Outlook 2003: Module 2 - UF Health Information …training.health.ufl.edu/handouts/OtherHandouts/MS...

M O D U L E 2

Microsoft Outlook 2003

CompleteVISUALTM

Step-by-step SeriesComputer Training Manualwww.computertrainingmanual.com

THE COMPLETE

MicrosoftOutlook 2003 Module 2

Copyright NoticeCopyright Ó2003 EBook Publishing. All rights reserved. No part of this publication may be reproduced, transmitted, or translated into any language, in any form or by any means, electronically or mechanical, including photocopying, recording, storage in a database or retrieval system, or otherwise, without the prior written permission of EBook Publishing.

DisclaimerWe take great care to ensure the accuracy of these materials; however, EBook Publishing makes no warranty, express or implies, including without limitation any warranty concerning the adequacy, accuracy or completeness of such information or material or the results to be obtained from using such information or material. EBook Publishing reserves the right to revise this publication and to make changes in its content at any time, without obligation to notify any person or entity of such revisions or changes.


HOW TO USE THIS MANUAL

The CompleteVISUALTM step-by-step computer training manual is specially developed and organized based on the Instructional Design concepts, to ensure the effectiveness of the learning process.

Most of the tasks in each chapter fit into a single page for easy reference. Most tasks are summarized to less than 10 key steps and accompanied by actual screen illustrations. Every step you go through is practical and relevant. All chapters are independent. No exercise files need to be installed prior to the training, so you can start training from the modules that best suit you or your trainees. However, the module sequence that we suggest is designed to optimize your computer learning process.

Chapter introduction. Each chapter begins with a presentation and illustration to prepare you for the concepts you will learn.

Chapter name. Each chapter is an independent learning unit. No exercise files need to be installed prior to the training. This lets you start your training anywhere or anytime you like.

Section name. Each section groups related chapters to make sure you learn all the related features and skills in complete details.


HOW TO USE THIS MANUAL

Instructions You are asked toClick File >> Save. Click File to expand the file menu from the menu bar, then

click the Save command from this menu.Press <Shift>+<Tab> Hold down the Shift key while pressing the Tab key on the

keyboard.Type Photo from Kevin Jeff. Type the phrase Photo from Kevin Jeff.

Appropriate tips, tricks, and shortcuts that you may find useful are included to further enhance your skills.

Handy summary. Each task concludes with a summary that reinforces the key steps in the task. It also serves as a cue card for a specific task.

Detailed descriptions and explanations on each step help you to learn more about the step that you have just performed.

Actual screen illustrations such as the dialog boxes and the result outcomes are displayed to show you how they appear on screen. This helps you to learn visually and effectively.

A rectangle or circle is used to draw your attention to the part of the illustration that you are dealing with.

Visual step-by-step instructions take you through hands-on activities to accomplish each task. These instructional actions appear in bold.

The important commands or keywords are highlighted in this font and style.

The text that you need to type in appears in this font and styles.

Task Name. Each task consists of a series of fully illustrated step-by-step instructions, which help you through the hands-on activities.


TABLE OF CONTENTS

WORKING WITH CONTACTS..........................................................................7Creating Contacts Information................................................................................................8

How To View The Contacts Folder....................................................................................9How To Change The Contacts View..................................................................................9How To Create A Contact................................................................................................10How To Create Another Contact With The Same Company Information.........................12How To Create A Contact From An E-mail Message.......................................................13How To Update Contact Information................................................................................14How To Add A Picture To A Contact................................................................................15How To Print Contact Information....................................................................................16

Organizing And Finding Information In Contacts................................................................17How To Sort Contacts......................................................................................................18How To Jump To A Name In The Contacts Folder..........................................................19How To Find A Specific Contact......................................................................................20How To Organize Contacts Using Folders.......................................................................21How To Organize Contacts Using Categories..................................................................23

Working With vCard...............................................................................................................24How To Create A vCard From A Contact.........................................................................24How To Send A vCard.....................................................................................................25How To Save A vCard.....................................................................................................26

WORKING WITH THE ADDRESS BOOK......................................................27Using The Address Book.......................................................................................................28

How To Open The Address Book....................................................................................28How To Add An Address..................................................................................................29How To Remove An Address...........................................................................................30How To Find An Address In An Address Book.................................................................31

Creating A Distribution List...................................................................................................32How To Create A Distribution List Using Names In The Address Book...........................32How To Add New Names To A Distribution List...............................................................34How To Remove A Name From The Distribution List......................................................35How To Delete A Distribution List....................................................................................36

WORKING WITH THE CALENDAR................................................................37Scheduling Holidays, Appointments And Events................................................................38

How To View Your Calendar............................................................................................39How To Navigate In The Calendar...................................................................................39How To Add Holidays......................................................................................................41How To Remove Holidays................................................................................................42How To Schedule An Appointment..................................................................................43How To Schedule An Event.............................................................................................44How To Schedule A Recurring Appointment / Event........................................................45How To Remove Recurring Appointment / Event.............................................................46

Managing And Organizing Activities....................................................................................47How To Switch To A Different View.................................................................................47How To View Activity Details Using The Reading Pane...................................................48How To Modify An Activity...............................................................................................49How To Delete An Activity................................................................................................50How To Organize Activities By Categories.......................................................................51How To Assign A Color To An Activity.............................................................................52

ã 2003 CommputerTrainingManual.com

5


TABLE OF CONTENTS

How To Assign A Color Automatically..............................................................................53How To Use The TaskPad In The Calendar....................................................................54How To View Tasks In The TaskPad...............................................................................54How To Share Your Calendar Information With Others...................................................55How To View Multiple Shared Calendars Side-By-Side...................................................57

Scheduling And Managing Meetings....................................................................................58How To Schedule A New Meeting...................................................................................59How To Accept A Meeting Request.................................................................................61How To Propose A New Meeting Time............................................................................62How To Decline A Meeting Request................................................................................63How To Reschedule A Meeting........................................................................................64How To Cancel A Meeting Request.................................................................................65How To Schedule An Online Meeting..............................................................................66

