1. Customizing Outlook . There are many ways to customize Outlook to make it do things according to your working style. In fact, there are so many options scattered throughout Outlook that it difficult to keep track of them all. Options or settingsare found in three primary locations:-
(a) On the Toolsmenu under Options.
(b) On the Tools menu under Service (In a Corporate/Workgroup installation of Outlook) or Accounts (In an Internet Only installation).
(c) On the Properties page of a folder.
Additional options are sprinkled around Outlook. For example, options related to toolbars are found on the Customize Toolbars dialogue box (View > Toolbars > Customize), and options related to the Outlook Today home page are found by clicking the Customize Outlook Todaybutton on the top of the page.
2. Changing The Default Setting.
(a) When you start Outlookfor the first time, you will probably start in Outlook Today.
(b) Outlook Today provides the day-at-a-glance view of your world by listing your
appointments, e-mail that has yet to be handled, and tasksthat are due to be completed.
(c) Outlook Today by default display appointments for the next five days and includes tasks that are overdue as well as those that are due today.
(d) However, if you’d rather focus only on today or see more than five days of appointments, you can change some of the basic options that control Outlook Today.
NOTE: If Outlook Today does not appear automatically when you launch outlook, you can launch it yourself by clicking the Outlook Today icon on the Outlook Bar.
(e) To change the options, click the Customize Outlook Today button in the upper right corner of the outlook Today window.
(f) The Customize form, opens so you can change the following:-
(i) Startup If you like Outlook Today’s view of your world, click the check box to have Outlook Today appear every time you launch Outlook own its message. You can choose to display messages from your inbox, Drafts, or Outlook folder.
(ii) Calendar Displaybetween 1 and 7 days of your calendar by choosing the number from the drop-d
(iii) Tasks Select All Tasksor Today’s, which shows only those incomplete tasks that are due today. You can also indicate how you’d like the tasks sorted.
(iv) Styles Choose between different presentations of Outlook Today.
(g) When you have finished setting your preferences, click Save Changes to return to Outlook Today.
3. What is Outlook Today?.
(a) One of the icons on the Outlook bar is labeled “Outlook Today”. It display a snapshot of all the items you need during the day.
(b) The Outlook Today page provides a preview of your day. By using Microsoft Outlook Today, you can see a summary of your appointments, a list of your tasks, and how many new e-mail messages you have. Outlook Today by default display appointments for the next five days and includes tasks that are overdue as well as those that are due today.
(c) You can set this page to be the first page that opens when you start Outlook, and you can change the way Outlook Today appears.
(d) Click on the Outlook Today icon. The information viewer will change to display the Outlook Today page
4. Viewing summary of activities. One of Outlook’s greatest strengths is its ability to display your data in a wide variety of ways. Because the information Viewer lets you look at multiple records at one time, how you view your data here is paramount. Before you can enter or edit data in the Information Viewer, it’s necessary to understand what you are seeing as you move between the Outlook modules.
5. Types of Views. A view is a defined set of fields, sort order, grouping, filters, and formats all contained in one of the five types of layouts available in Outlook. Each of the Outlook modular has a default view, but you can switch to or create different views. There are five types of views:
(a) Card view. The default in contacts, this view type displays contact data in an address book fashion, similar to the card file sitting on your desk. You can use buttons on the left side of the screen to navigate quickly between records.
(b) Table View. The default in Tasks and commonly used in all modules, this view type is organized in rowsand columns.
(c) Timeline View. The defaults view type in journal. Data is displayed along a time-line. The emphasis is on when things occurred – for example, when a journal entry was made or an e-mail message received.
(d) Day/Week/Month View. The default view type in Calendar, this closely resembles a day planner. Data for a day, week, or month is displayed. By default, a list of tasks is also displayed in table format.
(e) Icon view. The default in Notes, this view type displays records as icons similar to the familiar icon view from My Computer in Windows.
6. Organizing Message Automatically.
(a) Learning how to organize your mail will make you more efficient and help you maintain your sanity in the process.
(b) Outlook makes it easy to organize and manage your Inbox. Using the page, you create folders for message management, create rules to color-code your message, change Inbox views, or open the Rules Wizard and automat management of the messages you receive.
(c) The Organize page has four tabs: using folders, using Views, using Colors, and junk E-Mail.
7 Integrating Outlook with other Application. Microsoft Outlook gives you the ability to copy data from many programs so that you can use that data in Outlook. For example, you might want to bring in existing information such as names and addresses from one of the following programs: Eudora, Lotus Organizer, or Microsoft Schedule+. Also, Outlook gives you the ability to copy data, such as names and addresses, to several other programs, including Microsoft Access, Microsoft Excel, Microsoft Word, and Microsoft PowerPoint. For example, you might want to export your contacts to Excel so that you can sort names and addresses using a worksheet.
(a) Address books From Microsoft products and other products, such as Netscape Communicator and Eudora. You can also import address book data that uses the comma separated values (CSV)format.
(b) Messages from other e-mail programs Including Netscape and Eudora, You can also import messages from many Microsoft products, such as Outlook or older versions of Outlook Express.
(c) E-mail account settings From an existing e-mailaccount. When you import your e-mail account settings, your Outlook Express account will have many, if not all, of the customization and information details from your previous account.
