Organizing and Managing E-Mail

Advanced Training for Microsoft Outlook 2002

Formatting Messages

1	To begin experimenting with the formatting that can be applied to message text, click the New Mail Message button on the Standard toolbar.
2	Click in the message area in the message window, and type Wow! Have you heard about the new account we just landed?
3	Notice that by default the text is formatted in 10-point Arial, and drag from left to right to select Wow!
4	To change the font size of the selected text, click the Font Size arrow on the Formatting toolbar and click 16 in the list.
5	To change the color of the selected text, click the Font Color arrow on the Formatting toolbar, click the red square in the color palette, and then click to the right of the sentence in the message area to see the effect of the formatting.
6	To apply a message format other than HTML to the message, click the Message Format arrow on the message form's toolbar and click Plain Text in the list.
7	When prompted to confirm that you want to change the message format to Plain Text and lose some of the formatting currently applied to the message text, click the Continue button, and notice that the text is formatted in 10-point Courier New and that none of the buttons on the Formatting toolbar are available.
8	To apply the third available message format to the active message, click the Message Format arrow on the message form's toolbar and click Rich Text in the list.
9	Notice that the text remains formatted in 10-point Courier but that the Formatting toolbar buttons are now available, and click the Close button on the title bar of the message window.
10	When prompted to keep a copy of the draft message, click No.
11	To set the default message format for all the new messages you create, click the Tools menu and click Options.
12	In the Options dialog box, click the Mail Format tab.
13	On the Mail Format tab, click the Compose in this message format arrow under Message format, click Plain Text in the list, and then click OK.
14	To confirm that the default message format for all the new messages has been set to Plain Text, click the New Mail Message button on the Standard toolbar.
15	Notice that Plain Text appears in the Message format box on the message form's toolbar, and then click the Close button on the title bar of the message window.
16	To use a specific stationery for all of the new messages you send, click the Tools menu and click Options.
17	In the Options dialog box, click the Mail Format tab.
18	On the Mail Format tab, click the Use this stationery by default arrow under Stationery and Fonts, click Clear Day in the list, and then click OK.
19	To create a message that uses the Clear Day stationery, click the New Mail Message button on the Standard toolbar.
20	To start entering the message text, click in the message area and type Bring your family and come to.
21	To apply a theme to the message and have it replace the currently applied stationery, click the Format menu and click Theme.
22	In the Theme dialog box, click Artsy in the Choose a Theme box, and notice that a preview of the selected theme appears in the Sample of theme Artsy box.
23	To select a different theme, click below the scroll box on the scroll bar in the Choose a Theme box, click Industrial in the list, and then click OK.
24	To continue entering message text, press the ENTER key and type the Lakewood Mountains Resort Sales Team Picnic.
25	To save a copy of this message in the Drafts folder so that you can continue working on it later, click the Save button on the Standard toolbar and click the Close button on the title bar of the message window.

Filtering Messages

1	To begin filtering the contents of your Inbox, on the Standard toolbar, click the Organize button.
2	To filter for messages using views, click Using Views, and then in the upper right corner of the Organize pane, click the Customize Current View button.
3	To filter for messages that contain certain words, in the View Summary dialog box, click the Filter button.
4	In the Filter dialog box, in the Search for the word(s) box, type Contoso.
5	To have the filter search both the subject field and message body text, click the In arrow, click Subject field and message body, and then click OK.
6	To apply the filter, in the View Summary dialog box, click OK.
7	Notice that only messages that contain the word Contoso display in the Inbox. To remove the filter, in the upper-right corner of the Organize pane, click Customize Current View.
8	In the View Summary dialog box, click the Filter button.
9	In the lower-right corner of the Filter dialog box, click the Clear All button, and then click OK.
10	To apply your changes, in the View Summary dialog box, click OK.

