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Computer Skills Programme, SDG, AFHO Ext. 55193 April 2002

Outlook 2002 and More

Table of Contents

A. Common Folder Features................................................................1 1. Outlook Today ................................................................................................. 1 2. Working with Toolbars ..................................................................................... 2 3. Working with Attachments and Items............................................................... 4 4. Working with Categories .................................................................................. 5

B. Inbox..................................................................................................6 1. Viewing Mailbox and Folder Size..................................................................... 6 2. Creating and Using Multiple Autosignatures .................................................... 7 3. Configuring the Draft Folder........................................................................... 10 4. Using the Preview Pane................................................................................. 11 5. Using the Advanced Find Items ..................................................................... 12 6. Using the Spelling Options............................................................................. 13 7. Setting the Tracking Options.......................................................................... 14 8. Recovering Deleted Messages ...................................................................... 14 9. Using the Rules Wizard ................................................................................. 15 10. Sending a Link to a Folder ............................................................................. 17

C. Calendar..........................................................................................17 1. Creating Appointments .................................................................................. 17 2. Organizing Events.......................................................................................... 18 3. Organizing Meetings ...................................................................................... 19 8. Working with Group Schedules...................................................................... 22 9. Viewing Reminders ........................................................................................ 23

D. Contacts..........................................................................................25 1. Working with Contacts ................................................................................... 25 2. Printing your Contacts.................................................................................... 26 3. Using the Current View in Contacts ............................................................... 26 5. Creating a Distribution List in Contacts .......................................................... 28 5. Working with the Outlook Address Book........................................................ 29 6. Tracking a Contact’s Activities ....................................................................... 31 7. Sending and Receiving Contact Information.................................................. 32 8. Sharing Contact Information with other Microsoft Products ........................... 32 9. Creating an Additional Contact List................................................................ 33 10. Making Labels from Your Contacts ................................................................ 34

Computer Skills Programme, SDG, AFHO April 2002

Outlook 2002 and More Page 1

Outlook 2002 and More A. Common Folder Features 1. Outlook Today

Outlook is the name of the application that you are using. Outlook Today is the name of an Outlook window that displays a summary of the information stored in Outlook that’s relevant to today and the next few days.

If you don’t see the Outlook Today window when you start Outlook, select Outlook Today from the Outlook Bar (the column of icons) at the left side of the Outlook window. If you still don’t see the Outlook Today window, select View, Show Folder Home Page. Show Folder Home Page is only available in the menu when you’ve selected Outlook Today in the Outlook Bar.

Viewing Your Day's Activities and Setting Options Using the "Outlook Today" Feature The Outlook Today window provides a concise “at-a-glance” view of your current activities. You can customize Outlook Today to suit your personal preferences. By default, Outlook Today shows: ♦ The activities on your calendar for today and the next few days ♦ Tasks that you should currently be working on ♦ The number of unread messages in your Inbox folder ♦ The number of unfinished message drafts in your Drafts folder ♦ The number of messages waiting to be sent in your Outlook folder To access Outlook Today’s options: 1. Click on the Outlook Today icon 2. On the Outlook Today page, click on Customize Outlook Today......... 3. Select the options that you wish to change 4. When finished, click save changes


Outlook 2002 and More OR to change an option: 1. Click on Tools 2. Options 3. Other 4. Advanced Options 5. Under General Settings, Start-up in this folder: select Outlook Today

2. Working with Toolbars

To add a toolbar: 1. Click on View, Toolbars 2. Click on the one that you want OR 1. Right-click on the toolbar at the top 2. Click on the one that you want To remove a toolbar: 1. Click on View, Toolbars 2. Take away the tick by the toolbar that you want to remove OR 1. Right-click on the toolbar at the top 2. Take away the tick by the toolbar that you want to remove To reposition a toolbar: 1. Click on the far left side of the toolbar. 2. Drag the toolbar either horizontally, vertically or on your document.

If you move your toolbar around (i.e. from top to bottom) you can double-click on the ruler and it will go back to wherever it was.



