Outlook Inbox Quick Reference Guide

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Outlook Inbox Quick Reference Guide

Note: As an alternate method of sending e-mail

attachments, most Microsoft Office applications (Word, Excel, etc.) provide a Send To option on the File menu when a document is open.

What message format (HTML, RTF or

Plain Text)?

In Outlook, you have three choices for the format of messages you create:

• HTML (the default)

• Rich Text Format (RTF), and • Plain Text.

Messages you receive will have the format that the sender chose when sending the message. However, there is an option to view all received messages in plain text if that’s your preference.

Advantages HTML and RTF both allow you to use a

variety of colours, fonts and formatting options in your messages. Also, in HTML and RTF format, pictures appear in the body of the message, as do icons for opening attached files (which means you can place explanatory comments above or below each one in the message.)

Disadvantages Not all mail reading programs can

understand HTML, and even fewer can understand RTF. If you send a message format that your recipient’s e-mail program can’t understand, they may not see what you intended. All e-mail programs understand plain text.

A good rule of thumb

• When sending internal mail messages (within GSJBW), choose RTF or HTML format. • When sending external messages, avoid RTF.

Instead, use HTML or Plain Text format.

You can choose the default format for all messages you send, and even set a different default for messages that go to specific people.

To change the default message format for all

new messages

1

On the Tools menu, click Options, and then click the

Mail Format tab.

2

In the Compose in this message format list, click the format you want.

To specify the message format for one new

message

From the main Microsoft

menu, point to New Mail Outlook window, on the Actions Message Using, and then click

the format you want to use.

received or already cr

Do one of the following:

When reading a Rich Text essage open, on the

of the message.

To change the format of a message you have

eated

Format message With the mFormat menu, click the format

you want to use (Plain Text or HTML).

Note If you use Word to read

Rich Text e-mail messages, you cannot change the format

When reading a plain text

or HTML message With the message open, on the Edit menu, click Edit Message. enu, click the On the Format m

format you want to use (Plain Text, HTML, or Rich Text).

Change the format for all messages sent to a

particular contact

1

Open the contact card for the person.

-mail to

View online demos and tutorials

2

In the E-mail box, double-click the contact’s e address.

3

In the Internet Format list, select the format you want use for messages to this recipient.

Fo tep-by-step instructions and assistance with Outl ft Office programs), try the f

r s ook

(and other M ollowing.

1

2

In th nt information

o h

for:

3

Otherw e, under Microsoft Office Online, click icroso

In the Outlook menu bar, click Help. e Outlook Help dialog box, if you wa

ab ut a specific topic, enter a search term in the Searc box and click

is

and do one of the following: • Unde

Customising Inbox layout

Two ways to automatically preview messages

You can preview your Inbox messages—that is, read some or all of their contents without opening them—in the main message list or in the reading pane, or both.

Navigation paneÇ Message List paneÇ Reading paneÇ

ok 2003

and then choose fro e list of topics.

• Under Quick Links he right-hand side), click

See Office ct a demo from the list.

r Browse Assistance, click Outlo m th

(on t

Demos and then sele

To automatically preview the first three lines of all messages in the main message list, on the View menu, click

AutoPreview.

To limit this preview to unread messages only, on the

View menu, point to Arrange By, point to Current View,

and then click Customize Current View. Click Other

Settings, and then click Preview unread items.

You can also preview items in your Inbox using the reading pane.

To open the reading pane, or change its location, on the

View menu, point to Reading Pane, and then click Right or Bottom.

To display a message in the Reading Pane, click the item in the message list.

To turn off the Reading Pane and view more of the list of messages, on the View menu, point to Reading Pane, and then click Off.

To quickly view or change options for the Reading Pane, right-click the border of the Reading Pane next to the list of messages.

To resize the Reading Pane, point to its left border, and when the pointer becomes a double-headed arrow, drag the border to the left or right.

Sorting messages

There are thirteen predefined standard sorting arrangements for displaying your messages in the main message list:

Attachments, Categories, Conversation, Date, E-mail Account, Flag, Folder, From, Importance, Size, Subject, To, and Type.

To apply an arrangement, open the View menu and choose Arrange By.

