on the Ribbon to display the Format tab for
. l" , .g' irte.rrcn ernr !,q'
the element
(Figure C-10).
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sens
:.
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;|
What types of
Tol'rYlSTIlng
ry
{an
I apply to a Eraphic? : *li*g * l**i r:r: th*

alog
nal
inJ!r ri t-rlr .;r,. .r,r
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hrlqhtnoss,
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i cslor
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. -:.J: C -rVU
'c:'+ tlli !il.rI)!"<.

r cx*nrpi*"
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Figure C-f 0
Click a formatting tool to use it to format the graphical element.
APP22
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Wcnkt*tg wth the [\al*hsx

conversa
:'J;x'L*iHil: *,|*fS;: "*;;;; l'il'::i::'"""';:*i:*l*H:,il.?::-"-', si'! to determine uhe.: ;::"t":}il"';,T:y"'flil;T":fiffi ;"

rri'
Inadditiontothemailboxtaskcoveredinthechapters'youcanchoosetol-l:1i11] il,. tion' vn:: ^' Xffi
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i''=
"
the Deleted storage space' ""*"i"-ri"i'Y';;1" ;;l;" or archive items to save
"t;;;'--'ituo*
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wourd use the a conversadon, you
rollowing steps'
mailbox to select a message' f i-r1;'::11ilt' 1. Click a message in the to display the Ignore (Hom" ."u r-o"t.t" gtoop 2. click.rr" rg"irrufton ir ,,irtuu dialos box) to r=-.' button (rgnore conversarion conversarion
, :ilJf:?;T"
conversation'
To
View Mailbox Size

the mailbox size' The following steps view
Foldei $ie dilog bor
o Select the mattoox'
to display o Click Folder on the Ribbon the Folder tab'

button o Click the Folder Properties
(Fof
si@kI*dsf - q$!Vl Ptrtrtrs
o Click the Folder -
grouP) to O"t tab I ProPerties dialog box for i'toi"n the broperties the mailbox' Size button (mailbox
iroP.tai"t dialog box) to

(Figure C- 1 1)'
disPlaY
box the Folder Size dialog
click After viewing folder sizes' Size (Folder the Close button to close the dialog box' ai"r"l*l (ProPerties o Click the OK button the mailbox J'uiog box) to close ProPerties dialog box'
Figure C-11
I
Microsoft Office 2010 Specialist and Expert Certifications &pgt*std!x
APP 23
To
lgnofe
Modify a Default Business Card

The following steps modifz the default business card format.
n.A
When ;ages in er to
Click the Contacts
button in the
Navigation pane to
display the Contacts window.
r Click the
New Contact
I
button (Home tab

ersa-
New group) to display
the Untitled window.
Contact
rre the
r Double-click the
default business card
to display the Edit

Business Card dialog box (Figure C-12).
Figure C-12
Use the options in the Edit Business Card dialog box to change the business card fields
and design options.

o Click the OK button (Edit Business Card dialog box) to save
the changes.
lf the
is
Developer tab not displayed on the Ribbon, click the File tab to display the
Backstage vieW and
then click the Options button. rf the

iness
Figure C-13
Click Customize Ribbon, and then click the Developer check box in the Customize
ract
the Ribbon area.
:the
Click the r
OK button to add the Developer tab to the Ribbon.
Click Developer on the Ribbon to display the Developer tab (Figure C- 13).
APP
24
SFPsr*#;H
and Expert Certifications Microsoft Office 2010 Specialist
Click the Publish button (DeveloPer tab I Form grouP) to displaY a list of oPtions. Click Publish Form to displaY the Publish Form As dialog box' Enter a name in the DisPlaY name text box to Provide a name to displaY when selecting
the form, or business

card.
Enter a name in the Form name text box to provide a file name
for the form.
Click
the Publish button
(Publish Form As dialog box) to Publish
the form.
Close the Untitled
Figure C-14
Contact window with-
out saving changes'
ln the Navigation pane, right-click the contact folder to display a shortcut menu'
oclickPropertiestodisplaytheContactsPropertiesdialogbox(Figurec_14).
Clickthe,Whenpostingtothisfolder,use,arrowtodisplaylistofformsandbusinesscards. business card' Click the name of your form to select it as the default properties dialog box) to change the properties of the e click the oK button (contacts
Contacts folder.
W*ln$<ing vttlth
ealendar ffiro#Ps
WithinOutlook,youcancreatemultiplecalendars.IfyouareusinganErc::'nu,'l to sp;fll,: calendars in groups for easier access server fo, yorr, .-t"il,'io* can- arrange calendars.Forexample,ifyoubelongtotwoclubs,y"oomightcreateacalendartl.:jrjiultlllj icalendar"group called Ciob' ut -t"tq::l: club.You then can have acci: :llii ""i' ;r" usin"g an Exchange server, you.may also fl:"t1::.1;; into the clubs group. ii;;" sharinf feature ii only shared calendars "ry""""trrt'"g"Jhi" can ,rJ^r ucalendar sroup for 4'o" 5r:rruu tmn l"r" .ar"id"rs, you for quick a::tlrur and urrange the calendars in the group o,.
::ff::)?;::1'#
-illl:t::":t !-jl
trmmmr
the same commitree
fro;".,
everyone's schedule'
I
Microsoft office 2010 specialist and Expert certifications ,rLpg*x:;rsix
App
25
i[.o Cnenre A CALENDAR Gnoup
The following steps create
a calendar group.
' ,' Seiect the appropriate group option to creare a group. r Enter a name for the group and click the oK button to create the group. Working wth
"$epurna$
Click the Calendar button in the Navigation pane to display the Calendar window. click the calendar Groups burton (Home tab r Manage calendars group).
ntries
In outlook, you may wanr to keep track of actions rhar you have performed in :.ltion to specific contacts. You can have Outlook automatically record these actions as -- - urnal entries. AJournal entry can track items such as e-mail messages, meetings, and -\ficrosoft Office files.
To
View Journal Entries

To view theJournal, you need to add theJournal button to the Navigation pane. The following srep adds the
Tournal button to the Navigation pane and displays theJournal enffies.
Click the Configure buttons arrow in the Navigation pane to
display a menu.
r Point to Add or
Remove Buttons to display a menu of buttons to display on the Navigation pane.
a Click
Journal to add the Journal button to the Navigation pane.

Click the Journal
button to view Journal entries (Figure C- 15).
APP
26
&t**md:t
To Automatically Record Outlook ltems

J you can change the Journal options so that Outlook automatically records items for particular contacts' following steps turn on automatic recording for Outlook items'
ir
Click File on the Ribbon to displaY the Backstage view.
o Click the Options
Notes and Journal category is selected
Change the 5eJting5
lor
Nte and the
iturnal'
button in the
Backstage view to display the Outlook Options dialog box. o Click Notes and Journal to display the Notes and Journal
**tsr
sd 1ffi8!
ffi,.ffifl;ffiSfiSlrri keting .ndlbon

Heebruresest ::i ru Fleere relponEe riEkl:qf:l**-.*'*,1:
l,
options.
Qui{k A{aars Tooibr
Click the Journal
Add'Int
Tilrt aeter l*isGsft PowerPoint
Options button
(Outlook OPtions dialog box) to disPlaY the

Journal Options dialog box (Figure C-16).
o
r
Select items in the 'AutomaticallY record these items' list box to identify items to be recorded.
Select contacts in the
Figure C-15
'For these contacts' list box to identifY contacts associated with the items to be recorded. o click the oK button (Journal options dialog box) to start automatically
recording journal entries'

o Close the Outlook Options dialog box'
Microsoft office 20r0 speciarist and Expert certifications s!fi**:.*rF
App 2r
To
AurounncAlly Recono F_s
he
l.
You also can automatically record files in yourJournar. If you choose :o automatically record files, you would use the follo*lrrg *Or.'" 1. Click File on the Ribbon to display the Backstage view.
click the options button in the Backstage view to display the outlook options dialog
box.
l. Click Notes andJournal to display the Notes andJournal options. r' click theJournal options button (outlook
Options dialog box.
options dialog io" to display teJournal
,. Select files in the Also record files from, list box to identifz files to be recorded. t (|ournal options dialog box) to srarr auromatically recording
-.
;*f.t"?K-button
Close the Oudook Options dialog box.
Io Edit a Journal Entry
o r
After aJournal entry has been created, you can edit it. The following sreps edit aJournat
Click the Journal
;";
button in the
Navigation pane to view the Journal.
r Double-click
an entry
to display the Journal

Entry window
(Figure C-17).
o Edit the journal entry

as necessary.
Click the Save & Close button (Journal Entry tab I Actions group) to save the changes and close the Journal Entry
window
Figure C-17
lndex
A
-\ccess, OFF 53
creating databases' OFF 55-56 unique elements of, OFF 54
Outlook items to tasks, orJT 205-206 Attachment Preview, OUT 33

aftachments adding to contacts'
Calendar window
described, OUT 53 elements of (table), OUT 7 Cancel button, OFF 35
\ccess work area, OFF 54 Account Settings dialog box,
ouT
238-242
accountst user described, OFF 5
OUT 131-133 .h"ngttg to contacts' OUT 134-135 OUT 4, OUT 30-32 "--"i1, previewing, saving, OUT 33-35
removing from contacts' ouT 135-136
cancelling meetings, OUT 98-99 Card view, OUT 136

categories
deleting, OIJT 213-215

renaming, OUT 193-194 categorizing e-mail messages, OUT 19-i98 notes, OUT 220
e-mail. See e-mail accounts active cells (Excel), OFF 49 active tab, OFF 16 Add New Account dialog box,
attendees,
92 audience, analYzing, APP 1-2
OVT
ouT
5-
auditory alarm, setting, OUT 68 Auto Account SeruP feature,
OUT lB-196 Cc text box, OIJT 30

tasks,
adding attachments to contacts' ouT 131-133 contact grouPs' OUT 144 names to contact gfoups' ouT 149-150 new e-mail accounts' orJT 237-242 Address bar, OFF 24 addresses, e-mail, OUT 5 Aero interface, Windows 7' OFF 2,
ouT
2,
OUT
12,
OVT
237
AutoArchive feature,
AutoComPlete automatic e-mail replies, seffing up'
OUT 290-291 feature, OUT 30
cell reference (Excel), OFF 49 cells (Excel), OFF 49 Change Account dialog box,
OUT
changing
12
ouT
289
AutoPlay window, OFF 22-23
rppittt-"ttt
status'
OUT 7-8
aftachments to contacts'
ouT 13+135
B
meeting times,
OUT 95-96,
OFF 3, OFF 27 Nl Programs list, OFF
backslash (\) and file, folder names' OFF 22, OFF 28 Backstage view, OFF 35
message formats, OrJT 2I-22 reminders' disPlaY, OUT 181 saved e-mail messages'
OUT
98
10
in Access, OFF
OUT
29
55
antivirus Programs' OUT 5 application software, OFF 2 appoinnnent area' creatin g ^ appoinnnents in, OUT 1-3 status, oUT 64
closing files using, OFF 44

commnds in Outlook, OFF 42
screen resolution, OFF 31-l 5'
OUT
charting
OUT
52
creating new Office documents from, OFF 41-43 opening recent Office files using,
Excel feature, OFF 46 PowerPoint feature, OFF 36