To customize your toolbar: 1. Click on View, Toolbars, Customize 2. Under the toolbar tab, click on New 3. Give the toolbar a name (keep it short). A small toolbar appears. 4. Click on the commands tab 5. Click and drag the icons that you want to your new toolbar 6. Double-click on the toolbar to put it at the top 7. Click Close To remove your customized toolbar: 1. Click on View, Toolbars, Customize 2. Click the Toolbars tab 3. Take away the tick by the toolbar’s name 4. Click on delete 5. Click Close To customize an icon on the toolbar: 1. Click on View, Toolbars, Customize 2. Click on the Commands tab 3. Go to category (i.e. file, edit, view) on the left-hand side 4. On the right-hand side, select the icon 5. Click and drag the icon to a grey area on the toolbar. When a dark line and a +

appears then drop it on the toolbar 6. When through, click on Close

To remove an icon from the toolbar: 1. Hold down the left ALT and click on the icon 2. Drag it off the toolbar

The ALT key will also allow you to move the icon to another place.

Computer Skills Programme, AFHO April 2002

Outlook 2002 and More 3. Working with Attachments and Items

Attachments can be used in e-mail messages, meeting requests, contacts, tasks, etc. You can either insert a file or an item. An attachment could be a file such as an agenda, a document or a spreadsheet. While an item can be a contact, an appointment, a task note or an e-mail message. For example, all messages are stored in the Inbox folder and all tasks are stored in the Task folder. To attach a document: 1. Click on Insert, File 2. Select the path and file that you wish to attach 3. Click on Insert. The file will be attached in the body of the meeting invitation, e-

mail message, etc. To attach an item: 1. Click on Insert, Item 2. Select the folder that has the Outlook item that you want to insert 3. Click on OK



4. Working with Categories

You may want to organize your appointments, contacts, and tasks by category. This is useful in finding your items that belong to a certain category.

1. Right-click the item you want to categorize 2. Click on categorize 3. Check the boxes in the Available Categories list that accurately identify this

appointment 4. Click OK

You may wish to add other categories to this list. To do so: 1. Click on Master Category List 2. Type in the name of the new category 3. Click on Add 4. Click on OK. The new category will then appear on the list. At this point, put a

tick beside the new category.



Click on Add to have this category appear in the Master Category List

The Master Category List is stored on your individual PC. Therefore, if you are in a working group and want to use the same categories then you will need to decide them beforehand and set them up according to your group.

B. Inbox 1. Viewing Mailbox and Folder Size

To view a folder size: 1. Right-click on the folder 2. Properties 3. Folder size To view the entire mailbox: 1. Right-click on the top folder that says Outlook Today – [Mailbox – your name] 2. Properties 3. Folder size



Click here for the folder size

To view all folders: 1. Click Tools 2. Mail Cleanup

Click here to see the size of your mailbox

2. Creating and Using Multiple Autosignatures

You can create multiple signatures. One can be for newly created messages and one for replies and forwards. Signatures can either be inserted in a message when you want or appear by default. To create signatures for new messages and/or signatures for replies and forwards: 1. Click Tools 2. Options


Outlook 2002 and More 3. Click the Mail Format tab 4. At the bottom, click the Signatures button 5. Click New 6. In the Enter a name for your new signature box, enter a name 7. Under Choose how to create your signature, select start with a blank signature 8. Click on Next 9. Type in the signature that you want. You may change fonts, alignment, etc. 10. Click on Finish

To create a signature with more options: 1. Click Tools 1. Options 2. Click the Mail Format tab 3. At the bottom, click the Signatures button 4. Click New 5. In the Enter a name for your new signature box, enter a name 6. Under Choose how to create your signature, select start with a blank signature 7. Click on Next 8. Click on Advanced Edit

Click here

9. Word opens up and you can use more sophisticated features such as hyperlinks,

etc. 10. Save your document. It will be with the extension .rft 11. Close Word



12. Click on OK 13. OK To edit a signature: 1. Click Tools 2. Options 3. Click the Mail Format tab 4. At the bottom, click Signatures 5. In the Signature box, click the signature you want to change, and then click Edit

To change a signature for a single message only, make your changes directly to the signature in the message.

