Using Outlook with Other Programs

Advanced Training for Microsoft Outlook 2002

Importing Information into Outlook

1	To begin importing a contact from a vCard file into Outlook, click the File menu, and then click Import and Export...
2	In the Import and Export Wizard, in the Choose an action to perform list, click Import a VCARD file (.vcf), and then click Next.
3	To finish importing a vCard file, in the VCARD File dialog box, double-click the Lakewood Mountains Resort folder, notice that the MargieS vCard file is already selected, and then click Open.
4	To begin importing contacts from a Personal Folders File, click the File menu, and click Import and Export…
5	In the Import and Export Wizard, in the Choose an action to perform list, notice that Import from another program or file is selected, and click Next.
6	To see additional file types you can import, on the Import a File page of the wizard, in the Select file type to import from list, click once below the scroll box on the list scroll bar.
7	To import information from a Personal Folders file, in the Select file type to import from list, click Personal Folders File (.pst), and then click Next.
8	To locate the Personal Folders File you want to import contacts from, on the Import Personal Folders page of the wizard, click Browse...
9	In the Open Personal Folders dialog box, in the Places Bar on the left, click My Documents, and then, in the folder list, double-click the Lakewood Mountains Resort folder.
10	To import contacts from the NewContacts.pst file, notice that this file is already selected, and click Open.
11	To import only those contacts that are not already present in your Contacts folder, on the Import Personal Folders page of the wizard, in the Options section, click Do not import duplicates, and then click Next.
12	To select the folder to be imported from within the NewContacts.pst file, in the Select the folder to import from list, click Contacts.
13	To import the contents of the selected folder into your Outlook Contacts, click Import items into the current folder, and click Finish.
14	Notice that contact information for Karen Berg and Andy Teal has been added to your Contacts folder. To view your Calendar before you begin importing schedule information, on the Outlook Bar on the left, click Calendar.
15	To begin importing appointments from an Excel file, click the File menu, and then click Import and Export…
16	In the Import and Export Wizard, in the Choose an action to perform list, notice that Import from another program or file is selected, and click Next.
17	To view additional file types to import, on the Import a File page of the wizard, in the Select file type to import from list, click once below the scroll box on the list scroll bar.
18	To import information from an Excel spreadsheet, in the Select file type to import from list, click Microsoft Excel, and then click Next.
19	To locate the Excel file you want to import appointments from, in the Import a File page, click Browse...
20	In the Browse dialog box, in the Lakewood Mountains Resort folder, notice that the Calendar file is already selected, and click OK.
21	To replace existing appointments with those in the Excel file, on the Import a File page of the wizard, in the Options section, click Replace duplicates with items imported, and then click Next.
22	To import the items into your Calendar, in the Select destination folder list, notice that the Calendar folder is already selected, and click Next.
23	To finish importing information from Excel, on the Import a File page of the wizard, click Finish.

