•
Open the Notes folder
•
Create a note
•
Open a note
•
View notes
•
Print a note
OPENING THE NOTES FOLDER
Discussion
The Notes component of Outlook allows you to create the electronic equivalent of the small “sticky notes” sometimes used to annotate documents or leave notes on a bulletin board or around a desk. You can use Notes to create reminders, notations, or any small bit of
information you would typically scribble onto a scrap of paper.
You can open the Notes folder from the small icon at the very bottom of the Navigation Pane.
Procedure
Click the Notes icon at the bottom of the Navigation Pane.
CREATING A NOTE
Discussion
You can create notes in Outlook as reminders or annotations to quickly document ideas or for any other purpose. The text contained within a note can be copied to other documents and files.
Notes are created in the Note window. The Note window resembles a paper “Post-It note” that includes date and time information of when the note was created. Changes made to notes are saved automatically when the Note is closed.
Procedures
1. Click on the Notes icon at the very bottom of the Navigation Pane.
2. Click the New Note command in the New group of the Ribbon.
3. Type the text you want to appear in the note.
4. Click the Close button at the top right of the note .
OPENING A NOTE
Discussion
You can quickly open any note and view it in the Note window. You can leave the Note window open regardless of which application you are using. For example, you may have a collection of notes related to a proposal on which you are working; you can open those notes and view them while developing the proposal in Microsoft Word, if desired.
In addition, if you want to edit the content of a note, first you need to open it. Then, you can modify the note content as desired and close it to save the changes.
Tip
You can use the [Alt+Tab] key combination to switch between an open Note and other open applications or Outlook item.
Procedures
1. Open the Notes Folder.
2. Double click the desired note.
3. Click the Close button on the Note window title bar to close it.
VIEWING NOTES
Discussion
The default way of seeing your notes is Icon view. You can also display your Notes as:
• Notes List - a tabular (columns and rows) way of seeing notes. Note cannot be directly edited but other forms of customisation can be achieved.
Notes in a tabular view (Notes List)
Tabular views (List and Last 7 Days) can be sorted and grouped using built-in
“Arrangements” or, sorted on an ad hoc basis by clicking the column headings at the top of the list.
In addition to the built-in views listed above, you can also show the Reading Pane and like
other folders in Outlook, customise the way that items are viewed.
If a view has been modified in any way, eg. sorted or had its columns resized or removed, it
can be returned to the “factory settings” using the Reset View command in the View tab >
Current View group.
Procedures
1. Open the Notes folder.
2. Click an option in the Current View gallery of the Home tab.
3. If in a tabular view (eg. Notes List or Last 7 Days), select the View tab.
4. Click one of the three options in the Arrangement group.
5. Adjust column widths by holding the mouse pointer over the line that separates
two of the column headings (the mouse pointer changes to a shape) and click
and drag to adjust the width of the column to the left.
8. Click Reset View in the Current View group .
9. Click OK to the warning message.
Tip
The first time you click a column heading, the column will be sorted in ascending order. Click the heading again to sort it in descending order. An arrow head next to the column name will indicate the sort order - (ascending): (descending).
Tip
Hold down the [Shift] key on the keyboard and click another heading to carry out a multiple level sort.PRINTING NOTES
Discussion
You can print notes information and individual notes items in a number of different ways.
You can quickly print a single note using the “Quick Print” command in the shortcut menu
(right click over the note). Alternatively, you can use the Print pane to print multiple notes
and entire notes views.
The Print pane also offers control over the way your printed notes will appear. You can control the printer to be used, the layout used in printing and instantly see what the output would look like in the preview pane.
The Notes Print Pane
You can use the Print Options button in the Print Pane to open the Print
dialog box offering more options and settings for how to print your notes.
Tip
To print notes using the Memo Style, you must select the notes before opening the Print dialog box. You can select and print multiple note items using the [Ctrl] and [Shift] keys. You can selectall notes items by pressing [Ctrl + A] on the keyboard.
Procedures
1. Open the Notes folder.
2. Select the File tab. 3. Click Print at the left.
4. Select a style from the Print style list box.
5. Click the Print options… button, if desired, and select other print options as
desired. 6. Click Print.
DELETING A NOTE
Discussion
You can delete any notes you no longer need. Deleted notes are actually moved to the Deleted Items folder and are not removed from your hard drive until the Deleted Items folder is emptied. You can, therefore, recover an accidentally deleted note by clicking and dragging it from Deleted Items back to Notes.
Procedures
1. Open the Notes folder.
2. Select the note you want to delete.
APPENDIX A - POPULAR OUTLOOK OPTIONS
In this appendix, you will learn how to:
•
Customise the Outlook Today page
•
Open the Options dialog box
•
Set General options
•
Set Mail options
•
Set Calendar options
•
Set Contact options
•
Set Tasks options
•
Set Notes and Journal options
•
Set Search options
•
Set Advanced options
•
Customise the Ribbons
•
Customise the Quick Access Toolbar
CUSTOMISING THE OUTLOOK TODAY PAGE
Discussion
You can use the options on the Outlook Today page to make this page the one that starts
when Outlook opens. These options allow you to view your current appointments, tasks, and new mail all on one page when you first open Outlook. You can also change display options
for the Calendar, Tasks, and Messages areas that appear on the Outlook Today page, as
well as select a style for the page display.
