Advanced Outlook

Objectives• Customize Outlook for individual

use

• Understand and control security options

• Create and use folders

• Integrate Outlook with other applications

• Delegate

• Establish rules and filters Next

Customize Outlook

• Display menus to suit your use.

• Animate menus.

• Create your own toolbars.

• Add your own shortcuts to the Navigation Pane.

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Customize MenusClick Tools,

Customize, and the Options tab.

Check “Always show full menus” to prevent partial displays.

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Animate MenusJust for fun, you

can animate your menus.

Click Tools, Customize, and the Options tab.

Choose an animation option.

NextBackOf course, you have click Close.

Creating ToolbarsClick View, Toolbars,

Customize, then the Toolbars tab.

Click New…

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Name your new toolbar and click OK.

Creating ToolbarsYour new toolbar

shows up in the list. Be sure to check () it, then click the Commands tab.

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Creating Toolbars

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Choose the commands you want to use by dragging them to the new toolbar.

Now it’s time to try it!

Build a toolbar and click Close.

This is the new toolbar!

Creating Toolbars

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Now just drag your new toolbar to the location of your choice.

You did it!

Change Navigation Options

To customize your Navigation Pane, click the Configure buttons Arrow, then choose the options you wish to display.

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Time to experiment!

SecurityDangerous

attachments and other vicious content require specials security steps be taken.

Click Tools, Macro, Security.

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Security

Choose the desired level of security and click OK.

Click on the Trusted Publishers tab.

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SecurityAny sender who has

submitted a certificate to you will be listed here.

If you have a digital ID (certificate) but you don’t want to assume the content will be safe, select them from the list and click Remove.

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SecurityNo matter which security level you

choose, macros from anyone who appears on your Trusted Publishers list will run automatically.

The highest level of protection requires removing everyone from the Trusted Publishers list.

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Folders• Existing folders can be organized

by categories or by colors

• New folders can be created to fill specific needs

• Rules can be created and applied to organize materials into folders

• “Filing” is a breeze!

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Organizing Folders

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To organize, click on the name of a folder, then click Tools, Organize.

Organizing Folders

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Using Categories Using Colors

• Select the items to assign to a category.• Choose an existing category (and Add) or enter a new category name (and Create).• Repeat as needed.

• Select the folder to organize.• Select from/sent to in first list box.• Select the name in the second box.• Select the color from the drop-down list.• Click Apply Color.

Creating Folders

• Right-click the “parent” folder.• Select New Folder.• Enter a name for the folder.• Click the down arrow under “Folder

contains” to define the content of the folder.

• Click OK.

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Use the process below to create three new folders.

Using FoldersMoving items into/between folder can

be accomplished in one of two ways.

1. Use the Organize function.

2. Drag and drop.

Let’s practice both methods.

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Saving Items as Text FilesOutlook items can be saved as text

files by:1. Select the message to save.2. Click File, Save As.3. Choose a file location.4. Enter a name for the file.5. Click Save.

Let’s practice.NextBack

The Junk Mail FolderOutlook has a

folder established to dealing with that pesky junk mail.

To establish preferred settings, click Actions. Junk E-mail, and Junk E-mail options.

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Other Folders

Time to explore again!

1. Find your Deleted Items folder and empty it.

2. Find your Sent Items folder and sort the contents by date.

3. Revisit your Junk E-mail folder and the view the items for the last seven days.

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Integrate!Outlook works well with other

applications that are part of Microsoft Office.

Two examples:

• Mail merge

• Importing/exporting data

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Mail MergesFrom the

Contacts view, click Tools, Mail Merge.

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Import and ExportVarious types of data can be

imported to or exported from Outlook. Outlook provides a wizard to help with the process.

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Now Delegate!In Outlook, delegates are individuals

who have been given access to your Inbox, folders, calendar, and so on.

Access rights can be delegated on a folder-by-folder basis.

Let’s look at the process.

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Levels of DelegationNone – Use this option for specific folders.

Example: a user with rights to view your calendar may be given no rights to view your Inbox.

Reviewer – read only access.

Author – can read and create items.

Editor – full access; read, write, and modify.

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The AssistantTo act as someone’s delegate, click

File, Open, Other User’s Folder

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Click on the Name button to see a list of users who have delegated access to you. Click on the down arrow to

select the folder you want to access.

Rules and FiltersYou were asked to bring with

you one task for which a rule or filter could be applied.

Time to turn in your homework!

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Quick-n-Easy FiltersAdd a sender to the Blocked Senders

list.

Add a sender to the Safe Senders list.

Add a sender’s domain to the Safe Senders list.

Add a recipient to the Safe Recipients list.

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You Made It!You can now call yourself an

Advanced Outlook user.

Questions? Call the Help Desk at x4400 or e-mail nr4help@nr.edu.