Dummies 101: MS Outlook 97 for Windows (with CD-ROM)

Overview

Although venerable Microsoft Office members Word, Excel, and Access all sport nifty new features in the 97 version of the suite, a whole new program, Outlook 97, has most to offer and most to get used to. Not to worry: Dummies 101: Microsoft Outlook 97 For Windows makes learning this breakthrough scheduling, personal information manager, and communications program an easy, step-by-step process. Thanks to quick lessons crafted by authors Kathy Ivens and Thomas E. Barich, you can ...
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Overview

Although venerable Microsoft Office members Word, Excel, and Access all sport nifty new features in the 97 version of the suite, a whole new program, Outlook 97, has most to offer and most to get used to. Not to worry: Dummies 101: Microsoft Outlook 97 For Windows makes learning this breakthrough scheduling, personal information manager, and communications program an easy, step-by-step process. Thanks to quick lessons crafted by authors Kathy Ivens and Thomas E. Barich, you can soon be using Outlook 97 to
  • Send e-mail messages over the Internet while keeping all the messages you receive organized for future reference
  • Schedule appointments, project milestones, deadlines, special events, and even vacations so that you stay on track
  • Replace the chaos of phone numbers on matchbooks, elusive business cards, and sticky notes with an efficient contact management tool
  • Establish a paper trail for contracts and projects without encumbering yourself with time-gobbling overhead
  • Link Outlook information to other relevant Office documents for instant access and less redundancy

Plus, Dummies 101: Microsoft Outlook 97 For Windows comes complete with a companion CD-ROM containing software to access the Internet through AT&T WorldNet Service, Microsoft Internet Explorer for Windows 95 Web browser, the WinZip file compression program, and sample exercise files to use as you work through the lessons.

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Product Details

  • ISBN-13: 9780764501654
  • Publisher: Wiley, John & Sons, Incorporated
  • Publication date: 5/1/1997
  • Series: Dummies 101 Series
  • Pages: 272
  • Product dimensions: 8.43 (w) x 9.94 (h) x 0.82 (d)

Table of Contents

Introduction

Who Are You?
Using This Book
How the Book Is Organized
Part I: Working with E-Mail
Part II: Staying on Schedule
Part III: Managing Your Contacts
Part IV: Appendixes
Icons Used in This Book
Using the Dummies 101 CD-ROM
After installing the files . . .
What's Next?
Part I: Working with E-Mail

Unit 1: Touring Outlook 97 and the Mail Window
Lesson 1-1: Starting Outlook from the Desktop
Lesson 1-2: Getting around in Outlook
Lesson 1-3: Navigating the Mail Window

Recess
Unit 1 Quiz
Unit 1 Exercise

Unit 2: Writing and Sending Messages
Lesson 2-1: Adding an Address to the Address Book
Lesson 2-2: Editing and Deleting Addresses

Editing e-mail addresses
Deleting e-mail addresses
Lesson 2-3: Creating Groups of Recipients
Lesson 2-4: Composing and Sending an E-Mail Message
Recess
Lesson 2-5: Formatting an E-Mail Message
Lesson 2-6: Creating an AutoSignature
Lesson 2-7: Attaching a File to an E-Mail Message
Lesson 2-8: Setting Message Options
Unit 2 Quiz
Unit 2 Exercise

Unit 3: Receiving Messages
Lesson 3-1: Understanding the Inbox
Lesson 3-2: Reading Messages

Reading, marking, and deleting messages
Handling attachments
Lesson 3-3: Responding to Messages
Replying to the sender
Replying to everyone
Forwarding a message
Lesson 3-4: Printing Messages
Printing from the message listing
Previewing and adjusting the print job
Recess
Unit 3 Quiz
Unit 3 Exercise

Unit 4: Organizing Your E-Mail
Lesson 4-1: Using the Folder List
Lesson 4-2: Creating Folders
Lesson 4-3: Using Folders to Store E-Mail