Alternatively, right-click the Arrange By: heading at the top of the message list and then choose an arrangement.

Automatically grouping your messages

You can have Outlook automatically group the messages in your message list under headings that you can expand or collapse by clicking a button in the group heading. The groupings are based on the Arrangement (see above) that you have applied. The following example shows messages grouped by importance, with group headings High and Low.

Remember the Four Ds:

Do

Defer (where/when) Delegate

Delete

To group messages, on the View menu, choose Arrange

By and then click Show in Groups.

Saving your Search results

To retrieve specific contents from your e-mail folders, on the

Tools menu, click Find. To save time, you can then save the

results of your searches in Search Folders for later re-use. These folders dynamically update as new items are received or created that meet your search criteria. By default, you already have three Search Folders:

For Follow Up displays any message that is flagged for

follow up.

Large Mail displays message larger than 100 kilobytes. Unread Mail displays all unread messages.

You can also create your own custom Search Folders by defining the search criteria that messages must meet to be included. (Continued)

(2)

Outlook Inbox Quick Reference Guide

To create a new Search Folder

1

On the File menu, click New and choose Search

Folder.

2

In the Select a Search Folder box, under Custom, click Create a Custom Search Folder.

3

Click Choose to specify the search criteria.

4

In the Name box, type a name for your Search Folder.

5

To specify which folders mail should be included in the

Searc

OK. h, click Browse, select the folders, and then click

iteria, enter the required criteria, then

click OK twice.

6

To specify the items that the Search Folder should contain, click Cr

Creating favourite folders

Favorite Folders are displayed at the top of the Navigation pane, where they are easy to see, and where you can tell when new items appear. easily

When you add a folder to Favorite Folders, Outlook creates a shortcut. The actual folder stays in its original location, wh you have quick and easy access to the folder through the ile Favorite Folders shortcut.

To add a mail folder to the Favorites folder

nd then on the ely, you can click and drag a mail folder to Favorite Folders.

ange the list of folders in Favorite

Folders

t menu, click

Move Up in List or Move Down in List.

Right-click the mail folder you want to add, a shortcut menu click Add to Favorite Folders. Alternativ

To rearr

Right-click a folder and then on the shortcu

Automatic colour-coding

Use colour to make important messages stand out from the rest. You can easily create rules so that messages you receive are automatically colour coded, based on sender, subject, keywords, or other criteria.

To create a colour coding rule

1

Select a message of the type you want to create the colour-coding rule for.

2

On the Tools menu, click Organize.

3

Select Using Colors.

4

Set up the rule for colour coding.

5

Click Apply Color.

Flagging a message for follow up

You can flag a mail message to remind you to follow it up later. The Message Flag column displays in the Outlook Inbox message list, to the right of a message. Flagged messages are automatically displayed in the For Follow Up search folder. Items past their due date are displayed in red by default in the message list.

Microsoft Outlook offers six coloured message flags that you can use to indicate different types of follow ups. The d flag is red, but you can change the default flag colour according to your preference.

efault

nd then n e Outlook e flag options you want to apply for the

To flag a message

1

In the message list, right-click the message, a from the shortcut menu, choose Follow Up. Alternatively, if the message is ope , in th toolbar click the Follow Up button. Specify th

2

message.

To quickly add the default flag to a message, in the message list, click the flag icon to the right of the message listing. It changes to the default flag. Click it again when you want to complete (clear) the flagged item.

u, click Rules and Alerts.

3

: Select a template, click Flag messages e with a colored flag.

n

ast page of the Rules Wizard.

pply to all your accounts and each

1

g.

To automatically add a flag using a rule

1

On the Tools men

2

Click New Rule. Under Step 1

from someon

4

Click Next.

5

Follow the instructions in the Rules Wizard.

6

If you want to run a newly created rule on messages already in the Inbox, select the Run this rule now o

messages already in Inbox check box on the l

7

To have this rule a

Inbox, select the Create this rule on all accounts

check box on the last page of the Rules Wizard.

To Remove a flag

With the message open, in the Outlook toolbar click the Follow Up button.