To set the default signature: 1. Click Tools 2. Options 3. Click the Mail Format tab 4. In the signature for new messages, select the signature you want 5. In the signature for replies and forwards, select the signature you want To stop using an automatic signature: 1. Click Tools 2. Options 3. Click the Mail Format tab 4. In the signature for new messages, select <None> 5. In the signature for replies and forwards, select <None>



To remove a signature from a single message only, select the signature in the message, and then press DELETE.

To use a default signature click here and select the signature you want.

3. Configuring the Draft Folder

Unfinished messages are saved in the Drafts folder and are not sent. By default, unsent messages you are working on are saved every three minutes. To see how often an unfinished message is automatically saved: 1. Click Tools 2. Options 3. Preferences 4. E-Mail Options 5. Advanced E-Mail Options 6. Under Save messages, AutoSave unsent every: ***** minutes, put in the amount

of time that you want To change the folder where the messages are saved, and other options: 1. Click Tools 2. Options 3. Preferences 4. E-Mail Options 5. Advanced E-Mail Options 6. Under Save messages, Save unsent messages, click on the down arrow and

select the folder where you wish them to be saved



4. Using the Preview Pane

The Preview Pane can useful if you should want to view a message without actually opening it. However, be aware that you can give a give a false read receipt if you don’t change certain options (see the section on changing options below). Besides the message, you can see the flag status, replied and forward information, voting buttons and the accept/decline buttons for meeting requests. To turn on the Preview Pane: 1. Click View 2. Preview Pane Your screen will look as the following:

To change options: 1. Click Tools 2. Options 3. Other 4. Preview Pane Mark messages as read in preview window - will give the recipient an accurate read receipt. (See figure below). Mark item as read when selection changes - means that it looks like it has been read (by reading it in the preview pane) and but you are not actually opening the message. Someone could delete the message without actually opening it and the recipient would think that they deleted the message without reading it. Single key reading space bar – means that you can open the message by using your space bar, i.e. select the message and press the space bar. The message will then open (as in Outlook 97).



Click here for an accurate read message

The Preview Pane can also be used to respond to meeting requests without actually

opening the item. See the section on Calendar for more information. 5. Using the Advanced Find Items

There are two ways to search. To quickly search for items in the current folder and its subfolders, click the Tools menu, and then click Find. To search for items in multiple folders, or to search for items by more than one criterion, click the Tools menu, and then click Advanced Find. To search for items and files using Advanced Find: 1. Right-click on the folder you want to search and select Advanced Find 2. In the Search for the word(s) box, click the type of item or file you want to search 3. If the folder you want to search does not appear in the In box, or you want to

search more than one folder, click Browse to select from a list. In the Folders box, select the check boxes next to the folders you want to search, and clear the check boxes next to the folders you don't want to search. Click OK

4. Click Find Now

To save your search and use it again later, click the File menu in the Advanced Find dialog box, click Save Search, and then type a name for the search.

To use an existing saved search to find the items or files you want, on the File menu

on the Advanced Find dialog box, click Open Search, and then double-click the search you want.

Find all Related To find other e-mails relating to a particular message that are in your Inbox is very simple. To do this: 1. Right-click on the message 2. Select Find All, Related Messages Outlook goes into Advance Find and searches for all the messages relating to that subject in your Inbox.



To find items by date and/or size: 1. Click Tools 2. Mailbox Cleanup

Select either option and then click Find

3. Click on either Find items older than ------ days OR 4. Click on Find items larger than ------- kilobytes 5. Click Find. Outlook goes into Advance Find and searches for all the messages

relating to the criteria requested 6. Using the Spelling Options

Check boxes in the General Options section at the top of the Spelling tab enable you to specify how you want spell checking to function. The first five option boxes are the same as those in previous versions of Outlook. The sixth option is new in Outlook 2002. The AutoCorrect Settings button enables you to control how Word automatically corrects certain typing errors. You may now do this without making Word the e-mail editor, which can be very heavy on the system. To use AutoCorrect when Word isn’t the e-mail editor: 1. Click on Tools 2. Options 3. Spelling tab 4. Put a tick in the last box under General Options (Use AutoCorrect when Word

isn’t the e-mail editor) 5. To see the AutoCorrect options, click on the AutoCorrect Options button


Outlook 2002 and More 6. Here you may edit, add or replace any options that you want 7. Setting the Tracking Options

If you leave the tick in the option Ask me before sending a response, Outlook 2002 displays a message asking you whether to send a read response when you open a message containing a request for a read receipt. This gives the recipient the option if he wants the sender to know if he has read the message or not. To change this default: 1. Click on Tools 2. Options 3. E-mail Options 4. Tracking Options

This is the default

The availability of tracking depends on the recipients’ software and their e-mail

servers. Just because these options are available in Outlook doesn’t necessarily mean they’ll work in all e-mail environments.

