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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.
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
Unit 2: Writing and Sending Messages
Lesson 2-1: Adding an Address to the Address Book
Lesson 2-2: Editing and Deleting Addresses
Unit 3: Receiving Messages
Lesson 3-1: Understanding the Inbox
Lesson 3-2: Reading Messages
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
Unit 5: Making Appointments
Lesson 5-1: Scheduling Appointments
Unit 6: Managing Appointments
Lesson 6-1: Modifying Appointments
Unit 7: Tracking Tasks
Lesson 7-1: Recording a Task
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
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
Appendix B: Using the CD-ROM
Putting the CD Files on Your Hard Drive
Objectives for This Unit
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.
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:
To start Outlook and begin the tour follow these steps:
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.
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:
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.
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:
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:
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:
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.
You move to the Messages with AutoPreview view of the Inbox folder. Note the different options in the menu bar and the toolbar.
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.
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.
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.
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.
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.
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.
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:
Now, without further ado, we are pleased to present the Mail window, up close and personal:
The Mail shortcuts appear with a shortcut for each of the basic mail folders.
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.
Although the Information Viewer remains empty, notice that the view has changed and the last column heading has changed from Received to Sent.
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.
Take this fun quiz to see how much you've learned in Unit 1. You can find the answers in Appendix A.
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?
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?
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.
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.
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.