2

Click Clear Fla

Automatic message handling with Rules

and Alerts

Rules (sometimes referred to as filters) perform actions on messages that match a specific set of conditions. After you create a rule, Microsoft Outlook applies the rule when a message arrives in your Inbox or when you send a message.

eive ch messages into a separate folder so their Inbox is more manageable.

more of your rules manually to

select or in a

1

ith Rul .

2

ic

3

Cho e following:

5

e ts and k box on the last page of the Rules Wizard.

1

s the message.

3

lect the conditions and

Wizard.

Notification rules alert you in some way when you rec

a particular message. Organization rules perform one or more actions on a message. Many advisers use this feature to move resear

You can also run one or

ively apply them to messages already in your Inbox nother folder.

To create a rule

W the Inbox displayed, on the Tools menu, click

es and Alerts

Cl k New Rule. ose one of th

• To create a rule from scratch, click Start from a

blank rule.

• To create a rule based on one of the supplied templates, click Start creating a rule from a

template.

4

Follow the rest of the instructions in the Rules Wizard. If you want to run this rule on messages already in on of your folders, select the Run this rule now on

messages already in folder check box on the last

page of the Rules Wizard.

6

To have this rule apply to all your e-mail accoun Inboxes, select the Create this rule on all accounts chec

To create a rule based on a message in a folder

Open the folder that contain

2

Right-click the message you want the rule to be based on.

Click Create Rule.

4

In the Create Rule dialog box, se actions you want to apply.

5

To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules

Out-of-Office Assistant

If ou are going to be out of the office for a significant period (for example, for personaly

v

ived messages.

To

1

it

of Off

2

Rule, and then click I am currently Out of

.

AutoReply only

s.

To turn off the out-of-office option

menu, click Out leave or professional

de elopment), use the Out of Office option to automatically reply to your rece

create an out-of-office reply message

W h the Inbox displayed, on the Tools menu, click Out

ice Assistant.

Click Add

the Office

3

Type your out-of-office message in the

once to each sender with the following text box.

Ensure that you inform those receiving the message: • the date(s) and day(s) you will be out of the office • alternative contacts who can assist with any querie

4

Click OK.

1

With the Inbox displayed, on the Tools

of Office Assistant.

2

Click Add Rule, and then click I am currently in the

Office.

3

Click OK.

Sending e-mail attachments

You can send one or more computer files (Word documents, tc,) as attachments to an

e-tly increase the er than 1MB for . Also, avoid

pients.

Insert File button Excel spreadsheets, digital images, e

mail message.

Adding a picture or file attachment can grea size of a message. Avoid attaching files larg external mail or 5MB for internal (GSJBW) mail sending large file attachments to large numbers of reci Contact the Help Desk for advice.

T

To attach a file to a message

T

1

With your new message open, click the in the message toolbar.

ct the file that you

rt. Optionally, you

can click the Insert drop–down row to select how you

2

In the Insert File dialog box, sele

want to attach, and then click Inse ar want to send your attachment.

3

In the new message toolbar, click Send. (Continued)

(3)

Outlook Calendar Quick Reference Guide

Using the TaskPad

The TaskPad is a basic view of the Tasks folder that you can use in any of the Day/Week/Month calendar views. It’s an easy way to deal with your tasks without having to switch to the Tasks view or keep a separate Tasks window open.

To show or hide the TaskPad

1

Open any Day/Week/Month calendar view.

2

Click View, then TaskPad.

The TaskPad

When you open the TaskPad, the Date Navigator appears above it.

You can resize the TaskPad or even hide the Date Navigator by dragging the edges of the TaskPad. And you can control which tasks appear in it using the TaskPad View

command in the main View menu.

To change the TaskPad View

1

In Calender click View, and then choose TaskPad

View.

2

Select one of the following options:

To display… Click…

a list of all your

assigned tasks All Tasks all the unfinished tasks

with a start date of the current day or before

Today’s Tasks

all tasks with a start date of the currently selected day or before, based on the selection in the Date Navigator

Active Tasks for Selected Days

all tasks for the next seven days from the current date

Tasks for Next Seven Days

all Tasks still incomplete as of the due date

Overdue Tasks

tasks completed on the date selected in the Date Navigator

Tasks Completed on Selected Days

tasks that do not have a due date assigned to them

Include Tasks with no Due Date

View online demos and tutorials

For step-by-step instructions and assistance with Outlook (and other Microsoft Office programs), try the following.

