Outlook Project 2

1
Outlook Project 2

• Scheduling Management and Instant Messaging Using
  Outlook

2
Objectives

• Start Outlook and open the Calendar folder
• Describe the components of the Calendar
  Microsoft Outlook window and understand the
  elements of the Outlook Navigation Pane
• Enter, move, and edit one-time and recurring
  appointments
• Create an event
• Display the calendar in Day, Work Week, Week, and
  Month views

3
Objectives

• Create and customize a task list and move it to a
  new folder
• Import, export, and delete personal subfolders
• Delegate tasks
• Schedule a meeting
• Customize the calendar

4
Objectives

• Print the calendar in Daily Style, Weekly Style,
  and Monthly Style
• Enable and start instant messaging address in the
  contact list
• Add an instant messaging address in the contact
  list
• Send an instant message and send a file with
  instant messaging

5
Starting and Customizing Outlook

• Click the Start button on the Windows taskbar,
  point to All Programs on the Start menu, point to
  Microsoft Office on the All Programs submenu, and
  then click Microsoft Office Outlook 2003 on the
  Microsoft Office submenu
• If necessary, click the Calendar button on the
  left side of the window
• If the Calendar Microsoft Office window is not
  maximized, double-click its title bar to maximize
  it
• If the Language bar appears, right-click it and
  then click Close the Language bar on the shortcut
  menu

6
Starting and Customizing Outlook
7
Microsoft Outlook Navigation Pane
8
Entering Appointments Using the Appointment Area

• If necessary, click the scroll arrows in the Date
  Navigator to display September 2005
• Click 12 in the September calendar in the Date
  Navigator to display it in the appointment area
• Drag through the 900 1000 am time slot
• Type Web Development as the first appointment

9
Entering Appointments Using the Appointment Area

• Drag through the 1030 am 1130 am time slot
• Type Data Modeling as the second appointment
• Drag through the 12 pm 100 pm time slot
• Type Lunch Fall Sports Captains as the third
  appointment and then press the ENTER key

10
Entering Appointments Using the Appointment Area
11
Entering and Saving Appointments Using the
Appointment Window

• Drag through the 300 pm 500 pm time slot and
  then click the New Appointment button on the
  Standard toolbar
• Type Team meeting in the Subject text box and
  then press the TAB key to move the insertion
  point to the Location text box
• Type Union Cafe in the Location text box
• Click the Save and Close button on the Standard
  toolbar

12
Entering and Saving Appointments Using the
Appointment Window
13
Entering Recurring Appointments

• With Monday, September 12, 2005 displayed,
  double-click the words Web Development in the
  900 1000 time slot
• Click the Location text box and then type Knoy
  412 to set the location of the class
• Point to the Recurrence button on the Standard
  toolbar
• Click the Recurrence button

14
Entering Recurring Appointments

• When the Appointment Recurrence dialog box is
  displayed, click the Wednesday check box to
  select the days this appointment will recur
• Click End after in the Range of recurrence area,
  double-click the End after text box, and then
  type 30 as the number of occurrences
• Click the OK button
• Click the Save and Close button on the Standard
  toolbar in the Web Development Appointment
  window
• Repeat the previous steps to make the Data
  Modeling and Team Meeting appointments recurring.
  Refer to Table 2-1 on page OUT 75 for the
  location reange, and ending dates

15
Entering Recurring Appointments
16
Moving to the Next Day in the Appointment Area,
and Entering the Remaining Recurring Appointments

• Click 13 in the September 2005 calendar in the
  Date Navigator
• Drag through the 930 am 1030 am time slot
• Click the New Appointment button on the Standard
  toolbar
• Enter the recurring appointments provided in
  Table 2-2 on page OUT 77
• Click the Save and Close button in the
  Appointment window

17
Moving to the Next Day in the Appointment Area,
and Entering the Remaining Recurring Appointments
18
Deleting an Appointment

• Click the scroll arrows in the Date Navigator to
  display November 2005
• Click 24 in the November 2005 calendar
• Click the first appointment to be deleted,
  Statistics, and then click the Delete button on
  the Standard toolbar
• Click the OK button

19
Deleting an Appointment
20
Moving an Appointment to a New Time

• If necessary, click the scroll arrow in the Date
  Navigator to display September 2005
• Click 12 in the September 2005 calendar in the
  Date Navigator
• Position the mouse pointer on the blue left
  border of the Lunch Fall Sports Captains
  appointment
• Drag the appointment down to the 100 pm 200
  pm time slot. Do not release the mouse button
• Release the mouse button to drop the appointment
  in the new time slot