8. Recovering Deleted Messages

Have you ever deleted an e-mail, and closed down getting rid of all deleted messages in deleted items folder and discover you needed it? Have you ever deleted an e-mail, and only discovered a week later, you needed that e-mail? To recover any messages: 1. Click the deleted items folder (it doesn't matter if it has the deleted items of today

in it, or if it is empty) 2. Tools 3. Recover deleted items



4. A list will appear of all the deleted items over the past 10 days, you can sort them by senders name, date of deletion, date received, or title of message

5. Select the message(s) you want to recover 6. Click the envelope icon button at the top 7. Recover selected items They then get restored into your DELETED items folder. From there you can move them wherever necessary. 9. Using the Rules Wizard

Normally, Outlook places all the messages you receive in your Inbox folder. If you receive only a few messages each day, that’s no problem. However, if you’re one of those people who receives many messages each day, you might prefer to organize those messages by having Outlook automatically assign certain types of messages to separate folders.

Instead of organizing messages by saving them in various folders, you might prefer to organize messages by assigning categories to them. Subsequently, you can display messages sorted by category.

To create a rule: 1. Click on Tools 2. Rules Wizard 3. New 4. In the upper box, select the type of rule you want to create, i.e. Move New

Messages from Someone. A description of this rule appears in the lower box. The underlined words in the description require definitions

5. Click Next to display a list of conditions that must be satisfied for the rule to be applied



6. Check the conditions that apply. You can check as many as you like. All the

checked conditions must be satisfied for the rule to be applied 7. Click the first underlined words in the Rule Description box. Outlook then displays

a dialog box that displays a list of people in one of your address books 8. Select one or more people to whom you want the rule to apply (or you can select

one or more distribution lists). Then click From to move the selected names into the Specify the Address of the Sender box, in which, if you select more than one name, a semicolon separates names

9. OK 10. Select the folder into which you want Outlook to place items 11. OK 12. Next. Choose what you want to do with messages that satisfy the conditions

you’ve previously specified 13. Next. You can specify exceptions to the rule 14. Next. Supply a name for the rule 15. Replace the suggested name in the Please Specify a Name for This Rule box

with something more meaningful 16. If you want to move messages you’ve previously received from the named person

into the new folder, check Run This Rule Now on Messages Already in “Inbox” 17. If you want this new rule to begin testing incoming messages immediately, make

sure Turn on This Rule is checked 18. If you want the new rules to be used in all your e-mail accounts, check Create

This Rule on All Accounts 19. Finish 20. OK to close the wizard window



10. Sending a Link to a Folder

It is possible to send a link to a folder in the Public folders. This could be useful if you want someone to see all the e-mails pertaining to a certain subject. To do this: 1. Right-click on the Public folder 2. Select Send Link to a Folder 3. Outlook opens up a new message with this link attached. It will be an icon with

the extension .xnk. 4. Fill out the relevant information and send your e-mail The recipient will receive this link and can double-click to open the folder with the items inside.

C. Calendar Microsoft Outlook includes an online appointment calendar to help you schedule your days. You can make appointments, keep a record of reminders and record important annual events. In most cases, you only need to identify a date, time and enter a description of the appointment or event. You can also keep track of your projects by using the TaskPad. When connected to a network, you can also schedule meetings for a group of participants. To open the calendar, simply click on the Calendar folder from the folder list or click on Calendar from the Outlook Bar.