1

In the Outlook menu bar, click Help.

2

In the Outlook Help dialog box, if you want

information about a specific topic, enter a search term in the Search for: box and click

3

Otherwise, under Microsoft Office Online, click and do one of the following: Under Browse Assistance, click Outlo and then choose from the list of topics.

• ok 2003

ce Demos and then select a demo from

the list.

• Under Quick Links (on the right-hand side), click

See Offi

Turn e-mail into calendar entries

You can quickly create a calendar entry (appointment or meeting request) just by dragging a mail message from your Inbox to your Calendar. When you do this, the information in the message will be visible in the calendar entry.

To turn a mail message into an appointment

1

Find the message in your Inbox, and click the envelope

icon to select it.

2

Drag the message to the Calendar button on the Navigation Pane.

3

When the mouse pointer changes to an arrow and the Calendar button changes colour, release the mouse button. Result: The Appointment dialog box opens.

4

Select any additional options you want.

5

Click Save and Close.

To turn an appointment into a meeting

1

itional options you want.

5

Click Send.

Open the appointment.

2

Click Invite Attendees.

3

Enter a name or names in the To box.

4

Select any add

Add files, documents and Outlook

items to calendar entries

You can insert links to Microsoft Office documents, Outlook items and other objects into Calendar entries so that the information they contain will be readily available when you

s

uest. open the Calendar entry.

In ert items into a Calendar entry

1

Open the appointment or meeting req

2

In the toolbar, click Insert.

Select the File (suc

3

h as a document or spreadsheet),

4

Select whether to insert the item as a file attachment,

a shortcut, text only, or other available option. Outlook Item (such as an e-mail message) or Object you want to insert.

Customising the calendar

Views

When the Outlook Calendar is selected, you can choose one of the following views under Current View in the

Calender pane:

• Day/Week/Month displays your Calendar by day,

week or month

• Day/Week/Month with AutoPreview displays your

Calendar by day, week or month and displays the first three lines of the appointment in the Appointment Schedule

• Active Appointments displays your appointments or

meetings

• Events displays any activity that lasts 24 hours or

longer

• Annual Events displays Events that occur on a yearly

basis

• Recurring Appointments displays appointments that

recur at fixed intervals

• By Category displays items grouped by the categories

you have assigned to them.

Appointment Schedule

To change the increment of time shown in your Appointment Schedule, click one of the following on the

Calendar toolbar:

Options for printing your Calendar

To print a single appointment, right-click the appointment and click Print.

When printing more than one appointment, click File and then click Print. The Print and Page Setup dialog boxes give you many options for customising your printed

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Outlook Calendar Quick Reference Guide

Time zones

You can add and display a second time zone in Outlook, which is useful when scheduling meetings or conference calls with people in other time zones. When you add a second time zone, the current time in the primary time zone is highlighted with colour to make it easier to see.

To add a second time zone

1

On the Tools menu, click Options.

2

Click Calendar Options.

3

Click Time Zone.

4

Select the Show an additional time zone check box.

5

In the Label box, type a description.

6

In the Time zone box, list the time zone you want to add.

To quickly switch your Calendar to the second

well layed in other Microsoft Windows-based

1

the Time Zone dialog box following the steps

2

Click Swap Time Zones.

time zone

Note: This will affect all times displayed in Outlook as

as times disp applications. Display above.

Group schedules

After creating a group schedule, you can add members to the schedule, view each others’ calendars, schedule group meetings, and send e-mail messages to the group.

To create a group schedule

1

In Outlook, open your Calendar folder.

2

On the Actions menu, click View Group Schedules to open the Group Schedules dialog box.

3

Click New, type a name for the group schedule, and click OK. The group's schedule dialog box appears.

Add members or a calendar to a group schedule

1

In the group’s schedule dialog box (see above), click

Add Others and click Add from Address Book.

2

In the Select Members dialog box, click a conta and then click To. Repeat this step to add other members from your Address Book.

ct,

4

oup, click Add Others and click Add

5

to add, and then click OK.