Outlook Today
You can choose which folders you want to appear in the Messages area. By default, the
message counts for the Inbox, Drafts, and Outbox folders appear. You can select the number
of days the Outlook Today page uses to display Calendar appointments. The default
Calendar is set to show five days, but you can select from one to seven days. You can change the task list to display either All tasks - the default - or Today’s tasks. The All tasks option
displays all tasks, while the Today’s tasks option displays tasks with a starting or due date of
today, along with tasks without a specific due date if the Include tasks with no due date
option is enabled. You can also specify a sort order for your task list.
You can choose a different page style to change the appearance of the Outlook Today page.
The default is the Standard style; however, you can change this to a one or two column
display as well as to the Winter or Summer style.
The Customize Outlook Today page
Procedures
2. Click the Customize Outlook Today… hyperlink text .
3. Select the desired options.
4. When you have finished selecting options, click the Save Changes hyperlink text
.
OPENING THE OPTIONS DIALOG BOX
Discussion
The Options dialog box is the central location for the settings that control the Outlook features and functionality. This dialog box is organised into multiple panes, with each pane containing options and settings categorised by functionality and listed at the left of the dialog box. You can use the Options dialog box to control the way in which Outlook and its folders function.
The Options dialog box contains buttons to open other dialog boxes specific to a folder
setting or feature. If the Apply button is available and is selected, Outlook applies the
changes and leaves the Options dialog box open so that you can make additional changes.
The Outlook Options dialog box
Procedures
1. Select the File tab.
GENERAL OPTIONS
Discussion
Popular options under this heading are:
Option Description
Show Mini Toolbar on
selection On by default. When composing a message, the Mini Toolbar appears when you select a piece of text and hover the mouse pointer over the top right corner of the selected area. It offers commonly used formatting commands. Untick the check box to stop it from appearing. The Mini Toolbar can still be shown by right-clicking text.
Enable Live Preview On by default. When composing messages, Live Preview instantly displays certain formatting options and styles on selected text or objects as the mouse pointer moves over galleries (eg. table and picture styles) or lists (eg, Font and Size).
Color scheme Default is Silver. Changes the colours of certain window components and backgrounds such as the Title Bar, Ribbon and panes.
Username and Initials These are primarily used to automatically label comments, tracked changes and certain document properties. This is a global setting and if changed in Outlook will affect other Office applications.
3. Modify options and settings and desired.
4. Click OK.
MAIL OPTIONS
Discussion
Offers a large range of preferences for controlling how messages are composed, received, read and sent. Popular options under this heading are:
Option Description
Editor Options… Opens a separate dialog box containing proofing (spelling and grammar checking) and AutoCorrect options and an Advanced pane containing preferences and options for controlling the behaviour of a wide variety of word- processing tools and techniques.
AutoCorrect options are common to all Office applications hence any changes made in Outlook will also affect Word, Excel etc. Details about AutoCorrect functionality are covered on our Microsoft Word training courses. Spelling and
AutoCorrect… Open the same dialog box discussed above.
Signatures… Allows you to create, edit and delete valedictories that can be automatically added to the end of your messages.
Stationery and Fonts… Allows you to:
1. specify a “Theme” to use on all your new messages.
Themes are built-in formatting choices consisting of a combination of fonts, colours and special effects (eg. fills and lines) used on graphic objects;
2. specify a default font to use for all new messages that you
create, reply to or forward;
3. set an option to automatically pick a different colour for
the message text each time a message is forwarded or replied to in a conversation;
4. take a shortcut to signatures.
Reading Pane… Offers setting to control the behaviour if the Reading Pane.
The most popular being turning off the Mark item as read
when selection changes check box, to prevent an unread email being marked as read when you click onto another one. With the option off, you have to open a message into its own window (double click) to mark it as read.
Message arrival (Desktop
Alert Settings…) Controls duration and transparency of notification messages that appear in the bottom right of the screen when a new message appears.
Conversation Clean Up Options for the Clean Up Folder command (mail folders >
View tab) . Controls criteria for deleting messages in a
conversation.
Replies and Forwards Specifies whether the original message is closed upon replying or forwarding it and how to deal with original message text and edits to it.
Save messages Options for auto-saving unsent messages in preparation and how/if sent messages are stored.
Send messages Contains settings for:
• default importance and sensitivity levels for new
messages
• addressing options
• whether meeting requests are deleted upon being
replied to
• emptying the Auto-Complete list
Tracking Options and settings for handling receipts (sent or received) and messages containing votes (see page 8).
