Outlook How Started
- 1. OUTLOOK FOR BEGINNERS Outlook Bar Groups You can use this to organize your shortcuts. To place a shortcut in a group, click and drag the shortcut to the group name, wait until the group opens, and then continue to drag the shortcut to the desired location within the group. Adding a Shortcut Group Right-click the Outlook Bar. Select Add New Group from the pop-up menu. Enter a name for the group in the space provided. Press the Enter key. Recording Shortcuts Click and drag the shortcut to move it. Release the mouse to place the shortcut in the desired location Retrieving a Deleted Item Deleted Items are sent to the Deleted Items folder. You may retrieve a deleted item by clicking and dragging the item from the Deleted Items folder to another folder. Displaying a Hiding Folders To display or hide the Folder List, select Folder List from the View menu. MAIL EXTRAS Inserting a Hyperlink When a Web address text is entered into your e-mail message, Outlook automatically changes the text to a hyperlink. Changing the Default Message Format Messages can be created in plain text, HTML, or Rich Text format Select Options from the Tools menu. Click the Mail Format tab. Select a format from the Compose in this message format list box. Click the OK button.
- 2. Adding a Signature In the main Outlook window, select Options from the Tools menu Click the Mail Format tab. In the Signature section, click the Signatures button. Click the New button Enter a name for the signature in the space provided. Select how you would like to create your new signature. You can start with a blank signature or use an existing signature or file as a template. Click the Next button. Enter text for your signature in the Signature text box. To make formatting changes to your signature, click the Font Paragraph, or Advanced Edit buttons and make changes in the resulting window. Click the Finish button. Click the OK button. To select a default signature for new messages and replies and forwards, select the signature from the list menus in the Signature section. Click the OK button Note: To add a signature to a new message, select Signature from the Insert> Auto Text menu and select the signature from the resulting menu. Flagging a Message Flag a message to remind yourself to follow up on a message. In the Inbox, right-click the message you want to flag. Select Follow Up from the pop-up menu In the Flag to box, select the type of flag you want to create or enter a customized flag in the space provided. Enter a date and time in the Due by boxes. Click the OK button Note: To remove a flag or mark it as complete, right-click the flagged message and select Clear Flag or Flag Complete from the pop-up menu.
- 3. Setting Up a Read Receipts You can verify the date and time a message has been received by a recipient by requesting read receipts and delivery receipts. Select Options from the Tools menu. Click the Preferences tab Click the E-mail Options button Click the Tracking Options button Select from the available tracking options. Click the OK buttons to close the open dialog boxes CALENDAR Using Calendar Coloring Outlook 2002 enables you to color-code appointments and meetings. Click the Calendar shortcut on the Outlook Bar. Right-Click the appointment or meeting you want to color. Select Label from the pop-up menu. Select a color from the resulting menu. To remove a color, select None from the resulting menu. CONTACTS Creating a Contact Select New from the File menu Select Contact from the resulting menu Enter a name for the contact Enter additional information for the contact (optional) Using “Friendly” Names When creating a contact, you can assign a “friendly” name to the contact. This name instead of the e-mail address, will appear in the To line of a message when you send a message to the contact. Double-click the contact you want to assign a name to. In the Display As box, enter the “friendly” name. Click the Save and Close button.
- 4. Distribution Lists A distribution list is a collection of contacts. It can be used to address messages or meeting requests, assign task requests, and to define other distribution lists. In Contacts, select New Distribution List fromthe Actions menu, or press Ctrl + Shift + L. Enter a name for the list in the Name field Click the Select Members button and select the users from the global address list (Internal UPS user only) Click the name of the contact you want to add to the list and select Members Button After adding all internal UPS users select OK To add external user to the list select the Add User button Type the name of the person you want to add In the Display Name field and enter their email address into the E-mail address field Select OK Repeat the last 2 steps until you have added all external to UPS members you want to add to your distribution list. Click the Save and Close button Note: The distribution list will appear in your Contacts list and can be used as you would use any contact. Notes Changing Note Properties Select Options from the Tools menu. Click the Note Options button. Select options, as desired Click the OK button Click the OK button