Working with a Nonstandard E-Mail Message



Lesson ObjectivesAfter completing this lesson, you will be able to:Work with a nonstandard e-mail message.Add design and media elements in a message.Work with tables and WordArt objects.Create and manage Quick Parts.Take actions on a message.Manage automatic replies.Manage junk e-mail messages.Clean up the mailbox.Working with a Nonstandard E-Mail MessageThe features in Outlook 2010 provide an easy and efficient way to manage your e-mail communication to suit your specific needs. You can create and send an e-mail message with just a click by using a Quick Step, address the message to a Contact Group or specific recipients in the group, choose a suitable format, and resend or recall the message, if required.The following table describes how to perform these tasks.Creating a Quick StepQuick Steps is a new feature in Outlook 2010 that helps you save time on frequently performed tasks. Suppose you send numerous e-mail messages during your workday to a particular coworker. By creating a Quick Step, you reduce the multiple actions required to create a message addressed to a particular recipient to a single action. When you want to send a message to the coworker, you can simply use the Quick Step you created—multiple actions are performed with just a click.To create a Quick Step for creating an e-mail message for a specific recipient, perform the following steps:To view the Quick Step options, in the Mail view, on the Home tab, in the QuickSteps group, click More.To create a Quick Step for creating an e-mail message, from the list, point to New Quick Step, and then select New E-mail To.NoteYou need to configure the Quick Step when you access it for the first time.To change the default name of the Quick Step, in the First Time Setup dialog box, in the Name box, type the required name.To specify a recipient, in the Actions section, in the To box, type the required e-mail address.NoteYou can also select the recipients from the required address books by clicking Address Book next to the To box.To complete the Quick Step and return to the Mail view, in the First Time Setup dialog box, click Finish.After you create a Quick Step, it is displayed in the Quick Steps list in the Quick Steps group on the Home tab. When you want to send a message to the required recipient, you can simply click the Quick Step in the list, and a message window with the name of the recipient in the To box opens.Suppose you need to send updates regularly to some members in your team. Using Outlook 2010, you can create a Contact Group that contains the e-mail addresses of the members, and then use the Contact Group to send messages to all members, instead of addressing the messages to individuals.To create a Contact Group, perform the following steps:To display the Contacts view, in the Navigation Pane, click Contacts.To create a Contact Group, on the Home tab, in the New group, click NewContactGroup.To specify the name for the Contact Group, in the Untitled - Contact Group window, in the Name box, type the required name.To add members to the Contact Group, in the Members group, click AddMembers.To add members from Outlook Contacts, in the AddMembers list, select FromOutlook Contacts.NoteThe Add Members list has three options—you can add members from Outlook Contacts, from Address Book, or you can add a new e-mail contact.To select the members, in the Select Members: Contacts dialog box, in the contacts list, select the first required member, and select the other members by holding down the CTRL key, and then click Members, and click OK.To save the Contact Group and return to the Contacts view, in the Actions group, click Save & Close.The Contact Group that you create is displayed in your Contacts list. When you want to send a message to a Contact Group, you can simply add the Contact Group in the To box in the Message window. If you want to send the message to selected contacts from the Contact Group, you can expand the Contact Group in the To box, and delete the e-mail addresses of members to whom you do not want to send the message.Using Outlook 2010, you can create e-mail messages in any of the following three formats:Plain Text. When you use the Plain Text format for your message, your message can be read easily by everyone, but you cannot format text. You cannot change font size, face, or color, or use other formatting features such as bold. You also cannot include visual or design elements such as tables, pictures, or charts. The Plain Text format is particularly useful if you communicate with people who do not use an e-mail reader that can display formatted text.Rich Text. When you use the Rich Text format, you can format text but the message is compatible only with Microsoft Outlook and few other e-mail readers.HTML. When you use the HTML format, you can format message text and add pictures, tables, charts, and other objects, and your message is compatible with most e-mail readers.The default format of e-mail messages in Outlook 2010 is HTML. To change the format, in the Mail view, in the New group on the Home tab, in the New Items list, point to E-mail Message Using to view the format options. After you select a format, a new message window with the selected format is displayed. Alternatively, in a new message window, on the Format Text tab, in the Format group, you can select the required message format.Adding Design and Media ElementsIn the Message window, you can use the options in the Illustrations group on the Insert tab to add