6 v

your calendar

he Permissions tab.

5

l in

vel box. You can select a

cording to the actions you would w the other person to perform in your

Calendar folder.

6

Click OK.

… Do …

3

Click OK.

If you want to add a public Calendar folder to the group schedule, so that the calendar’s events are available to the gr

Public Folder.

In the Select Folder dialog box, click the public Calendar folder you want

Gi e someone permission to view

1

On the Go menu, click Folder List.

2

Right-click the Calendar folder, and click Properties.

3

Click t

4

Click Add, select a user in the list, click Add, and click

OK.

On the Permissions tab, select a permission leve the Permission Le

permission level ac like to allo

Managing your group calendar

1

Open your own Calendar.

2

On the Actions menu, click View Group Schedules.

3

Click the group schedule, and click Open.

4

Choose one of the following:

To this

View someone's

calendar In the Group Members list, click the Open Member’s Calendar icon to the

left of a name. Schedule a

group meeting

1

_{required attendees are available.}Find a block of time when all of the time lick New

3

meeting request, and click Send.

2

Highlight the desired block of for the meeting, click Make

Meeting, and then c Meeting with All.

To send the meeting request to the group, on the Appointment tab, type the information you want to include in your

To schedule a meeting w one team ith member

1

st and click

2

3

pe

include in the meeting request In the group’s schedule dialog box, right-click the member’s name in the Group Members li

Schedule a Meeting.

Highlight a block of time for the meeting.

Click the Appointment tab, ty the information you want to message, and click Send. Send e-mail to a group member from a group schedule end appears; it ck mber, click Make

Meeting, and then click New Mail

Right-click the member’s name in the

Group Members list, and click S Mail. A new message form

has the To field filled in with the member’s e-mail address.

Note You can also click a time blo

beside a me Message. Send e-mail to all group members from a group

schedule field already filled in with the group the To members’ e-mail addresses.

To send a message to everyone in the group, click Make Meeting, and then click New Mail Message with All. A new message form opens with

Colour-coding your appointments

You can use colour to categorise your appointments and meetings. Each colour comes with a descriptive label. You can change these labels; for example, you can change the label of the colour red from important to urgent. You can use rules to automatically colour items that meet certain conditions.

Colour an appointment or meeting

In Calendar, right-click an appointment or meeting, point to Label on the shortcut menu, and then click a colour in the list.

Colour a recurring appointment or meeting

1

In Calendar, open an appointment or meeting.

2

Click Open the series, and then click OK.

3

In the Label list, click a colour.

Colour appointments and meetings

automatically

1

In Calendar, right-click the calendar grid, and then click Automatic Formatting on the shortcut menu.

2

Click Add, and then type a name

3

for the rule.

4

he conditions under which

the colour will be applied.

Change label colours

1

Calendar Coloring

In the Label list, click a colour. Click Condition to specify t

In Calendar, click , and then Type the text you want to associate with each colour. click Edit Labels.

(5)

Tasks & Contacts Quick Reference Guide

Customising your view of tasks

To sort your tasks

1

In the Navigation pane, below the Current View, click

Customize Current View.

2

Choose a sort option.

To see task details in the Reading pane

1

If you want to see any notes associated with the task selected without having to open the item, select the Reading Pane option.

2

In the View menu, point to Reading Pane, and then choose the view you want.

Using the TaskPad

The TaskPad is a basic view of the Tasks folder that you can use in any of the Day/Week/Month calendar views. It’s an easy way to deal with your tasks without having to switch to the Tasks view or keep a separate Tasks window open.

To show or hide the TaskPad

1

Open any Day/Week/Month calendar view.

2

Click View, then TaskPad.

open the TaskPad, the Date Navigator appears

sing the TaskPad View command in the main View menu.

The TaskPad

When you above it.

You can resize the TaskPad or even hide the Date Navigator by dragging the edges of the TaskPad. And you can control which tasks appear in it u

To change the TaskPad View

1

In Calender click View, and then choose TaskPad

View.

