As you know, Microsoft Outlook serves as personal information manager (PIM), calendar, email application, task
manager and much more. With so much power and flexibility at your fingertips, you need to have a good understanding
of the outlook features. Understanding in and out will not only help you get the most from this program but will
also have a positive impact on your workday.
This article is intended for users with varying levels of experience in using Microsoft Outlook. With fundamental and clear instructions, this comprehensive Microsoft Outlook Training Video demonstrates its best features:
-Step-by-step video instruction led by an experienced Outlook instructor
-Predefined courses made up of play lists, allowing you to filter for just the information you need
-All Outlook features explained in detail
THE EASIEST WAY, THE FASTEST WAY AND THE CHEAPEST WAY TO LEARN COMPUTER
CAN BE FOUND HERE.
This training video will show you how to utilize email to send messages and files across the street or around the world. Learn how to organize email into categories and have Outlook automatically sort messages for you. You can learn effective techniques to find important e-mail faster, keep junk mail out of your inbox, stay productive without a network connection, and manage your business contacts, sales leads and opportunities. Behavioral learning studies show that the best way to learn any subject, including Microsoft Outlook Training Video, is to see, hear, and do. This training upgrades the end-users by giving them a chance to see, hear, and do. In addition, the video utilize an easy to follow training format that is both engaging and informative. Created to assist the beginners to intermediate users, the author uses a unique training method that brings a high degree of visual clarity to even the most complex applications.
Let’s get started with the easiest and affordable instructions in lessons of the training video:
Accessibility - Microsoft is committed to making products that are accessible (accessibility: The quality of a given system of hardware or software that makes it usable by people with one or more physical disabilities, such as restricted mobility, blindness, or deafness.) and usable by all people, including those with disabilities.
- System accessibility options
- If you own a Microsoft Windows-based computer, you can set or change system accessibility options. Many of these options affect the way you work in Microsoft Office programs. For example, the Windows StickyKeys feature is designed for people who have difficulty holding down two or more keys at a time. When a shortcut in an Office program requires a key combination, such as CTRL+P, StickyKeys will enable you to press one key at a time instead of pressing them simultaneously.
Many accessibility features are built right into Microsoft Outlook. These features are available to everyone, without the need for additional accessibility aids (accessibility aids: Utilities that make computers easier to use for people with disabilities. Examples of accessibility aids include screen readers, speech recognition programs, and on-screen keyboards.).
- Keyboard shortcuts
- Many features and commands are available directly from the keyboard. If a command you want doesn't have a shortcut key, you can assign one to it. For example, you can create a shortcut key that adds colors of your choice to appointments on your Calendar.
You can customize Outlook to better suit your needs.
- Size options
- Color and sound options
- Toolbar and menu options
Tips for working more efficiently
Outlook includes features that can help you automate repetitive tasks or work more effectively. For example,
- You can create a toolbar button that will automatically address mail to a person or group of people and complete the subject line.
- When you start typing an e-mail address in the To, Cc, or Bcc boxes of a message, Outlook offers a list of names that match what you've typed so far. You can click an address in the list instead of continuing to type. This feature works for any address you have previously sent a message to.
- You can create AutoText entries to speed up writing e-mail messages. Save any text that you want in an entry, and insert it into subsequent messages.
- New in-place buttons let you immediately adjust how information is pasted. For example, after you paste text or a graphic, a button appears that offers options for formatting your pasted item.
- Instead of entering e-mail addresses individually in the To box of messages, you can create distribution lists that let you send a message to any number of people by entering only one address.
- You can organize your Inbox automatically by using the Rules Wizard to create rules that take actions like deleting or moving those messages that meet conditions you set.
- You can also set options to automatically send read receipts when they are requested of you and to automatically move or delete read receipts that you request, as well as voting and meeting responses.
- You can use the Reading Pane to view the contents of any item in your Inbox. You can open attachments, follow hyperlinks, use voting buttons, and respond to meeting requests, all without opening the item.
- You can copy text and graphics from any other Office programs and paste them all into an Outlook item with one click.