design and media elements such as pictures, shapes, SmartArt graphics, and screen clippings in your message.The following table describes the tasks required to add and design the media elements in your message.You may want to add pictures to your e-mail message. Click Picture in the Illustrations group on the Insert tab; browse the folders to locate the picture you want to insert, and then click Insert to add the picture to your message.To add styles, borders, and effects to the picture, use the options on the Picture Tools Format tabYou may want to enhance your e-mail message visually by adding shapes such as lines, arrows, or rectangles. In the Illustrations group on the Insert tab, click Shapes. From the numerous shapes available, choose the shape you want to insert. When you click the message window, the selected shape is added to the message. Using the options on the Drawing Tools Format tab, you can apply shape styles, borders, and colors; and change the size of the shapeYou can easily create visually rich e-mail messages by adding SmartArt graphics to your messages. You can click the SmartArt button in the Illustrations group on the Insert tab; and then from the wide range of graphics available, select the SmartArt graphic you want to add to your message. The SmartArt Tools Design tab includes options for applying styles, and changing layouts and colors. Similarly, you can use the options on the SmartArt Tools Format tab to apply shape styles and effects, and change the fill or outline color of a shapeAdding a screenshot or a screen clipping to your e-mail message can be a quick way of sharing information. You can insert a screenshot by clicking Screenshot in the Illustrations group on the Insert tab. You can view the available windows in the list. Select the program window to insert its screenshot.You can also insert a screen clipping in your e-mail message. You can drag and select the part of the screen you want to add to your message. The selected clipping is added to your message.Using the options on the Picture Tools Format tab, you can format the screen clipping to apply artistic effects, styles, and borders.Working with Tables and WordArt ObjectsUsing the options on the Insert tab, you can add tables and WordArt objects to your e-mail message. You can also copy tables from other Microsoft Office programs, such as Microsoft Word 2010 and Microsoft PowerPoint 2010, and paste them in your message.The following table describes?how to work with tables and WordArt objects.Using Outlook 2010, you can insert a table in your e-mail message in multiple ways. You can click Table in the Tables group on the Insert tab, and then drag to select the number of rows and columns you want. You can also select the Insert Table option, and then in the Insert Table dialog box, specify the number of columns and rows. You can also specify AutoFit options including column width. When you choose the Draw Table option, you can drag and draw the borders of a table according to your preferences. Outlook 2010 helps you convert text into tabular format. You can type the required text separated by commas or tabs, or any other character; and then, use the Convert Text to Table option to create a table from this text. You can use the Excel Spreadsheet option to insert Microsoft Excel worksheet to your message.If you want to reuse a table, you can save the table to the Quick Tables gallery by using the Quick Tables option. In the Create New Building Block dialog box, you can specify a name for the table and other details. After you save the table as a Quick Table, you can insert the table by selecting it from the Quick Tables gallery.When a table is added to the message, you can change the table styles, shading, and borders from the Table Tools Design tab. You can define table properties, cell size, and alignment from the Table Tools Layout tab.Suppose you have a table in a Microsoft Word 2010 document or a Microsoft PowerPoint 2010 slide that you want to insert into an e-mail message. Select the table you want to insert, and click Copy in the Clipboard group on the Home tab. Then, switch to your e-mail message window, and on the Message tab, in the Clipboard group, click Paste. The table you copied is added to your message.If you want to apply visually appealing text effects to your message, you can use WordArt in the Text group on the Insert tab. In your message, select the text to which you want to apply effects. From the WordArt list, you can select the required text style. The text style is applied to the selected text in the message. You can use the options available on the Drawing Tools Format tab to format styles, colors, and borders.Creating and Managing Quick PartsSuppose you need to include specific content in most of the e-mail messages you send. Using the Quick Part feature in Outlook 2010, you can easily and quickly add the frequently used content to your messages, without typing it every time you send a message. You can reuse the Quick Part as often as you like by inserting it in your messages.To create a Quick Part, perform the following steps:To specify the content you want to reuse, in the message window, in the message body, type or select the required content.NoteYou can also include hyperlinks or pictures if required.To create a Quick Part, on the Insert tab, in the Text group, click Quick Parts.To save selected content as a Quick Part, from the Quick Parts gallery, click Save Selection to Quick Part Gallery.To specify a name for the Quick Part and save