Using Outlook with Other Programs

Advanced Training for Microsoft Office Outlook 2003

Importing Information into Outlook

1	To import a contact from a vCard file into Outlook, click the File menu, and then click Import and Export.
2	To continue, 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 GardenCo folder, click Nancy A.vcf, and then click Open.
4	To import contacts from a Personal Folders File, click the File menu, and then click Import and Export.
5	To continue, 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 then 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 below the scroll box on the 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	To continue, 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 GardenCo folder.
10	To import contacts from the NewContacts.pst file, click NewContacts.pst, and then 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, 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, note that Import items into the same folder in: Mailbox – Ben Smith is already selected, and click Finish.
14	To view your Calendar before you begin importing schedule information, in the Navigation pane, click Calendar.
15	To import appointments from an Excel file, click the File menu, and then click Import and Export.
16	To continue, 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 Microsoft Excel, and then click Next.
18	To locate the Excel file from which you want to import appointments, on the Import a File page, click Browse.
19	To continue, in the Browse dialog box, double-click the GardenCo folder, click Calendar, and then click OK.
20	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.
21	To import the items into your Calendar, in the Select destination folder list, note that Calendar is already selected, and then click Next.
22	To finish importing information from Excel, on the Import a File page of the wizard, note that the Import “Range” into folder: Calendar check box is already selected, and then click Finish.

Exporting Outlook Data to Other Programs

1	To export contact information to a vCard file, double-click the contact entry for Emanuel, Michael.
2	To continue, in the Michael Emanuel – Contact form, click the File menu, and then click Export to vCard file.
3	To save the vCard file, in the VCARD File dialog box, on the Places bar on the left, click My Documents, double-click GardenCo, and then click Save.
4	To close the Michael Emanuel – Contact form, click Save and Close.
5	To view your Calendar before you begin exporting schedule information, in the Navigation pane, click Calendar.
6	To begin exporting your schedule to an Excel file, click the File menu, and then click Import and Export.
7	To continue, 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, note that Calendar is already selected, and then click Next.
10	To view the location of the Excel file and to name it, click Browse.
11	In the Browse dialog box, in the File name box, click to the right of Calendar, then, for the purposes of this exercise, press SPACEBAR, and wait as the text is typed for you, and then click OK.
12	To finish exporting appointments from your Calendar to Excel, click Next, and then, on the final page of the wizard, click Finish.
13	To set the range of dates to be exported to the Excel file, press SPACEBAR, and the text will be typed for you.
14	To complete the export, in the Set Date Range dialog box, click OK.
15	To locate the CalendarNew Excel file, click Start, click My Documents, and then double-click the GardenCo folder.
16	To view the contents of the CalendarNew Excel file, double-click CalendarNew.
17	To return to Outlook, click the Calendar – Microsoft Outlook taskbar button.
18	To display the messages in your Inbox, in the Navigation pane, click Mail.
19	To export your Inbox as a Personal Folder file, click the File menu, and then click Import and Export.
20	To continue, in the Import and Export Wizard, in the Choose an action to perform list, click Export to a file, and then click Next.
21	To continue, on the Export to a File page, in the Create a file of type list, click Personal Folder File (.pst), and then click Next.
22	To include subfolders of the Inbox in the export, on the Export Personal Folders page, click the Include subfolders check box, and then click Next.
23	To specify a location to save your Inbox Personal Folders file, click Browse.
24	To save this file with a new name, double-click to select the text in the File name box, press SPACEBAR, wait as the text is typed for you, and then click OK.
25	To complete the export, click Finish.
26	To provide a name, in the Create Microsoft Personal Folders dialog box, press SPACEBAR, wait as the text is typed for you, and then click OK.
27	To close the Excel file, click the Microsoft Excel taskbar button, and then click its Close button.
28	To close the GardenCo window, click the GardenCo taskbar button, and then click its Close button.

Creating and Using Forms

1	To design an Outlook form, click the Tools menu, point to Forms, and then click Design a Form.
2	To continue, in the Design Form dialog box, click the Look In list arrow, and then click Payroll.
3	To continue, in the Design Form dialog box, in the list of forms, click Message, click Advanced, note that IPM.Note is the Message class for this form, and then click Open.
4	To fill in fields in the Message form, click in the To box two times, for the purposes of this exercise, press SPACEBAR, and the text will be typed for you.
5	To create a new field to record the number of hours worked, in the Field Chooser dialog box, click New.
6	To name the new field, in the New Field dialog box, press SPACEBAR, and the text will be typed for you.
7	To set the Hours field to accept numbers only, click the Type list arrow, and then click Number.
8	To set the comma and decimal format for numbers in the Hours field, click the Format list arrow, click 2 Decimal: 1,234.57 -1,234.57, and then click OK.
9	To place the Hours field in the Message form, in the Field Chooser dialog box, drag the Hours field to the right end of the Subject box.
10	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.
11	To add the Hours field, in the Field Chooser dialog box, drag the Hours field to the right end of the Subject box, as indicated.
12	To remove the three-dimensional formatting from the Hours box, click the Form menu, click Properties, and click the Sunken check box.
13	To prevent users from modifying the Hours field, click the Read only check box, and then click OK.
14	To publish the form, click the Tools menu, point to Forms, and then click Publish Form As.
15	To make the form accessible only when viewing the Inbox, in the Publish Form As dialog box, click the Look In list arrow, and then click Payroll.
16	Note that the Message class is IPM.Note. To fill in the Display name box, click in the Display name box, press SPACEBAR, and the text will be typed for you in the Display name box.
17	Note that the Message class is IPM.Note.Timesheet indicating that it is a customized form. 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 the Microsoft Office Outlook warning message box, click Yes.
19	To exit from the Forms design environment, click its Close button, and in the Microsoft Office Outlook warning message box, click No.
20	To use 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, in the Cc box, drag to select the text, press SPACEBAR, and the text will be typed for you.
22	To send the message, on the Standard toolbar of the Message form, click Send.