Moving messages from the Inbox into folders
Moving messages between folders
Moving messages quickly
Lesson 4-4: Sorting E-Mail
Lesson 4-5: Viewing Messages that Match Criteria
Lesson 4-6: Grouping Messages
Recess
Unit 4 Quiz
Unit 4 Exercise
Part I Review
Unit 1 Summary
Unit 2 Summary
Unit 3 Summary
Unit 4 Summary
Part I Test
Part I Lab Assignment
Step 1: Composing a message
Step 2: Formatting the message
Step 3: Sending the message
Part II: Staying on Schedule

Unit 5: Making Appointments
Lesson 5-1: Scheduling Appointments

Using the Daily Calendar and setting reminders
Lesson 5-2: Refining Your Reminders
Setting the default reminder time
Turning one reminder off
Turning reminders off and on
Responding to reminders
Lesson 5-3: Entering Recurring Appointments
Editing Recurring Appointments
Recess
Lesson 5-4: Creating an Event
Lesson 5-5: Setting Up a Meeting
Lesson 5-6: Viewing Appointments
Using the Day/Week/Month view
Other Calendar views
Unit 5 Quiz
Unit 5 Exercise

Unit 6: Managing Appointments
Lesson 6-1: Modifying Appointments

Changing the date
Adding an attachment
Deleting an appointment or an event
Retrieving deleted appointments
Recess
Lesson 6-2: Editing Appointments with Drag and Drop
Changing the date, time, and length of an appointment
Creating other Outlook items from an appointment
Deleting an appointment
Lesson 6-3: Archiving Appointments
Retrieving archived items
Lesson 6-4: Printing the Calendar
Unit 6 Quiz
Unit 6 Exercise

Unit 7: Tracking Tasks
Lesson 7-1: Recording a Task

Entering a task in the Task window
Entering a task in the Calendar window
Lesson 7-2: Entering Details About a Task
Lesson 7-3: Creating a Recurring Task
Lesson 7-4: Editing Tasks
Lesson 7-5: Changing Recurring Tasks
Changing the recurrence information
Canceling future recurrences
Skipping an occurrence
Lesson 7-6: Charting the Progress of a Task
Recess
Lesson 7-7: Tracking Tasks as Projects
Creating a category
Copying a task
Lesson 7-8: Sorting Tasks
Sorting with the Current view box
Adding columns
Changing the width of a column
Sorting the task list
Lesson 7-9: Printing Task Reports
Lesson 7-10: Handling Task Housekeeping
Recess
Unit 7 Quiz
Unit 7 Exercise
Part II Review
Unit 5 Summary
Unit 6 Summary
Unit 7 Summary
Part II Test
Part II Lab Assignment
Step 1: Assigning the Secret Project tasks to task leaders
Step 2: Setting up meetings with task leaders
Step 3: Confirming assignments and appointments by e-mail
Step 4: Adding more tasks
Part III: Managing Your Contacts

Unit 8: Setting Up the Contacts Database
Lesson 8-1: Entering Contacts
Lesson 8-2: Entering Repetitive Contact Information
Lesson 8-3: Entering Detailed Contact Information
Lesson 8-4: Setting Journal Options
Lesson 8-5: Creating a Contact from an E-Mail

Recess
Lesson 8-6: Importing Your Personal Address Book
Lesson 8-7: Importing a Contact List from Another Program
Lesson 8-8: Customizing the Address Cards View
Unit 8 Quiz
Unit 8 Exercise

Unit 9: Using the Contact List
Lesson 9-1: Viewing Contacts
Lesson 9-2: Modifying Contacts Table Views
Lesson 9-3: Doing Real Work from the Contacts Database
Lesson 9-4: Recording Automatic Journal Entries

Recess
Lesson 9-5: Recording Manual Journal Entries
Entering documents in the journal
Entering other Outlook items in the journal
Lesson 9-6: Deleting and Restoring Journal Entries
Lesson 9-7: Filtering the Contacts Database
Lesson 9-8: Printing Contacts
Lesson 9-9: Creating an Outlook Address Book
Lesson 9-10: Using Word Mail Merge with the Contacts Database
Unit 9 Quiz
Unit 9 Exercises
Part III Review
Unit 8 Summary
Unit 9 Summary
Part III Test
Part III Lab Assignment
Step 1: Adding Attila's brother, Bleda the Hun, to your Contacts database
Step 2: Setting the journal options for Bleda the Hun
Step 3: Recording journal entries for Bleda
Step 4: Creating an e-mail from the contact form
Part IV: Appendixes
Appendix A: Answers to the Quizzes and Tests
Unit 1 Quiz Answers
Unit 2 Quiz Answers
Unit 3 Quiz Answers
Unit 4 Quiz Answers
Part I Test Answers
Unit 5 Quiz Answers
Unit 6 Quiz Answers
Unit 7 Quiz Answers
Part II Test Answers
Unit 8 Quiz Answers
Unit 9 Quiz Answers
Part III Test Answers