Close button, OFF 35 closed enveloPe icon, OUT 12
"ppittt-"ttt Appointment window
OFF 45
backups, OUT 15 Basic interface, Windows 7, OFF 2,
iieatin g appointments using, orJT 64-66 creating events in, OUT 84-86 creating recurring events in, ouT 88-90
aooointments,
OFF
closing e-mail messages'
OUT
15,
'.r.rting and editing, OUT 6l-6 creating recurring, OUT 7l-7 6 editing, OUT 79-83
OUT
53
Blank Database oPtion, OFF 55 Business Card view, OUT 136 buttons adding to Ribbon, OrJT 270 removing from Quick Access
files using Backstage view, OFF
ouT
27-29
*{
Toolbar, OFF
19
Office files, OFF 56 programs, OFF 35 .iotiig (of e-mail message),-OUT 8 collabrating (PowerPoint feanre )'
colors of Calendars, OUT 5 column heading (Excel), OFF 49 Command bar, OFF 24 commands, OFF 10
See also
OFF 36
.rrt".iig
dates, time using natural
setting oPtions, OIJT 66-71 setting rminders for, OUT 68-69 specif ing with natural language phrasing, OUT 76-79 assigning tasks, OUT 206-207 at sign (@) and domain names,
language Phrases,
OUT
77
c
Calendar, OUT 50 customizing, OUT 2 62 -2 69 displaPng in different views, ouT 58-2
sPecifc commnnd
in Backstage view' OFF 42
printing in different views,

viewing, OUT 57-1OUT 92-93
ouT
246
ouT
99-103
on QuickAccess Toolbar, OFF i9 on Ribbon, OFF 14-15'
orJT
272-27
attaching files to tasks,
OUT 203-20+
Calendar view,
OUT
103
common dialog boxes, OFF 8

IND
IND
i*:Js
composing and sending e-mail' ouT 8-11 computers, logging on, OFF 5
events,
OUT B+92
personal subfolders, OL-T
''*
:
iilrllii
configuring Autofuchive feature,
orJT 290-29t
junk e-mail options, OTJT 243-2+6 signature options, OIJT 257-258 connecting to online location, APP 3-4 contact grouPs' OUT 144 adding names to, OIJT 149-150
creating and editing, ouT 144-151 contact lists, OUT 122, OUT 156 creating, OUT 125-136
folder in Inbox folder' OUT 36-37 folders, OFF 22-23, OIJT 276 folders within folders, OFF 24-25 meeting requests' OrJT 93-94 meetings, OUT 92-99
new paragraPhs, OUT 10 notes, OIJT 218-220 personal folders, OUT 54-55 Quick Steps, OUT 27 5-281 rules, e-mail, OUT 282-286 signatures, OUT 25 1-258 task categories, OUT 18-190 tasks, OUT 173-185 To-Do lists, OIJT t73-lB5 customizing Calendar, OUT 262-269 instant search oPtions, ouT 270-272
recurring events' OUT 9l

RSS feeds,
OUT 293-29+
task categories, OIJT 2 1l-: ' desktop, Windows 7, OFF desktop publishing (DTP) p: :-ir:rllul
destination folder, OUT 3; Dialog Box Launcher, OFF 15 dialog boxes common, OFF 8 navigating, OFF 30 displaying Calendar options, OUT 5.
OFF 59
planning, OUT
123
previewing, printing,
viewing and sorting, OUT 13-139

contacts
ouT
151-15
changing attachments to, ouT 134-135 creating from e-mail messages'
Outlook options, OUT 247-251' Quick Access Toolbar, OFF 19 Ribbon, OFF 49, OUT 272-275 stationery, OIJT 2 59-261
D
data files, opening, OTJT 242-243 database management systems'
file name extensions, OUT I I file types, OFF 21 Mini toolbar, OFF 15, OUT l-r Outlook options, OTJT 24i Ribbon, Ribbon tabs, OFF 1'
ouT
58-62, OUT 265-26-
OFF
17
shortcut menus' OFF 18 Tools menu, OUT 31 document window comPonents'
ouT r27-l2q
creating from existing contacts' ouT 129-130 editing, OUT 130-131
oFF 12-16
documents creating new, OFF 20, OFF +l---::
OFF 47
creating Publisher, OFF 60-1 quitting Office Program with c:=:'"
filing, OUT 13 previewing, printing,

151-15 removing attachments to' ouT 135-13
searching for, OUT viewing and sorting,
OFF
53
databases,
ouT
OFF 53 creating, OFF 55-5 opening existing, OFF
OFF
57
35
Date command,
I39-I43 OUT 136-138 Contacts window, OUT 125 Conversations (date), OUT 8
converting abbreviations and
numbers into dates, OIJT 76-77 copying e-mail message backuPs, OUT 15 e-mail messages between folders,
OUT 8 date formats , OUT 7 6 Date Navigator, OUT 53, OUT

dates
saving and organizing, OFF I saving Office, OFF 51-52
l-:
domain names
3
described, OUT 5 at sign (@) and, OIJT 246
OUT
38 202
flagging e-mail message with custom, OUT 199-201 going to sPecific Calendar' ouT 57-58 specifing task start and due, OTJT 173-175 Deleted Items folders' OUT 23
Drafts folder, OUT 28 dragging to move, resize windot ''
oFF 66-67
drawing (PowerPoint feature).
OFF 3
drives, paths, and folders (table
'
OFF
22
Quick Steps, OUT 279

tasks, OUT
deleting removing an appointrnent from recurring

See
due dates
also
creating appointrnents, OUT 6I-66,
creating tasks with, OUT 1;_.-for flagged e-mail, OUT 19
ouT 7r-76
blank documents from Windows
Explorer, OFF 47
contact grouPs' OTJT 14+-149 contact lists, OUT 125-136 databases, OFF 55-5 e-mail accounts, OrJT 237-242
appointments, OUT 82-83 e-mail accounts, OUT 295 e-mail messages' OUT 22-23 e-mail rules, OUT 288-289
events,
Ease of Access Center, OFF
OUT
87
editing
appointments, OUT 6l-66. ouT 79-83 contact groups' OUT 149-1';
files, OFF 6l5 folders, OFF 5 notes, OUT 221
i===:=: IND J
contacts, ouT 130-131 events, ouT 84-92
spell checking oPtions,
orJ-.249-251
spelling and grammar checking,
2
meetings, OUT 95-9 electronic mail, OFF 58, OUT e-mail, OFF 58
See
filing contacts, OUT 13 filters, junk e-mail, OUT finding

See
2'+3
ouT
24-26
also searching
also
Outlook
accounts. See e-mail accounts creating contacts from messages,
e-mail profiles, OUT 2 e-mail programs, OUT 2 e-mailing (PowerPoint feature),
OUT 139-143 Flag Message dialog box'

contacts,
ouT
285-286
OFF 36
Enhanced ScreenTiPs, OFF 15 errors correcting tyPing, OFF 20
flagged words,
OUT 24
127-128 junk e-mail options, OUT 243-246 messages. Ses e-mail messages Quick Steps, creating and using,
ouT
llagging e-mail messages' OLrT 19'
ouT 198-201
folder windows, OFF 24
folders, OFF 10, OUT 35 Calendar. See Calendar creating, OFF 22-23, OUT 27 creating personal, OUT 5+55 creating within folders,
undoing, OUT 9
events
ovT
275-28t
OUT 281-289 signatures, OUT 25 I-259 stationery, OUT 251, OUT 25961 e-mail accounts' OUT 2 adding new, OUT 237-242 deleting, OUT 295 setting uP, OUT 12
rules, working with,
creating and editing,

described,
OUT 84-92
OUT
53
Excel, OFF 46 creating documents from Windows
oFF 2+25
Deleted Items, OUT 23 deleting, OFF 65 drives, and paths (table), OFF 2l expanding, scrolling through contents, collaPsing, OFF 2
Explorer, OFF 47 features and operations, OFF 49-52 exporting
e-mail addresses
described, OUT searching for contacts,
5
OUT 104 folders, subfolders, OUT 10+108

described,
F
exporting and imPorting,
ouT 139-140
e-mail messages attaching frles to,
ouT 10+108
ouT
37-38
moving e-mail messages to' organizing, OFF 2l-29

or ganizing Inbox using,
OUT 30-32
AutoArchive feature, ouT 290-291

automatic rePlies, setting uP,
Favorites area, OFF 24 fields, Contacts window, OUT 126 frle management
described, OFF 62
ouT
35-38
ouT
OUT
289
OUT 196-198 unknown hlPerlinks, clicking

categorizing,
13
moving, renaming, deleting files, oFF 3-65
saving files in, OFF 27-29, OFF +1 searching for contacts in,
file name extensions, disPlaYing,
ouT t42-l+3
formats
date,
3
OUT
31
composing and sending, OUT 8-11 creating contact grouPs from, 146-149 deleting, OVT 22-23 entering text in, OFF 20 flagging, OUT 198-201 formats, OVT 2l-23 forwarding, OUT 19-20 how they travel from sender to receiver, OUT 11-12 moving to folders, OUT 37-38 opening saved, OUT 29 permanently deleting, OUT 23 previewing changes, OUT 26t printing, OUT 15-17 responding to, OUT 17-20 saving and closing, OUT 27-29 setting default format, ouT 248-2+9 setting message imPortance for,
orJT
file names, OFF 21 File tab, OFF 42 File Transfer Protocol (F-lP), APP file types, disPlaying, OFF 21
message,
OUT 76-77 OUT 21'-23,
files, OFF 7 attaching to tasks, OUT 203-20+ closing Of6ce, OFF 56 closing using Backstage view, OFF 44 deleting, OFF 6+5 e-mail attachments, OUT 30-32, ouT 33-35
248-249 formatting, OUT 21 formula bar (Excel), OFF 50, OFF 51 forwarding
e-mail messages' OUT 19-20 tasks, OUT 208-209
ouT
moving, OFF 64
naming, renaming, OFF 28'
G galleries, OFF 14
OFF
63
opening from Windows ExPlorer,
OFF 48
opening Office, OFF 45, OFF 57
.psr, ouT 2 saving and organizing, OFF 2I-29,
Go To Dialog Box Launcher' ouT 57-58 grammar and sPelling checking,
ouT
24-26
OFF 41
saving with changed name, OFF 52
ouT
32-33
greater than spnbol (>) and file. folder names' OFF 22, OFF 28 greeting lines, OUT 8 gridlines (Excel), OFF 49
IND
*r:e.{+l
groups
contact. Se contact groups on Ribbon, OFF 14, OFF 17, ouT 272-27+ guidelines, project planning, APP 1-2
incoming e-mail sewers' OUT 11 instant search options' customizing,

270-272 Internet service providers (ISP$
menus, OFF 10
See also specif.c rzt'enu
ouT
using shortcut, OFF 18

message message message message
See also
headers,
OUT
8
OUT OUT 11 items, OUT 53

described,
usage,
lists, OLJT 12 pane, OUT 12 text,
OUT
attaching to tasls, OUT 205-206
Microsoft Access 2010

