Core Training for Microsoft Office Outlook 2003

Keeping Track of Information

Creating and Updating Tasks

1To display your task list, in the Navigation Pane, click the Tasks button.
2To create a new task, on the toolbar, click the New button.
3To specify the subject of the task, for the purposes of this exercise, press SPACEBAR, and Draft Spring greenhouse plan will be typed for you in the Subject box.
4To set a due date for the task, click the Due date arrow, and then click November 21.
5To set a start date for the task, click the Start date arrow, and then click Today.
6Notice that a reminder has been set to occur by default at 8:00 A.M. on the due date. To save the new task, click Save and Close.
7To create another task, on the toolbar, click New.
8To specify the subject of the task, press SPACEBAR, and Submit timesheet will be typed for you in the Subject box.
9To set a due date for the task, click the Due date arrow, and then click December 1.
10To set the start date for the task, click the Start date arrow, and then click November 24.
11To set a priority for the task, click the Priority arrow, and then click High.
12To make this a recurring task, on the toolbar, click Recurrence.
13In the Task Recurrence dialog box, notice that by default, the task will recur weekly every Monday. To limit the number of times that the task recurs, under Range of recurrence, click the End after option.
14To change the number of times to 8, in the occurrences box, drag from left to right to select 10, press SPACEBAR to have the number 8 typed for you, and then click OK.
15To save the new task, click Save and Close.
16To mark a recurring task as completed and generate the next instance of that task, in the Tasks list, click the Submit timesheet check box to insert a check mark.
17To open an existing task so you can update it, double-click the Draft Spring greenhouse plan task.
18To change the due date, click the Due date arrow, and then click November 28.
19To change the status of the task, click the Status arrow, and then click In Progress.
20To change the time that a reminder occurs, by the Reminder option, click the arrow for the reminder date, click November 26, click the arrow for the reminder time, and then click 10:00 AM.
21To add a comment to the task, click in the indicated comments area, press SPACEBAR, wait as Contact marketing for layout materials is typed for you in the comments area, and then click Save and Close.
22To modify your Tasks folder settings, click the Tools menu, and then click Options.
23To change the default reminder time, on the Preferences tab of the Options dialog box, under Tasks, click the Reminder time arrow, and then click 10:00 AM.
24To access additional task options, click the Task Options button.
25To set the default color for completed tasks, in the Task Options dialog box, click the Completed task color arrow, and then click the indicated navy blue bar.
26To stop Outlook from sending status reports when tasks are completed, click the Send status reports when assigned tasks are completed check box to clear the check mark.
27To save your changes and return to the Tasks folder, click OK, and then in the Options dialog box, click OK again.

Accepting, Declining, and Delegating Tasks

1To create a new task to assign to a contact, on the toolbar, click the New button.
2To specify a subject in the new Task form, for the purposes of this exercise, press SPACEBAR, and Submit report will be typed for you in the Subject box.
3To set a due date for the task, click the Due date arrow, and then click December 5.
4To set the start date for the task, click the Start date arrow, and then click Today.
5To assign the task to a co-worker who appears in your Global Address List, on the toolbar, click Assign Task.
6To insert the assignee's address, click the To button.
7 To select the assignee, in the Select Task Recipient dialog box, in the list of names, click Kim Akers, click the To button, and then click OK.
8To have a status report automatically sent to you when the assignee marks the task as completed, click to insert a check mark in the Send me a status report when this task is complete check box.
9Notice that the Keep an updated copy of this task on my task list check box is selected by default. To add a comment to the task, click in the comments area, press SPACEBAR, and a short comment will be typed for you.
10To send the message, on the toolbar, click Send.
11To arrange your tasks by assignment, click the View menu, point to Arrange By, point to Current View, and then click Assignment.
12To open a task that is assigned to someone else, in the Tasks list, double-click the Submit report task.
13Notice that your co-worker has already started the task, and has changed the task status to In Progress. To check whether the assignee has updated task details, click the Details tab of the Task form.
14Notice that task details have not been updated. To close the task, click the Close button.