Appendix B: Using the CD-ROM
System Requirements
Putting the CD Files on Your Hard Drive

Using the CD
(Re)Starting the CD
Installing the exercise files
Removing the exercise files and icons
Removing programs installed from the CD
Installing the AT&T WorldNetSM Software
Installing and Using WinZip
Installing WinZip from the CD-ROM
Using WinZip
Viewing the contents of a zip file
Extracting the contents of a zip file
Registering WinZip
Index
IDG Books Worldwide, Inc., End-User License Agreement
Installation Instructions
IDG Books Worldwide Registration Card
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First Chapter

Unit 1

Touring Outlook 97 and the Mail Window

Objectives for This Unit

  • Starting Outlook from the desktop
  • Understanding basic Outlook features
  • Getting around in Outlook
  • Navigating the Mail window



Outlook can take care of all your e-mail, scheduling, contact-management needs, and more, all in one place. Outlook makes getting and staying organized easy. After you get acquainted with Outlook, you'll find that reading and writing e-mail, making appointments, and locating phone numbers and addresses when you need them is a breeze.

Opening Outlook for the first time can be a little daunting. However, after you recognize Outlook's main parts and can find your way around, you'll feel right at home. Unit 1 takes you on a tour of Outlook and familiarizes you with the program's basic features. After your whirlwind tour of Outlook, you'll take a closer look at the Mail window.

Lesson 1-1: Starting Outlook from the Desktop

Before you can wander around in Outlook, you need to get the program up and running, which is the subject of this lesson. So strap yourself in -- you're about to fire up the program!

Before you can start Outlook, you need to check that your computer has what it takes to run the program. If the following systems are go, then you can start working with Outlook:

  • Windows 95 is loaded on your machine. Outlook can't run under older versions of Windows.
  • Outlook must already be installed on your computer. The program currently comes bundled as part of the Microsoft Office 97 Suite. Therefore, if you have Office 97 on your machine, you should also have Outlook.

To start Outlook and begin the tour follow these steps:

  1. Locate the Microsoft Outlook icon on your Windows 95 Desktop.

    Outlook automatically places an Outlook icon on your desktop during installation. If you can't find the Outlook icon on your desktop, Outlook may not be installed on your computer.

    If you have other programs open that obscure the icon, reduce them to buttons on the Taskbar by clicking the Minimize button in the upper right corner of each program window.

  2. Double-click the Microsoft Outlook icon.

    If double-clicking is not your cup of tea, you can click the Microsoft Outlook icon once to highlight it, and then press the Enter key to open Outlook.

    The Microsoft Outlook 97 splash screen appears, followed by the Outlook Inbox window, as seen in Figure 1-1. Each time you load Outlook it immediately takes you to the Inbox window. The splash screen is a temporary window that flashes basic program information while the program is loading; the splash screen disappears after the program is running.

    As shown in Figure 1-2, Outlook provides you with immediate assistance in the form of the Office Assistant. The animated helpmate, which can be accessed by clicking the Office Assistant button in the toolbar, offers a variety of help options, including the following:

    • Context sensitive help: No matter where you are, click on the Outlook Assistant button in the toolbar to get help on the current window and features.

    • Outlook Wizard help: Outlook Wizards are sets of dialog boxes that walk you through a particular task, such as creating a letter or importing a file. The Office Assistant automatically provides you with help each time you start an Outlook Wizard.

    • Tips: Brief productivity hints for Outlook are available when the yellow light bulb appears in the Outlook Assistant.

    • User questions: The Outlook Assistant provides answers to questions posed by the user.