ã 2003 CommputerTrainingManual.com

6

Working With Contacts

Objectives:When you have completed these lessons, you will be able to:

View the Contact folder Change the Contacts view Create a Contact Create another Contact with the same

company information Create a Contact from an e-mail

message Update Contact information Add a picture to a Contact Print contact information Sort contacts Jump to a name in the contacts folder Find a specific contact Organize Contacts by folder and by

category Create a vCard from a contact Send and save a vCard


WORKING WITH CONTACTS

Creating Contacts InformationThe Contacts folder is like an e-mail address book and information sheet for the people or companies you want to communicate with. You can use the Contacts folder in Microsoft Outlook to store the e-mail address, several mailing addresses, multiple phone numbers, and picture that relates to each contact. You may also want to keep track of birthdays, anniversaries and other details.



How To View The Contacts Folder

1.In Navigation Pane, click the Contacts button.

2.Under Current View, click the Contacts folder option button you want.

1. In the Navigation Pane, click the Contacts button.Outlook displays the Contacts Folder. The default Contact View is Address Cards, as shown below.

How To Change The Contacts View

2. Under Current View, click the Detailed Address Cards option button.Outlook displays the Contacts information in more detail.

3. Under Current View, click the By Company option button.Outlook displays the Contacts information By Company.

SUMMARY



How To Create A Contact

1.In the Navigation Pane, click the Contacts button.

2.Click the New button on the Standard toolbar.

3.Enter the information you want to include for the new contact.

4.Click the Save and Close button.

1. In the Navigation Pane, click the Contacts button.Outlook displays the Contacts Folder.

2. Click the New button on the Standard toolbar.The Untitled – Contact window appears, as shown below.

3. In the Full Name box, type Elizabeth Lincoln.If you have entered an incomplete name, Outlook displays a Check Full Name dialog box, which allows you to enter the name in greater detail, for example the Titles, First, Middle, Last Name and the Suffix.

4. In the Job title: box, type Financial Manager.In the Company: box, type Wexa Technologies, Inc.In the Business box, type (604) 555-4729.In the Business Fax box, type (800) 248-2333.You can press <Tab> to move the cursor from one field to another.

5. Under Addresses, type the following address in the list box.23 Tsawassen BlvdTsawassenBC 34064You can enter up to three addresses for each contact: Business, Home or Other. To do this, click the drop-down arrow to select which address you want to enter. If you have more than one address for a contact, to establish which address to be used during a mail merge, click the `This is the mailing address’ check box.

SUMMARY



6. In the E-mail box, type [email protected] you want to enter multiple e-mail addresses, click the drop-down arrow next to the E-mail box. You can specify how you want the contact's name to appear in the To: line of a message by typing the name in the Display As box. Your screen will look like the illustration below:

7. Click the Save and Close button on the toolbar.A new contact is added to the Contacts List.



How To Create Another Contact With The Same Company Information

1.In Contacts, double-click to open the contact.

2.Click Actions >> New Contact from Same Company.

3.Enter the personal information in all related boxes.


1. In Contacts, double-click Lincoln, Elizabeth to open the contact.The Elizabeth Lincoln – Contact window appears, as shown below.

2. From the menu, click Actions >> New Contact from Same Company.Outlook removes the personal information for the current contact. The company information remains in the form, as shown below. You can now enter a new contact from the same company.

3. Enter the information in all related boxes. Click the Save and Close button when you’re finished.

SUMMARY



How To Create A Contact From An E-mail Message

1.In Navigation Pane, click the Mail button.

2.Click the e-mail message that contains the name you want to add to your Contacts list.

3.In the Reading Pane, right-click the name of the sender you want to keep as a Contact.

4.Click Add to Outlook Contacts from the shortcut menu.

5.Enter the information you want to include for the new contact and click the Save and close button.

1. In Navigation Pane, click the Mail button.Outlook displays the Mail view.

2. Click the e-mail message that contains the name you want to add to your Contacts list.Outlook displays the selected e-mail message in the Reading pane.

3. In the Reading Pane, right-click the name of the sender you want to keep as Contact.A shortcut menu appears, as shown below.

4. Click Add to Outlook Contacts from the shortcut menu.The <Name> - Contact window appears with the necessary information already filled in, for example the Full Name, E-mail etc. Enter the rest of the information you wish to include for the new contact.

5. Enter the information you want to include for the new

SUMMARY



contact and click the Save and Close button.



How To Update Contact Information

1.In Contacts, double-click to open the Contact that you want to update.

2.Click the boxes you want to update and select or type in the new information.


1. In Contacts, double-click Lincoln, Elizabeth to open the Contact window.The Elizabeth Lincoln – Contact window appears, as shown below.

2. In the Job title : box, double-click the word “Financial” and type Marketing.You have changed the Job title for the contact from “Financial Manager” to “Marketing Manager”.

3. In the Web page address: box, type www.wexa.comYou have added new information for the contact.

4. Click the E-mail drop-down arrow and then click E-mail 2.Outlook places the cursor in the E-mail 2 box.

5. In the E-mail 2 box, type [email protected].

6. Click the Save and Close button.The contact information is now updated.

SUMMARY



How To Add A Picture To A Contact

1. In Contacts, create or open a contact.

2. In the Contact window, click Actions >> Add Picture.

3. In the Add Contact Picture dialog box, locate the picture you want to insert and click the OK button.

1. In Contacts, double-click Lincoln, Elizabeth to open the Contact window.The Elizabeth Lincoln – Contact window appears.

2. From the menu, click Actions >> Add Picture.The Add Contact Picture dialog box appears, as shown below.

3. In the Add Contact Picture dialog box, locate the picture you want to insert and click the OK button.The picture is inserted into the current Contact, as shown below.

SUMMARY



How To Print Contact Information

1.In Contacts, switch to the view you want to print.