Organizing Tasks

1To display details of the tasks in your Tasks list, click the View menu, point to Arrange By, point to Current View, and then click Detailed List.
2To change the view by using a simpler method and to display your active tasks only, in the Navigation Pane, under Current View, click Active Tasks.
3To sort tasks by subject, click the Subject column heading.
4To display tasks as a simple list, in the Navigation Pane, under Current View, click Simple List.
5To open a task, double-click the Process supplier invoices task.
6To assign this task to a category, in the open Process supplier invoices - Task form, click the Categories button.
7To assign the task to the Miscellaneous category, in the Categories dialog box, in the Available categories list, click once below the scroll box, and then click the Miscellaneous check box to insert a check mark.
8To assign the task to the category shown in the Categories dialog box, click OK.
9To save the task, click Save and Close.
10To open another task, double-click the incomplete Submit timesheet task.
11To create a new category and assign this task to it, in the Task form, click the Categories button.
12To create the new category, in the Categories dialog box, click in the Item(s) belong to these categories box, and for the purposes of this exercise, press SPACEBAR, and Payroll will be typed for you.
13To add the new category to the list of available categories and assign the open task to it, click the Add to List button, and then click OK.
14To save the task, on the Task form toolbar, click Save and Close.
15To organize the tasks by category, in the Navigation Pane, under Current View, click By Category.
16To display the tasks in a simple list again, in the Navigation Pane, under Current View, click Simple List.
17To display the Calendar, in the Navigation Pane, click the Calendar button.
18To display the TaskPad in the Calendar window, click the View menu, and then click TaskPad.
19To quickly add a new task, in the TaskPad, click the Click here to add a new Task box, press SPACEBAR, wait as Schedule doctor's appointment is typed for you, and then press the ENTER key.
20To add more details to the task that you just created, in the TaskPad, double-click the Schedule doctor's appointment task.
21To set a reminder for the task, click the Reminder check box to insert a check mark, click the arrow for the reminder date, and then click November 25.
22To save the task, click Save and Close.

Managing Tasks Assigned to You

1To open a task request that someone has sent to you in e-mail, in the Inbox, double-click the Approve invoice payments task request.
2To accept the task, on the toolbar, click the Accept button.
3To send a response immediately to the owner of the task, in the Accepting Task dialog box, click OK.
4To open another task request, double-click the Review brochure layout task request.
5To decline the task, on the toolbar of the task request, click the Decline button.
6To send the response immediately, in the Declining Task dialog box, click OK.
7To display your task list, in the Navigation Pane, click the Tasks button.
8To open a task, double-click the Approve invoice payments task.
9To change the task's status, in the Task form, click the Status arrow, and then click In Progress.
10To indicate that the task is 50% complete, click the Up arrow to the right of the % Complete box twice.
11To set a reminder for the task, click the Reminder check box to insert a check mark, click the arrow for the reminder date, and then click November 25.
12Note that the due date appears in a gray box at the top of the Task form. To send a status report to the owner of the task, on the toolbar, click the indicated Send Status Report button.
13To add a comment to the message body and send the status report, press SPACEBAR, wait as Approved payments marked in accounting program is typed for you in the message body, and then click Send.
14To save the updated task, in the Task form, click Save and Close.
15To re-open the task that you just saved, double-click the Approve invoice payments task.
16To mark the task as completed and automatically send a new status report to the task's owner, on the toolbar, click the indicated Mark Complete button.
17To view details of a task, in the Tasks list, double-click the Approve invoice payments task, and then in the open Task form, click the Details tab.
18To change the work time for the task, in the Actual work box, drag from left to right to select the existing text, press SPACEBAR, wait as 8 is typed for you, and then press the TAB key.
19Notice that Outlook has automatically converted the 8 hours that you entered to 1 day. To save these changes, click Save and Close.
20To open another task, in the Tasks list, double-click the incomplete Complete December newsletter task.
21To make this a non-recurring task, on the toolbar, click the Recurrence button, and then in the Task Recurrence dialog box, click the Remove Recurrence button.
22To save the updated task, on the toolbar, click Save and Close.
23To delete a task, in the Tasks list, click the completed Approve invoice payments task to select it, and then on the toolbar, click the Delete button.
24To delete an incomplete task, in the Tasks list, click the current Complete December newsletter task, and then on the toolbar, click the Delete button.