it, in the Create New Building Block dialog box, in the Name box, type the name, and click OK.When you want to use the content saved as a Quick Part, in the message window, on the Insert tab, click Quick Parts, and from the Quick Parts gallery, select the required Quick Part. The content is automatically displayed in your messageTaking Actions on a MessageSuppose you want to view the security settings of a message or you want to find messages related to a particular message. Using the features in Outlook 2010, you can take such actions on your messages and manage your e-mail messages according to your need. The following table describes the options you can use to take relevant actions on the e-mail messages you receive. Options in the Backstage viewIn the message window, you can access the Backstage view and use the options in the following sections:Message Delivery Report. In this section, you can click Open Delivery Report to view the delivery details such as when the message was delivered and which rules, if any, were applied to the message when delivering it. You can view the message delivery report only when you are connected to the Microsoft Exchange server. Properties. You can view the message properties, such as Settings, Security, Tracking options, and Delivery options, by clicking Properties in the Properties section.Options on the Message tabWhen you receive a message, you can use the following options on the Message tab in the message window, to take actions on the message:Ignore. By clicking Ignore in the Delete group, you can move the current and future messages in that conversation to the Deleted Items folder.Quick Steps. By clicking the More arrow in the Quick Steps group, you can select the Quick Steps you want to perform on the message.Mark Unread. You can mark the message as unread by using Mark Unread in the Tags group.Categorize. You can apply a specific category to the current and future messages in the conversation by selecting from the Categorize list in the Tags group.Follow Up. You can apply a flag to the message for future follow-up from the Follow Up list in the Tags group.Find Related Items. If you want to find related messages in the current conversation or other messages from the same sender, you can select from the Find Related Items list in the Editing group.Managing Automatic RepliesSuppose you are going on vacation for a week and want to notify others that you will not be available to respond to e-mail messages during this time. Using the Automatic Replies option in Outlook 2010, you can create a reply that is automatically sent in response to messages you receive while you are away. When you resume work after vacation, you can simply disable the Automatic Replies option to stop sending the automatic reply.You can create an automatic reply by clicking Automatic Replies in the Backstage view on the Info page. Make sure you are connected to the Microsoft Exchange server. In the Automatic Replies dialog box, select Send automatic replies. You can specify the time range during which the automatic reply should be sent by using the Only send during this time range option.You can choose different automatic replies for contacts inside your organization and for those outside your organization. By default, in the Automatic Replies dialog box, the Inside My Organization tab is displayed. You can specify the required message, and then click OK. The message you specify is sent as the automatic reply.Similarly, on the Outside My Organization tab, you can choose to send automatic replies to only your contacts or anyone outside your organization. In the message body on the Outside My Organization tab, you can specify the message. You can also choose not to send automatic replies to contacts outside your organization.When you specify a time range for automatic replies, the automatic replies are not sent after the end date you specify. If you want to stop sending automatic replies, in the Automatic Replies dialog box, click Do not send automatic replies, and click OK.Managing Junk MailOutlook 2010 includes features that help to keep unwanted e-mail messages or spam out of your Inbox—junk mail is automatically routed to the Junk E-Mail folder. You can manage your junk mail by using the options available in the Junk list, in the Delete group on the Home tab. You can choose to block or never block a sender, specify a message as not junk, and specify junk e-mail options. You can block e-mail messages from a particular sender by selecting the Block Sender option. Similarly, you can allow messages from a specific sender, domain, or group by selecting the appropriate option.Important messages may be routed to the Junk E-Mail folder because they appear to be spam. To ensure that the folder does not contain any important messages, you need to review your Junk E-Mail folder periodically. You can move the important messages from the Junk E-Mail folder to the Inbox by selecting the message, and then selecting the Not Junk option in the Junk list. You can configure your junk mail settings by using Junk E-mail Options in the Junk list. On the Options tab in the Junk E-mail Options dialog box, select the level of e-mail protection you want. The protection level is set to Low by default. You can also specify the actions to be taken on junk mail. You can also specify a list of safe senders by adding e-mail addresses and domain names. Similarly, you can specify the list of safe recipients and blocked senders by using the appropriate options in the