1. Creating Appointments

There are two new options in the calendar appointment form: - labels - contacts

Color-code your appointments

Contacts


Outlook 2002 and More Color an appointment item One of the new features in Outlook 2002 is the ability to use colors to identify appointment items. To use this capability, open the drop-down Label list to display this list of colors and their corresponding labels: White none Red important Blue business Green personal Gray vacation Orange must attend Light blue travel required Olive needs preparation Purple birthday Dark green anniversary Yellow phone call Click one of the colors to identify an appointment item. Subsequently, when you display a calendar, the item has the selected color as its background. You can’t change the colors available for coloring appointment items, but you can change the labels associated with each color. To change one or more labels: 1. Right-click an appointment item 2. In the context menu, move the pointer onto Label to see a list of colors with their

current labels 3. Click Edit Labels (at the bottom of that list) to display the Edit Calendar labels

dialog box 4. Change the text associated with each color To associate contacts with an appointment item: If the appointment is with people who are listed in one of your address books, you can associate the Appointment item with those people. After doing that, when you subsequently open the Appointment item you can double-click a name in the Contacts box to find information about that person. To do this: 1. Click the Contacts button to open the Select Contacts dialog box 2. Select the appropriate contact 3. Click OK to list those contacts in the Contacts box 2. Organizing Events

Events differ from appointments in that events typically do not preclude other events. For example, you can enter a birthday or a national day. Scheduling an event does not prevent you from scheduling other appointments or other events on the same day.



To create an event: 1. From the new appointment window, check the All Day Event box as shown below.

Outlook changes the name of the window from appointment to Event.

Click here to create an event

Click here to make it a recurrent event

To create a recurring event: 1. Click on the Recurrence button from the toolbar (see abo

frequently and according to what pattern this event recurs2. Also indicate how far into the future this event will recur b

Recurrence option buttons and boxes. Click OK 3. Click the Save And Close toolbar button 3. Organizing Meetings

When you are connected to the network, you can use Outloomeetings. You can let Outlook look for an empty time slot thaschedule by examining the calendars of each of the meetingcan also invite and send attendees invitations to a meeting. Rfor this feature to work, the staff members must be using themeetings or plans. To check attendees availability: Before you plan a meeting you may want to see who would bspecified date. To do this: 1. Click Calendar 2. On the Actions menu, click Plan a meeting 3. Click Invite Others 4. In the Type name or select from list box, enter the name

you want at the meeting 5. For each name entered, click Required, Optional, or Res

and Optional attendees appear in the To box, and ResouLocation box

6. Click OK, and then use the scroll bars to view the free/bu7. When you have the attendees entered click the Make Me

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In Outlook 2002, when you send a meeting request that you created by using the Plan a Meeting feature on the Actions menu, the Plan a Meeting dialog box does not automatically close as in the previous versions of Outlook. This feature was changed to allow you to plan multiple meetings without requiring you to re-open the Plan a Meeting dialog box after you send each meeting request.

To request a meeting: 1. Create a new appointment 2. Briefly describe the meeting in the Subject text box 3. Type the meeting date and time in the Start Time and End Time boxes 4. Include any further information that you may wish, i.e. attaching an agenda, etc. 5. Click on the Invite Attendees button 6. Type the names of participants you want to attend your meeting 7. If there are some conflicts with the dates or time you make click the Auto Pick

button and let Outlook search for the next available time for the participants 8. Once complete, click the Send button To respond to a meeting request: The attendees invited to a meeting will receive through e-mail a message similar to the one displayed below. Note that the toolbar provides four options to choose from: Accept, Tentative, Decline and Propose New Time.

Options available for responding to an invitation

The message will be displayed in your Inbox.



To respond to a meeting request: 1. Double-click to open it 2. To agree to a meeting, click the Accept button

If you agree to a meeting, Outlook schedules it in your calendar

To respond to a meeting request without opening the item: If you have the preview pane turned on you will be able to see the meeting request and can respond with the buttons at the top of the window of the preview pane.

Buttons used to respond to a meeting request

For more information on the Preview Pane refer to page 9

To delete appointments and/or events: 1. Display your Calendar 2. Right-click the appointment 3. Choose the shortcut menu’s Delete command



8. Working with Group Schedules

Another new feature in Outlook 2002 is the Group Schedules button. Group Schedules enable you to view the combined schedules of individuals, resources or Calendar public folders. It is also possible to schedule meetings with entire groups or with individual members of the group. With Group Schedules, this grouping can be saved for later access. To create group schedules: 1. Go to the Calendar folder 2. Click Actions, View Group Schedules OR 3. Click the Schedules button on the Standard toolbar 4. In the Group Schedules dialog box, click New 5. In the Create New Group Schedule dialog box, type a descriptive name for the

new Group Schedule, i.e. working group that you have to arrange meetings with frequently. Verify the name before you click OK because you cannot change the name later.

