Advanced Training for Microsoft Office Outlook 2003

Customizing and Configuring Outlook

Customizing Outlook

1To create a desktop shortcut, click Start, point to All Programs, point to Accessories, and then click Windows Explorer.
2To continue, click Desktop, click the File menu, point to New, and then click Shortcut.
3To select the file, in the Create Shortcut dialog box, click Browse, and in the Browse For Folder dialog box, click the (+) plus sign to the left of My Computer.
4To continue the file selection, click the (+) plus sign to the left of Local Disk (C:), and click the (+) plus sign to the left of Program Files.
5To continue the file selection, click the (+) plus sign to the left of Microsoft Office, and then click the (+) plus sign to the left of OFFICE11.
6To continue further, click below the scroll box on the scroll bar until OUTLOOK displays, click OUTLOOK, click OK, and then, in the Create Shortcut dialog box, click Next.
7Note that the name of this shortcut is OUTLOOK. To complete the shortcut creation, click Finish.
8To display the Calendar when you open Outlook, double-click the Outlook shortcut, in Inbox - Microsoft Outlook, click the Tools menu, and then click Options.
9To continue displaying the Calendar, click the Other tab, click Advanced Options, and then, under General settings, next to the Startup in this folder box, click Browse.
10To continue, in the Select Folder dialog box, select the Calendar folder, and click OK. To close the Advanced Options dialog box, click OK, and to close the Options dialog box, click OK.
11To display the Outlook Today page, click the View menu, point to Toolbars, click Advanced, and then, on the Advanced toolbar, click the Outlook Today button, as indicated.
12To display the Customize Outlook Today page, in the Mailbox - Ben Smith - Outlook Today pane, click Customize Outlook Today, and click the When starting, go directly to Outlook Today check box.
13To customize what folders appear in Outlook Today, click Choose Folders, note that the Inbox check box is selected, click OK, and to customize the Calendar, note that the Show this number of days in my calendar list displays 1.
14To save the settings, click Save Changes, and to add a new shortcut, in the Navigation pane, click the Shortcuts button, as indicated, and then in the Shortcuts pane, click Add New Shortcut.
15To add a shortcut to the Deleted Items folder in the Shortcuts pane, in the Add to Navigation Pane dialog box, click Deleted Items, and then click OK.
16To customize the toolbars, click the View menu, point to Toolbars, click Customize, and under the Options tab, note that the Always show full menus check box is selected.
17To continue the customization, click the Menu animations arrow, and in the Menu animations list, click Slide, and then click Close.
18To view the list of commands, click the Tools menu, click Customize, and in the Customize dialog box, click the Commands tab, and then under the Commands area, note the list of commands.
19To select a category and a command, in the Customize dialog box, under Categories, click Go, and then, under Commands, hold down the Down scroll arrow until My Computer displays.
20To add a command to the menu, drag My Computer to the Go menu, continue dragging it down the Go menu, and drop it below the indicated Journal command. To close the Customize dialog box, click Close.
21To remove a command from the menu, click the Tools menu, click Customize, and then, on the menu bar, click Go, and drag the My Computer command to the indicated area to the left of the Go menu.
22To select a category and a command, in the Categories list, hold down the Down scroll arrow until Advanced displays, and then click Advanced.
23To add a command to the toolbar, in the Commands list, drag the Outlook Today command up to the right end of the Standard toolbar, and then, in the Customize dialog box, click Close.
24To remove the command from the toolbar, click the Tools menu, click Customize, and then in the Customize dialog box, click the Toolbars tab.
25To reset the Standard toolbar to its default state, in the Toolbars list, note that Standard is selected, click Reset, and then in the Microsoft Office Outlook warning message box, click OK.
26To close the Customize dialog box, click Close.
27To open Mail by using the Go menu shortcut, hold down the CTRL key on your keyboard, and press 1.
28To switch to Calendar by using the Go menu shortcut, hold down the CTRL key on your keyboard, and press 2.
29To switch to Contacts by using the Go menu shortcut, hold down the CTRL key on your keyboard, and press 3.