Access
hard copies,
OUT
13
headers, message, OUT 8, OUT 94 headings, column and row (Excel),
Calendar, OUT 53-54 setting options, OU'l 66-71
described, OFF 8, OFF 9, OFF
OFF 49 health, minimizing wrist injuries, OFF 4 Help obtaining for Windows 7, OFF 5 obtaining using links, OFF 70 opening Word window, OFF 6 searching for, OFF 68-70 Table of Contents, OFF 71 Windows Help and SuPPort' oFF 73-74 hiding file name extensions, OUT 31 Mini toolbar, OFF 15 high importance (e-mail), OUT 32 Home tab, OFF 14, OFF 17 Hotmail accounts' adding,
I
junk e-mail
described,
Microsoft Communicator, OFF OFF 9 Microsoft Excel 2010

See
alsoExcel
OUT
13
options for, OUT 2+3-2+6
described, OFF 8, OFF 9 Microsoft Exchange, OUT 2i Microsoft InfoPath 2010, OFF
K keyboard shortcuts' OFF 4-5
OFF 9 Microsoft Office 2010, OFF

See also
:-'i
specifc Progroms
Keylips, OFF 16
L
closing files, OFF 56 common features of, OFF r I '--' creating documents from B,-' view, OFF 41-43
Help, obtaining, OFF
6--l
landscape orientation, OFF 39
layouts, OFF 39 less than syrnbol (<) and file, folder

names, OFF 22, OFF 28
opening existing files, OFF : programs and suites, OFF S-publishing Web Pages onllr.
ouT
237-242
21,
APP 3_4
starting and using Prografirs.
HTML format, OUT 9, OUT

OUT 248 hlperlinks, clicking unknown'
libraries, OFF 24
Libraries area, OFF 24 links, Help, OFF 70
OUT
I
13
Listview, OUT 102, OUT 136 live preview, OFF 14 logging on (to comPuters), OFF 5 low importance (e-mail), OUT 32 M
managing
oFF 9-20 Microsoft Of6ce folder, OFf l Microsoft OneNote 2010. OFT OFF 9, OFF 6I-62 Microsoft Oudook 2010 See also Outlook
overview
{r
icons
See also sPecift icon
ol OUT 2, OFf
OFF 9
folder, OFF 23 KeyTips, OFF 16 user, OFF 6 images, adding to e-mail signatures'
Quick Steps, OIJT 280-281

tasks, OUT 202-215 Maxtmize button, OFF 12 maximizing windows, OFF 12'
ouT
256-257
Import and Export Wizard,
ouT 104
messages,
OUT OUT
18
importance level, setting for e-mail
meedng organizer, using'

92
OUT 32-33 importing, OUT 104 folders, OUT 10't-108 personal subfolders, OUT 108 Inbox, OUT 7, OTJT 12 creating folder in, OUT 36-37
organizing using folders, ouT 35-38 read and unread messages'
meeting requests, OUT 92 creating and sending, OUT 93-94
Microsoft PowerPoint 201t- Otrfr OFF 9 Microsoft Publisher 2010. OFF + OFF 9, OFF 59-60 Microsoft SharePoint \4-ork:, : : 2010, oFF 8, OFF 9 Microsoft Web APPs, OFF I Microsoft Word 2010, OFF 5 OFF 9 introduction to' OFF 9
starting using Start Menu. oFF 9-12
tl/i
declining, OVT 97 proposing new time, OUT 98 replying to, OUT 96-97
meetings, OUT 53 cancelling, OUT 98-99 creating and editing, OIJT 92-99
OUT
15
window, OFF 11 Mini toolbar displaying, OUT 25 using, turning off, OFF 1-r minimized window, OFF 3[r
re:
:-:r::
fND:
fxnlmlZtng Ribbon, OFF 17 ririst injuries, OFF 4 -\Ionth view, displaying Calendar in,
open envelope icon, OUT t2 opening e-mail messages in windows,
Phone view,
OUT
136
Picture Tools Format tab, OFF

placeholders, OFF 39 Plain Text formar, OLrT
lr
OUT 60
OUT
14
fnouse
files from Windows Explorer,
-i,1
l.
operarions (table), OFF 4 using, OFF 2 using in Excel, OFF 49 moving appointments, OUT 79-82 e-mail messages to folders,
ouT 242-243 recent files using Baclstage view,

OFF 45
saved e-mail messages, OUT 29 operating systems, OFF 2 operations, mouse, OFF 4 organizing e-mail messages, OUT 8 files and folders, OFF 2I-29
OFF 48 Help window, OFF 6 Office files, OFF 57 Outlook data files, OUT 7-9,
ouT
I1-ll.
248
planning
appropriate e-mail content.
OUT I7
Calendar use, distribution,
ouT
51,
OUT
100
123
conractlists, OUT
ouT
37_33
e-mail messages, OUT 2, OL-T +.
evenrs,
OUT
OUT
13
files, OFF 4 recurring events, OUT 90_91

tasks,
OUT
202
windows, OFF 66-67 multimedia, inserring, OFF 3

-Vy Calendar pane, OUT 53 -My Contacts pane, OUT 125 -My Notes pane, OIJT 218 MyTasks pane,OIJT 172
Outbox, OUT 11 oudining (PowerPoint feature), OFF 3 Oudook, OFF 58

See also
meedngs, OUT 92 Oudook customizations, OL-T l_r projecs, guidelines, App 1_l task management, OUT 171 POP3, OUT 11
portrair orientation, OFF 3g

Post Office Protocol (pop),
OUT
11
e-mail, e-mail messages
accounr seftings,
N
OUT
5_
customizing options, Name box, formula bar, OFF 50

names
PowerPoint, OFF 8, OFF g features, oveliew, OFF 3-3; window, Ribbon, OFF 39-40
presentations See also slide shows
described, OFF 36-37
orJT 2+7-251 folders, OUT 35-38 introduction to, OUT 2-5

quitting, OUT 38
saving files in, OFF 21
adding, removing from contact groups, OUT 149-151
overview of, OllT 1 Quick Access Toolbar, OFF 1
previewing
Calenda changes, OIJT 269 contact lists, OUT 152-157 e-mail message changes, OUT 261 file attachments, OUT 33-35 live preview, OFF 14 Previous Locations button, OFF 2.+ Print button, OUT 272-275
file, OFF 21
user, OFF 5
naming files, OFF 28, OFF 63 naqlallangxage phrasing, using,
scrolling in, OFF l2
ouT
76-7e
navigating, OFF 30 dialog boxes, OFF 30 using mouse, OFF 24
ouT 124 status bar, OFF f 3

OIJT
92_93
starting, OUT , OTJT 52,
Outlook window, OFF 58-59 overlay mode, viewing Calendar in,
Print LayOUTview, OFF 12 print sryles, OUT gg-1}0,
ouT 151
Navigation Pane, OFF 24, OFF 54,
printing
Calendar in different views,
OUT 7, OUT
53
New Appointmenr button, OUT
"'[-r'i*uli
E;rr^
71 (oneNote),
p
pages
ouT
99_103
Notes fearure, using,
OUT 2lB-221
,3::i^"ri:r/f
(oneNote), oFF 62
On
contact lists, OIIT 15 e-mail messages, OUT i5-17

tasks,
OUT 217
o
object tabs (Access), OFF 54 Office 2010. SeeMicrosoft Office 2010 Office programs OFF 8-9
obtaining Help, OFF 68-74

starting from Windows Explorer,
navigarion, OFF 24 paragraphs, creating new, OUT 10 passwords described, OFF 5, OUT 5 for e-mail accounrs, OUT 240 paths and corresponding drives, folders (table), OUT 2l-22 personal folders file (.pst file) creating, OUT 54-55
described,
ouT 179-180 profiles, e-mail, OIJT 2 programs

See also specifc
printours described, OUT 13 priorities, creating tasks with,
program
antivirus, OUT 5 e-mail, OUT 2
OFF 48 OneNote, OFF
Help, obtaining, OFF
72
6l-62
OUT
icons on desktop, OFF 7 quitting Ofce, OFF 45, OFF 52
IND
rtd*x
quitting Of6.ce, with one document open, OFF 35 starting and using, OFF 9-20 starting from Windows ExPlorer, OFF 48
starting using search box, oFF 37-38 starting using Start Menu, oFF 10-11 switching from one to another,
RE:, OUT 18 Reading Pane, OUT 14,OUT 34 Really Simple Sytrdication (RSS)
adding buttons to, OL-T l- customizing, OUT 27 2-:.- : displaying tabs on, OFF 1t
minimizing, displayirg. resi
- nml$'
OUT 292-294 recurrence patterns, OUT 64

feeds,
OFF
17
using, OFF 39--40, OFF
4;-:l;
OL-l
4'r
recurring aPPointrnents
creating, OUT 7I-76
described, OUT 71 recurring events
OFF 54
Rich Text Format (RTF1.
ouT
21,
OUT 248
OFF 27
proj ect planning guidelines'
creating,
OUT 88-90 deleting, OUT 92
routers, OUT 11 row heading (Excel), OFF 4(i RSS feeds, working v-ith.
APP 1-2
projects composing, sending e-mail
messages,
recurring tasks, creating,
OUT 3-4
182-185 Rerycle Bin, OFF 7

red wary underlines' OIJT 24-25 Refresh button, OFF 24
our
contact list with groups,
orJT 292-294 rules, OUT 281 creating, OUT 282-18 deleting, OUT 288-lsq running, OUT 28G18Rules and Nerts dialoe h''L
OUT T22_T23
customizing options, adding e-mail account, ouT 23+235 managing Calendars, OUT 50-51 managing tasks, OUT 170-l7t .pst file, OUT 2, OUT 104 exporting subfolders to'
reminders, OUT 64 Calendar options, OUT 26+265 creating tasks with, OUT 180-181 default, OUT 85 setting for aPPointments,
ouT
286-287
Rules Wizard dialog bos.
oItJT 28+-286
OUT 10'i-108 opening, OUT 7-8 viewing, OUT 108

publication tyPes, OFF 60 Publisher, OFF 8, OFF 9,
8-9 removing See also deleting aftachments to contacts,
ouT
s
Save As command, Save
ouT 135-13 buttons from Quick Access

Toolbar, OFF
19
dialog box, OFF :l Save Attachment dialos:' ouT 34-35
APP r
fu
saving
oFF s9-1
publishing Office 2010 Web online, APP 3-4
Pages
default Calendar from appointment

area,
OUT
KeyTips from screen, OFF 1 names from contact grouPs'
a
question mark (?)
and file names' OFF 28 and folder names' OFF 22
ouT 150-151
tasks,
Rename dialog box,
OUT 212-213 OUT 273 OUT 193-194
appointments, OLIT 6l contacts, OUT 133 e-mail messages, OL-T l--J' file attachments, OL-T : - -' ' files in folders, OFF l--:: files in Outlook, OFF l. Office documents u-itl'l
renaming files, OFF 3

task categories,
OFF
'";ms
51
Quick Access Toolbar

described, OFF 16
and organizing files. C!-recurring aPPointrnenls"
--
"nur
customizing, OFF 19
right-clicking, OFF 18 Quick Click (category)

described,
replying t e-mail messages' OUT 17-19 to meeting requests, OUT 96-97
ouT 7+75
tasks,
OUT
175,
OL-ll-'i-
setting,
OUT 186 OUT 195-19
reports, task status, OUT 209-2ll t.iirittg windows, OFF 66-67
Web pages to onlie ic':':ln; APP 3_*+