2.Click the Print button on the Standard toolbar.

3.Under Printer, in the Name box, click the drop-down arrow to select a printer.

4.Under Print style, click a Print Style you want to use. Under Print range, click the All Items option button.

5.Click the OK button.

1. In Contacts, under Current View, click the Address Cards option button.You will print the Contact Information based on this view.

2. Click the Print button on the Standard toolbar.The Print dialog box appears, as shown below.

3. Under Printer, in the Name box, click the drop-down arrow to select a printer.

4. Under Print style, click a Print Style you want to use.Under Print range, click the All Items option button.If you want to print only selected items, select the contacts before you click the Print button.

5. Click the OK button.Outlook prints the selected items.

SUMMARY



Organizing And Finding Information In ContactsThe new features and layout in Outlook 2003 streamline the process of sorting and organizing contacts information. You can sort contacts in ascending order or descending order in any view and by any field. You can use the Ways To Organize Contacts pane to create a new folder and move contacts to different folders easily.

You have several ways to search for a contact. You can use the Find bar to search for a specific contact or use the Lettered Tab along the right side of the Contacts view to jump to the contacts sorted under that letter.

You can use the Ways To Organize Contacts pane to create a new folder and move contacts to different folders; You can also create a category to organize your contacts.



How To Sort Contacts

1.In Contacts, click Customize Current View.

2. Click the Sort button.3.Click the Sort Items

by drop-down arrow, and then click the sort field you want. Click Ascending or Descending.

4.Click the Then by drop-down arrow, and then click the sort field you want. Click the Ascending or Descending option button.

5.Click the OK button twice to close all dialog boxes.

To quickly sort the

Contacts information, click a column heading in the table format view.

1. In Contacts, click Customize Current View.The Customize View: Address Cards dialog box appears.

2. Click the Sort button.The Sort dialog box appears, as shown below.

3. Click the Sort Items by drop-down arrow, and then click the sort field you want. Click the Ascending or Descending option button.You can add a secondary sort field if you want.

4. Click the Then by drop-down arrow, and then click the sort field you want. Click the Ascending or Descending option button.

TIPS

SUMMARY



5. Click the OK button twice to close all dialog boxes.



How To Jump To A Name In The Contacts Folder

1.In the Navigation Pane, click the Contacts button.

2.Click the Address Cards option button.

3.Click a letter at the far right of the Contacts pane.

1. In the Navigation Pane, click the Contacts button.Outlook displays the Contacts Folder.

2. Click the Address Cards option button.Outlook displays the Contacts in Address Cards View.

3. Click a letter at the far right of the Contacts pane.You will see contacts starting with this letter.SUMMARY



How To Find A Specific Contact

1.In Contacts, click the Find button on the Standard toolbar.

2.In the Look For box, type in the data you want to find and press <Enter>.

3.Click the Close button to turn off the Find Bar.

1. In Contacts, click the Find button on the Standard toolbar.Outlook displays the Find Bar on top of the Contacts pane, as shown below.

2. In the Look For box, type elizabeth and press <Enter>.Outlook searches for the name in your Contacts list and displays the search results as shown below. The search is not case-sensitive.

3. Click the Close button to turn off the Find Bar.Outlook displays all Contacts in the current view.

SUMMARY



How To Organize Contacts Using Folders

1.In Contacts, click Tools >> Organize. Click Using Folders.

2.Click New Folder.3.In the Create New

Folder dialog box, in the Name box, type the new folder name.

4.In the Select Where To Place The Folder list box, click Contacts.

5.Click the OK button.6.In Contacts, click a

contact name. Click the Move contact selected below to drop-down arrow and then click the folder name to which you want to move the selected contact.

7.Click the Move button.

1. In Contacts, from the menu, click Tools >> Organize. Click Using Folders.The Ways to Organize Contacts pane appears as shown below.

2. Click New Folder.The Create New Folder dialog box appears.

3. In the Create New Folder dialog box, in the Name box, type Customers.The new folder is named “Customers”.

4. In the Select Where To Place The Folder list box, click Contacts.

SUMMARY







5. Click the OK button.The new folder appears in the My Contacts section in the Contacts pane.

6. In Contacts, click a contact name. Click the Move contact selected below to drop-down arrow and then click Customers from the list. The selected contact will be moved to the Customers folder.

7. Click the Move button.The selected contact is moved to the “Customers” folder. To see the contact in the “Customers” folder, in the Navigation Pane, under My Contacts, click Customers.



How To Organize Contacts Using Categories

1.In Contacts, click Tools >> Organize. Click Using Categories.

2.Click the contact that you want to assign to a specific category. Click the Add contacts selected below to drop-down arrow and then click a category name.

3.Click the Add button.

You can create your own category by entering a category name in the Create a new Category called box and then clicking the Create button.

1. In Contacts, from the menu, click Tools >> Organize. Click Using Categories.The Ways to Organize Contacts pane appears as shown below.

2. Click the contact that you want to assign to a specific category. Click the Add contacts selected below to drop-down arrow and then click a category name.As an example, the selected contact “Jeff, James” will be in the “Personal” category.

3. Click the Add button.The selected contact is added to “Personal”. To display the Contacts list by category, in the Navigation Pane, under Current View, click the By Category option button.

SUMMARY

TIPS



Working With vCard

VCards in Microsoft Outlook is the Internet standard for creating and sharing virtual business cards. You can create a vCard and send it in an e-mail message as an e-mail attachment. You can also add a vCard to your e-mail signature. When you open a vCard, it opens as a contact item, and you can easily save it to your Contacts folder.

How To Create A vCard From A Contact

1.Open the contact you want to save as a vCard.

2.Click File >> Export to vCard file.

3.In the File name box, type a name for the vCard.

4. Click the Save button.

1. Open the contact you want to save as a vCard.To quickly open the contact, double-click the contact in the Contacts view.