Managing Messages With Color

1	To begin color-coding messages in your Inbox, click the Tools menu and then click Organize.
2	In the Ways to Organize Inbox pane, click Using Colors.
3	To locate a message from Chris Hill, so you can color-code all messages from this sender, click once below the scroll box in the scroll bar.
4	To select one of the messages you want to color-code, click the Contoso Ltd. Account message from Chris Hill.
5	To apply a specific color to all messages from Chris Hill, click the arrow to the right of the third Color messages box, click Fuchsia, and then click Apply Color.
6	To scroll to see the color-coded messages, click twice below the scroll box in the scroll bar.
7	To begin creating a more complex rule for formatting messages from Chris Hill, in the top-right corner of the Ways to Organize Inbox pane, click Automatic Formatting.
8	To select the rule that you want to revise, in the Automatic Formatting dialog box, in the Rules for this view list, click Mail Received from Chris Hill.
9	To change the font style and size for this rule, in the Automatic Formatting dialog box, click the Font button.
10	To change the font style, in the Font dialog box, under Font style, click Bold.
11	To change the font size, in the Font dialog box, under Size, click 12, and then click OK.
12	To apply the revised rule, in the Automatic Formatting dialog box, click OK.
13	To view messages with the rule applied, click once below the scroll box in the scroll bar.
14	To begin removing the color-coding for messages from Chris Hill, in the Ways to Organize Inbox pane, click the Automatic Formatting button.
15	To remove the color-coding and delete the rule for messages from Chris Hill, in the Automatic Formatting dialog box, in the Rules for this view list, click Mail recieved from Chris Hill, and then click the Delete button.
16	To apply your changes, click OK.

Using Personal Folders

1	To start creating a Personal Folder file, click the Tools menu and click Options.
2	In the Options dialog box, click the Mail Setup tab.
3	On the Mail Setup tab, click the Data Files button under Data Files.
4	In the Outlook Data Files dialog box, click the Add button.
5	In the New Outlook Data File dialog box, make sure that Personal Folders File (.pst) is selected in the Types of storage box and click OK.
6	In the Create or Open Outlook Data File dialog box, type Personal.pst in the File name box and click OK.
7	In the Create Microsoft Personal Folders dialog box, type JeffP in the Name box and click OK.
8	Notice that the new Personal Folders file appears in the Outlook Data Files dialog box, and click the Close button.
9	To close the Options dialog box, click OK.
10	To display the contents of the new Personal Folders file, double-click the JeffP folder in the Folder List.
11	Notice that, by default, the JeffP folder contains a Deleted Items folder, and click the Inbox folder in the Folder List.
12	To move a file currently stored in the Inbox to a different folder, click the RE: Introduction message from Mandy Vance, hold down the left mouse button, drag the message to the Personal folder, and then release the left mouse button.
13	To move the Personal folder and its contents to the JeffP folder, click the Personal folder in the Folder List, click the Edit menu, and then click Move to Folder.
14	In the Move Items dialog box, click the JeffP folder in the Move the selected items to the folder list box and click OK.
15	Notice that the Personal folder now appears as a subfolder of the JeffP folder, and click the Personal folder in the Folder List to display its contents.

Creating and Editing Contact Information

1	To open the Contacts folder, on the Outlook Bar, click Contacts.
2	To begin creating a new contact, on the Standard toolbar, click the New Contact button.
3	To enter the name of the new contact, in the Contact window in the Full Name box, type John Wood.
4	To specify John's job title, press the TAB key, and in the Job title box, type Sales.
5	To enter the name of John's company, press the TAB key, and in the Company box, type Lakewood.
6	To enter the business telephone number, click in the Business box, and type 5555551234 and press ENTER.
7	To enter John's address, click in the Address box, type 4567 Main St, press ENTER, and type Shasta, CA 10111.
8	To enter the e-mail address of the contact, click in the E-mail box, and type johnw@lakewoodmountains.com.
9	To save the new contact, at the top of the Contact form, click the Save and Close button.
10	To begin editing a contact, in the Contacts folder, double-click Chris Hill.
11	In the open Contact form, click in the Job title box, and type Sales Director.
12	To create multiple contacts from the same company, click the Actions menu, and then click New Contact from Same Company.
13	In the Contact form, in the Full Name box, type Megan Sherman.
14	To view additional information fields available on the Contact form, click the Details tab.
15	To save and close this contact without entering any additional details, click Save and Close.
16	To close the Chris Hill contact, click Save and Close again.