Schedule ew, disPlar:n-:
Quick Print command, OFF 19 Quick Steps creating and using, OUT 27 5-281
described, OUT 275
resolution, screen. See screen resolution, changing responding to e-mail messages,

17-20 Restart command, OFF 6 Restore Down button, OFF 67
in,
OUT 60-6I
screen resolution
changing, OFF
31-i:. i-- r--l
ill
our
described, OFF 31-31
quitting Office programs, OFF 35, OFF 52 Oudook, OUT 38 quotation marks (") and file, folder names, OFF 22, OFF 28
restoring Ribbon, OFF 17 windows, OFF 30-31 retrieving deleted folders, OUT 109 Ribbon, OFF 14-15
ScreenTips, Enhanced- Otr"[i scroll arrows, OFF 4 scroll bars, OFF 4
il$r
scrolling through fol,le: OFF 2

using, OFF 12 scroll boxes, OFF 4
:'
:=.i+:
templates, Publisher, OFF 0 Test Account Settings button.
IND
search box
described, OFF 24
Publisher, OFF 60 and using programs, OFF 9-20
starting programs using, OFF 37-38

n8' searching for contacts,
OUT
139-143
Windows 7,OFF 5-7 Windows Help and Support, oFF 73-7+

stationery, OUT 251, OTJT 259-26I starus, changing appointment,
OUT
12
customizing search options, otJT 270-272 for Help topics, OFF 8-70 sending e-mail messages, OUT 11 meeting request updates,
text entering in documents, OFF in Excel, OFF 50

message,
l0
OUT
OUT
7_B
spelling and grammar checkine.
status, creating tasks with,
orJT 2+26
undoing input, OUT 9 text boxes, OFF time formats
customizing Calendar, orJT 262-268
described,
OTJT 177-178
status bar, OFF 13 status reports, sending,
ouT
95-96
meeting requests, OUT 93-95 servers, incoming e-mail, OUT sheet tab (Excel), OFF 49 shortcut keys, OFF rl.-5 shortcut menus, using, OFF 18,
ouT 209-2tr
1l
styles, print,
OUT 99-100,
ouT
151
OUT
oFF 33-34
Shut down command, OFF 6 signature line(s), OUT I
signatures,
subfolders, OIJT 37, OUT 10+108 subject lines, OUT 8 subscribing to RSS feeds,
time zones, setting, OUT 296
Title
Slides
-10
entering content in, OFF
ouT
292-294
OUT
10
suites, OFF 8 switching between programs,
layOUT described, OFF 39 titles, worksheet (Excel), OFF -irl--i To-Do bar, adding tasks to,
adding image to,
OUT 256-257
T
OFF 27
configuring options, OTJT 257-258 creating, formatting e-mail,
25r-255 Sleep command, OFF 6

slide shows described, OFF 36-37
ouT
Table style, OUT 102, OUT 103 tables (Excel features), OFF 46
tabs, OFF 14 active tab, OFF 16
OUT 185 To-Do listwindow, OUT 172 To-Do lists creating, OUT 173-185 flagged e-mail in, OUT 19 tool tabs, OFF 14
toolbars
Title Slide, OFF 39-40 sliders, OFF 34 slides, OFF 39 SMTP (Simple Mail Transfer
Protocol),
'+1
I,
displaying on Ribbon, OFF 1

tasks
OUT
11
13 B
sofrware.
See also
specifc type
sorting contact lists, OUT
sound, setting alarm, OUT B source folder, OUT 37 spaces between paragraphs, OUT 10 spam, OUT 13,OUT 243 spelling and grammar checking,
adding to To-Do bar, OIIT 185 assigning, OTJT 206-207 attaching files to, OUT 203-204 attaching Outlook items to, ouT 205-206 categorizing, OUT 186-19 6 choosing display and print views,
Mini toolbar, OFF 15 Quick Access Toolbar, OFF 16 Tools menu, displaying, OUT 31 TW.pst mailbox, OUT 6, OLT U
Undo button, OUT 9 undoing text input, OUT unhiding

See
ouT 2t5-2t6
copying, OTJT 202
creating, OUT 173-185 deleting categories,
also displaying, viewing
ouT 2+26, OUT

Start button, OFF 10
2+9-25t
file name extensions, OUT 31 updating meeting requests, OUT 95-96

tasks,
StartMenu, OFF 10
Search box, using, OUT 139 starting programs using, oFF 10-11
starting
Excel, OFF 48
Outlook, OUT , OUT 52,
ouT
124
programs, OFF 53 programs using search box, oFF 37-38 programs using Start Menu,
0TJT 213-2t5 forwarding, OUT 208-209 managing, OUT 202-215 marking complete, OUT 2Il-212 moving, OUT 202 options for, OllT 185 printing, OUT 217 Quick Steps, creating and using, OUT 275_2BI removing, OUT 212-213
status reports, sending,
OUT 202-203
USB flash drives exporting subfolders to, ouT 10+108

sang e-mail messages on,
OUT
28
-<
oFF
10-11
OTJT 209_2LI Tasks button, OUT 172
saving file attachments on, OL-T I saving files on, OFF 2 1-2 2. oFF 27-29, OFF 44 storing files, folders on, OFF user accounts, OFF 5 user icons, OFF 5, OFF 6 user names, OFF 5, OUT 5
ll-ll
IND
{ir**+:e
V verit/ing Internet e-mail settings,
Web support (Excel), OFF 46
Windows Explorer
creating blank document h"Ln*
OUT
viewing
12 (
I
Weekview (Calendar), OUT 59 Weekly Calendar scyle,

100-101 Welcome screen, OFF 5-6
OFF 47
moving, renaming, deietins ii.ldlilii,, oFF 62-65 starting programs from. OFf 4M
vertical bar
) and file, folder names, OFF 22, OFF 28
ouT
the Calendar,
OUT 57-61,
ovT
tasks,
70-7t
contact lists,
views,
OUT 136-137
aiew
windows, OFF 1l Calendar, OUT 53 Contacts, OUT 125 Excel, OFF 49-50
Windows Help, OFF Windows Help and Suppor--. word processing (Pou-erP,: r:: feature), OFF 36 work time, customizing C-:ri-'
oFF 73-74
OUT 215-216 OUT 220 OUT

137
See olso specifu
changing current,
Outlook's, OUT 13
folder, OFF 24 maximizing, OFF 12, OUT 18 minimizing, restoring, OFF 30-31 moving, resizing, OFF 66-67 opening e-mail messages in,
fliimr
ouT
262-263
printing Calendar in different,
OUT
14
ouT
tasks,
99-103
OUT 215-216
viruses described, spread of,
OUT
OUT
21
Outlook, OFF 58-59 PowerPoint, OFF 39-40 Publisher, OFF 60 resizing, OFF 66-67 Windows 7,OFF 2 desktop, OFF 7 starting,logging on, OFF 5-7
starting programs using Start Menu, OFF 9-12 Windows Aero interface, OFF 2,
WorkWeekview (Calencr ouT 58-59 workbooks (Excel), OFF "td worksheets (Excel), OFF'{
components, navigation,:,
W
war,y underlining, OUT 2+25 Web pages, publishing Of6ce 2010
online, APP 3-4
OFF 3, OFF 27
n,
LIes,
.+8
Quick Reference
Summ ary
ar,
F+9
+
Add Attachment to
ouT
13't
Contad
Add E-Mail Account ouT 238
Attach File button (lnsert tab I lnclude g'oup), select file, click
Insert
Account Settinqs button (File tab I lnfo tab) or Add Account
Add Holidays to Calendar Add lmage to E-Mail Signature
button (Fiie rab I Info tab) ouT 264 ouT 256

Add Holidays button (Outlook
Options dialog box) Insert Picture button (Signatures and Stationery
dialog box)
Add Name to Contact

Group Add RSS Feed
ouT 149
ouT 292
Add Members button (Contct Group tab I Members grsgp

Right-click
RSS
Feeds folder;
click Add a New
Appointment, Change
Date
RSS Feed
OUT 80
for
Double-click appointment, change date
or
Drag appointment to
different date in Date

Navjgator
Appointment, Change
Time
OUT 79
for
Double-cf ick appointrnent,
change time
CTRL+O,
or
Drag appointment to
change
:i-:
different time slot appoinlment area
in
Appointment, Create Appointment, Delete
OUT 62, OUT 64
Drag to select time slots.
type appointment title
New Appointment button (Home tab I New group) Delete button (Calendar Tools
CTRL+5la!-:
OUT 82
DELEIE
Appointrnent, Save
Appointment Series tab or Calendar Tools Appointment 1ab I Actions groupi

Close button, Yes to save changes
Save & Close
button (Appointment tab I Actions group.
QR
"i3lrt!c,+;i: !11";-tii
Quick Reference Summary
Appointment, Set
Recurrence Options
OUT 72
for
OUT 68
Recurrence button (Appointment tab I Options group)

Reminder box arrow (Apporntment
Appointment;set
..i..'
Rerninderfor ,
for
Assign Tark
Assign Theme
'
.:.
OUT 67
tab I Options group) Show.As box arrow (Appointment tab I Options group) Assign Task button (Tsk Manage Task group)
Appointment. set Status
ouT 206
tb
to
our
259
Stationery
Mail cateqory, Stationery and Fonts button (Outlook Options dialog box),
Theme button (Signatures and Stationery dialog box)
A:ftaclr fil
to:E:mail
rr
qur,:0,,
..:...'
Darao f ile ito
message areer'l
, ::',,:':
Attach File button (Message tab tnclude group or lnsert tab

I
CopY,'
rightclick
l ..rllet9qge area,
.tltesta*e.
Task
'::
:':
lnclude group)
icJick'Paste
I
Attach Outlook ltem to
OUT 205
Outlook ltem button (lnsert tab

lnclude group) Doubte-clck' eontact, alick attach merit, c[ick Attach'
Fil button flasert tab:1 , lndude,group), sleet itle,
Aachmeiltto:Contact;
ouT 134
'
Chage I
Attach File button (lnsert tab lnclude group), select file, click
I
lnsert
Clitk,lnSertr,
,,,,t
'
Attachment to Contact,
Remove
our
135
Double-click contact, click
attachment, press
DELETE
Att{hment, Addito
Contact. ,i i
';:
,,
Attach'File b,]tton (hsrttb l lnclude group), select file, click
lnsert
Attachment, Add to
Task
our
203
Attach File button (lnsert tab

lnclude group) Cli{k.message header, click
$talmentfreview-
Attachment, Save
UT 33i
i:. OUT 35
aaiiifi}ent..
..
Save As button (Attachment Tools Attachments tab I Actions group), Save button (Save
Save As
Attachment dialog box)
AutoAr,chive 9eingr,
ouT 290
Advaniid
':
Configure i ii ii
iii
button {Outltpk 0plions: idllog box)"'

r
{qtegefy,'::' ,' " "AutoArchiv9etlings
rr
Business Card, Modify
APP 19
Default
Contacts button in Navigation pane, New
Contact button (Home tab New group), double-click default business card Calendar Gro.u p. Creat
APP 21
Calndr biutton
in
r
'
Navigation pane, Calendar Groupl button {l-lome tab I Mange Calendars grup)
Quick Reference SummarY
..s..$
,...1i:llji:l:
.,
ffi
ffi
Calendar Options, Set
our
262
Calendar category (Outlook Options dialog box)
alendar, Accept Meting