21
Moving an Appointment to a New Time
22
Creating an Event

• If necessary, click the left scroll arrow to
  display September 2005 in the Date Navigator.
  Click 30 in the September 2005 calendar in the
  Date Navigator
• Double-click the date heading at the top of the
  appointment area. When the Untitled Event
  window opens, type Joses birthday in the Subject
  text box
• Click the Save and Close button on the Standard
  toolbar

23
Creating an Event
24
Changing to Work Week View

• Click Tuesday, September 13 in the Date Navigator
• Click the Work Week button on the Standard
  toolbar
• If necessary, scroll up in the appointment area
  until the 800 am time slot appears

25
Changing to Week View

• Click the Week button on the Standard toolbar

26
Changing to Month View

• Click the Month button on the Standard toolbar
• Click the Day button to return to Day view

27
Creating a Task List

• Click the Tasks button in the Navigation Pane
• Click the New Task text box and then type Check
  on Web book as the first task
• Press the TAB key and then type 9/11/2005 in the
  Due Date text box and press the ENTER key
• Click outside the task list

28
Creating a Task List
29
Exporting a Subfolder to a Floppy Disk

• Insert a floppy disk in drive A
• Click File on the menu bar and then click Import
  and Export
• When the Import and Export Wizard dialog box is
  displayed, click Export to a file in the Choose
  an action to perform list
• Click the Next button
• In the Export to a File dialog box, click
  Personal Folder File (.pst) and then click the
  Next button

30
Exporting a Subfolder to a Floppy Disk

• If necessary, click the plus sign () to the left
  of the Calendar icon in the Select a folder to
  export from list
• Click Marias Calendar and click the Next button
• Type a\Marias Calendar.pst in the Save exported
  file as text box
• Click the Finish button
• Click the OK button

31
Exporting a Subfolder to a Floppy Disk
32
Deleting a Personal Subfolder

• If necessary, click the Calendar button in the
  Navigation Pane
• Right-click the Marias Calendar folder banner
• Point to Delete Marias Calendar on the
  shortcut menu
• Click Delete Marias Calendar
• Click the Yes button in the dialog box that asks
  if you are sure you want to delete the folder

33
Deleting a Personal Subfolder
34
Importing a Subfolder

• With the floppy disk containing the calendar in
  drive A, click File on the menu bar and then
  click Import and Export
• When the Import and Export dialog box is
  displayed, click Import from another program or
  file and then click the Next button
• When the Import a File dialog box is displayed,
  click Personal Folder File (.pst) and then click
  the Next button
• In the Import Personal Folders dialog box, type
  a\Marias Calendar.pst in the File to Import
  text box or click the Browse button to access the
  floppy drive and select the Marias Calendar
  subfolder

35
Importing a Subfolder

• Click the Next button
• When the Import Personal Folders dialog box is
  displayed, click Calendar in the Select the
  folder to import from list
• Click the Finish button
• Repeat the previous steps twice, once to import
  Marias Contacts subfolder and once to import
  Marias Inbox subfolder from the Project 2 folder
  on the Data Disk

36
Importing a Subfolder
37
Assigning a Task to Another Person

• Click the Contacts button in the Navigation pane
  and then click Marias Contacts in the My
  Contacts list
• If necessary, click the Tasks button in the
  Navigation Pane
• Double-click the Pick up fund-raiser T-shirts
  task
• When the Pick up fund-raiser T-shirts Task
  window is displayed, double-click the title bar
  to maximize the window
• Click the Assign Task button on the Standard
  toolbar

38
Assigning a Task to Another Person

• Type Patti Sobol in the To text box
• Click the Send button on the Standard toolbar
• If necessary, click the OK button when the
  Microsoft Office Outlook dialog box appears
• Double-click the Pick up fund-raiser T-shirts
  task
• Click the Close button on the Pick up fund-raiser
  T-shirts Task window

39
Assigning a Task to Another Person
40
Inviting Attendees to a Meeting

• With the Calendar window active, click September
  12 in the Date Navigator
• Double-click the Team Meeting appointment to open
  the Team Meeting Recurring Appointment window
• When the Open Recurring Item dialog box is
  displayed, click Open this occurrence, and then
  click the OK button
• Double-click the title bar to maximize the window