Creating a Personal Folders File

1To create a Personal Folders data file, click the File menu, point to New, and then click Outlook Data File.
2To select the type of storage, in the New Outlook Data File dialog box, note that Office Outlook Personal Folders File (.pst) is selected, and then click OK.
3To save the file, in the Create or Open Outlook Data File dialog box, on the Places bar, click My Documents, press SPACEBAR, wait as the name is typed for you in the File name box, and then click OK.
4To view the newly created data file in the Navigation pane, in the Create Microsoft Personal Folders dialog box, press SPACEBAR, and the name will be typed for you in the Name box.
5To disable the encryption setting, click No Encryption, and then click OK.
6To view the contents of the data file, in the Navigation pane, under All Mail Folders, click the (+) plus sign to the left of the Sample file, and then click the Down arrow.
7To copy a folder, click Inbox, click the Edit menu, and then click Copy to Folder.
8To select the folder to be copied, in the Copy Folder dialog box, click Sample, and then click OK.
9To close the data file, click the Down arrow until Sample folder and its subfolders display, click the File menu, and then click Data File Management.
10To continue, in the Outlook Data Files dialog box, click Remove, and in the Microsoft Office Outlook warning message box, click Yes, and then to close the Outlook Data Files dialog box, click Close.
11To open the data file, click the File menu, point to Open, click Outlook Data File, in the Open Outlook Data File dialog box, click Sample.pst, and then click OK.
12To reduce the size of the data file, click the File menu, click Data File Management, and in the Outlook Data Files dialog box, click Sample.
13To compact the file, click Settings, and in the Personal Folders dialog box, click Compact Now, click OK, and in the Outlook Data Files dialog box, click Close.

Creating and Using Distribution Lists

1To create a personal distribution list, click the Tools menu, click Address Book, and in the Address Book dialog box, click the Show Names from the arrow, and then click Contacts.
2To enter a new contact, in the Address Book dialog box, click the File menu, click New Entry, and in the Select the entry type list, click New Distribution List, and then click OK.
3To insert a name for a new member in your distribution list, in the Untitled - Distribution List window, press SPACEBAR, wait as the name is typed for you in the Name box, and then click Select Members.
4To add a new member, in the Select Members dialog box, click the Show Names from the arrow, and then click Contacts.
5To continue to add a new member, click David Ortiz, and then click Members.
6To add another member, in the Select Members dialog box, click Doris Hartwig, click Members, and then click OK.
7To save and close the Distribution List window, click Save and Close, and to close the Address Book dialog box, click its Close button.
8To send a message to part of a distribution list, on the Standard toolbar, click the New button, as indicated.
9To display the list of contacts, in the Untitled Message window, on the Standard toolbar, click the Address Book button, as indicated.
10To select a particular contact, in the Select Names dialog box, click the Show Names from the arrow, click Contacts, under Name, click Team A, and then click OK.
11Notice that Team A appears in the To box. Click the (+) plus sign to the left of Team A, and in the Expand List message box, click OK.
12To clear the contents, in the To box, note that David Ortiz (david@gardenco.msn.com) is selected, click the Edit menu, point to Clear, and then click Contents.
13To insert the mail subject, click in the Subject box, press SPACEBAR, and the text will be typed for you.
14To insert the mail message, click in the text box, press SPACEBAR, wait as the message is typed for you, and then to send the message, click Send.