Creating Calendar Items
Outlook calendar may be used to schedule meetings and record appointments. All these settings are saved to the profile on the server, so any information you add should be available to you regardless of the CRL machine you use in the future (unless, of course, you delete an item). When Calendar is chosen on the left panel, Microsoft Outlook shows today’s date and time-bar on the right panel.
Outlook for your job
1. Choosing the right meeting format These days, a meeting's format is likely to be dictated by the location of its participants. In today's workplace, often one or more of our colleagues is at home, on the road, or in another part of the world, but they still need to be included in regular meetings with the team. It can be a challenge to communicate effectively with coworkers on the move, but fortunately, there are new strategies and tools to keep teams connected and productive. The challenge is knowing what your meeting options are and how to best take advantage of them.
When deciding how to structure your meeting, it is important to consider not only the location of participants but also the type of message you are delivering. Different meeting agendas work better when paired with different types of delivery; for example, messages that are personal or potentially confusing are best delivered voice to voice or face to face, rather than using static media like e-mail or memos.
After you have determined the purpose of your meeting, you can use several technology solutions to connect remote participants. The question is, which solution is the best for your needs? With your meeting's purpose in mind, you can compare tools such as e-mail and Microsoft Instant Messenger, and Web-based conferencing tools such as Microsoft Office Live Meeting, to decide which tool works the best for your group and agenda.Using the following tools and strategies, you will learn how to identify the type of message you intend to deliver and how to choose the best meeting communication format to deliver it.
2. Managing meetings and e-mail for your managerr
- Delegation can simplify the workday
When you work as an assistant for someone else, you likely assume for that person several responsibilities, including managing appointments, scheduling meetings, taking messages, handling e-mail, and perhaps even managing tasks and other workday events. You probably already know that Microsoft Office Outlook 2003 includes many features to help people manage schedules, e-mail, tasks, and other information. What you might not know is that Outlook, when used with Exchange Server, expedites your work as an assistant for another person. You can schedule meetings on the person's behalf, process incoming meeting requests for them, handle important e-mail, and more. In Outlook, this process is called delegation.
Using delegation can make your workday easier. First and foremost, delegation enables you to use a familiar tool — Outlook — to manage these items. What's more, you can manage your own schedule and e-mail right along with those of your manager. So delegation can help you automate and simplify many of the tasks you perform during the day.
- Managing another person's calendar
In many organizations, meetings are a fact of life. In fact, the higher up the chain you go, the more frequent are those meetings. Many managers rely on an assistant to manage their schedules. Let's take a look at how you can use Outlook to handle your manager's calendar.
Scheduling meetings for someone who has delegated you as an assistant is really very easy. You handle everything by using Outlook.
In many cases, managers don't need or want to see the meeting request responses that come from attendees prior to finalizing the date and time for a meeting — they want to know only when the final date is set. For that reason, you'll likely want to take your manager out of the meeting request loop.
- Handling meeting requests
Handling meeting requests as a delegate isn't very different from handling meeting requests that might come directly to you. When you schedule a meeting in your manager's calendar, the appointment is added as soon as you send the meeting request. What happens next depends on how the attendees respond:
- Accepted The response in your Inbox indicates that it is received on behalf of the manager and that the attendee has accepted the meeting. You can delete the meeting response.
- Declined The response is similar, except that it indicates that the attendee has declined the meeting. You must decide whether to change the meeting time or make other adjustments to the scheduled meeting on your manager's calendar based on any feedback included in the attendee's response.
- Tentative In this case, you must monitor the Inbox for additional status from the tentative attendees and follow up as needed prior to the meeting to finalize attendance.
- Propose New Time. This response indicates that the attendee has tentatively accepted and proposed a new time. However, Outlook takes no action on its own to reschedule the meeting. If you want to accept the new time or even propose your own new time, open the manager's calendar, open the meeting, change the time, and then click Send Update to send new meeting notice to all attendees.
The key point to remember is that you must schedule and manage the meetings in the manager's calendar, not in your own.