  3. Click OK in the Outlook Assistant dialog box to close the Office Assistant.

    You can prevent the Outlook Assistant from appearing each time you open Outlook by clicking Show these choices at start up to remove the check mark in front of the Office Assistant option.

Lesson 1-2: Getting around in Outlook

Outlook collects and stores individual pieces of information, such as e-mail messages, contact names and phone numbers, individual appointments, tasks, and more. To manage the information effectively, Outlook provides quick storage, easy retrieval, and flexibility in viewing all the bits and pieces that make up your hectic workday.

Outlook manages all this information with brilliant simplicity. The program creates a series of folders where it stores these various sets of data. These folders include the following:

  • Inbox folder: Stores incoming e-mail and provides the tools to create and send e-mail.
  • Calendar folder: Contains everything you need to schedule and track appointments.
  • Contacts folder: Handles all your contact information, including name, addresses, phone numbers, and more.
  • Tasks folder: Offers a turbo-powered personal to-do list.
  • Journal folder: Tracks everything from phone calls to Office 97 documents.
  • Notes folder: Features electronic sticky notes to organize every scrap of information that doesn't have a home.
  • Deleted Items folder: Retains deleted information in case you change your mind about getting rid of it.

Each folder has a different set of viewing options that allows you to manipulate and view your information in a variety of ways. The various features in the Outlook window allow you to access all of this information.

The Outlook window is well-organized and easy to use after you understand the basics. In addition to the menu bar and the toolbar, which are standard Windows 95 components, the Outlook window contains the following three unique elements:

  • The Outlook bar
  • The Information Viewer
  • The Folder list

If you need some help working with Windows 95, pick up a copy of Dummies 101®: Windows® 95, by Andy Rathbone, published by IDG Books Worldwide, Inc.

The Outlook bar, which you find on the left-hand side of the Outlook window, offers three groups of shortcuts, Outlook, Mail, and Other, which offer quick access to Outlook's main features. To the right of the Outlook bar you find the Information Viewer, a large window in which items from the selected folder are displayed. The Folder list is a drop-down list of your existing folders. You activate the Folder list by clicking the current folder name on the banner just above the Information Viewer. You can use these three items to help navigate Outlook.

To see how the Outlook bar, the Information Viewer, and the Folder list help you get around in Outlook, follow these steps:

  1. Move your mouse pointer to the Calendar shortcut in the Outlook bar and click it to move to the Outlook Calendar.

    This simple action causes many things to happen. The most obvious change is that the Information Viewer now displays the Day/Week /Month view of the Calendar folder. This view includes a daily appointment calendar, two small monthly calendars, and a TaskPad, which allows you to maintain a to-do list.

    In addition to changing the view, clicking the Calendar shortcut causes both the menu bar and the toolbar to change to reflect the options that are specific to the Calendar view.

  2. Click the Inbox shortcut in the Outlook bar to move to the Inbox.

    You move to the Messages with AutoPreview view of the Inbox folder. Note the different options in the menu bar and the toolbar.

  3. Move the mouse pointer back to the Outlook bar and click the Mail button.

    Immediately, the Mail button slides up, bringing with it the Mail shortcut group, which contains shortcuts to the main e-mail folders: Inbox, Sent Items, Outbox, and Deleted Items. Unless you have used Outlook for e-mail prior to starting this session, these e-mail folders are empty at this point. Have no fear -- as soon as you get to Unit 2, you can start filling these folders up.

  4. Click the Outlook button, which is just above the Mail button in the Outlook bar.

    Returning to the Outlook group of shortcuts gives you access to the major Outlook features. Note that even though you change shortcut groups, the Information Viewer does not change unless you click one of the shortcuts or select a different folder from the Folder list. This allows you to search through the other shortcut groups without losing your original place.

  5. Move your mouse pointer to the current folder name, which in this case is Inbox, located in the banner above the Information Viewer.

    As you move the mouse pointer over the current folder name it becomes a button. By the way, after you start working with Outlook, you may notice that the folder name you see in the banner above the Information Viewer changes depending on the last shortcut you clicked.

  6. Click the folder name/button to open the Folder list.

    A drop-down list appears with a map of all your existing folders. If the only folder you see is Personal Folders, click the small plus sign (+) to the left to expand the subfolders contained in Personal Folders. Notice that each of the shortcuts on the Outlook bar has a corresponding folder in the Folder list.