Setting Up Secure E-Mail

1To import the Digital ID that you have been assigned, click the Tools menu, and then click Options.
2In the Options dialog box, click the Security tab, and then click Import/Export.
3To add the Digital ID to your profile, in the Import/Export Digital ID dialog box, click Browse.
4In the Locate Security Profile dialog box, double-click the Outlook folder, click ben.pfx, click Open, click in the Password box and then, for the purposes of this exercise, press SPACEBAR, and the password will be typed for you.
5To add the imported ID to your Outlook profile, in the Import/Export Digital ID dialog box, click in the Digital ID Name box, press SPACEBAR, the name will be typed for you, and then click OK.
6To import a new private exchange key, in the Importing a new private exchange key dialog box, verify that the security level is set to Medium, and then click OK.
7To close the Options dialog box, click OK.
8To encrypt a single message, on the Standard toolbar, click New, and then on the message’s Standard toolbar, click Options.
9To select the security setting for this message, in the Message Options dialog box, click Security Settings.
10To encrypt the message, in the Security Properties dialog box, click the Encrypt message contents and attachments check box, and then click OK.
11To close the Message Options dialog box, click Close.
12To send a test message to yourself, in the To box of the new message window, press SPACEBAR and the e-mail address will be typed for you.
13To specify a subject for the test message, click in the Subject box, press SPACEBAR, the subject will be typed for you, and then click Send.
14To receive the encrypted test message, click Send/Receive on the toolbar, double-click on the newly received message, and then in the Using your private exchange key to decrypt dialog box, click OK.
15To verify the encryption property on the test message, click the Encryption symbol.
16In the Message Security Properties dialog box, view your encryption layers, click Close, and then, to close the Testing my ID window, click the Close button.
17To digitally sign an individual e-mail and send it as clear text, click Tools, and then click Options.
18In the Options dialog box, click the Security tab, and then click the Add digital signature to outgoing messages check box.
19To send a message as clear text, note that the Send clear text signed message when sending signed messages check box is selected, and click the Request S/MIME receipt for all S/MIME signed messages check box.
20To apply the settings and to close the Options dialog box, click OK.
21To send a test message to yourself, click New on the Standard toolbar, and in the To box of the new message window, press SPACEBAR and the e-mail address will be typed for you.
22To specify a subject and send the test message, click in the Subject box, press SPACEBAR, the subject will be typed for you, click Send, and then in the Signing data with your private exchange key dialog box, click OK.
23To receive the test message with the digital signature attached, click Send/Receive on the toolbar.
24To view the new message, double-click on the message and in the Signing data with your private exchange key message box, click OK.
25To view the digital signature, in the test message window, click the signature symbol and, in the Digital Signature: Valid dialog box, view your ID, click Close, and then, in the message window, click the Close button.
26To view the S/MIME Receipt, double-click the S/MIME Receipt, and view the report for the message that you sent to yourself.
27To close the report, click the Close button.

Specifying Advanced E-Mail Options

1To save messages that you have created but not sent, on the Tools menu, click Options.
2To study the available options, in the Options dialog box, on the Preferences tab, click E-mail Options.
3To view the Advanced E-mail Options dialog box, in the E-mail Options dialog box, click Advanced E-mail Options.
4To have Outlook autosave unsent messages, in the Save messages area, verify that the AutoSave unsent every check box is selected, double-click in the minutes box and press SPACEBAR, and the time will be typed for you.
5To receive mail alerts, in the When new items arrive in my Inbox area, click the Briefly change the mouse cursor check box. Verify that the other check boxes are selected.
6To use commas as address separators in your messages, in the When sending a message area, click the Allow comma as address separator check box.
7To specify the priority of all new messages, in the When sending a message area, note that Normal is selected in the Set importance box, and then click OK.
8To close the E-mail Options dialog box, click OK, and to close the Options dialog box, click OK.

Customizing Windows SharePoint Services Alerts

1To create a SharePoint Services alert, click the Tools menu, click Rules and Alerts, and then click the Manage Alerts tab.
2On the Manage Alerts tab, click New Alert.
3To specify the SharePoint Web site address, in the Web site Address text box, for the purposes of this exercise, press SPACEBAR and the Web site address will be typed for you, and then click Open.
4Note that the Web site opens in your default browser and displays the Team Web Site New Alert page. To create an alert for a selected list, in the Choose a List or Document Library list, click Shared Documents.
5To select the alert options, click and hold the Down arrow of the scroll bar until Next displays, and then click Next.
6To accept the default alert type and frequency, click and hold the Down arrow of the scroll bar until OK displays, and then click OK.
7To activate the alert, in the Team Web Site My Alerts on this Site page, click the Shared Documents: All items check box, click Add Alert, and then to close the browser, click the Close button.
8Note that in the Rules and Alerts dialog box, on the Manage Alerts tab, Team Web Site is displayed under Alert Source. To create a rule for this alert, on the Manage Alerts tab, click Create Rule.
9To assign an alert sound, in the Create Rule dialog box, click the Play a selected sound check box, and note that Windows XP Notify.wav is selected.
10To choose a rule to move the e-mail to a special folder, in the Create Rule dialog box, click the Move e-mail to folder check box.
11To choose a folder, in the Rules and Alerts dialog box, click the (+) plus sign next to Inbox, click Sample, click OK, in the Create Rule dialog box, click OK, and then in the Success message box, click OK.
12To view the rules created, in the Rules and Alerts dialog box, click the E-mail Rules tab.
13Note that a rule has been created for an alert from the Team Web Site. To close the Rules and Alerts dialog box, click OK.