41
Inviting Attendees to a Meeting

• Click the Scheduling tab
• Click the Add Others button, and then click Add
  From Address Book
• Click the Show Names from the box arrow, and then
  click Marias Contacts
• While holding the SHIFT key, click Susan Hadley
  to select the entire list

42
Inviting Attendees to a Meeting

• Click the Required button
• Click the OK button
• If the Microsoft Office Internet Free/Busy dialog
  box appears, click the Cancel button
• Click the Send button on the Standard toolbar

43
Inviting Attendees to a Meeting
44
Setting Work Week Options

• With the Calendar window active, click Tools on
  the menu bar, and then click Options
• Click the Calendar Options button
• In the Calendar work week area, click the Sat
  check box
• Click the Start time box arrow and then select
  700 AM as the new start time

45
Setting Work Week Options

• Click the OK button in both open dialog boxes to
  close them
• Scroll up in the Appointment area so that 6 am
  shows as the first time slot
• Click September 12 in the Date Navigator
• Click the Work Week button on the Standard toolbar

46
Setting Work Week Options
47
Printing the Calendar

• Ready the printer
• With the Calendar window active and September 12,
  2005 selected, click the Print button on the
  Standard toolbar
• Select the desired print style in the Print style
  list and click OK

48
Starting and Signing Into Windows Messenger

• Click the Minimize button on the Outlook window
  title bar to minimize the window to the Windows
  taskbar
• Click the Start button on the Windows taskbar,
  point to All Programs on the Start menu, and then
  click Windows Messenger on the All Programs
  submenu
• Click the Click here to sign in link

49
Starting and Signing Into Windows Messenger

• When the Connect to Messaging Services dialog box
  is displayed, click the .NET Messaging Service
  box, and then click the OK button
• Type your e-mail address and password in the
  appropriate text boxes in the .NET Messenger
  Service dialog box
• Click the OK button

50
Starting and Signing Into Windows Messenger
51
Enabling Instant Messaging in Outlook

• Click the Tasks Microsoft Outlook button on the
  Windows taskbar to display the Outlook window
• With the Contacts window active, click Tools on
  the menu bar and click Options
• Click the Others tab
• In the Other sheet, click the two boxes in the
  Person Names area to place a check mark in each
  box
• Click the OK button and minimize the Outlook
  window

52
Enabling Instant Messaging in Outlook
53
Adding a Contact to the Messenger Contact List

• Click Add a Contact in the Windows Messenger
  window
• When the Add a Contact dialog box is displayed,
  point to the Next button
• Click the Next button
• Type ccraig101_at_hotmail.com in the text box

54
Adding a Contact to the Messenger Contact List

• Click the Next button
• Click the Finish button in the dialog box with
  the Youre done! Message

55
Sending an Instant Message

• With the Inbox window active, click the Kendra
  Zimmerman e-mail message
• Click the Person Names Smart Tag in the Reading
  Pane
• Click Send Instant Message on the Smart Tag menu
• Type your message in the Send text box, and then
  click the Send button
• The receiver of the message types and sends a
  response

56
Sending an Instant Message
57
Attaching and Sending a File with Instant
Messaging

• With the Data Disk in drive A, click Send a File
  or Photo in the I want to pane
• Click the Look in box arrow and then click 3½
  Floppy (A)
• Click Updated Practice Schedule in the Send a
  File to Kendra Zimmerman dialog box
• Click the Open button in the Send a File to
  Kendra Zimmerman dialog box
• The receiver of the file (Kendra Zimmerman) has
  accepted the file

58
Attaching and Sending a File with Instant
Messaging
59
Summary

• Start Outlook and open the Calendar folder
• Describe the components of the Calendar
  Microsoft Outlook window and understand the
  elements of the Outlook Navigation Pane
• Enter, move, and edit one-time and recurring
  appointments
• Create an event
• Display the calendar in Day, Work Week, Week, and
  Month views

60
Summary

• Create and customize a task list and move it to a
  new folder
• Import, export, and delete personal subfolders
• Delegate tasks
• Schedule a meeting
• Customize the calendar

61
Summary

• Print the calendar in Daily Style, Weekly Style,
  and Monthly Style
• Enable and start instant messaging address in the
  contact list
• Add an instant messaging address in the contact
  list
• Send an instant message and send a file with
  instant messaging

62
Outlook Project 2 Complete