(d) Newsgroup account settings From an existing e- mailaccount. Then you import your newsgroup account settings into Outlook Express, your subscription records and other data, such as which messages you've seen, is placed into your Outlook Express newsgroup account. You can immediately pick up reading your newsgroups.
The following topicsprovide more information:-
(a) Import address books.
(b) Import messages from other e-mail programs.
(c) Import e-mail account settings.
9. Import Address Books. You can import address book contacts from other Windows Address Book files (.wab), as well as from Netscape Communicator, Microsoft Exchange Personal Address Book, or any text (.csv) file.
(a) For Windows Address Book
(i) On the Filemenu, point to Import, and then click Address Book.
(ii) Selectthe address book or file type you want to import, and then click Open.
(b) For all other address book formats:-
(i) On the Filemenu, point to Import, and then
(ii) Clickthe address book or file type you want to import, and then click
Open.
(c) If your address book is not listed, you can export it to either a text (csv) file or an LDAP Directory Interchange Format (LDIF)file, and then import it using that file type.
10 Import Messages from other E-mail programs. Using the Outlook Express Import Wizard, you can easily import e-mail messages from a variety of popular Internet e-mail programs such as Netscape Communicator and Eudora, as well as from Microsoft Exchange and Microsoft Outlook.
(a) On the File menu, point to Import, and then click Messages.
(b) Selectthe e-mail program you want to import messages from, and then click
next.
(c) Verify the location of your messages, and then click next.
(d) Choose All folders to import all the messages, and then click Next. You can also choose Selected Folders to import messages from one or more folders.
(e) Click Finish.
11. Exporting items from outlook express. To export messages to Microsoft Outlook or Microsoft Exchange:-
(a) On the Filemenu, point to Export, and then click Messages.
(b) In the Choose Profile dialog box, choose the profile name that best matches the
Microsoft program to which you are exporting.
(c) To export all the messages, click All Folders.
(d) To export messages in one or more folders, click Selected Folders. Then select the folders you want to export.
12. To Export And Address Book. To export an Address Book to Microsoft Outlook or Microsoft Exchange:-
(a) On the Filemenu, point to Export, and then click Address Book.
(b) Choose a format for the export. To export your address book directly from Outlook Express, choose Microsoft Exchange Personal Address Book. To use
a file with address information separated by commas, select Text File.
(c) Click Export.
(d) Choose a profile that most closely fits the intended use for the exported address book, and then click OK.
12. Using Outlook
(a) Outlook 2000 is a flexible tool that can be used in any business environment and has many applications for managing personal information. You can use Outlook effectively on a stand-alone computer with no outside access or as part of large corporate network with hundreds of computers and multiple sites around the globe.
(b) Outlook 2000 his referred to as a desktop information manager (DIM) but it’s really that and more. You can use Outlook 2000 to organizeall the information on your desktop, including a significant amount of information that you probably kept only in paper form up to now and some information that you may never have organized at all.
(c) With Outlook 2000, you can:-
(i) Record the names, addresses, and other informationrelated to personal and business contacts.
(ii) Keep your to do list and organizeit by priority, by due date, or in endless other ways.
(iii) Manage your appointmentsand track birthdays, holidays, and their special events.
(iv) Send electronic mailthrough the Internet or your corporate network.
(v) Keep notes about telephone conversations and meetings and, if desired relate them to individual contacts.
(vi) Schedule a meetingwith other people in your workgroup or even across the Internet.
(vii) Organize all of your personal information and files through one central interface.
13. Introduction to Mail Merge.
(a) You can use Microsoft Outlook contacts as the data source to create a variety of merged documents in Microsoft Word. You can create form & letters, print mailing labels, or print addresses on envelopes. You can also send bulk e-mail messages or faxes to your contacts.
(b) The powerful sorting and filtering capabilities of Outlook help you arrange your contacts so you can target your mailing to exactly the right people.
(c) You can use the Mail Merge Helperto create form letters, mailing labels, envelopes, or catalogs. The Mail Merge Helper guides you through organizing the address data, merging it into a generic document, and printing the resulting personalized documents.
(d) To send a mail merge to a filtered set of your contacts, create a subset of contacts by using an Outlook view, and then begin your mail merge directly from the view in Outlook.
14. Using Contacts for Mail Merge.
(a) You can use Microsoft Outlookcontacts as the data source to create a variety of merged documents in Microsoft Word, and you can begin your mail merge from Outlook.
(b) To access the mail mergefeatures in Outlook, switch to the contacts module. Once you are in contacts, follow these steps to initiate a mail merge:-
(i) Create a contacts view, including the fields you want to merge and any filters you want to apply to the data (choose view > current view > customize current view).
(ii) If you don’t want to merge all of the visible contacts, select the contacts you want using Ctrl + click.
(iii) Choose Tools>Mail Mergeto open the new Outlook Mail Merge contacts dialog box.
(iv) Check whether you want to mergeall the records or the selected records.
(v) Check if you want to merge all contact fields or only the fields in the view you selected with over a hundred contact fields, it is generally better to choose the fields you want, as described in step I, to make the list more usable. Identify if you want to create a new word main document or if you have an existing word document you want to use as the main document.
(vi) To save a copy of the contacts you include in the merge, check permanent file and enter a file name.
(vii) Choose the document type an indicate whether you want to merge to a new document, a printer, an e-mail or a fax.
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