dialog box. Outlook 2010 includes various features to ensure that you can manage your junk mail according to your need.? Cleaning Up the MailboxUsing the Cleanup Tools feature in Outlook 2010, you can manage the size of your mailbox by removing unwanted or redundant items and archiving old items. You can permanently delete the items in the Deleted Items folder. If you no longer need some items in your Inbox, Contacts, or Sent Items, but you want to keep them, you can archive the items by moving them to the Archive folders. You can click Cleanup Tools on the Info page in the Backstage view to view the options to clean up your mailbox. The following table describes the Cleanup Tools options.If you want to view the size of the local and server data in your mailbox, in the Mailbox Cleanup dialog box, you can click View Mailbox Size.You can find items older than specific number of days or larger than a specific size by choosing the relevant Find options. You can search for messages, contacts, or tasks based on specific search criteria by clicking Find.You can click AutoArchive to automatically move old items to the Archive Folders.You can also delete the duplicate records of items in your mailbox by clicking Delete INCLUDEPICTURE "" \* MERGEFORMATINET When you want to remove the items in the Deleted Items folder, you can select Empty Deleted Items Folder on the Cleanup Tools menu.Alternatively, you can right-click the Deleted Items folder and choose Empty Folder. INCLUDEPICTURE "" \* MERGEFORMATINET You can move the old items to the Archive Folders by selecting Archive on the Cleanup Tools menu. In the Archive dialog box, from the list of folders in your mailbox, choose the folder you want to archive. You can choose a specific date in the Archive items older than field to archive the items received or created before the date.You can also choose to archive the items with the status Do not AutoArchive. You can retain the default archive file or specify a new file by clicking Browse.If you want to apply the AutoArchive settings for all folders, in the Archive dialog box, you can select the first option—Archive all folders according to their AutoArchive settings INCLUDEPICTURE "" \* MERGEFORMATINET Lab: Creating a Nonstandard E-Mail MessageTask 1: Creating a Quick StepIn this task, you will create a Quick Step to create a new e-mail message in Outlook 2010.To start Outlook 2010, click Start, point to All Programs, click Microsoft Office, and then click Microsoft Outlook 2010.To create a Quick Step, in the Mail view, on the Home tab, in the Quick Steps group, in the Quick Steps gallery, click the More button; point to New Quick Step, and then click New E-mail To.To specify a name for the Quick Step, in the First Time Setup dialog box, in the Name box, type the required name, and then click Finish. The Quick Step that you created now appears in the Quick Steps gallery.NoteYou can also specify the e-mail addresses of recipients in the To box to address the message to specific recipients.Task 2: Creating a Nonstandard Message In this task, you will create a nonstandard message by using a Quick Step, specify the message content format, and then insert and format a SmartArt graphic in the message.To create a message by using Quick Step, in the Mail view, on the Home tab, in the Quick Steps group, click New e-mail to:.To specify the recipient's e-mail address, in the message window, in the To box, type the required e-mail address. To specify the subject of the message, in the Subject box, type the required subject.To change the format of the message, on the Format Text tab, in the Format group, click Rich Text.NoteNotice that if you select the message format as Plain Text, on the Insert tab, the commands in Illustrations group are disabled.To specify the message, on the Message tab, in the message body, type the required message.To insert a SmartArt graphic in the message, on the Insert tab, in the Illustrations group, click Insert SmartArt Graphic.To insert a SmartArt graphic, in the Choose a SmartArt Graphic dialog box, select the required SmartArt graphic, and then click OK.To format the SmartArt graphic, in the message body, in the SmartArt graphic, click the required part of the graphic and edit it.To change the color scheme of the SmartArt graphic, on the SmartArt Tools Design tab, in the SmartArt Styles group, click Change Colors, and then click the required colors.To change the shape style of the SmartArt graphic, on the SmartArt Tools Format tab, in the Shape Styles group, select the required style.Task 3: Saving Message Content as a Quick PartIn this task, you will save the selected message content as a Quick Part and send it to the required recipients.To create a Quick Part, in the message body, select the required content of the message.To save the selected content as a Quick Part, on the Insert tab, in the Text group, click Quick Parts, and then in the Quick Parts gallery, select Save Selection to Quick Part Gallery.To specify the name of the Quick Part, in the Create New Building Block dialog box, in the Name box, type the required name and then click OK.NoteAfter you save the selected content as a Quick Part, the Quick Part appears in the Quick Part gallery.To send the message, in the message header, click Send.To exit Outlook 2010, on the title bar, click the Close button.Lesson ObjectivesAfter completing this lesson, you will be able to:Manage Outlook item tags.Work with contacts and Contact Groups.Customize the Calendar view.Manage meeting