Request Calendar; Change Default
OUT 96
Accept button {Meeting tab

Respond grouP)
ouT 265
Color
Calendar categorY, Default calendar color button (Outlook OPtions
dialog box) Calendar; Change Time
aur
267
alendar category Time zone box arrow (Outlook Options dialog box)
zone for
Calendar, Delete Personal Calendar Calendar, Display DaY
ouT 1 08
OUT 62 Click left or right scroll
Delete Calendar button (Folder rab I Actions grouP) Day button (Home tab I Arrange group)
Delete Calendar
L:-----
View
Calendar, DisplaY
OUT 80
Different Month in
Calendar, DisplaY List
arrow
ouT 102
OUT 60 Click fotder check box
View
Calendan Display Month
Change View button (View tab I Current View grup), ciick List
View
Calendar, Display Personal Folder Calendar, DisPlay Schedule View Calendar, DisPlaY Week
OUT 56
Month button (Home tab Arrange group)
OUT 60
Schedule View button (Home tab I Arrange grouP) Week button (Home tab Arrange group)
I
OUT 59
a:i
--: ---
View
Calendar, Display Work
OUT 58
Week View
Calendar, Export
Work Week button (Home tab Arrange group)

lmport button Wizard)
(File
ouT 104
tab I Open tab),
Subfolder
Calendar, Go Date
Export to a f ile ilmPort and Export
to Specifc
OUT 57
Click date in Date Navigator
Go To Dialog Box Launcher (Home tab I Go To grouP)

File I
Calendar, lmport
OUT
1OB
Subfolder
Calendar; Print Table StYle
Opentab I lmPort I lmPort fro.n another Program or file (lmport and ExPort Wrzard)
I
ouT 103
Change View button (View tab Current View qrouP), click List,
Tabte Stvle)
Print button (File tab I Print tab Change View button (View tab Current View grouP), click
Calenda Print WeeklY Calendar Style
ouT
100
Calendar, Print button (Fite tab I Prnt tab I Weekly Calendar Style)
Calendar, Recurrence Options, Set for
oul
12
Recurrence button (APPointment tab I Options grouP)
Appointment/Event/
Meeting
t
Calendar Reminde' Sst for ApPointmenUEvent/
OUT 68 Reminder bcx
drtow
' ,,'
'
{Appointment tab },QPtions
Meeting
Calendar, Remove Default Calendar from Appointment Area Cancel MeetnE
OUT 56 Click Calendar check box in My Calendars Pane (to remove check mark)
group)
.'
OUT 98
Cancel Meeting group)
bvttolleabndat
Tools Meeting tab I Actions
ategorize E-Mail
Message
ouT 197
Categorize button (Home tab Tags grouP)
Right-click e-mail
message's
categorY column, click categorY
categrie Multiple Tsks
ouT 190
Select tasks, click Categorize bufion (Home tb lTags grauP).
Selecl'ta*s,
l'
,iohf.ctiek'one
::ttasks Category column, cliqk Atl

:
Ctegories
Categorize Task
ouT 189
Click task, click Categortze button (Home tab I Tags group)
Right-click task's categorY
column, click All

Categories
Category, Create
ouT 185
Categorize button (Home tab Tags grouP) Delete button (Color Categories dialog box)
Category, Delete
Category, Reams
our213
OUT I93
Categorize button (Home tab I Tags grouP), click All Categories, click category click Rename
RighLclitkr
tikt
ategory
' clumil; eiak All Categqries' select cdtegory, qlick REname
rllutton Change Attachment
to
ouT 134
Contact
Double-click contact, click attachment, click Attach File button (lnsert tab I lnclude grouP), select file, click lnsert
Attach File button (lnsert tab I lnclude grouP), select file, click
lnsert
Change Meeting Time
'
Dotrble:cliek mee'ting,
ihqnge
tire
or,
'Drag
mee'tng
!o newtime
Notes List (Home tab I Cunent View grouP) Change View button (Home tab Current View grouP)
I
ilr
Change Notes View Change Taek View Change Work Time on
or
220
ouT 216
our
262
Calendar Configure Junk E-Mail Options auT 244
Calendar categorY (Outlook Options dialog box) Junk button (Home tab I Delete
qroup)
QRr
..r.:i,lit+
Contact Group, Create from E-Mail Message
ouT 146
New ltems button (Home tab New group), click More ltems, click Contact Group, enter name, click Add Members button (Contact GrouP tab Members group), click Members
I
text box, enter e-mail address Contact Group, Create from Existing Contct5
our
144
New Contact Group button (Home tab I New grouo), enter name, click Add Members button (Contact Group tab Members group)
I
Contact List, Preview Contact List, Priilt
ouT
52
Fi e
tab I Print tab
Our
156
Print button (File tab I Print tab) Print Options button (File tab I Print tab), Only selected items
Contact List, Print Only Selected ltems ontact List Select 9tyle
Contact
ouT 154
option bLlton, Print
View Change
our our
53
File tab I Prnt tab
137
More button (Home tab I Current View qrouo), clrck view New Contact button (Home tab
New group)
I
Contct, Create Contact, Create from E-Mail Message
ouT 126
CTRL+SH]F-T:
oul
127
Right-click e-mail address in e-mail message, click
Add to Outlook
Conlacts
Contact, Creat from Exirting Contact Contact, Edit
ouT 129
New ltefns butlrn (Home tab I New group), cllck Contact f.om the Same Company
Double-click contact
ouT 1 30 ouT 139
Contad, Find by
Searching Address
for E-Mail
Click Search All Contad Items text box, type serch txt
Click folder in Navigation
Pane, type search text in
Contact, Find from Any Outlook Folder
our
142
Find a Contact search box (Home tab I Find grouP)
Conta$,sort
Conversation, lgnore
ouT 138
APP 1B
Reverse Sort button (View tab
Arrangement group)
Select message, lgnore button (Home tab I Delete group),
lgnore Conversation button (lgnore Conversation dialog box) Creat Appointment Create Category Create Contact
OUT 62, OUT 64
Drag to select time slots,
type appointment title
New Apporltment button (Home tab I New group) Categorize button (Home tab Tags group)
I
ouT 186 ouT 126
New Contact button {Home tab New group)
CTRL+SH:--
QR
*l;:tlgr;k ?Lli{.} Quick Reference Summary
Create contact from E-Mail Message
our
127
Right-click e-mail message, click
Add to outlook
Contacts
Creat Cnlact from
our t29
uxfrtinoconff
' ,l'
our
New ltems buttol{Fl0me labiili New group), click Contact from the Same Company
Copy e-mail address, click New Items button (Home tab I New
Create Contact Group from E-Mail Message
146
group), click More ltems, click Contact Group, enter name, click Add Members button (Contact Group tab I Members group), click Members text box,
paste e-mail address
Creatq Contaet Gr{p. frorn :Exietng Cocta{tt
OuT i44
New Contact Group button (Home tab I New group), enter name, click Add Members
button (Contact Group tab

Members group)
Create E-Mail Signature
ouT 252
Options button (File tab), Mail category, Signatures button

New Appointment button (Home
criatefventi:
',,
t-..1
our84..
'':i. Ii.'
tab I New group), click All day

event
Create Folder in lnbox Create
OUT 36
New Folder button (Folder tab New group)
New Folder
Meetn$ , '
our
93
New Meeting button (Home tab
..-....i.. Create New E-mail Message Cfat

OUT 9
Newgroqp) '
New group)
'r
.i.
-.i.',':'..:i:.,..
New E-mail button (Home tab
Note
'r
'.
...
ouri218
OUT 54
New Note (Home tab I New group) New Calendar button (Folder tab I New group)
Create Personal Folder
CrateQuicli'st,',,
.i.iil. Create Recurring Task
Ch5r
:'.i.i .
,il
.
More button (Home tab I Quick Steps group), click Create New
New Task button (Home tab
I
ouT 183
New group), Recurrence button

(Task lab I Recurrence group)
Create Rlei Create Task Cteate Tskrwith

,
i0uT 282
Rules button (Home tab I Move
lir..l..
ouT 173
group) New Task button (Home tab New group)

I
Du:
..i.r
DAt. . . .. r. .
:
.
ouT. 176
New Tsk button (Home lab I i Nqw g.roup); qfickDue dater box
'ri....i
Create Task
arrow
New Task button (Home tab I New group), click Priority box
with Priority
ouT 179
arrow
I
,
Create Task
with
ouT 180
Reminder
New Task buon (Home tab I New group), click Reminder check box, click Reminder date box arrow New Task button (Home tab I New group), click Status box
Create Task
with Status
oul
171
a'row Current View, Change for
ouT 137 ouT 199
Conta(tt
Custom Date, Flag E-Mail Message with
fvlore button (Home tab I Cr.rrrent V,ew group), click view Follow Up button (Home tab Tags group), click Custom
I
Right-click e-mail's flag
column, click
Custom
Customize Ribbon
aut
272
Customize Ribbon category (Outlook Options dialog

box)
Customize StationerY
ouT 259
Mail category, Stationery and Fonts button (Outlook Options diaiog box)
CIick dale in Dat Navigator Go To Dialog Box Luncher (Home tab I Go To grcup) Day button (View tab Arrangement group) Click Clendar check box rn My Calendars pane (to remove check mark) Calendar category Default calendar color button
I
Date, Go to
Day View, Display in Calendar
OUT 57
OUT 56
Default Calenda Remove
OUT 56
from Appointmnt Area

Default Color, Change for
Calendar
.TRL+N
ouT 265
(Outlook Options dialog

box)
:IRt+N
:TRL+SHIFT+E
Default Message Format 5et Delete Appointment
ouT 248
Options button (File tab), Mail category, Compose messages this format box arrow
Delete button (Calendar Tools
ln
Appointment Series tab or Calendar Tools Appointment tab I Actions grouP)
Delete Category Delete E-mail Message Delt Event
ouT
21 3
Delete button {Color Categories dialog box) Drag to Deleted ltems folder Delete button (Home tab I Delete group) Delete button (Calendar Tools Appointment tab I Actrons
OUT 22
OUf 87
group)
Delete Note Delte Personal Calendar Delete RSS Feed
our
221
Delete button (Home tab I Delete

grOL,p)
OUT'1OB
Delete Calendar button (Folder tab I Actrons group)
Delete
Calendl r l.-.
:
our 294
Right-cl ck
RSS
feed, circk
Delete Foloe'
QR
.*;:{li*,'$l
}*f *
Dlete Rule
OuT 288
Rutes
button (Hpme tab I Move group), click Manage Rules and Alerts, ielicki Delete, bltton,tRules and Alerts dialog box)
Right-click task, click Delete
Delete Task
our
212
Remove from List button (Home tab I Manage Task grouP)
or Display task, click Delete button (Home tab Delete Oroun)