2. From the menu, click File >> Export to vCard file.The VCARD File dialog box appears, as shown below.

3. In the File name box, type a name for the vCard.By default, Outlook assigns the contact name as the File name for the vCard.

4. Click the Save button.The vCard is now created for the selected contact. VCard files are identified by the extension .vcf.

SUMMARY



How To Send A vCard

1.In Contacts, click the contact you want to send as a vCard. Click Actions >> Forward as vCard.

2. Complete the e-mail message and click the Send button on the toolbar.

.

1. In Contacts, click the contact you want to send as a vCard. From the menu, click Actions >> Forward as vCard.A new e-mail message window opens, as shown below. Notice that a vCard attachment file corresponding to the contact name is displayed in the Attach box.

2. Complete the e-mail message and click the Send button on the toolbar.The vCard is sent.

SUMMARY



How To Save A vCard

1.Open the e-mail message that contains the vCard attachment.

2. Double-click the vCard attachment.


1. Open the e-mail message that contains the vCard attachment.

2. Double-click the vCard attachment.The attached vCard opens in the Contact window.

3. Click the Save and Close button.The information in the vCard is saved to your Contacts folder.

SUMMARY

Working With The Address Book


Open The Address Book Add An Address Remove An Address Find An Address In The Address Book Create A Distribution List Using Names

In The Address Book Add A New Name To The Distribution

List Remove A Name From The Distribution

List Delete The Distribution List


WORKING WITH THE ADDRESS BOOK

Using The Address BookIn Microsoft Outlook 2003, the Address Book is a useful collection of address lists that store e-mail addresses. You can use the Address Book to look up and select names, e-mail addresses, and distribution lists when you address messages. When you address a message in the To, Cc, or Bcc box, Microsoft Outlook automatically checks to see if the name you typed matches a name in the Address Book. If there is a match, Outlook will display the name and e-mail address automatically in the relevant boxes.

How To Open The Address Book

1.Click the Address Book button on the Standard toolbar.

2. In the Show Names from the list box, click the drop-down arrow and click the address book you want to open.

1. Click the Address Book button on the Standard toolbar.The Address Book dialog box appears, as shown below.

2. In the Show Names from the list box, click the drop-down arrow and click the address book you want to open.Outlook displays the contacts from the selected Address Book.

SUMMARY



How To Add An Address

1.In the Address Book dialog box, open the Address Book in which you want to add an address.

2.Click the New Entry button on the toolbar.

3.In the Select the entry type list box, click New Contact and then click the OK button.

4.Enter the required information and click the Save and Close button when you’re finished.

1. In the Address Book dialog box, open the Address Book in which you want to add an address.In the Show Names from the list box, click the Address Book you want to open.

2. Click the New Entry button on the toolbar.The New Entry dialog box appears, as shown below.

3. In the Select the entry type list box, click New Contact and then click the OK button.A new Contact window appears, as shown below.

4. Enter the required information and click the Save and Close button when you’re finished.The contact is saved into the Address Book.

SUMMARY



How To Remove An Address

1.In the Address Book dialog box, open the Address Book that contains the address you want to remove.

2. Click the contact you want to delete and

click the Delete button on the toolbar.

3.Click the Yes button.

1. In the Address Book dialog box, open the Address Book that contains the address you want to remove.In the Show Names from the list box, click the Address Book you want to open.

2. Click the contact you want to delete and click the Delete button on the toolbar.Outlook displays a dialog box to confirm the action.

3. Click the Yes button.The selected address is removed from the Address Book. Click the Close button to close the Address Book dialog box.

SUMMARY



How To Find An Address In An Address Book

1.In the Address Book dialog box, click the

Find Items button on the toolbar.

2.In the Find names containing box, type the name of the address you want to search for and click the OK button.

1. In the Address Book dialog box click the Find Items button on the toolbar.The Find dialog box appears, as shown below.

2. In the Find names containing box, type the name of the address you want to search for and click the OK button.You do not need to enter the complete name. You can enter partial information and Outlook will return as many entries that match your search criteria as possible. Outlook displays the search results in the Address Book dialog box, as shown below.

SUMMARY



Creating A Distribution List How ToCreate A Distribution List Using Names In The Address Book

1.In the Address Book dialog box, click the

New Entry button on the toolbar.

2.In the Select entry type: list box, click New Distribution List and click the OK button.

3.In the Name: box, type a name for the distribution list.

4.Click the Select Members button.

5.In the Select Members dialog box, click the name you want to add to the distribution list and under Add to distribution list, click the Members button.


1. In the Address Book dialog box, click the New Entry button on the toolbar.The New Entry dialog box appears, as shown below.

2. In the Select entry type: list box, click New Distribution List and click the OK button.The new Distribution List window appears, as shown below.

3. In the Name: box, type Friends.This will be the distribution list’s name.

4. Click the Select Members button.The Select Members dialog box appears. You can now add names to this distribution list.

SUMMARY



If you want to add a contact that is not currently in your Address Book, click the Add New button to create a new Contact.

5. In the Select Members dialog box, click the name you want to add to the distribution list and under Add to distribution list, click the Members button.The selected name is added to the Members list. You can add more names to the Distribution list by repeating step 5.

6. Click the OK button.The Select Members dialog box closes and returns to the “Friends – Distribution List” window. The selected contacts are added to the distribution list, as shown below.

TIPS



How ToAdd New Names To A Distribution List

1.In the Friends – Distribution List window, click the Add New button.

2.In the Add New Member dialog box, enter the related information and then click the OK button.

1. In the Friends – Distribution List window, click the Add New button.The Add New Member dialog box appears, as shown below.

2. In the Display name: box, type Kelvin Jaff. In the E-mail address: box, type [email protected]. Click the OK button.The new member is added to the “Friends – Distribution List”.

SUMMARY



How ToRemove A Name From The Distribution List

1.In the Distribution List window, click the name which you want to remove from the Distribution List.

2.Click the Remove button.