2

Select one of the following options:

To display… Click…

a list of all your

assigned tasks All Tasks all the unfinished tasks

with a start date of the current day or before

Today’s Tasks

all tasks with a start date of the currently selected day or before, based on the selection in the Date Navigator

Active Tasks for Selected Days

all tasks for the next seven days from the current date

Tasks for Next Seven Days

all Tasks still incomplete as of the due date

Overdue Tasks

tasks completed on the date selected in the Date Navigator

Tasks Completed on Selected Days

tasks that do not have a due date assigned to them

Include Tasks with no Due Date

View online demos and tutorials

For step-by-step instructions and assistance with Outlook (and other Microsoft Office programs), try the following.

1

In the Outlook menu bar, click Help.

2

In the Outlook Help dialog box, if you want information about a specific topic, enter a search term in the Search

for: box and click

3

Otherwise, under Microsoft Office Online, click and do one of the following: Under Browse Assistance, click Outlo and then choose from the list of topics.

• ok 2003

Office Demos and then select a demo from the

list.

• Under Quick Links (on the right-hand side), click

See

Entering contacts

The Contacts folder is your e-mail address book and information storage for the people and businesses you want to communicate with. Use the Contacts folder to store the e-mail address, street address, multiple phone numbers, picture, and any other information that relates to the contact.

To create a new contact

1

In the Outlook toolbar, click the down arrow next to

New, and then from the drop-down list, choose Contact.

2

In the Untitled Contact dialog box, supply the relevant details.

3 To create a contact from an e-mail message

1

Open or preview the e-mail message that contains the

name you want to add to your contact list.

2

Right-click the name of the sender you want to make into a contact, and then click Add to Contacts on the shortcut menu.

Creating Contacts folders

You may want to organise your Contacts into separate folders—for example, personal and business.

To create a new folder

1

In the Outlook toolbar, click the down arrow next to

er.

2

og box, type a name for the

3

You can then add contact information to the folder.

New, and then from the drop-down list, choose Fold

In the New Folder dial folder and then click OK.

Assigning Contacts to categories

In Outlook, Categories are keywords or phrases that help you organize and keep track of things. You can choose from Outlook’s built-in categories and create new ones.

Everything in Outlook—messages, contacts, tasks—can be assigned to categories. For example, Contact categories might be Suppliers, Customers and Employees. Categories make it easy to view and track all items having something in common. For example, you can use categories to quickly create distribution lists when sending e-mail.

To assign contacts to categories

1

In the Navigation pane, click Contacts.

2

In the Contacts pane, select the contact(s) you want to assign to a category.

3

On the Edit menu, click Categories.

4

In the Categories list, tick the categories you want the selected contacts to belong to.

5

To create a new category, type a new category name in the Items belong to these categories box add then click Add

6

to List. Click OK.

ries

s.

3

tegory of contacts you want to send a

4

ting e

Actions menu choose New Meeting Request to intment with Contact. An method:

1

In the Contacts pane, under , click By

Category.

2

Drag the category onto the

To send e-mail using contact catego

1

In the Navigation pane, click Contact

2

On the Edit menu, click Categories.

Select the ca message to.

In the Actions menu, click the New Message to

Contact command. Or, if you want to set up a mee

or appointment with the selected contacts, on th

Contact or New Appo alternative

Current View

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Tasks & Contacts Quick Reference Guide

To change your view of Contacts

1

In the Navigation pane, click Contacts.

2

Click the Current View button and then select a view from the list.

To change the sorting of your Contacts list

When your contacts are displayed in a grid view, you can click any column heading to sort on that heading.

You can also right-click a column heading to choose from a number of other viewing options.

Entering tasks

You can create Tasks in Outlook to help you track and monitor your own work or group projects. Click the Tasks folder in the Navigation Pane to see a list of your current tasks and related information. You can also assign a task to other people, so that the task appears in their Task List as well as in your own.

To create a task from scratch

1

On the File menu, point to New, and then click Task.

2

In the Subject box, type a task name.

3

Complete any other boxes on the Task and Details tabs for information you want to record for the task.

4

To make the task recur, click Recurrence, click the frequency (Daily, Weekly, Monthly, Yearly) at which you want the task to recur.

5

To make the task recur at regular intervals, select options for the frequency.

6

To make the task recur based on completion date, click

Regenerate new task, and then type a time frequency

task.