I
Deleted ltems folde r ' Move E.mail Mesageto Display Calendar in

List View
0u1
2,2
Drag to Deleted lterht:fldei
Delete:bution {Hme tab, [ ,Dalete

group) Change View button (View tab Current View group), click List
our
02
Dirplay Outlook OPtions

Due Date, Create Task
our 247
ouT 176
Options button (File tab)

New Task button (Home tab I New group), click Due date box
with
Edit Contact
E-Mail Account, Add
arrow
ouf
130
Dbtclicki:cdnlaet
''',.:
Account Settings button (File tab I lnfo tab) or Add Account button (File tab I lnfo tab)
:'aecount;
:
ouT 238
E-Mail Account; Reove
out295
Right:clak
r rli*
R*iiloie ccuo{
E-Mail Message, Attach

File
OUT 30
to
Attach File button (Message tab lnclude group or lnsert tab

I
lnclude qroup)
E Mal Mesagl
oul t97
Catgbixe,batton:tflome
Tags
tb
'
RiEht<lick e-rnaill
, Catagofize
Eoup)
'mlssage's
,r
categoryi'(olumn, . Cli{kicateqory
E-Mal Message, Categorize Using Quick Click
ouT 198
Click category column for
e-mail message ouT2,1':

OUT 24
E-Mail Messagre, Change Format to Plain Text E-Mail Message, Check Spelling
E-Mai! Messg,
Ptain,Text'butlon ttormt TeXl tab I Format group) Spelling & Grammar button (Revlew tab Ploofing EouP)
!
:i
Clot"
ouI
OUT
15,,'
B
'cliek the cloie :bltto
Close button (File tab)
E-Mail Message, ComPose New E-Mail Message, Delete E-Mail Message, Flag for Follow-Up
New E-mail button (Home tab New group

,
OUT
?2
198
Delete button (Home tab Delete group)

Tags group)
0let
'.
.i
i:
'
.'
our
Follow Up button (Home tab
Right-click e-mail's flag column, click
option Follow Up button (Home tab Tags group), click Custom

Fonvard button (Home tab
I
lrMall fessage;
Custm Date
Flag
with ouT'199
,.1
Rgh.t:tli{k e'rnaillt
flag.colunrn, click
'rCstorii.
I
,. r
E-Mail Message, Forward
OUT 19
Respond group)
QR;
E-f$ail Message, Mark as

Read
OUTl5
OUT 15
Unread/Read button {Home tab Tags group) Unread/Read button (Home tab Tags group) Doubte-click message header
Mark as Read Mark as Unread
CTRI+Q
E-Mail Message. Mark as Unread E-Mail Mesrage, Open E-Mail Message, Print E-Mail Message. Read
CTRL+U
OUT 14
OUT 15
Print button (File tab I Print tab) Select message in message

st and read in Reading Pane
Quick Print
OUT 14
E-Mail Message, Reply E-Mail Mssage, Reply E-Mail Message, Save Response in Drafts Folder E-Mail Message, Send E-Mail Message, Set High
OUT 17
Reply
button (Home tab
Respond group)
All
OUT 17
Reply Ail button {Home tab
CTRt+5H]FI+R
Respond qroup)
our
27
Save
button (Quick Access
CTRL+5
Toolbar)
OUT11
OUT 32
lmportance for
E-Mail Signature, Create E-Mail Signature, Format
High lmportance button (Message tab I Tags group) Options button (File tab), Mail
category, Signatures bulton
ouT 252
our
253
Mail category Formatting options (Signatures and Stationery dialog box)

New Appointment button (Home New All Day Event
CTRL+SHI+A
Event, Create
OUT B4
tab I New group), cl;ck All day

event check box
Event, Delete
OUT 87
Delete button (Calendar Tools
Appointment tab I Actions

group)
Event, Save
Event, Set Recurrence
OUT 86
OUT 88
Save & Clse button (Fvent
tab
Actions group)
Recurrence button (Event tab Options g'oup)
I
Options for Export Calendar Subfolde

Fields, Show or Hide in List View
ouT 104
lmport button (File tab I Open tab), Export to file (lmpor"c and
Exoort W'zard)
APP 1O
Add Columns button (View tab Arrangement group), column name, Add button (Show Columns dialog box)
Double-cl ick contact, click
File Attached
to Contat,
our
ouT
135
Remov
File, Attach
attachmeni, press
DELETE
to Contact
131
Attach File button (lnsert tab lnclude group), select file, click
I
lnsert
QR
10
i:r;ri..1i'.r .;ll.jlil: Quick Reference Summary
,d
Fils, Attach
to ['mail'
OUT 30
i
Mersage
File, Attach to Task
i.
Attach:File button {Message tab lnclude group)
ouT 203
:

Include group)
FilesiRecord''
Automatically
APP 2?
Options button (File tab), Notes

and Journal, Journal OPtions
11s (Outlook Options dialag

box)
Find Contact bY Searching for E-Mail Address lFind Contact frorn
our
139
Click Search All Contact Items text box, tYPe

search text
AnY
uT 142
'
Iick:folder, in Navigation
Pan, typeliq.ich text in Find a {anlaet seaKh box {Hometabil lind $roup)'
:
outlook Folder
Flag E-Mail Message
for
ouT
'198
Follow-UP
Follow Up button (Home tab Tags group)
Right-click e-mail's flag
column, click option
ftag' E:Mail Message with , Custom Dqte r, ' ' :
our'199
Follow Up button (Home tab Tags group), click Custom
Right:cliqk
' '
e'mail,3 {lag Custom,
colum, {ick
New Folder button (Folder tab New group) New Folder
Folder, Create in lnbox

r
OUT 36
I clndar '
folder; Create Peronal

'
ouf
54
Drag e-mail message to
New Calendar button (Folder tab I New group) folder

Move button (Home tab I Move qroup) Move, click folder name
Folder, Move E-mail Message to
OUT 37
forrnat t-Mail,3i gnature

l:.: ', . 'l':.
our
2:53
Mil iatgory rsrming

,
optin5' {Signatures.and Stationwr dialog bqx) Forward button (Home tab Respond group) Forward bufion (Task 1ab Actions group)
I
Forward E-mail Message
OUT 19
forwrd.TaskI.i
Go
.I
,i
'i
ouT ?08
OUT 57
to Date
Go To Dialog Box Launcher (Home tab I Go To grouP) Selert graphic, formatting tool (Format tab) High lmportance button (Message tab I Tags grouP) Add Hotldays button {Outlook 0ptions dialcA box)
r
Graphical Element, Format High lmportance, set for

E-mail Message
'APF'1'7
OUT 32
Holidays, Add to Calendar lmage. Add to E-Mail Signature
iour
2'64.
ouT 256
lnsert Picture button (Signatures and Stationery
dialog box)
lmport Personal Subfolder
our
10&
lmport button (File tab I OPen tab), lmport from another program or file (lmPort and
Export Wizard)
QR"
j:::+i1:iit:',iit:j:-::t::ii::i!jl:i1:1i:,:t
-;,,i#ii.l.,ri*:i.,;,';:',.
i+ti't
lmportance. Set to High
OUT 32
for E-mail Message lnvite People to Meting
High lmportance button (Message tab I Tags grouP) New Meeting button (Home tab I .* groupi type e-mail address uno
OUT 94
,un.i
. cick
lend
I
Item, Attach to Task
ouT 205
APP 21
Outlook ltem button (lnsert tab

lnclude grouP)
Journal ntriee, View
Configure buttons arrow tn Navlgation Pane, Add or

Remove
B
ufions,
Jou rnl
Journal Entry, Edit
APP 23
Journal button in Navigation pane, double-click journal
entry Junk E-Mail optons,

OUT
2M
Configure
Language OPtions' Set
APP 8
Junk button {Home tab I Delete grouP)
Options button (File tab), Language (Outlook OPttons dia,og box)

Change View button (View tab Curren{ View grouP), click List
Lst View, DisPlaY
for
orJT 102
APP 18
Calendar Mailbox Size, View
Folder Properties button (Folder tab I Properties grouP), Folder Size button (rnailbox ProPertres
dialog box)
Manage Quick Steps
ouT 280
More button (Home tab 1 Quick

Steps grouP), click Manage Quick StePs
Mark Task as ComPlete
ouT 21
Mark ComPlete button (Home tab I Manage Task grouP)

Send Cancellation button in message header Double-click meeting, change time Cancel Meeting bu{ton (Calendar Tools Meeting tab lActions group), Send Cancellation bution
Right-click task, click Mark Complete
Meeting Cancellation Notice. Send Meeting Time, Change
or
Drag meeting to new time
Meeting Time, Propose Naw Meeting, Cancel Meeting, Create
0T 98
Propose New Time buttn (Clendr Tools Meeting
Occurrence tab I ResPond grouP)

OUT 98 Cancel Meeting button (Calendar Tools Meeting tab lActions grouP)
OUT 94

New grouP)
CfRL+5H!F:+:
Meeting, lnvite PeoPle to
OUT 94
New grouP), tYPe e-mail address and subject, click Send
Membel Add to Contact 6rouP

Message DeliverY
our
149
Add Vlembers button (Contact

Group tab I Members grouP)
l\4ore Options Dialog Box
APP 13
Options, 5et
Launcher (Options tab I More Options grouP), select deliverY options (ProPerties dialog box)
ll|ii: Quick Reference
SummarY
Mssage Frmat,
{hange
21 I OUT
Plin Text
button (Format Text
to Plan Text
Message Format,
tab I Format grouP) Options button (File tab), Mail

category, ComPose messages in this format box arrow Click Arra*ge bY: Date Date Show in GrouPs
Set
bY
OUf z+S
Default
Mssage List, Arrange
I OUT 8
I oUT 8
Date
Message List, show Groups
iolumn
heading
'
Show ln GrouPs button (View tab Arrangement group I More
I
in
button) I OUT 60 I Ouf
Month View, DisPlaY in

Calendar
Month button (Home tab

Arrange grouP)
Drag e-mail message to
l_ '-7--\
I
-r
Move E-mail Message

Folder
to
:z
Move button (Home tab I Move

group)
Select tasks, click Categorize button (Home tab I Tags grouP)
Move, click folder name

Sleet tasks,
folder
Multiple Tasks, Categorize I OUT 190
right-click one
taskt category
column, click A:i
Categories
Name, Add GrouP
to
Contact
I OUr t+S
Add Members button (Contact Group tab I Members grouP)