1. In the Friends – Distribution List window, click the name which you want to remove from the Distribution List.

2. Click the Remove button.The selected name is removed from the distribution list.

SUMMARY



How ToDelete A Distribution List

1. Click the Address Book button on the Standard toolbar.

2. In the address list, click the distribution list that you want to delete.

3. Click the Delete button.

4. Click the Yes button.

1. Click the Address Book button on the Standard toolbar.The Address Book dialog box appears, as shown below.

2. In the address list, click the distribution list that you want to delete.This icon identifies the distribution list:

3. Click the Delete button.Outlook displays a dialog box to confirm the action.

4. Click the Yes button.The selected distribution list is deleted.

SUMMARY

Working With The Calendar


View and navigate through the calendar

Add and remove holidays Schedule an appointment, event or

recurring appointment/event Remove a recurring appointment/event Switch to a different view View activity details using the reading

pane Modify and delete an activity Organize activities by category Assign a color to an activity Assign a color automatically Use the TaskPad in the calendar View tasks on the TaskPad Share calendar information with others View multiple shared calendars side-by-

side Schedule a new meeting Accept and decline a meeting request Propose a new meeting time Update a meeting request Cancel a meeting request Schedule an online meeting


WORKING WITH THE CALENDAR

Scheduling Holidays, Appointments And EventsThe Calendar is the calendar and scheduling component of Outlook. It is an electronic daily banner fully integrated with e-mail, contacts, and other features. You can view a day, week, or month at once. With the Calendar you can create appointments, events and invite people to a meeting.

Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. A meeting is an appointment you invite people to or reserve resources for. An event is an activity that lasts 24 hours or longer, for example a seminar, a trade show or a vacation.

You can view your activities by day, week, or month.

You can click on any time slot in the Outlook Calendar and begin typing. The New gradient colors make it easy to quickly see the current day and time.

The Date Navigator allows you to move around in the Calendar view.



How To View Your Calendar

In the Navigation Pane, click the Calendar button.

1. In the Navigation Pane, click the Calendar button.Outlook displays the Calendar view.

How To Navigate In The Calendar

2. Click the Work Week button on the Standard toolbar.Outlook displays five work days in a week in the calendar. Note that the current time is highlighted.

SUMMARY



3. In the Date Navigator, click the right arrow to change the current month.Outlook changes the current month to the following month.

4. In the Date Navigator, click on any date to view that specific day’s schedule.Outlook displays the calendar for the selected day.



How To Add Holidays

1.Click Tools >> Options.

2.Click the Calendar Options button.

3.In the Calendar Options dialog box, under Calendar options, click the Add Holidays button.

4.Click any country whose holidays you want to copy to your Outlook Calendar and then click the OK button.

5.Click the OK button twice to close all dialog boxes.

The holiday information provided with Office Outlook 2003 includes calendar years 2003 through 2007.

1. From the menu, click Tools >> Options.The Options dialog box appears.

2. Click the Calendar Options button.The Calendar Options dialog box appears.

3. In the Calendar Options dialog box, under Calendar options, click the Add Holidays button.The Add Holidays to Calendar dialog box appears. Note that your own country/region is automatically selected, as shown below.

4. Click any country whose holidays you want to copy to your Outlook Calendar and then click the OK button.Outlook imports the selected country’s holidays into your Calendar.

5. Click the OK button twice to close all dialog boxes.

SUMMARY

TIPS



How To Remove Holidays

1.In Calendar, click View >> Arrange By >> Current View >> Events.

2.Select the holiday that you want to remove and click the

Delete button on the Standard toolbar.

3.Click the Current View drop-down arrow and click your previous view.

To quickly remove a holiday, select the holidays and press <Delete>.

1. In the Calendar, from the menu, click View >> Arrange By >> Current View >> Events.Outlook lists all holidays you have added in a table format.

2. Select the holiday that you want to remove and click the Delete button on the Standard toolbar.You can also press the <Delete> key. If you want to select multiple holidays, press and hold <Ctrl> and then click each holiday you want to remove.

3. Click the Current View drop-down arrow and click your previous view.Outlook returns to your previous view.

SUMMARY

TIPS



How To Schedule An Appointment

1.Click File >> New >> Appointment.

2.In the Subject box, type a short description of the appointment.

3.In the Location box, enter where the appointment will take place.

4.In the Start time and End time list boxes, click the drop-down arrow to select the date and time when the appointment is scheduled to begin and end.

5.Click the Reminder check box and click the drop-down arrow to select a reminder time, if you want.

6.In the Show Time As list box, click the drop-down arrow and select an availability option.


To quickly schedule an appointment, click a time slot in the appointment area and type a short description of the appointment, then press <Enter>.

1. From the menu, click File >> New >> Appointment.The new “Untitled – Appointment” window appears, as shown below.

2. In the Subject box, type Sales Meeting.In the Location box, type Conference Room.This is a short description of the appointments and where it will take place.

3. In the Start time list box, click the date drop-down arrow and select a date from the pull-down menu. Click the time drop-down arrow and select the time from the pull-down menu.This is to set when the appointment is scheduled to start.

4. In the End time list box, repeat step 3 for the date and time the appointment is scheduled to end.

5. Click the Reminder check box and then click the drop-down arrow and click 1 day.Outlook will remind you one day before the appointment is scheduled.

6. In the Show Time as list box, click the drop-down arrow and click Busy.

7. In the memo area, type To discuss sales performance. Click the Save and Close button on the toolbar.

SUMMARY

TIPS



The new appointment is saved in your Calendar.



How To Schedule An Event

1.Click File >> New >> Appointment.

2.In the Subject box, type a short description of the event.

3.In the Location box, enter where the event will take place.

4.In the Start time and End time list boxes, click the drop-down arrows to select the dates when the event is scheduled to begin and end.

5.Click the Reminder check box and click the drop-down arrow to select a reminder time, if you want.

6.In the Show Time As list box, click the drop-down arrow and select an availability option.


To change an event to an appointment, clear the All Day Event check box.