Using Outlook Data in Other Programs

1	To begin exporting contact information to a vCard file, double-click the contact entry for Andy Teal.
2	In the Andy Teal – Contact form, click the File menu, and then click Export to vCard file...
3	To save the vCard file to your desktop, in the VCARD File dialog box, on the Places Bar on the left, click Desktop, and then click Save.
4	To close the Andy Teal – Contact form, click Save and Close.
5	To view your Calendar before you begin exporting schedule information, on the Outlook Bar, click Calendar.
6	To begin exporting your schedule to an Excel file, click the File menu, and then click Import and Export…
7	In the Import and Export Wizard, in the Choose an action to perform list, click Export to a file, and then click Next.
8	To choose the type of file to export to, on the Export to a File page of the wizard, in the Create a file of type list, click Microsoft Excel, and then click Next.
9	To confirm that you want to export your Calendar, in the Select folder to export from list, notice that Calendar is already selected, and click Next.
10	To specify a location for the Excel file, click Browse...
11	To store this file in a folder with other company information, in the Browse dialog box, double-click the Lakewood Mountains Resort folder.
12	To name the Excel file, in the Browse dialog box, click in the File name box, type CalendarNew, and click OK.
13	To finish exporting appointments from your Calendar to Excel, click Next, and then, on the final page of the wizard, click Finish.
14	To set the range of dates to be exported to the Excel file, in the first box of the Set Date Range dialog box, type 5/20/03.
15	To complete the export, in the Set Date Range dialog box, click OK.
16	To locate the CalendarNew Excel file, click the Windows Start menu, and then click My Documents.
17	In the My Documents folder, double-click the Lakewood Mountains Resort folder.
18	To view the contents of the CalendarNew Excel file, double-click CalendarNew.
19	To return to Outlook, on the Windows taskbar, click Calendar – Microsoft Outlook.
20	To display the messages in your Inbox, on the Outlook Bar, click Inbox.
21	To begin exporting your Inbox as a Personal Folders File, click the File menu, and then click Import and Export…
22	In the Import and Export Wizard, in the Choose an action to perform list, click Export to a file, and then click Next.
23	In the Export to a File page, in the Create a file of type list, click Personal Folder File (.pst), and then click Next.
24	To select Inbox as the folder to export, in the Export Personal Folders page, in the Select the folder to export from list, notice that Inbox is selected, and then click Next.
25	To specify a location to save your Inbox Personal Folders File, click Browse...
26	In the Open Personal Folders dialog box, on the Places Bar on the left, click My Documents, and then double-click the Lakewood Mountains Resort folder.
27	To save this file with a new name, double-click to select the text in the File name box, type JPInbox, and then click OK.
28	To complete the export, click Finish.
29	In the Create Microsoft Personal Folders dialog box, in the Name box, type backup, and then click OK.

Creating and Using Forms

1	To begin designing an Outlook form, click the Tools menu, point to Forms, and then click Design a Form…
2	In the Design Form dialog box, in the list of forms, click Message, and then click Open.
3	To begin filling in fields in the Message form, click the To box once to select it, click it again to place the insertion point, and then type payroll@.
4	To create a new field to record the number of hours worked, in the Field Chooser dialog box, click New...
5	To name the new field, in the New Field dialog box, in the Name box, type Hours.
6	To set the Hours field to accept numbers only, click the arrow to the right of the Type box, and then click Number.
7	To set the comma and decimal format for numbers in the Hours field, click the arrow to the right of the Format box, click 2 Decimal: 1,234.57 -1,234.57, and then click OK.
8	To place the Hours field in the Message form, in the Field Chooser dialog box, point to the Hours field, hold down the mouse button, drag the Hours field up, to the right end of the Subject box, and release the mouse button.
9	To view the form's layout as it will appear when completed and sent to a recipient, on the Formatting toolbar, click Edit Read Page.
10	Notice that, on the Read page, the fields in the header appear as read-only, and the Hours field is missing. To add the Hours field, in the Field Chooser dialog box, point to Hours, hold down the mouse button, drag it to the right end of the Subject box, and release the mouse button.
11	To begin modifying the Hours field's properties on the Read page, on the shortcut menu, click Properties.
12	To remove the 3-D formatting from the Hours box, in the Properties dialog box, in the Settings section, click the Sunken check box to clear it.
13	To prevent users from modifying the Hours field, click the Read only check box to insert a check mark, and then click OK.
14	To begin publishing the form, click the Tools menu, point to Forms, and then click Publish Form.
15	To make the form accessible only when viewing the Inbox, in the Publish Form As dialog box, click the arrow to the right of the Look In box, and then click Inbox.
16	To fill in the Form name, Display name, and Message class all at once, click in the Display name box, and type Timesheet.
17	To publish the form, in the Publish Form As dialog box, click Publish.
18	To ensure that users to whom you distribute this form will see your customized version of the form and not a standard Outlook form, in response to the message asking whether you want to "Save the Form Definition with Item," click Yes.
19	To exit from the Forms design environment, click the Close button in the top-right corner of the form, and in response to the message prompting you to save your changes, click No.
20	To begin using the form you just created, click the Actions menu, and then click New Timesheet.
21	To send a copy of this message to your manager, triple-click in the Cc box so that <<Type your manager's name here>> is selected, and type chrish.
22	To send the message, on the Standard toolbar of the Message form, click Send.