requests.Customize the To-Do Bar.Managing Outlook Item TagsWhen you receive an e-mail message, you can apply a flag to the message as a visual reminder that can help you remember to follow up on the message. To apply a flag to a message, select the message in the Mail view, and click Follow Up in the Tags group on the Home tab. Then in the Follow Up list, choose an option such as Today, Tomorrow, or Next Week. In the message list, a flag appears for the selected message. You can also view the details of the follow up. After your follow up on the message is complete, you can mark the item as complete by clicking the flag. The flag changes indicating that the follow up is complete. Alternatively, you can choose the Mark Complete option from the Follow Up list. You can also clear a flag by using the Clear Flag option.You can also use the Categorize option in Outlook 2010 to categorize related items based on a color category so you can quickly organize and track the items. Select the message or multiple messages that you want to assign a color category to, and then in the Mail view, on the Home tab, click Categorize. You can select from the default list of color categories. The item is assigned the selected color category.When you select All Categories, by using the options in the Color Categories dialog box, you can create, rename, or delete a color category. You can also edit an existing category. You can change the color of a color category by selecting a color from the color options available. You can also specify a shortcut key for a color category. To create a color category, click New, and in the Add New Category dialog box, specify a name for the category, a color, and shortcut key if needed; and then click OK.Working with ContactsIn the Contacts view, your saved contacts are displayed in?the Business Card view by default. You can customize the Business Card view to suit your needs.You can change the business card settings, such as font or size of the card. On the View tab, click View Settings, and in the Advanced View Settings: Business Card dialog box, click Other Settings. You can change the font and its formatting by using the Font option in the Format Business Card View dialog box. You can also change the card size by providing the percentage of size you want to change, in the Card size % box.You can forward a contact record to share contact information with others. Click Forward Contact in the Share group on the Home tab. You can forward the contact as a business card, an Outlook contact, or as a text message by using the options in the Forward Contact list.In the Contacts view, you can assign a task to a selected contact by using the Assign Task option. Select a contact to whom you want to assign the task, click More in the Communicate group on the Home tab, and then select Assign Task. A task window opens and displays the e-mail address of the selected contact in the To box by default. You can specify the subject, start and due date, status and priority for the task, and completion percentage of the task. You can also keep an updated copy of the task in your Tasks list and receive a status report when the task is complete. After you specify the task details, you can click Send to assign the task to the selected contact.Working with Contact GroupsIf you have existing Contact Groups in your Contacts folder in Outlook 2010, you can use various options to manage and communicate with the Contact Groups. In the Contacts view, you need to select the required Contact Group and double-click it to open the contact group window. The following table describes the groups on the Contact Group tab in the contact group window in Outlook 2010.ActionsIf you have edited the Contact Group information, you can save the information and close the contact group window by clicking Save & Close in the Actions group. Click Delete Group in the Actions group to delete the Contact Group. Only the Contact Group is deleted from your Contacts record. The individual contacts remain unchanged, even if the Contact Group is deleted.You can also forward the information about the Contact Group to others by clicking Forward Group. INCLUDEPICTURE "" \* MERGEFORMATINET MembersYou can manage the members of the Contact Group by using the following commands in the Members group:Add Members. Choose from the Add Members list to add members to the Contact Group from your Outlook 2010 contacts or from an Address Book. You can also specify e-mail addresses of new contacts.Remove Member. Use this command to remove selected members from the Contact Group.Update Now. If you have added any members from an address book, you can click Update Now to automatically update the current information of the contacts from the address book. INCLUDEPICTURE "" \* MERGEFORMATINET CommunicateYou can easily communicate with your Contact Group members by sending an e-mail message or a meeting request addressed to the Contact Group. By clicking E-mail in the Communicate group, you can create a message addressed to the Contact Group, include your message, and send it to the group.By using the Meeting command?in the Communicate group, you can create a meeting request to invite all or selected members of the Contact Group. Specify the subject, location, start and end time in the meeting window, and then send the meeting request to the Contact Group. INCLUDEPICTURE "" \* MERGEFORMATINET Customizing the Calendar ViewThe Calendar view displays your schedule—you can view meetings, appointments, or tasks scheduled to occur