Remove Member button (Contact Group tab I Memberr grouP New Note (Home tab I New group) Delete button (Home tab I Deiete group) Notes List (Home tab I Current View grouP)
Doubl'c,lcK messge
Name, Remove
from
I oUT 150
218 I OUT
Contact Group Note, Note,
Create
Dlete
Change
I OUT221
Notes View,
I oUT 220
open E-mail
Message I ouf ta
E-Mail, I OUI
I
244
hader ' '''
Options for Junk Configure
Junk button (Home tab I Delete group)
options for
Spell
oPen
oUT 249
Options button (File tab), Mail

category, AlwaYs checkrspelling before sending check box Open Outlook Data File button (File tab I OPen tab), select file, Open button
Checking, Set
Outlook Data File,
I oUT
Outlook ltem, Attach to

Task
OUT ?05
Outloqk ltem buton {lnsert tab

lnclude grouP)
Outlook ltems'
AutomaticallY Record
APP 22
Options button (File tab), Notes and Journal, Journal OPtions button (Outlook OPtions dialog box)
Outlook Options, DisPlaY

Paste Special, Use
oul
247
tile lab I OPtions buon

Paste
APP 17
button arrow (Message
tab I Clipboard grouP), Paste Special, select oPtion (Paste

Special dralog box)
Er
ffi
kople:Fa*i:;Ug.9:
II.':::t, :,-.:I,ri.:
i:,I
A.P.ir:$1
:,ir::.':.t.,:i-, :
i{.es,r]gejiairii'liq?_geli5-t;
I:i.",;::':-
l..come!!jPAi;i,,,.,:
OUT
1OB
,.:. :.,,i:.r..:.r,. r'r.r.,e...,:i:r:;:...:,rrii.i
lr';1,,ir;,,;,i::;:::1, t,;:t::,,:::::::t:::,::rri:'::
:_!.
.
Personal Calendari Delete

Personf ,,f ldi;:rCf 'gtp.t:':,
Delete Calendar button (Folder tab I Actions grouP)

Jr"ei,!rr.,r:i.tj;: ;t'.r,,ir ;:-.,i:.
r:.
Delete Calendar
DELETE
syr1 l
New
.
alenda'
button (Folder
CTRL+5HT:+:
;ai:rll;riri,!t'ji,iir,;iit:r;i.:,r::.'
r.r..r:.i,r:.:i',:r:.,rr::::rl:i.r:r
r::i:rr,i,r.i,,.
tab I New EouP)
Personal Folder; DisPlaY
Click check box in MY Calendars Pane

'r..,:,i;,rr:.rr,:.1!:
.
personal'9ubfolde' .:
..r. 1.:,..,1,: r..r,.r,.,r,:i
-:..r".
lmFart'.l'.;..l|.,..,
Message Format
.ir,.: .,-i:t..:
:':'''''l'r:
r:
:i;tii:l:l:,::ii:lt:'::t',,li:i:",::
:i
lmport button (File tab I OPen

'
,'
:airllila::i.:;1lr:]r:. : l-.: :....,j,. -.:..:-i,.i r.:.- ,.
t, ll:#.1rt!$:i.*$,i
Export Wizaid)'
r r::il,,:':t;,'u::;::rt:iiir'tr'll:]i:":':.i:1.,:.ii,".t:j.ti I
Plan Text, Change
Plain Text button (Format Text
to
r,':.
previett,Attafh
Preview ontact List
g,ql3,ii'i:
,
l:
l r: i i
l:
t:
i, I I
" r:
..:l: ]]. , l:
ouT
.
52
File tab I Print tab
pr*:ea!
i,fi&'bt
Styts,.g{ilyl$-},ill;:.:::l,irt:
?Lfrr'J83.il ouT 100
*re.' .*.rlfJJ*j
Weekly Calendar stYle (File tab Print tab)
I
Print Calendar in WeeklY

Stvle
Print;Ccritactrhirf,,,,,:r,"tr,.'rr::ii
:;'
6'1.'tsrj:.;:,
OUT 15 ,OUfr,frs5j,:i:;
Lr-'
*.!*itr:A**lt
Print button (File tab I Print tab) Print QPtidns (ile tab'I Print
Print E-mail Message

P{ntO,..lt'!yisile1ed:.1t9.ryli
in es.ntaatL
lsJ:"r.::tii'r::,t:ii:iirr;,:r,
: : f ,::,..r::11.,,:,.
::l
r:it.iri.:rlltlli:.i:.:ri:i:il
Print Tasks
our
rrr; r... .1r,.r 1j:1.1...r
217
e*!-itr;,$1*te.brk,wj$
'-.. r..r.:i:a ..i. r......j 1r ..j.:..,..,:: rir. ..:;...r.1..: i....,.rr - . .r..i..:... l
,QUi:,.!r!9:,::,,;
,.rl:i:,l:
t,l::::t.ilr i::;;,:
Propose Meeting Time
OUT 98
Propose New Time button (Calendar Tools Meeting Occurrence tab I ResPond
group)
aur*, ,,ti l*,..:,i

,':;lii:::l:i.::';i'i;:i::,r
,:t,
t.
:
'UIjl|e$i:i;
::,r:.::.,.j!.r:.t.::ir:.i.i'i r'::r':t:,:rlitlll:lr::::l:l:,';l
:::::.::iil:il:::r:r:.i, :i:itr:;
,R
iqhtlEtqq .:,ir,::,:iri
:'
.tf::;ij
:;i rl,l
r.l,1451,e$!$0es:rr
,;
, i ]':tl r:r.;,.;'l:tr:',:.i':t.;i,ti,.;,tll,i..l.:
til:i:,:,: i:::,t.:.,tt]::t:i;:::::: ::,;t:,:,:t,:
*lg:n$eliek!9i
Q:ig|i..figk.::rir,
Quick Click, Use to Categorize E-Mail Message

r..rt.nir-r,.,:rrr.r,...l.r,i:..rrir1.
ouT'198
a[i,qilp,i
ll:, _r.'r:,..:
:,
.More button (Honre.tab I Quick

Steps
grouPt click Create l"lew

I
Quick Step, Use
Quick Step button (Home tab Quick Steps group)
eif*,:fte
.
"rMlas.',,
.:,,i,:t:t:j::lt:,i:i.ii,:;t:,t::,:l.., :i,i:i,,i,.:i,ilt:i::i.:i:i
i .a..;r:r;:il:ti::l:..:i1,.';:,:'::il.:'li:.:.rlr':r';l'::':::::r
More buttb'n (Hone tb I Quick Stepi group), clck Manage
iiii'k$$,lpFlil;illii
Exit button (File tab)
Quit Outlook
QR
14
i}*1t"**'i .F*'T# Quick Reference Summary
r*es::ii*lill:,Me.rye1e,..ri.,,
l.
r,i, r:,,t':,.,,
OUT,',1+,1
I
Messae: hqadet, in, msiagq:

.':.li.t:.r'r I
].'','.
-."
r..rli.
i.:
l.:i I :t
tt::l:i
r:
r.., 1
'.
:r:rri.r:,
1.. I
r.'..
Recurrence Options, Set
our
72
for Appointment
Recurrence button (APPointment tab I OPtions grouP)
,,nXmn*,otlal1rl,sct
.,.:f*;,:lEV :,' t''" : :'' r':: r ::':].':-:':
Recurring Task, Create
l
OU{:8&'
neiireiiiabuit {vnt
Options grouP)
tatl:
'
ouT 183
New Task button (Home tab I New grouP), Recurrence button (rask tab Reu1r1nce Oloun) I Conkct ltelTE text: bqx;
rr"..:ir]i
:tfihiti5ea41ii
.-.:..t :.:. .......'.... .......:,: ...,:.,
r'j
rr'
:lr:,;:
"
:'''
9rch, Ail:
,
i ;tickiMreution {Seaieh,lbots:
l
: a '.1 ..:r:;l:, r':.:: ..r':.... :. ..:r'::. .....:: :.:. ..:. :' ..:a: : . a. .: .'' ::',ll :,i::t:il:t:.il,t r:r:.t:i:t.t.::,,.:: : ..:.:..:::.a
searah,iab]'Refine group). click

property
Reminder, Create Task
with
New Task button (Home tab I New grouP), click Reminder check box, click Reminder date box arrow Rmirder boxaiow (ApPointment tab lOPtions grouP) Follow UP button (Message tab
Tags grouP), Custom, Flag
amiietlet
ld',.',': r:
r ':::'r ':
:
0U:f .68
APP 12
tlr$iFqitttdlntr:::
Reminder, Set for Message Recipients
for
Recipients (Custom dialog box)

.:.']:.;:r:l
i.,tir'lr:,'t.,'rtt ti,t.,] ': ],,.11.,1:,,.,....t:
:g
ndislti{ott*,,:,.,,1
"";,",:,:
::,::'.
Reminders Window button (View tab lWindow grouP)

DELETE
..,OispFyl.r,rl:i,:,,,,,,','.,
;:',,
Remove Attachment
to
our
135
Double-click contact, click
Contact
attachment, Press
DELETE
r;iiiir*,.r'uleli, etbrrt
.: :taL.,:, ::. lt :
::,:
:A[f?9!
::,.,:,
Right:click',, 'aiount, cljck

,
: ::
:...
: : :t:: :, :
:...:
..,.r:::
:,..
l:r:::,il
l, r,, l
-',::
..:::a.::.:
.
Rmov {conf
:l
l:'l f :i::
:,:1,....1.::..ii:.:','
:,.,:::..:.:.,'
:.,
:'
:: ..,",:
Remove Name from
our
].,,..irr.r.
50
Contact Group ,hAniO:iet,t*k

::i..',:rir,:rrrii
Remove Member button (Contact Group tab I Members grouP)
:atli::l1i:2
Remove from List button (Home tab I Manage Task grouP) or Delete button (Home tab ] Delete grouP) Categorize button (Home tab I Tags grouP), click All Categories, click category click Rename
Right'click tEk,
I
EIETI
JiakDelta a :::
'
':
Rename CategorY
ouT 193
Right-click task's categorY column, click
button
All Categories,
select categorY, click Rename
button
''.:..'...]'.'i:..'.':':'.:..:.1:i'i.]].,.:|......::...:.:|...
,o,uf,,,],7'..
.:.::.:.....::',:
Reply,:
,
.::.,::::: ' :,
.:.:,:;.':,:::..:,: ..
.: :.::a' .,
,
aa
::,:::::....:.:'
. .I
::r
l'
,:
. r:
'i
t:
.;
,.:
:l
.:
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::...: ::a. ...
....
.,..:
.'
.: .- ...
:nePnd'gtoup)' :':'
buttn 'lorne,Hb
'r.RgFJY,,,.'...',.,::, : .t,
CTfrL+R
ouf
272
Customize Ribbon category (Outlook OPtions dialog box)
Bight'cli,*
'
IRSS
:':
{ed,
.li.k,
iDelete Folder
QR
RSS Feed, Subscribe
to
our
292
Right-click
RSS
Feeds folder,
click Add a New