Distributing Forms for Others to Use

1	To begin saving a form to send to someone via e-mail, click the Actions menu, and then click New Timesheet.
2	To begin saving this form as a template, click the File menu, and then click Save As…
3	To specify the name of the form, in the Save As dialog box, click in the File name box, and type Timesheet.
4	To finish saving the form as an Outlook Template file, click Save.
5	To close the Timesheet form, in the top-right corner of the form, click the Close button, and in response to the message prompting you to save the changes, click No.
6	To begin sending the Timesheet form as a template via e-mail, on the Standard toolbar, click the New Mail Message button.
7	To select the message's recipient, in the Message form, click To...
8	In the Select Names dialog box, in the Name list, click Andy Teal, and then click To.
9	To send a copy of the message to yourself, in the Name list, click Jeff Pike, click Cc, and then click OK.
10	To insert the form as an attachment, on the Standard toolbar of the Message form, click the Insert File button.
11	In the Insert File dialog box, click the Timesheet file, and then click Insert.
12	To send the message, on the Standard toolbar of the Timesheet Copy - Message form, click Send.
13	To open the message you sent to yourself, double-click the Timesheet Copy message from Jeff Pike.
14	In the Timesheet Copy – Message form, double-click the Timesheet.oft attachment.
15	To open the attachment without saving it to your hard disk, in the Opening Mail Attachment dialog box, click Open it, and then click OK.
16	To begin saving the open form to a forms library, in the Timesheet form, click the Tools menu, point to Forms, and then click Publish Form As…
17	To give the form a new name, in the Publish Form As dialog box, in the Display name box, type MyTimesheet.
18	To publish the form so that others in your organization all have access to it, click the Look in arrow, click Organizational Forms Library, and click Publish.

Sending Form Letters to Contacts

1	To begin creating a form letter to send to your Outlook contacts, click the Tools menu, and then click Mail Merge…
2	To use an existing document for your form letter, in the Mail Merge Contacts dialog box, in the Document file section, click Existing document, and then click Browse...
3	To locate the Word document you want to use, in the Open dialog box, double-click the Lakewood Mountains Resort folder, click LMRInvitation, and then click OK.
4	To open the form letter, in the Mail Merge Contacts dialog box, click OK.
5	To begin merging the LMRInvitation document with your Outlook contacts, click the Word Tools menu, point to Letters and Mailings, and then click Mail Merge Wizard…
6	To use your existing Contacts list, in the Mail Merge task pane to the right of the document window, in the Select recipients list, notice that Use an existing list is already selected, and click Next: Write your letter.
7	To display formatting marks on the document, on the Standard toolbar, click the Show/Hide ¶ button.
8	To insert an address block in the letter, click the first ¶ symbol under the date, and then in the Mail Merge task pane, click Address Block...
9	In the Insert Address Block dialog box, in the Preview section, notice how your addresses will appear in the letter, and then click OK.
10	To hide formatting marks, on the Standard toolbar, click the Show/Hide ¶ button.
11	To preview the letter with information inserted from your contacts, in the Mail Merge task pane, click Next: Preview your letters.
12	In the document, notice that the address of the first recipient, Michael Allen has been filled in. To display the next name and address, in the Mail Merge task pane, in the Preview your letters section, click the arrow to the right of Recipient: 1.
13	To continue the mail merge process, click Next: Complete the merge.
14	To complete the mail merge by creating a new, merged document containing multiple personalized copies of this letter, in the Mail Merge task pane, click Edit individual letters...
15	To include all of your contacts in the new merged document, in the Merge to New Document dialog box, notice that All is selected, and click OK.