An all-day appointment displays time as busy when viewed by others, while an event or annual event displays time as free.

1. From the menu, click Actions >> New All Day Events.The new “Untitled – Event” window appears, as shown below.

2. In the Subject box, type Marketing Training.In the Location box, type GS Training Center.This is a short description of the event and where it will take place.

3. In the Start time list box, click the drop-down arrow and select a date from the pull-down menu. This is to set when the event is scheduled to start.

4. In the End time list box, click the drop-down arrow and select a date from the pull-down menu.This is to set when the event is scheduled to end.

5. Click the Reminder check box and then click the drop-down arrow and click 1 day.Outlook will remind you one day before the event is scheduled.

6. In the Show Time as list box, click the drop-down arrow and click Out of Office.

7. Click the Save and Close button on the toolbar.The new event is saved in your Calendar. Events do not occupy blocks of time in your calendar; but appear in banners.

SUMMARY

TIPS



How To Schedule A Recurring Appointment / Event

1.Open the appointment/event that you want to make recurring.

2.Click the Recurrence button on the Standard toolbar.

3.Under Recurrence pattern, click the frequency with which you want the appointment to recur and then select options based on the pattern.

4.Under Range of recurrence, select the time span when you want the appointment to recur, if you want.


1. In the Calendar, double-click Sales Meeting.The Sales Meeting – Appointment window appears.

2. Click the Recurrence button on the Standard toolbar.The Appointment Recurrence dialog box appears, as shown below.

3. Under Recurrence pattern, click the Monthly option button. The “Sales Meeting” is held regularly on a monthly basis. After you have chosen a pattern, Outlook offers options based on the pattern. You can select options for the frequency; for example, the meeting is held in 12th of every month, or the second week of every month etc.

4. Click the OK button.The Appointment Recurrence dialog box closes.

5. Click the Save and Close button.The recurring appointment is saved in your calendar. The icon in an appointment indicates it is recurring, as shown below.

SUMMARY





How To Remove Recurring Appointment / Event

1.Open the recurring appointment/event that you want to remove.

2.In the Open Recurring Item dialog box, click the Open this occurrence option button and click the OK button.

3.Click the Recurrence button on the Standard toolbar.

4.Click the Remove Recurrence button.


1. In the Calendar, double-click the Sales Meeting recurring appointment.The Open Recurring Item dialog box appears, as shown below.

2. Click the Open this occurrence option button and click the OK button.The Sales Meeting – Recurring Appointment dialog box appears.

3. Click the Recurrence button on the Standard toolbar.The Appointment Recurrence dialog box appears, as shown below.

4. Click the Remove Recurrence button.The recurrence for the appointment is removed and the Appointment Recurrence dialog box closes.

5. Click the Save and Close button.

SUMMARY



Managing And Organizing Activities



How To Switch To A Different View

1.In the Calendar, click the Current View button on the Advanced toolbar.

2.Click a view from the pull-down menu.

You can also click View >> Arrange By >> Current View and then click a view.

1. In the Calendar, click the Current View button on the Advanced toolbar and then click Day/Week/Month View With AutoPreview.Outlook displays the Calendar with the AutoPreview feature. Note: If the Advanced toolbar is not currently displayed, click View >> Toolbars >> Advanced.

2. Click the Current View button on the Advanced toolbar and then click Active Appointments.Outlook displays all the active appointments in your Calendar.

3. Click the Current View button on the Advanced toolbar and then click By Category.Outlook displays all appointments based on category.

SUMMARY

TIPS



How To View Activity Details Using The Reading Pane

1.Click View >> Reading Pane >> Right or Bottom.

2.Click an appointment to view it.

To turn the Reading Pane off, click View >> Reading Pane >> Off from the menu.

1. From the menu, click View >> Reading Pane >> Bottom.Outlook displays the Reading Pane on the bottom of the Calendar view.

2. Click the Sales Meeting appointment.Outlook displays the details for the selected appointment in Reading Pane, as shown below.

SUMMARY

TIPS



How To Modify An Activity

1.In the Calendar, double-click an activity to open it.

2.In the activity window, make the changes you want and click the Save and Close button when you’re finished.

1. In the Calendar, double-click an activity to open it.If the activity is recurring, Outlook will prompt you with a dialog box, click the Open This Occurrence or Open The Series option button and click the OK button.

2. In the activity window, make the changes you want and click the Save and Close button when you’re finished.The activity window is changed.

SUMMARY



How To Delete An Activity

1.In Calendar, click the activity you want to delete.

2.Click the Delete button on the Standard toolbar.

1. In Calendar, click the activity you want to delete.The activity is selected.

2. Click the Delete button on the Standard toolbar.The selected activity is deleted.

SUMMARY



How ToOrganize Activities By Categories

1.In the Calendar, click Tools >> Organize.

2.Click Using Categories. Click an activity and click the Add appointments selected below to drop-down arrow and then click a category from the list.

3.Click the Add button.4.Click the Close

button.

To quickly assign an activity to a category, right-click the activity and then click Categories from the shortcut menu.

1. In the Calendar, from the menu, click Tools >> Organize.Outlook displays the Ways to Organize pane, as shown below.

2. Click Using Categories if it is not currently displayed. Click an activity and click the Add appointments selected below to drop-down arrow and then click a category from the list.If you can’t find a category you want, you can create a new category. Type a name in the `Create a new category called’ text box and then click the Create button.

3. Click the Add button.The selected activity is added to the selected category.

4. Click the Close button.The Ways To Organize pane closes and you return to the current view.

SUMMARY

TIPS



How ToAssign A Color To An Activity

1.In the Calendar, double-click to open the activity.

2.In the Label box, click the drop-down arrow and then click a color.


To quickly assign a color to an activity, right-click the activity and then click Label from the shortcut menu.

1. In the Calendar, double-click to open the activity.Outlook displays the details for the activity.

2. In the Label box, click the drop-down arrow and then click a color.There are ten colors available for you to choose from.