8

Click OK, and then click Save and Close.

to copy.

ge its options.

task to another person

indow, in the To field, enter the name of the person to whom you are assigning the task

In the message list, select the e-mail message and drag ane.

2

y group your tasks under xpandable and collapsible headings, for an uncluttered view.

in the box.

7

If you want, set start and end dates for the

To create a task from an existing task

1

In task list, select the task you want

2

On the Edit menu, click Copy.

3

On the Edit menu, click Paste.

4

As appropriate, open the task and chan

To assign a

1

With the Task list displayed, click Assign Task on the toolbar.

2

In the Task w

3

Click Send.

To create a Task from an e-mail

1

it to the Tasks folder in the Navigation P Click the Save and Close button.

Automatically grouping your tasks

You can have Outlook automaticall

e

Using task categories

Everything in Outlook—messages, contacts, tasks—can be assigned to categories. Categories are keywords or phrases that help you find, organize and keep track of things. You can choose from Outlook’s built-in categories, and you can create new ones.

Items can be assigned to more than one category. For example, a task can be assigned to the categories Business, Key Customer, and Strategies.

To assign a task to a category

1

Click any task item, and then on the Edit menu, click

Categories.

To group tasks, on the View menu, choose Arrange By and then click Show in Groups.

2

In the Categories list, tick the categories you want the selected task(s) to belong to.

3

To create a new category, type a new category name in the Items belong to these categories box add then click Add to List.

4

Click OK.

To view your tasks

In the Navigation pane, click Tasks to see the Tasks View.

To Change the order of tasks

1

On the View menu, point to Arrange By, point to

Current View, and then click Customize Current View.

2

5

by

6

heading to sort by that column. Or, right-click the tional view options.

ons button.

ted Task Color and then choose a colour

for completed tasks.

5

Click OK.

4

own in the task list using the guide to

5

ult, on the Actions menu,

click Save Task Order.

ority level for.

2

In the Priority box, click a priority level.

Click Sort.

3

In the Sort items by box, click a field to sort by.

4

Select Ascending or Descending for the sort order.

To sort by an additional field, click a field in the Then box.

If you are in a table view type, you can click a column column heading for a menu of addi

To change the colour of tasks:

1

In the toolbar, click Tools and then click Options.

2

Click the Task Opti

3

Click Overdue Task Color and then choose the colour for overdue tasks.

4

Click Comple

To change the way a timeline looks

1

In timeline view click the View menu, point to Arrange

by, point to Current View, and then click Customize Current View.

2

Click Other Settings.

3

Select the options you want. To change the amount of time shown on the timeline, click Day, Week, or Month.

To move tasks up or down in the task list

1

On the View menu, point to Arrange By, point to

Current View, and then click Customize Current View.

2

Click Sort, click Clear All, and then click OK.

3

Click Group By, click Clear All, and then click OK twice. Drag a task up or d

position the task.

To save this order as the defa

To prioritize tasks

1

Open the task you want to change the pri

Viewing tasks

Choose from the following default views for tasks:

Simple List tasks, including a box that can be checked with the

Detailed List ks, showing additional information such as A simple list of all

task is complete A detailed list of all tas percentage complete

Active Tasks All incomplete and overdue tasks

Next Seven Days Only tasks that are due in the next seven days

Overdue Tasks Only overdue tasks

By Category uped by category and sorted by the date on which the All tasks, gro

task is due

Assignment Only tasks that have been assigned to other users

By Person

Responsible owner and sorted by the date on All tasks are grouped by task which the task is due

Completed Tasks Only completed tasks

Task Timeline All tasks as icons arranged on a timeline.

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Outlook 2003 Keyboard Shortcuts

Note In Outlook, more than one keyboard shortcut

often exists to carry out the same action. Similarly, for most common actions, you can choose between menu commands and toolbar buttons to achieve the same result.