3. Sending and receiving e-mail as an assistant
Another important task that assistants often need to perform is to process their managers' e-mail. For example, you probably need to wade through the mountain of e-mail and sort the important messages from those that are less important. What's more, you'll also likely need to send e-mail on your manager's behalf. Before we take a look at the mechanics of sending messages, let's take a quick look at the two commands that you can use to send e-mail as a delegate: Send-on-Behalf and Send As. The right command to use depends on whether the messages you send as an assistant need to appear to come only from the manager or whether they need to appear to come from you on behalf of your manager.
Use Send-on-Behalf when the message needs to appear to have been sent by you with an indication that it was sent on behalf of your manager.
Use Send As when the message needs to appear to be directly from your manager.
When you are granted Send As permissions on a mailbox, messages that you send from the mailbox appear to come from the mailbox owner. So if you send a message from your manager's mailbox, that message appears to the recipient to come from the manager, not from you. Configuring Send As permissions on a mailbox must be done by the Exchange Server administrator — it can't be configured in Outlook.
4. Managing tasks and and other items
If your manager has given you the necessary permissions on other folders in his or her mailbox, you can manage items in those folders. For example, you might create or assign tasks from your manager's Tasks folder. Or perhaps you need to manage the Contacts folder, changing addresses or adding new contacts.
- Locating where your emails are stored is one of the first steps to take to learn Outlook and Outlook Express. The easiest way to find out exactly where your emails are stored is to start Outlook Express, go to the tools menu and open the options dialog. In the option dialog select the maintenance page and click on the Store Folder button. Here you can find the path to the folder containing your emails. To open the folder, copy the path and paste in the address field of the windows file manager. You should see a number of dbx files and possibly some other files too. When using WinBackup you can simply skip this step since WinBackup automatically finds your emails and adds an email icon to User Data section if you are using Outlook Express. WinBackup also locates and backups your address book which if often not included in the email folder.
- Backing up your emails
After locating the email folder you could include this folder in backups to backup your emails. Make sure that your backup program does not try to lock the files while running a backup since this will cause file-sharing problems whenever Outlook Express is running. If you are using WinBackup this should not be a problem since WinBackup does not attempt to lock files and can therefore backup your emails while outlook is running without causing any file sharing problems. You can also try to copy the emails to a new folder before running a backup to avoid file-sharing problems, or you could simply close Outlook Express whenever a backup operation is started.
- Restoring your emails
To restore your emails, locate the email folder as described above and restore the email files to this folder. If you have reinstalled Windows you might have to restore the files to a different folder that could possibly cause some problems. If you are using WinBackup you can simply select the emails item on the restore page. WinBackup will automatically find the email folder and restore your emails. WinBackup can also restore your address book if you select this icon on the restore page. When restoring emails it is important to realize that any existing emails will be removed unless they are located in folders that do not exist in the backup.
About using macros to automate tasks
If you perform a task repeatedly in Microsoft Outlook, you can automate the task by using a macro. A macro is a series of commands and instructions that are grouped together as a single command to accomplish a task automatically. You can use the Microsoft Visual Basic Editor to create very flexible, powerful macros that include Visual Basic instructions. For example, you can create a macro to minimize all of the open Outlook windows.
You can assign macros to toolbar buttons or custom menus to create personalized Outlook commands. For more information about using Visual Basic, in the Visual Basic Editor, on the Help menu, click Microsoft Visual Basic Help
Because macros can contain viruses, be careful about running them. Take the following precautions: run up-to-date antivirus software on your computer; set your macro security level to high; clear the Trust all installed add-ins and templates check box; use digital signatures; maintain a list of trusted publishers.
As a security measure to prevent the spread of viruses on your computer from macros you run, Outlook uses the High security setting by default. This means you can run only macros that have been digitally signed by the source that supplies them. Before trusting a source, you should confirm that the source is responsible and uses a virus scanner before signing their macros, because Outlook opens the macro without any warning message if the source is trusted. Unsigned macros are automatically disabled.
There are much more than the above functions of Microsoft Outlook in the training video. The article just provides you an overview and get you have some more understanding of the video. Every effort has been made to ensure the accuracy of instructions in the video and the interesting lessons for you. Microsoft Outlook Training Video really deserves every computer user’s reliability.
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