Distributing Forms for Others to Use

1	To save a form to send to someone via e-mail, click the Actions menu, and then click New Timesheet.
2	To save this form as a template, click the File menu, and then click Save As, and in the Save As dialog box, double-click GardenCo.
3	To specify the name, triple-click the text in the File name box, and then, for the purposes of this exercise, press SPACEBAR, and the text will be typed for you.
4	To finish saving the form as an Outlook Template file, ensure that in the Save as type box, Outlook Template is selected, and then click Save.
5	To close the Timesheet form, click its Close button, and in the Microsoft Office Outlook warning message box, click No.
6	To send 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, and in the Select Names dialog box, in the Name list, click David Ortiz, and then click To.
8	To send a copy of the message to yourself, in the Name list, click Ben Smith, click Cc, and then click OK.
9	To specify a subject, click in the Subject box, press SPACEBAR, and the text will be typed for you.
10	To insert the form as an attachment, on the Standard toolbar of the Message form, click Insert File.
11	To continue, in the Insert File dialog box, double-click GardenCo, click Timesheet, 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, click Inbox, double-click the Timesheet Copy message from Ben Smith, and in the Timesheet Copy – Message (HTML) form, double-click the Timesheet.oft attachment.
14	To open the attachment without saving it to your hard disk, in the Opening Mail Attachment dialog box, click Open.
15	To save the open form to a forms library, in the Timesheet form, click the Tools menu, point to Forms, and then click Publish Form As.
16	To give the form a new name, in the Publish Form As dialog box, press SPACEBAR, and the text will be typed for you.
17	To publish the form so that others in your organization have access to it, click the Look In list arrow, click the Up arrow on the scroll bar, click Organizational Forms Library, and click Publish.
18	To close the form, click its Close button, and in the Microsoft Office Outlook warning message box, click No.
19	To close the Timesheet Copy – Message (HTML) window, click its Close button.

Sending Form Letters to Contacts

1	To create 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 GardenCo, click GARInvitation, and then click OK.
4	To open the form letter, in the Mail Merge Contacts dialog box, click OK.
5	To merge the GARInvitation document with your Outlook contacts, click the Word Tools menu, point to Letters and Mailings, and then click Mail Merge.
6	To use your existing Contacts list, in the Mail Merge task pane, in the Select recipients list, note 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, as indicated.
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	To continue, 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	To display the next name and address, in the Mail Merge task pane, in the Preview your letters section, click the Recipient: 1 right arrow.
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.
16	To close the form letters window, click its Close button, and in the Microsoft Office Word warning message box, click No.
17	To close Microsoft Office Word and return to Outlook, click the indicated Close button, and in the message box asking if you want to save changes, click No.

Integrating Tasks from Microsoft OneNote

1	To open OneNote, click Start, point to All Programs, point to Microsoft Office, and then click Microsoft Office OneNote 2003.
2	To open My Documents from within OneNote, click the File menu, click Open, and in the File Open dialog box, click the Look in arrow, and, in the list, click My Documents.
3	To open the OneNote file from which the attachments have to be created, in the File Open dialog box, double-click the GardenCo folder, click New fumigant, and then click Open.
4	To select the first page to be included in the attachment, on the vertical tabs, click the page tab 1, and then, to add the next page, hold down the CTRL key and click the page tab 2.
5	To convert the selected OneNote pages as an e-mail attachment, on the Standard toolbar, click the indicated E-mail button.
6	To enter the e-mail address of David Ortiz, for the purposes of this exercise, press SPACEBAR, and the e-mail address will be typed for you.
7	To send a copy to Doris Hartwig, click in the Cc box and then press SPACEBAR, and the e-mail address will be typed for you.
8	To enter a note for the recipients of this attachment, click in the Introduction box and press SPACEBAR, and the message will be typed for you.
9	To send the e-mail message with the OneNote pages as an attachment, on the Standard toolbar of the message window, click Send a Copy.
10	To select a OneNote entry to be converted into a task, click page tab 1, click once below the scroll box on the scroll bar, and then click to place the insertion point at the beginning of the indicated paragraph.
11	To convert the selected entry into a task, on the Standard toolbar, click the indicated Create Outlook Task button.
12	To specify a due date for this task, on the Task tab of the Task dialog box, click the arrow to the right of Due date, and in the October 2003 calendar, click 23.
13	To specify a reminder for this task, click the Reminder check box to select it.
14	To specify the date for this reminder, click the date arrow to the right of Reminder, and then, in the October 2003 calendar that opens, click 23.
15	To specify a time for this reminder, click the time arrow to the right of Reminder, and then, in the time list, click 11:00 AM.
16	To assign this task to Michael Emanuel, on the Task dialog box’s Standard toolbar, click Assign Task, and then, in the To box that opens, press SPACEBAR and Michael's e-mail address will be typed for you.
17	To complete the task assignment and send a message to Michael Emanuel, on the Standard toolbar of the Task dialog box, click Send.
18	To send both the e-mail and the task notification, click the Inbox - Microsoft Outlook taskbar button, and then, on the Standard toolbar, click Send/Receive.