  7. Click the Tasks folder.

    Just like clicking a shortcut, clicking a folder in the Folder list immediately takes you to that folder, which in this case is Tasks. The Simple List view of the Tasks folder is opened in the Information Viewer. This lets you see all your tasks in list form, by task subject and due date.

Congratulations, you've just completed your quick tour of the main features in Outlook. Now that you've got a handle on Outlook basics, you're ready to move on to the Outlook e-mail feature.

Recess

Feel like you've been around the world and back? You have seen quite a bit already in Unit 1. Feel free to kick back, take a rest, and go out for a walk. Then come back and delve into the next lesson, which explores the Outlook Mail window.

Lesson 1-3: Navigating the Mail Window

Now that you understand the basic Outlook components, you can take a look at the Outlook e-mail feature. E-mail is by far the most popular and useful electronic communication tool available today. If you use nothing else in Outlook, you will be amply rewarded by mastering and using the Outlook e-mail feature. The basic e-mail folders included with Outlook are:

  • Inbox: Stores the messages you receive.
  • Sent Items: Stores copies of messages you've sent (great for reference at a later date).
  • Outbox: Temporarily stores messages that you have written, but have not yet sent.
  • Deleted Items: Temporarily stores messages you don't want anymore (junk e-mail, for example), but haven't yet purged from your computer forever.

Now, without further ado, we are pleased to present the Mail window, up close and personal:

  1. Click the Mail button in the Outlook bar.

    The Mail shortcuts appear with a shortcut for each of the basic mail folders.

  2. Click the Inbox shortcut to open the Inbox folder.

    Unless you have been using Outlook e-mail prior to this lesson, your Inbox should be empty. When you receive e-mail messages, you open the Inbox to read your mail. Outlook displays your messages along with relevant information, if available, in each of the columns across the top of the Information Viewer window.

  3. Click the Sent Items shortcut in the Outlook bar.

    Although the Information Viewer remains empty, notice that the view has changed and the last column heading has changed from Received to Sent.

  4. Click the Outbox and Deleted Items shortcuts in the Outlook bar.

    Don't worry if you don't understand all the buttons and gadgets in each view. We just want you to get a sneak peek at each of the windows that pops up. Make sure to notice the differences in each view -- you'll soon be working with each of these views, and it will help if you feel comfortable with them.

If you plan to march ahead into Unit 2 (after working through the Unit 1 Quiz and Exercise, of course), leave Outlook up and running.

If you plan to be away from your computer awhile, you may want to close Outlook (choose File-->Exit) and turn your computer off.

Unit 1 Quiz

Take this fun quiz to see how much you've learned in Unit 1. You can find the answers in Appendix A.

  1. How do you start Outlook?

    A. Get your next-door neighbor to help push your computer.

    B. Double-click the Outlook shortcut on the desktop.

    C. Call AAA and ask for their computer department.

    D. Click the Start button and hope for the best.

    E. I'm sorry, could you repeat the question?

  2. What is the quickest way to open a folder?

    A. With a sharp instrument.

    B. By holding both ends tightly and pulling vigorously.

    C. Click a shortcut for the folder in the Outlook bar.

    D. Close your eyes, place your hand on the computer monitor palm down, and use the Vulcan mind meld.

    E. What's wrong with opening folders slowly?

  3. What does the Information Viewer contain?

    A. The crossword puzzle from last week's New York Times.

    B. Embarrassing baby pictures of you when you first learned to ride a bike.

    C. Helpful household hints.

    D. The contents of the currently selected folder.

    E. Beats me! I can't see a thing without my glasses.

  4. Where do you store messages that you receive?

    A. In a shoebox under the bed.

    B. Don't tell me, I know they're here somewhere.

    C. In the Inbox folder.

    D. With your favorite recipes.

    E. I don't know. Nobody ever writes to me.

Unit 1 Exercise

1. Start Outlook.

2. Open the Notes folder in the Outlook bar.

3. Use the Folder list to open the Calendar folder.

4. Open the group of shortcuts named Other.

5. Live it up a little now that you're an Outlook maven.

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