during a particular day, week, or month. You can customize the Calendar view to suit your preferences.Time ScaleYou can view your daily schedule and the details of Calendar items on the basis of specific minutes. In the Arrangement group, click Time Scale. By default, the Time Scale is set to 30 minutes. In the Time Scale list, you can choose a time span ranging from 5 minutes to 60 minutes to set the current view accordingly. You can also change the time zone by selecting Change Time Zone in the Time Scale list.ColorYou can change the background color of your Calendar by using the Color option in the Color group on the View tab. In the Color gallery, you can select a color to apply to the Calendar. When you use Schedule View to compare different calendars in your Outlook 2010, you can apply different colors to the calendars to help distinguish them.Daily Task ListThe Daily Task List option helps you view or hide the list of tasks for the day. On the View tab, in the Layout group, click Daily Task List. You can display, minimize, or hide the task list by choosing Normal, Minimized, or Off, respectively. By default, the task list is arranged by due date. You can use the Arrange By option to arrange your tasks by start date, due date, or completed tasks.Reminders WindowYou can view the reminders for your meetings, appointments, tasks, and other items. Click Window on the View tab, and then click Reminders Window to view the reminders window. The reminders window also appears automatically when a scheduled reminder is set. You can view all your reminders in a single reminders window. Open an item to view the details, or dismiss the item to remove it from the reminders list. You can also dismiss all the reminders at once by clicking Dismiss All. By default, the reminder time is set to 10 minutes. You can choose when you want to be reminded again for the selected item by specifying the snooze time and clicking Snooze.Managing Meeting RequestsTranscriptYou can organize a meeting in Outlook 2010 after checking the availability of the attendees for a particular date and time based on their calendar. You can provide a brief description of the meeting as the subject of the meeting. You can also specify details about the meeting such as the agenda or the purpose of the meeting in the message body.The Scheduling Assistant helps you choose a suitable time for your meeting when all the attendees and required resources are available.You need to add attendees to your meeting request.You can specify the address book from which you want to add attendees and resources for the meeting.You can select and add attendees, and specify whether they are required or optional attendees. Let’s say you want that David Jaffe, Lori Penor, and Sydney Higa must attend the meeting so you can add them as required attendees.? You can add attendees as optional when their attendance is preferable but not mandatory. Let’s say you want Dan Park to attend the meeting. You can add him as an optional attendee. You can also specify meeting rooms and meeting resources such as equipment or some specific hardware. After you have selected all the attendees and resources for the meeting, you can return to the Scheduling Assistant page to select a suitable time. You can view the list of attendees you added in the All Attendees list and their availability in the free/busy grid and the resources for the meeting.You can specify the start date and time for the meeting. When you specify the start date of the meeting, the end date is automatically set same as the start date.Now specify the start time for the meeting.By default, the end time is set 30 minutes after the start time.You can change the end time if required. When you create a meeting request, you can specify if you want to receive responses, including new time proposals, to your request from the attendees.By default, the options for responses are selected. You can choose to block any responses.Now that you have specified the attendees, time, resources, and other meeting options, you can send the meeting request.In this demonstration, you have seen how to create a meeting request by using the Scheduling Assistant, and send the request to multiple attendees.Demonstrated ProcedureTo specify the subject and message, in the meeting window, ensure that you type the required details in the Subject box and the message body.To choose attendees and a suitable meeting time by using the Scheduling Assistant, on the Meeting tab, in the Show group, click Scheduling Assistant.To add attendees to the meeting request, on the scheduling page, click Add Attendees.To add the required attendees and resources from the address book, in the Select Attendees and Resources: Global Address List dialog box, in the Address Book list, select the required address book.To add the required attendees, in the Select Attendees and Resources: Global Address List dialog box, in the attendees and resources list, select the first required name, and then select the other required names by holding down the CTRL key, and then click Required.To add an optional attendee, in the Select Attendees and Resources: Global Address List dialog box, in the attendees and resources list, select the required name, and then click Optional.To add meeting resources, in the Select Attendees and Resources dialog box, in the attendees and resources list, select the first required resource, and then select the other required resources by holding down the CTRL key, and then click Resources.To complete the