3. Click the Save and Close button.The activity is displayed in the selected color.

SUMMARY

TIPS



How ToAssign A Color Automatically

1.In the Calendar, click Edit >> Automatic Formatting.

2.Click the Add button.3.Under Properties of

selected rule, in the Name box, type a name for the new rule. In the Label box, click the drop-down arrow and then click a color.

4.Click the Condition button.

5.In the Search for the word(s) box, type the criteria text.

6.In the In box, click the drop-down arrow and then select where you want to search for the criteria.


1. In the Calendar, from the menu, click Edit >> Automatic Formatting.The Automatic Formatting dialog box appears.

2. Click the Add button.A rule named “Untitled” is added.

3. Under Properties of selected rule, in the Name box, type Meeting. In the Label box, click the drop-down arrow and then click the Must Attend color.

4. Click the Condition button.The Filter dialog box appears.

5. In the Search for the word(s) box, type Training. In the In box, click subject field only.

6. Click the OK button.The Filter dialog box closes and you return to the Automatic Formatting dialog box.

7. Click the OK button.The Automatic Formatting dialog box closes and the rule is applied to all activities in your Calendar. In the future, whenever you create an appointment or event which contains the word “Meeting” in the subject, Outlook will automatically assign the “Must Attend” color to the activity.

SUMMARY





How To Use The TaskPad In The Calendar

1. In the Calendar, click View >> TaskPad.

2. Under TaskPad, click the Click here to add new task box and type a task.

3. Press <Enter>.

The TaskPad in the Calendar allows you to view the contents of your Tasks folder when you are working with the Calendar. You can use the TaskPad to add reminders as you work with appointments, meetings or events.

1. In the Calendar, from the menu, click View >> TaskPad.Outlook displays the TaskPad on the right of the Appointment area, as shown below.

2. Under TaskPad , click the Click here to add new task box and type Prepare sales report before the meeting.

3. Press <Enter>.if you want to edit the task, click the button next to the task. If you want to mark the task as complete, click the check box.

How To View Tasks In The TaskPad

4. From the menu, click View >> TaskPad view and then click a view you want.If you want to view the task details, double-click a task in the TaskPad.

SUMMARY



How To Share Your Calendar Information With Others

1.In the Calendar, click Share my Calendar.

2.Click the Add button.3.Click the name of the

person you want to grant access to. Under Add Users, click the Add -> button.

4.Click the OK button.5.In the Name box,

click the name of the person you just added. Under Permissions, in the Permission Level list box, click the drop-down arrow and then click a permission option from the lists.


To allow anyone in the network to access your Calendar:1.In the Calendar

Properties dialog box, in the Name box, click Default.

2.Under Permissions, set the options you want.

1. In the Calendar, click Share my Calendar.The Calendar Properties dialog box appears, as shown below. Note that you can use this feature only if you are using an Exchange Server e-mail account.

2. Click the Add button.The Add Users dialog box appears, as shown below.

3. Click the name of the person you want to grant access to. Under Add Users, click the Add -> button.To select multiple users, press and hold the <Ctrl> key and click the names. The selected person is added to the text box.

SUMMARY

TIPS



4. Click the OK button.The Add Users dialog box closes and you return to the Calendar Properties dialog box. The selected names are displayed in the list.

5. In the Name box, click the name of the person you just added. Under Permissions, in the Permission Level list box, click the drop-down arrow and then click a permission option from the list.If you want to set the permission level for multiple users, press and hold the <Ctrl> key.

6. Click the OK button.



How To View Multiple Shared Calendars Side-By-Side

1.In the Calendar, click Open a Shared Calendar.

2.Type the name in the text box or click the Name button to select a person’s name from the address book.


In Microsoft Office Outlook 2003, you can view up to 30 calendars side-by-side.To hide a calendar, clear the check box next to the name with the calendar.

1. In the Calendar, click Open A Shared Calendar.The Open a Shared Calendar dialog box appears, as shown below.

2. Click the Name button.The Select Name dialog box appears, as shown below.

3. In the Name list box, click the person whose calendar you want to view, and then click the OK button.The Select Name dialog box closes and you return to the Open a Shared Calendar dialog box.

4. Click the OK button.Outlook displays the selected person’s calendar to the side of the current Calendar view, as shown below.

SUMMARY

TIPS





Scheduling And Managing MeetingsYou can use Microsoft Office Outlook 2003 to invite people for a meeting or reserve resources (a meeting room, conference room, computer and etc) for the meeting. When you create a meeting, you have to pick a meeting time and identify the people to invite or the resources to reserve.

You may receive a meeting request in your Inbox. To make sure whether or not you can attend, you can view your calendar by clicking the Calendar button to see where the meeting is scheduled. You can use the Accept, Tentative or Decline button to respond to the meeting request. You can also use the Propose New Time button to propose a different time.

You can look up the availability of resources, invite contacts to your meetings, block out time in your Calendar and send meeting requests to the attendees.



How To Schedule A New Meeting

1.In the Calendar, click Actions >> Plan a Meeting.

2.Click the Add Others button and then click Add from Address Book.

3.Click the name of a person you want to invite to the meeting, then click the Required -> button.

4.Click the OK button.5.In the Meeting start

time and Meeting end time, click a date and time when everyone is available.

6.Click the Make Meeting button.

7.In the Subject box, type a short description of the meeting. In the Location box, type the location where the meeting will take place.

8.Click the Send button.

If you are using a Microsoft Exchange Server for your network, you can reserve a resource, e.g. conference room, meeting room. In the Name list box, click the resource name and click the Resources-> button.

1. In the Calendar, from the menu, click Actions >> Plan a Meeting.The Plan a Meeting dialog box appears, as shown below.

2. Click the Add Others button and then click Add from Address Book.The Select Attendees and Resources dialog box appears, as shown below.

3. Click the name of a person you want to invite to the meeting, then click the Required -> button.To select more than one person, press and hold the <Ctrl> key.