Creating, Updating, and Sharing Notes

1To display your Outlook notes, in the Navigation Pane, click the indicated Notes button.
2To create a new note, on the toolbar, click the New button.
3To insert text in the note, for the purposes of this exercise, press SPACEBAR, and Conference Call to Italy Sent invoice Monday will be typed for you in the body of the note.
4To save your note, click the note's Close button.
5To open the note, double-click the Conference Call to Italy note.
6To edit the contents of the note, click at the end of the second line of text, press ENTER to move to the next line, and then press SPACEBAR, and Sent payment date and check number by e-mail will be typed for you.
7To save the revised note, click its Close button.
8To create another note, on the toolbar, click the New button, and when the new note appears, press SPACEBAR, and the note text will be typed for you.
9To save the note, click its Close button.
10To open a note, double-click the Meeting Agenda note.
11To forward this note, in the upper-left corner of the note, click the indicated Note icon, and then in the list of commands, click Forward.
12To specify who will receive this message, click the To button, and in the Select Names dialog box, in the Name list, click Karen Berg, and then click OK.
13To add a comment to the message, click in the message body, press SPACEBAR, wait while For your information. is typed for you, and then click Send.
14To view contacts who are associated with the note, in the upper-left corner of the Note form, click the Note icon, and then in the list of commands, click Contacts.
15To link the note with a new contact, in the Contacts for Note dialog box, click Contacts, in the Items list, click Carol Philips, and then click OK.
16To save your changes to the note, in the Contacts for Note dialog box, click the Close button, and then click the note's Close button.
17To display your contacts, on the Navigation Pane, click the Contacts button.
18To view the note that you just linked to a contact, double-click Carol Philips, and then in the Carol Philips – Contact form, click the Activities tab.
19To delete the note from this contact, on the Activities tab, click the Meeting Agenda note, press the DELETE key, and then in the message box asking if you are sure you want to delete it, click Yes.
20To save the updated contact, click Save and Close.
21To display your Outlook notes again, in the Navigation Pane, click the Notes button.

Organizing Notes

1To display your notes as icons in a list that shows only their titles, on the toolbar, click the List button.
2To display the notes in a list with the contents and dates of the notes visible, in the Navigation Pane, under Current View, click Notes List.
3To sort the notes alphabetically by subject, click the Subject column heading.
4To change the color of a note, double-click the Conference Call to Italy note, and then in the upper-left corner of the Note form, click the Note icon, point to Color, and then click Green.
5To assign a category to the note, in the upper-left corner of the Note form, click the Note icon, and then click Categories.
6To create a new category, in the Categories dialog box, click in the Item(s) belong to these categories box, and for the purposes of this exercise, press SPACEBAR, and To Do will be typed for you.
7To add the To Do category to the list of available categories, click Add to List.
8To add the category to the note, click once below the scroll box in the category list scroll bar, notice that the To Do check box contains a check mark, and then click OK.
9To close the note, click the note's Close button.
10To assign a category to another note, double-click the Phone Call from Shirley note, and then in the upper-left corner of the Note form, click the Note icon, and then click Categories.
11To select a category to assign, in the Categories dialog box, in the Available categories list, click the Business check box to insert a check mark, and then click OK.
12To save your changes and close the note, click the note's Close button.
13To organize the notes by color, in the Navigation Pane, under Current View, click By Color.
14To organize the notes by category, in the Navigation Pane, under Current View, click By Category.
15To hide the contents of a category, click the minus sign to the left of the To Do category.
16To display the notes as large icons again, in the Navigation Pane, under Current View, click Icons, and then on the toolbar, click Large Icons.