task of adding attendees and resources, in the Select Attendees and Resources dialog box, click OK.To specify the start date for the meeting, on the scheduling page, in Start time, click the date arrow, and from the calendar, select the required date.To specify the start time, in Start time, click the time arrow, and from the time list, select the required time.To specify the end time, in End time, click the time arrow, and from the time list, select a suitable time.To block responses, on the Meeting tab, in the Attendees group, click Response Options, and then clear the required option.To send the meeting request, on the scheduling page, click Send.Customizing the To-Do BarThe To-Do Bar displays all the events, appointments, meetings, and tasks scheduled for the current day. You can customize the To-Do Bar to suit your needs.In the Mail view, on the View tab, in the Layout group, you can click To-Do Bar and view the customization options. By default, the To-Do Bar contains Date Navigator, which displays a monthly view in the calendar format, Appointments, and Task List. In the To-Do Bar list, you can choose to hide any of these options.Click Options in the To-Do Bar list to specify the To-Do Bar display options. In the To-Do Bar Options dialog box, all options are selected by default. You can specify the number of month rows to be displayed, and you can also choose to hide all day events and details of private items.If you have numerous tasks in the task list on the To-Do Bar, you can drag the task list up to view more tasks.Managing Contacts and SchedulesLab: Planning a MeetingTask 1: Creating a Contact GroupIn this task, you will create a contact group.To display the Contacts view, in the Navigation Pane, click Contacts.To create a contact group, on the Home tab, in the New group, click New Contact Group.To specify the name for the contact group, in the Untitled - Contact Group window, in the Name box, type the required name.To add members to the contact group, in the Members group, click Add Members, and in the Add Members gallery, click From Outlook Contacts.NoteYou can also add members from an address book, or you can add a new e-mail contact.To select the members, in the Select Members: Contacts dialog box, select a member; to select more than one member, hold down the CTRL key, select the required members, release the CTRL key, click Members, and then click OK.To save the contact group, in the Actions group, click Save & Close.Task 2: Creating a Meeting Request In this task, you will create a meeting request for a contact group, block new time proposals, set the priority of the meeting, and then categorize and send the meeting request. To create a meeting request for the contact group, in the Contacts view, select the required contact group; on the Home tab, in the Communicate group, click Meeting.NoteNotice that the selected contact group is displayed in the To box in the meeting request window.To specify the subject of the meeting, in the Subject box, type the required subject.To specify the location of the meeting, in the Location box, type the required location.To specify the start date of the meeting, in Start time, click the date arrow, and then in the calendar, select the required date.NoteNotice that after you set the start date of the meeting, the end date is automatically set as the start date. You can also change the end date by clicking the date arrow in End time.To specify the start time of the meeting, in Start time, click the time arrow, and then in the time list, select the required time.NoteNotice that after you set the start time of the meeting, the end time is automatically set to 30 minutes after the start time. You can also choose a different end time by selecting from the time list in End time.To add a description of the meeting, in the message body, type the required message.To open the Scheduling Assistant, on the Meeting tab, in the Show group, click Scheduling Assistant.To view the meeting response options, on the Scheduling page, in the Attendees group, click Response Options.To block new time proposals, in the Response Options list, clear Allow New Time Proposals.To set the importance of the meeting, in the Tags group, click the High Importance option.To assign a category to the meeting request, in the Tags group, click Categorize, and in the Categorize gallery, select the required category.NoteIf you assign a category for the first time, you can rename the category and assign a different color in the Rename Category dialog box.To send the meeting request to the contact group, click Send.Task 3: Viewing the Meeting Request in the Calendar viewIn this task, you will view the meeting request addressed to the contact group in the Calendar view.To open the Calendar view, in the Navigation Pane, click Calendar.To change the default view of the Calendar to the weekly view, on the Home tab, in the Arrange group, click Week. The meeting request appears in the current date column.To exit Outlook 2010, on the title bar, click the Close button.GlossaryBCGQR.BBackstage viewA view that replaces the Microsoft Office Button that appeared in previous versions of Office. .CContact GroupA collection of contacts..GgalleryA set of thumbnails that show visually the effect of each option.groupA set of buttons on a tab that all relate to the same type of object or task..QQuick PartA new feature in Outlook 2010 that helps you add the frequently used content in messages. ................
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