SUMMARY

TIPS



4. Click the OK button.The Select Attendees and Resources dialog box closes and you return to the Plan a Meeting dialog box. All those you invited appear in the All Attendees list box.

5. In the Meeting start time and Meeting end time drop-down boxes, click a date and time when everyone is available.You can use the AutoPick Next feature to find the next available free time for all those invited. Note that when you click the AutoPick Next button, the vertical bar in the time slot moves to the right. Continue pressing the button until you find the time slot you want. The horizontal blue bar appears showing the busy times for the attendees.

6. Click the Make Meeting button.The “Untitled – Meeting” dialog box appears.

7. In the Subject box, type a short description of the meeting. In the Location box, type the location where the meeting will take place.

8. Click the Send button.



How To Accept A Meeting Request

1.In Mail, click the Inbox and then click the e-mail with the meeting request.

2.Click the Accept button.

3.Click the Send the response now option button.


1. In Mail, click the Inbox and then click the e-mail with the meeting request.Outlook displays the meeting request in the Reading Pane. Before you accept or decline the meeting request, you can click the Calendar button to view where the meeting is scheduled.

2. Click the Accept button.Outlook displays a dialog box as shown below:

3. Click the Send the response now option button.If this option is selected, you accept the meeting request and the meeting will be moved to your Calendar.

4. Click the OK button.Outlook sends the response and deletes the meeting request from the Inbox folder.

SUMMARY



How To Propose A New Meeting Time

1.In Mail, click Inbox and then click the e-mail with the meeting request.

2.Click the

Propose New Time button.

3.In the Meeting start time and Meeting end time boxes, specify a new meeting time.

4.Click the Propose Time button.

5.In the message area, enter your message and then click the Send button.

When you sent to propose a new meeting time, it is sent with a default message saying that you want to propose a new time, but that you have tentatively accepted the meeting.

1. In Mail, click Inbox and then click the e-mail with the meeting request.Outlook displays the meeting request in the Reading Pane.

2. Click the Propose New Time button.The Propose New Time window appears, as shown below.

3. In the Meeting start time and Meeting end time boxes, specify a new meeting time.You can use the AutoPick Next button to find a new time that does not clash with your existing appointments.

4. Click the Propose Time button.The New Time Proposed message window appears, as shown below.

5. In the message area, enter your message and then click the Send button.

SUMMARY

TIPS



How To Decline A Meeting Request

1.In Mail, click Inbox and then click the e-mail with the meeting request.

2.Click the Decline button.

3.Click the Edit the response before sending option

button.4.In the message area,

enter your message and then click the Send button.

1. In Mail, click Inbox and then click the e-mail with the meeting request.Outlook displays the meeting request in the Reading Pane.

2. Click the Decline button.Outlook displays a dialog box as shown below.

3. Click the Edit the response before sending option button.The Declined message window appears, as shown below.

4. In the message area, enter your message and then click the Send button.Outlook sends the response and deletes the meeting request from the Inbox folder.

SUMMARY



How To Reschedule A Meeting

1.In the Calendar, double-click the scheduled meeting.

2.Click the Scheduling tab.

3.Use the AutoPick Next button to set a new time slot or click the Add Others button to invite others to the meeting.


5.Click the Yes button.

1. In the Calendar, double-click the scheduled meeting.The meeting window appears.

2. Click the Scheduling tab. Outlook displays the meeting scheduling in detail.

3. Use the AutoPick Next button to set a new time slot or click the Add Others button to invite others to the meeting.You can drag the vertical bar to set the length of the meeting.

4. Click the Save and Close button.Outlook prompts you with a message dialog box to confirm the action.

5. Click the Yes button.The updated meeting is sent to the others invited to the meeting.

SUMMARY



How To Cancel A Meeting Request

1.In the Calendar, double-click the

scheduled meeting.2.Click Actions >>

Cancel Meeting.3.Click the Send

cancellation and delete meeting option button and then click the OK button.


1. In the Calendar, double-click the scheduled meeting.The appointment window appears.

2. From the menu, click Actions >> Cancel Meeting.Outlook displays the following dialog box:

3. Click the Send cancellation and delete meeting option button and then click the OK button.If you select this option, Outlook will remove the scheduled meeting from your Calendar and send a cancellation message to all others invited to the meeting.

4. Click the Send button.Outlook sends the cancellation message and deletes the scheduled meeting from the Calendar.

SUMMARY



How To Schedule An Online Meeting

1.Click File >> New >> Meeting Request.

2.Click the This is an online meeting using check box. Then click Microsoft NetMeeting from the list.

3.In the To box, type the names of the people you want to invite for the online meeting. In the Subject box, type a short description of the meeting.

4.In the Start time and End time boxes, enter the date and time of the online meeting.

5.In the Directory Server box, type the name of the directory server you are using.


You must have NetMeeting version 2.1 or later versions to use Microsoft Windows NetMeeting.

1. From the menu, click File >> New >> Meeting Request.The new Untitled - Meeting window appears.

2. Click the This is an online meeting using check box. Then click Microsoft NetMeeting from the list.The Untitled - Meeting window is expanded to show additional options.

3. In the To box, type the names of the contacts you want to invite for the online meeting. In the Subject box, type a short description of the meeting.You can click the To button to select contacts to invite to the meeting.

4. In the Start time and End time boxes, enter the date and time of the online meeting.

5. In the Directory Server box, type the name of the directory server you are using.Contact your Server Administrator for the information. If you want to have a NetMeeting broadcast start automatically, click to select the `Automatically start NetMeeting with reminder’ check box.

6. Click the Send button.Outlook sends the online meeting invitation to all those you selected.

SUMMARY

TIPS



Date post:	03-Apr-2018
Category:	Documents
Upload:	phamkhanh
View:	217 times
Download:	5 times

Outlook 2003: Module 2 - UF Health Information …training.health.ufl.edu/handouts/OtherHandouts/MS...

Documents