6. Click OK 7. To add Group Members, type a user name, e-mail address or click the Add

Others button 8. Select Add from Address Book 9. When finished with group members, click Save and Close



To use again your group: 1. In the Calendar folder, click on Actions 2. View Group Schedules 3. Select the group 4. Open 5. From here you can make another meeting, etc. 9. Viewing Reminders

When you create an appointment or meeting in Outlook, you can choose to be given a reminder a certain time before the appointment or meeting is due to begin. This is also true for a task. Outlook must be running, either visible onscreen or minimized, for the reminder to appear. If Outlook isn’t running at the time a reminder should be displayed, the reminder is displayed when you next start Outlook. Previous versions of Outlook displayed only one reminder at a time. Outlook 2002 improves the display of reminders by showing current reminders in a single dialog box. To view a reminder: 1. Click View 2. Reminders Window 3. The Reminders Window appears



Each item in the reminder list is in a separate row that contains three columns: • The first column contains a symbol that indicates the type of the reminder.

Reminders can be for calendar or task items • The second column contains the subject of the item • The third column shows when items are due You can select any of the listed reminders to see information about it. You also can select one of the reminder items and then click Open Item to see that item in a form, or you can click Dismiss to permanently delete the item from the list of reminders. If you want to temporarily remove a reminder from the current list and be reminded later: 1. Select that reminder 2. Open the drop-down Click Snooze to Be Reminded Again In list 3. Select reminder time 4. Click Snooze If your reminder doesn’t notify you: 1. Click Tools 2. Options 3. Other 4. Advanced Options 5. Reminder Options

Make sure there is a click here



D. Contacts Anyone who works with other people may need to stay in touch with those people. This means creating some type of system that can track information about people and businesses. The information has to be easy to retrieve and work with. Outlook provides such a system with its Contacts feature. Here you can enter contacts in a database and track important information including names and addresses, phone numbers and e-mail addresses. 1. Working with Contacts

The first step in building a contacts database is adding individual items to your Contacts folder. Adding these items is simple, although slightly time-consuming, because you end up collecting quite a bit of data about each contact.

To add a contact item: 1. Click on File, then New command and choose the New submenu's Contacts

command or click on the new contact button 2. Type the name in the Full Name text box 3. Type the name of the person's business in the Company text box 4. Click on the Address button and type in the street, city, and state address

information 5. Type the person's phone numbers in the Phone text boxes 6. Type the person's e-mail name in the E-mail text box 7. When finished, click the Save and Close button

Save & Close

To edit a contact item: As the people you know change positions, employers, or addresses, you'll want to update the listing in your Contact folder. To do this:


Outlook 2002 and More 1. Double click on the name you want to edit 2. Contact will open the window displaying the information about the person. Make

the necessary changes 3. When finished, click the Save and Close button 2. Printing your Contacts

To print contacts: 1. Select File 2. Print 3. Choose between the Card Style, Small Booklet Style, Medium Booklet

Style,Table Style or choose the Phone Directory Style to display names in alphabetical order with phone numbers only

3. Using the Current View in Contacts

There are many different views in Contacts. To see the different views you will need to change your Current View. The list below is an example of the Phone List. You can modify the different fields to display the information that you want.



Creating custom views Each view contains information about one type of Outlook item but only some of the fields of information about each item. Some views contain information about only those items that satisfy certain conditions. You can modify the standard views and create your own custom views. To customize a current view: 1. Select View 2. Current View 3. Customize Current view 4. Click Fields to display the Show Fields dialog box 5. In the Current View box, click the view you want 6. In a table or card view type, you can add or remove fields of information to show

or hide details in the view. In a table, a field is a column of information. In a card, a field is a box with a label and some information

7. You can customize the fonts and format of a table or card view type To create a personal view: 1. Select View 2. Current View 3. Define View 4. Click New 5. Type in a name

Type in a name here

If you want this view to work on all folders in Contacts

6. Be sure you change the option to work on all Contact folders if you want to use

this view on other folders 7. Click OK 8. Click on Fields 9. Select the different fields that you want to appear in your view by adding and

removing, etc.