RSS Feed
Rule, Create Rule, Delete
OUT 282
Rules button (Home tab Move group)
OUT 2BB
group), click Manage Rules and Alerts, click Delete button (Rules and Alerts dialog box)
Rule, Run
ouT 286
Rules
button (Home tab I Move group, click Manage Rules and
Alerts, click Run Rules Now
button (Rules and Alerts dialog

box)
Run Rule
ouT 286
group), click Manage Rules and Alerts, click Run Rules Now
button (Rules and Alerts dialog

box)
Save
Appointment
Save & Close button
(Appointment tab I Actions

group) Save
Attachment
Save As button (Attachment Tools Attachments tab I Actions qroup), Save button (Save
Attachment dialog box) Save F-Mail Message in
ouT 27
OUT 86
Drafts Folder
Save Event Schedule View, Display
Save button on Quick Access Toolbar
Save option {File tab I Save tab) Save & Close
button (Event tab
Actions group)
in
| UT 60
Schedule View button lHome
fTRL+ALT+5
Calendar
Search Options, Set Search, Refine
tab I Arrange group)
our
ouT
270
Search category (Outlook
Options dialog box)

141
Search Afi Contact llems text box, click More button (Search Tools Search tb I Refine group), click property
Select Style for Contact List Send
ouT
152
File
tab I Print tab
l-mail Meilage
OUT 8
Send button (message
window) Send Meeting

OUT 99
Send Cancellation button in messaqe header
Cancel Meeting button (Calendar

Tools Meeting tab lActions group), Send Cancellation button
Cancellation Notice
Send Stat{5 Report
ouT 209
APP 9
Send Status Report button flask tab I Manage Task group)
Sensitivity Level, Set for New Messages
Options button (File tab), Mail (Options dialog box), Default

Sensitivity level list box
QR
16
r3*'t3*+i{
?*1*
Sensitivlty.rLevel' get
fof
i
APPl1
'lingle.Metsag
'
More Options Dialog Box Launcher (Optiom tab I More Options group), SensitivitY button (Properties dialog box)
Save Sent ltem To button
Sent ltems Folder, SPecifY
(Options tab I More OPtions group), Other Folder, select folder (Select Folder dialog box)
GIJT
getCalendarcpiions:
Set Default Message
264
alendalr'eategory {Outlook
rOptioni dialog
OUT 248
box)
',
Format
Set, Junft E-ttail
Options button (File tab), Mail category, ComPose messages in this format box arrow Junk bLtton (Home tab I Delete group) Categorize button (Home tab Tags group), click Set Quick Click
I
".
option
Our 244 ouT 195
Set Quick Click
Right-click task's category
column, click Set

Quick Click
set Sea(h Optiont
ou:r'270
feareh categor) {OullOOk,, ' Options dialog box)
',
set Signature OPtions

Set Spcll Chegkig
oul
257
Select settings (Signatures and Stationery dialog box)
rJT 249
r
Optlon button {File tab), Mail

category, AlwaYs check sPelling before sending check box
Optiqns
Signature Options, Set sigature,: Crete
our
:1
257
Select settings (Signatures
and Stationery dialog box)
i,E;Mail r-r,.
Sort Contacts
fdr r. . .,,
ouT,252
OUT ,I38
0plion| btton'{File tab),,Mai!.'

category Signatures button
Reverse Sort
button (View tab
Arrangement group)
$p!l cheeking OFtisns. ....: : . .:' Set' r :,
...
0u1249
Options button (File tab), Mail :itegoy,, *1way9 chck petling

before sending check box Spelling & Grammar button (Review tab I Proofing grouP) Right-click error, click correct
..':.: ..: a: : ..:.-
.,
Spelling, heck as You

Type :$ttinelyr,Asiigi:!. rrr.iltm..tb'rr'
oLJT',259
word
:':'
r:r,,'.,.r,,
Mail'catego*; SlationerY
,r afi
:,:,
: :'
d:ior'tsributlon, ttlqsk r Optians di0E,bo'if,," r',:l

,
,,
ihe.me:,btton:f Eigntre$
and,.Stli*ry diaios bOx)
Stationery, Customize
ouT 259
Mail category Stationery and Fonts button (Outlook options dialog box)
send: 3!qtus.Reportt',bi!!1on {Taqk
gtalti.R$&;iead;',':',,,,;;.,;,,
be.og
:.:::.,
,::..
tab I Manage Task grouP)

..:
Status, Create llask
with
our
177
New Task button (Home tab I New group), click Status box
arrow
#l$ i
Status, set
for
Snow As box arrow
Appointment
Style, Apply
(Apporntment tab I OPtions

group)
Select text, More button (Format Text tab I Styles grouP), select style
Styl, Crate
Select formatted text, Styles
Dialog Box Launcher (Format

Text tab I Styles group), New Style button (Styles dialog box),
enter name {Create New StYte from Formattlng dialog box) Subscribe
to
R55 Feed
our
292
Right-click
RSS
Feeds folder,
click Add a New

RSS Feed
Table Style (List View), Print Calendar in

Task
OUT
,]03
Table style (File tab I Print tab)
View Change
A:sign Attach File to categorlze
our
216
Change View button (Home tab Currert View group) Assign Task button (Task tab Manage Task group)
I
Task,
OuT 206
Task,
ouT 203
OuT 189

Include gror,p)
Task,
Click task, click Categorrze button (Home tab I Tgs group)
Right-ctick
taskt categorY
column, click All categories
Task, Create
our
with Due
173
New Task button (Home tab New group)
Task, Create
our
176
Date
Task. Create
New Task button (1.+0me tab ] New group), click Due date box
arrow
with PrioritY
ouT 179
New Task button (Home tab I New group), click PrioritY box
arrow
Task, Create
with
ouT'183
Recurrence
Task, Create
New Task button (Home tab I New group), Recurrence button (Task tab I Recurrence grouP)
New Task button (Home tab I New group), ciick Reminder check box,
with
our
'180
Reminder
Task, Create
click Reminder date box arrow
with Status
ouf
177
New Task button (Home tab I New group), click Status box
arrow
Task, Forward Task, Mark Complete
our
208
Forward button (Task tab Actions group)
ouf
21
Mark Compfete button (Home tab j Manage Task grouP)
Right-cfick task, click Mark
Complete
QR
18
{"1^ru:i*si-
?*t{i
Task, Remove
ouf
212
Remove
from List button (Home
Right-click task, click Delete
tab I Manage Task grouP) or Delete button (Home tab I

Delete grouP) Send Status RePort button (Task tab I Manage Task grouP)
Trk;:sesd, $.ttts Reptt , ::.' ..' :: . 'fcta.'.' .,.'
our..]o9
ouT 202
Double cllck
' .,
Task, Update :Ttkt1,.PdRt.i:.: .r.
tasl
i :.:';..
: , ,:,:,.r r:,r
r:: :
.OUT2117
pr 'b*tt
ianiipiit.
Theme, Assign
to
ouT 259
StationerY
Mail categorY, Stationery and Fonts button (Outlook Options dialog box),
Theme button (Signatures and StationerY dialog box)
Ther*;:Create
rhe*es&tlon,{Oltons,{b.L
Themes grouP), Save Current Theme, enter name (Save Current Theme dialog box)
Time Zone, Change in Calendar
our
267
Calendar category Time zone box arrow (Outlook Options dialog box)
,
ljndOl :
...,
,.
:, r. .
:.'
,.':t rri,
;
l:
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OUT 95
Undo,rbutton
, css
<ln
Quick
. :, ,
,1,
.. ....i. ,i.: r. .: ,::. , :
foolbar'
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'
Update Changed Meeting
Change meeting time, click Send UPdate button
:pdate:Ilak: r,:r: .'.,.:'

Voting Optons, Set
uT'?02
APP 14
Doble.clickrta5li'
' :' ,' ;

Use Voting Buttons button
(Options tab I Tracking grouP), Custom, set voting options (Properties dialog box)
WeekView DirPlaYln :: 1,,

Cal.dar, r
Orlf 59
:..
WeeklY StYle,
Print "'
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,,..:,
..........
our
100 Calendat:cateqary {Otlook Qpiions dialg,box): r ,:r
Week button (Home tab Arrange grouP)
CTR:-+,1"--41
Calendar in
Weekly Calendar stYle (File tab Print tab)
CT,Q..-:
I
wotkTjme;chnge:o :
'Clendar :.'
:::
o:r 262
OUT 58
.'...
Work Week View, DisPlaY in Calendar
Work Week button (Home tab Arrange grouP)
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t

in this chapter follows general

Ribbon cnting commands for tasks

. Create a new task.

. Flag and categorize an e-mail

. Create and use notes.

OUI 172 '-iittll*h {FreFi*r !3 Creating and Managing

the default Mail folder'

cti.t the Tasks button window (Figure 4-2)'

in the Navigation Pane to display the To-Do List TW

T-Do list pane

To-Do List Window

reating a To-Do List

-":= hrst step in creating

-: Create a New Task

lask butto is selected ndicate you are creatnq a task

llick the 'lew Task

'lew group) to display :re Untitled - Task

,rli:,x*a:*r.* creating and Managing Tasks

U . Type Mow Yard

the Subject text box to

l Why did the ttle et s'i of the Task window

change after I entered the subject?

o Click the Start date

box arrow to disPlaY a calendar for the current month

Creating and Managing Tasks

;1. ouT 175

i t/ , - :< the next month : ': ,^,' button an

:< 17 to select Fri the start

-., Cid the due date

::: ii* *** cJ*t*

'. ..i:{h th*:tart ..: Y*.1 cn {hs*g*

d ::^ I just tYPe in the

{3*,*ti*qpk {hali*tqlr i;1

Creating and Managing Tasks

wth a Dte Date

Click the New Task button (Home tab I

New group) to disPlaY

the Untitled - Task window.

text box to enter

subject for the task (Figure 4-8).

Click the next month arrow button an

Creating and Managing Tasks ,iir*ltgr;::: l-irr+rl'+

;,,lre 4-'l 0).

Create a Task wth a Ststus

ck the New Task

ick the Due date

lox arrow to display

:alendar for the current

onth. , lick the next month rrow button an

f times to advance to February

to select Thu 2/9/2012

the due date (Figure 4-11).

Creating and Managing Tasks

o Click the Status box arrow to disPlaY the

Click ln Progress to change the status

to ln Progress (Figure 4- 13).

Click the Save & Close

Actions grouP) to save the task and close the

i-'l:*::'!*t"L li-"'+r'i:+:r: Creating and Managing Tasks

i'1; ili::'J,l#:5i:#;:"ffi' ili",J.;';;l"*r;, tark uttd set the priority to High'

: -:ton (Home tab

:-e Untitled -Task

-,9e Grocery ihoPPing in

OUI 172 '-iittllh {FreFir !3 Creating and Managing

,rli:,xa:r.* creating and Managing Tasks

::: ii* *** cJt

'. ..i:{h th:tart ..: Y.1 cn {hsg

{3,tiqpk {halitqlr i;1

i-'l:::'!t"L li-"'+r'i:+:r: Creating and Managing Tasks

Creating and Managing Tasks {}**tFsegfu flxper,e OUT lg3

Managing 186 it!+sx" {he-ij{ 4 Creating and