Shortcuts for moving around in Outlook

Mail Press CTRL+1 Calendar Press CTRL+2 Contacts Press CTRL+3 Tasks Press CTRL+4 Notes Press CTRL+5 Folder List Press CTRL+6 Shortcuts Press CTRL+7

Text formatting shortcuts

Format menu ALT+O Select all CTRL+A Bold text CTRL+B

Delete a word CTRL+BACKSPACE Copy CTRL+C or CTRL+INSERT

Centre CTRL+E

Add italics CTRL+I Left align CTRL+L Add bullets CTRL+SHIFT+L Clear formatting CTRL+SHIFT+Z or

CTRL+SPACEBAR Underline CRTL+U

Paste CTRL+V or SHIFT+INSERT Cut CTRL+X or SHIFT+DELETE

Shortcuts for Calendar

Action Keyboard Shortcut

Change calendar to

week ALT+HYPHEN Change calendar to

month ALT+EQUAL SIGN Change calendar to see

specific number of days ALT+ number of days (for example, ALT+5 shows five days)

Move to a specific date CTRL+G Create a new

appointment CTRL+SHIFT+A or CTRL+N Create a new meeting

request CTRL+SHIFT+Q Send a meeting request ALT+S

Save and close an

appointment ALT+S Accept a meeting

request ALT+C Tentatively accept a

meeting request ALT+N Decline a meeting

request ALT+D Delete a meeting

request CTRL+D Open a task CTRL+SHIFT+K

Shortcuts for Contacts

Create a new contact CTRL+SHIFT+C Find a contact F11

Save and close a

contact ALT+S Delete a contact CTRL+D

Shortcuts for Mail

Move between panes in window F6 (SHIFT+F6 to go backwards) Move between folders CTRL+Y

Create a new message CTRL+SHIFT+M or CTRL+N

Move around fields in a new

Message window TAB (or SHIFT+TAB) Look up an e–mail address CTRL+SHIFT+B Check the validity of an address

that you’ve typed CTRL+K Send message ALT+S Open next item CTRL+COMMA Open previous item CTRL+PERIOD Reply to a message CTRL+R Reply to the sender and all

addressees of the selected message

CTRL+SHIFT+R

Forward a message CTRL+F Delete a message CTRL+D Permanently delete a message SHIFT+DELETE Move a message CTRL+SHIFT+V Move around a folder tree The arrow keys Create a new folder CTRL+SHIFT+E Add an attachment On the Insert menu

(ALT+I) use the File command (F). Save an attachment From the open

message, use the

Save Attachments

command (N) on the

File menu (ALT+F)

Mark an e-mail message as read CTRL+Q Check for new mail F5 or CTRL+M

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Outlook 2003 Productivity tips

Work Value Matrix

The Work Value Matrix allows us to determine clearly the value and importance of the work we do each day. By looking at the tasks we do in terms of the 4 quadrants, we can begin to plan and prioritise better so that we start to work in a proactive rather than purely reactive manner. It is when we are being proactive that we are actively working towards our goals so we should focus much of our time in this area.

Urgent Not Urgent

Quadrant 1 Quadrant 2

Activities Activities

Crises Prevention, PC activities Pressing Problems Relationship building

Deadline driven projects Recognising new opportunities Planning

Tasks as part of job

Quadrant 3 Quadrant 4

Activities Activities

Interruptions Trivia, busy work Some calls

Some mail, some reports Some mail Some meetings Some phone calls Proximate, pressing matters Time wasters

Im p o rt a n t Not im port ant

The 20 Biggest Time Wasters

Management by crisis Telephone Interruptions Inadequate Planning Attempting too much Drop-in visitors Ineffective Delegation Personal Disorganisation Lack of Self Discipline Inability to Say “No” Procrastination Meetings Paper Work

Leaving Tasks Unfinished Inadequate Staff

Socialising

Confused Responsibility or Authority Poor Communication

Inadequate Controls and Progress Reports Incomplete Information

Travel

Time Savers

Leave your desk clear at the end of each day Label everything

Learn to say “No”

Don’t over commit yourself to unimportant activities Don’t waste other people’s time

Don’t accept upward delegation Get into a routine

Plan your ‘To Do’ list at the beginning of each day Divide large or complex tasks into manageable chunks Deal with each task or paper only once

Set time guides Plan your activities

Group similar tasks together Set realistic goals

Review your time management plan on a daily and weekly basis

Reward yourself at the end of every major task Enjoy your newfound control and self-management!