10. Click OK 11. Click Close

Customizing views can be done in any of the Outlook folders. 5. Creating a Distribution List in Contacts

After saving contact items in a Contacts folder, you can use those items for many purposes, one of which is to create e-mail distribution lists, otherwise know as mailing lists. To create an e-mail distribution list in Contacts: 1. Click on Actions 2. New Distribution List

Click here



3. Click on Select Members 4. If you want the distribution list to contain a name that’s in a contacts folder other

than the default, open the Show Names From The drop-down list and select an Address Book

5. Scroll down the list of contacts and select the contacts you want to have in the distribution list.

6. Click Members to move those contacts into the Add to Distribution List box 7. OK 8. If you want to add names and e-mail addresses that aren’t in your contacts folder,

select Add New 9. Enter the new contact’s name in the Display Name box and the contact’s e-mail

address in the E-mail Address box 10. If you want to add the new contact to your contacts folder, check the Add to

Contacts box 11. OK 12. Enter name for the distribution list in the Name box 13. Click Categories if you want to assign categories 14. Click Save and Close

If you intend to share your contacts folder but want to keep the distribution list private, check the Private box.

5. Working with the Outlook Address Book

If you want Contacts to appear as an e-mail address book when you click on the Address Book then you will need to be sure it is set up. To show contacts as an e-mail address book: 1. Right-click on your Contacts folder 2. Select Properties 3. Click on the Outlook Address Book tab 4. Click in the box where it's written "Show this folder as an e-mail Address Book" 5. OK



Click here

To use contacts as your default address book: If you are keeping an up-to-date Contact’s list then you may wish to make it your default list every time you click on your address book. To do this: 1. Click on the Address Book icon 2. Tools 3. Options



4. Click on the down arrow where it says: Show this address list first 5. Select Contacts 6. Click OK To use Contacts as your default address book when checking names: If you would like Contacts to be the first list that your e-mail checks when checking names then you should: 1. Click on the Address Book icon 2. Tools 3. Options 4. Where it says When sending mail, check names using these address lists in the

following order: use the arrow keys on the right to move the order up or down 5. Click OK

6. Tracking a Contact’s Activities

You can use Outlook to track various activities of a contact, such as appointments, documents, e-mail, notes and tasks. To display a Contact’s activities: 1. Open the contact item by double-clicking on it 2. Click the Activities tab

3. The Activities tab opens with a list of all activities relating to the selected contact.

You can open the drop-down Show list to select various types of activities • All Items • Contacts • E-mail • Journal • Notes • Upcoming Tasks/Appointments


Outlook 2002 and More 7. Sending and Receiving Contact Information

To send contact information to other users: 1. Open the Contact item 2. Actions 3. Choose Forward. The Contact item is included as an attachment in an e-mail

message that you can send to another user Or 1. Right-click on the Contact item 2. Choose Forward To add contact information you receive via e-mail into your contact folder: 1. Open the e-mail contacting the Contact item 2. Double-click on the Contact item to open it 3. Click on Save and Close 8. Sharing Contact Information with other Microsoft Products

Your list from Contacts can be used in other Microsoft products, i.e. Word or Excel. For example, you may like to make a list of labels from your Contact list. The Contacts list can be brought into Excel. This is done by using the Import and Export feature. Using the Outlook Wizard you can create a file format that is supported by the application that is to import the file (usually called a target application). To export a contact list to an Excel worksheet: 1. Click File, Import and Export. This activates the Import and Export Wizard 2. From the Choose an Action to Perform list, select Export to a File. Click Next 3. In the Export to a File screen, select Microsoft Excel from the Create a File of

Type list. Click Next 4. Select the Contacts folder from the Select Folder to Export From box. Click Next 5. In the Export to a File screen, enter a file name in the Save Exported File As field.