Procedures
1. Select the File tab.
2. Click Options.
3. Select Mail at the left.
4. Modify options and settings and desired.
5. Click OK.
CALENDAR OPTIONS
Discussion
A number of calendar options were discussed in Lesson 6 on page 92. Other popular options under this heading are:
Option Description
Default reminders Set how long before an appointment starts you want a reminder to pop up on the screen. This will apply to new appointments only, not existing ones.
Allow attendees to propose
times for meetings Determines whether the available in meeting requests (see page 89). Propose New Time options is Add holidays to the Calendar Adds as events, national holidays from a wide range of
countries and faiths to your Calendar. Change the permissions for
viewing Free/Busy information Controls for the purpose of assessing your availability for meetings, how far ahead other users can see your appointments (default is 2 months) and how often the server updates your calendar information (default is 15 minutes). If you are frequently invited to meetings, you may consider changing the time interval that your free/busy time is updated on the server to every 5
minutes.
Default Calendar color Change the background colour of your calendar when in Day/Week/Month/Schedule or Preview views. This
can also be changed from the Calendar View tab on the
Ribbon. Automatically switch from
vertical layout to schedule view when the number of displayed calendars is greater than or equal to <x> Calendar folders.
Default setting is five. If you have a wide screen monitor, you may wish to increase this number.
Automatically switch from schedule view to vertical layout when the number of displayed calendars is fewer than or equal to <x> Calendar folders.
Default setting is one. You may wish to increase this number.
Scheduling Assistant Controls whether screen tips appear over a meeting attendee’s busy time in the Scheduling Assistant and whether details of an attendee’s busy time (viz. subject) are displayed on the bar.
Resource scheduling If you have been given special permissions on the server to manage resources for meetings, such as
meeting rooms, you can use the Resource Scheduling
options to manage the automatic processing of meeting resources. For example, you can select an option to automatically decline any meeting that conflicts with another meeting using the same resources
Procedures
1. Select the File tab.
2. Click Options.
3. Select Calendar at the left.
4. Modify options and settings and desired.
5. Click OK.
CONTACT OPTIONS
Discussion
Popular options under this heading are:
Option Description
page 98).
Suggested contacts Determines whether Outlook keeps a separate record of
people in the Suggested Contacts folder, Each time you
address a message to someone who is not in the Global Address List or your normal Contacts folder, Outlook adds them to the Suggested Contacts folder (see page 100).
Procedures
1. Select the File tab.
2. Click Options.
3. Select Contacts at the left.
4. Modify options and settings and desired.
5. Click OK.
TASKS OPTIONS
Discussion
Popular options under this heading are:
Option Description
Set reminders on tasks with
due dates Automatically adds a reminder for 8:00am to new tasks where a due date is set. Default reminder time: Time of day for task reminders to appear.
Work hours Default time periods used for tracking work done on tasks.
Procedures
1. Select the File tab.
2. Click Options.
3. Select Tasks at the left.
4. Modify options and settings and desired.
5. Click OK.
NOTES AND JOURNAL OPTIONS
Discussion
Popular options under this heading are:
Option Description
Notes options Allows you to modify the appearance of notes by changing the
default note colour, size, and font settings. You can also disable the option that displays the time and date in a note.
Journal options Options to control which items the Journal automatically records
based on any combination of items and contacts (eg. messages exchanged with a specified contact).
Also contains options to automatically record file activity in
selected Microsoft Office applications and what happens when you double-click a journal entry.
Procedures
1. Select the File tab.
2. Click Options.
3. Select Notes and Journal at the left.
4. Modify options and settings and desired.
5. Click OK.
SEARCH OPTIONS
Discussion
Popular options for how Instant Search functions are:
Option Description
Indexing options… Specifies which locations on your computer are “indexed” for fast searching.
Procedures
1. Select the File tab.
2. Click Options.
3. Select Search at the left.
4. Modify options and settings and desired.
5. Click OK.
ADVANCED OPTIONS
Discussion
Popular options under this heading are:
Option Description
Outlook panes Settings for which what to display in the Navigation Pane and To-Do Bar. These can also be changed from the View tab on the Outlook Ribbon.
Also repeats options found in Mail options for Reading Pane behaviour (see page 142).
Outlook start and exit Controls which view Outlook defaults to upon launching and whether the Deleted Items folder is emptied on exit. AutoArchive settings Discussed fully in Lesson 2 on page 34).
Reminders Settings for appointment, task and flag reminders.
Export Opens dialog box for importing and exporting data
to/from Outlook (see page 52). RSS Feeds (Synchronise
RSS Feeds to the Common Feed List (CFL) in
Windows)
Tick this check box to automatically add RSS Feeds added to Internet Explorer, to appear in the Outlook RSS folders (see on page 127).
Other Options for specifying which colour category is applied to items when clicking directly in the category field and giving a warning message when emptying the Deleted Items folder.
Procedures
1. Select the File tab.
2. Click Options.
3. Select Advanced at the left.
4. Modify options and settings and desired.
5. Click OK.