If you want to save the file to a different folder than the default folder (which is usually the My Documents folder), click the Browse button and select the folder from the Browse dialog box. Click OK to return to the Export to a File screen. Click Next

6. In the last Export to a File screen, select the actions you want to take place. In this case, the only selection is exporting a file from the selected Outlook folder. By default, this option is selected

7. Outlook gives you the option to change the way the fields are mapped to the Excel worksheet. You do this by clicking Map Custom Fields button and changing the order of how the fields will display in the exported Excel file. The reason for doing this is so you minimize or eliminate the time needed to move fields around after you open the new file in Excel

To change field mappings, select an item from the left box (the From box) and drag and drop it on the right box (the To box). The order you place the fields in the right box determines the order the information displays in the exported file. You can position an item in the list in the right box by selecting it and moving it up or down in the list. To remove fields from the exported file, select an item from the right box and drag and drop it on the left box.



You can rename field names by double-clicking the field name under the Field column in the right box and entering a new name. The original field name appears in the Mapped From column to let you know which Outlook field is used to provide information to the renamed field. To quickly remove all fields from the right box, click the Clear Map button. To reset the fields to the original fields, click the Default Map button.

TIP: Knowing which field appears where in the Excel worksheet or whichever application you choose to open an exported Outlook file in might take some experimentation. The first time you export information to a file type, you might want to choose the default settings that are shown in the Map Custom Fields dialog box, then open the exported file in the selected application. Next, take a look at the way in which the information appears in the application. In some cases, the way in which the information displays will be satisfactory for you. In other cases, return to Outlook and run the export process again, this time changing the mapping of the fields.

After you set up the Map Custom Fields dialog box, click OK to return to the Export to a File dialog box. Click the Finish button. Import and Export Progress screen appears as the folder is exported. Depending on the size of the folder and speed of your computer, the time it takes to complete this process varies. When the process is complete, the Import and Export Progress screen disappears from the screen. You can now switch applications and open the new file.

9. Creating an Additional Contact List

If you are going to use Contacts for your data source document in Mail Merge then it could be that you want to use only some of the people from your Contacts list. Or to use a contact folder for a distribution list. Therefore, it is necessary to create a temporary contact list that contains only selected items from your complete contact list. To do this: 1. Click File, New, Folder to display the Create New folder dialog box 2. Enter a name, such as Label List, for the new folder in the Name text box 3. Open the Folder Contains list box and choose Contact Items 4. Choose the folder, such as contacts, in the Make This a Subfolder of list under

which the new folder is to be a subfolder 5. Click OK 6. Choose Contacts in the Outlook Bar to display the Contacts Information Viewer 7. Click the folder List button in the toolbar to display your folders. If necessary,

expand a subfolder to display the name of the new subfolder you just created 8. Hold down Control and drag items one at a time from the Contacts Information

Viewer into the new subfolder

If you don’t hold down the Ctrl key while you drag, you’ll move items (instead of copying items) from your contacts list into the temporary folder.


Outlook 2002 and More After you’ve completed your temporary list, use this as the basis for a mail merge instead of using the entire contact list. 10. Making Labels from Your Contacts

You can use Outlook contacts as a data source for Mail Merge documents you create in Word. You will need to use the Mail Merge Wizard. To do this: 1. Open Word 2. Tools 3. Letters and Mailings 4. Mail Merge Wizard 5. On the right-hand side you will see the Wizard. Select labels under the heading

Select document type 6. Click Next (starting document) at the bottom 7. Click the Label Options under the heading Change document layout. If not

aleady set up, create your new label with a name

Settings for 3 X 8 labels

8. Click OK 9. Click on Next (select recipients) 10. Click on Select from Outlook Contacts 11. Click on the link Choose contacts 12. Select contact folder list



13. OK 14. OK 15. The following Mail Merge Recipients window comes up

16. Click OK 17. Click on Next (arrange your labels) at bottom 18. While the cursor is blinking in the first label, click on Address block in the Wizard




Use this option if working with international addresses

19. Select the format that you want 20. Click OK 21. Under replicate labels, click on Update all labels 22. Click on Next to preview your labels 23. When you have finished to preview your labels you can click Next. Then you can

print the merged labels or edit individual labels.

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