| Do you
use Outlook to its fullest? Have you discovered all the ways you
can better communicate and organize your personal and professional
life? Outlook provides numerous features to help you work
productively. Stroll through this presentation to find out how
easy it is to use the calendar tool, folder management, contact management and
advanced email options.
TRAINING IS AVAILABLE!
Don't miss
the Outlook, Advanced training sessions being held the week of April
4. 2005.
See link to
view the schedule
and register on the
EnrollMe
website before the classes fill!
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OUTLOOK:
Get Organized with Outlook!
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Don't overlook any of
these Outlook functions. Outlook provides you with the
tools to get organized and stay organized.
Mail:
Use advanced email features to work more efficiently.
Calendar: Organize your
work life and provide reminders for yourself.
Contacts: Use Distribution
Lists to manage your communications.
Tasks: Keep yourself and others accountable
through task management.
Notes: Keep notes as you need them.
Folder List: Organize
your items through folders (your own or virtual search folders).
Shortcuts: Here's the
place for accessing frequently-used documents and web pages. |
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 MAIL:
Advanced Options
RULES: How
can I do things automatically?
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Let
Rules Do All the Work
You can
create rules that will automatically perform functions (delete emails,
forward email, move to a folder, etc.)
These rules can be turned on and off in the Rules
Wizard. For example, if you create a rule that automatically
forwards emails to your back-up when you are on vacation, you can turn
on the rule before your vacation starts, and turn off the rule when you
return.
Want to manage your Spam Filtered Email? Create a rule which
forwards all messages from Pure Message to your Junk Mail folder.
Right-click on one of the PureMessage Manager emails and click Create
Rule. Use the Create Rule window to format how you wish to check
for incoming messages and what to do with it when it arrives. The
example below will check for all messages coming from the PureMessage
Manager and move these emails to the Junk E-mail folder. (Click
Select Folder and choose your Junk Mail folder - or another folder you
create for this purpose.) Don't forget to check your Junk Mail
folder periodically to make sure you don't miss a filtered message that
you do want to see!
More about
Rules |
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TEMPLATES: How can I
save time?
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Create Templates to Save Time
You can create a template for emails that you send regularly.
Create and format the email as you would like it to look.
Go to File/ Save As...
After Save as Type: Choose Outlook Template. Templates use the
file extension (*.oft).
More about Templates |
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FOLLOWUP: How do
I remember to act on a message?
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Using the Follow-up Actions in Outlook is easier than ever.
Simply click on the flag showing at the right of every email message
to flag it for follow-up, or right-click on the flag to assign a
specific flag color. These will now appear in your "For Follow
Up" Search folder, so you can keep track of all the messages that
are due some action by yourself. |
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SIGNATURES: Sign your Messages!
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Signatures give a professional look to your correspondence and give
recipients vital contact information for you and your department.
You can configure outlook to automatically use a specified signature
for all new messages, and the same or other signature for replies
and forwards.
More
about Signatures |
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ARCHIVING: How can I
save space?
See the Talkin' Tech page for instructions on
Archiving. |
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 CALENDAR: Where am I?
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Keep your calendar in Outlook. This allows you
to view your schedule from the office or home, and allows other Outlook
users to know when you are busy or available. Sharing
calendars is easier than ever.
More about
Calendar Scheduling
The Outlook reminders
will help make sure you never miss a meeting! |
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Manage your meetings through Outlook. When in Calendar view, click on
Actions/ Plan a Meeting...
You can invite other Outlook users to the meeting that you
organize.
When you Make Meeting or click Send from the meeting, an invitation
will automatically go to all the invitees.
They can then Accept, Decline or Propose a New Time for the
meeting. The Meeting manager will keep you up-to-date on
anticipated attendance at the meeting. You can also View Group Schedules to
view other's available/ busy times without setting up a meeting
More
about Meeting Management |
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 CONTACTS:
Who's who?
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Keep all your information
about your professional contacts in Outlook. Addresses, phone
numbers and email addresses will be at your fingers. You can
easily add addresses, phones, emails, etc into Word documents, etc.
You can also create
Distribution Lists to facilitate your communications to your teams and
committees.
More
about Contacts
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TASKS: What's on my plate? How do I delegate?
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Tired of your paper to-do lists? Use Outlook tasks instead.
You can create tasks with due dates and reminders to keep you on
track. Or you can create and assign tasks to other staff or
teams (Task Requests). Your overdue tasks will show in red by
default. As you have marked tasks as complete, they will drop
from your task list.
More on Tasks |
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 NOTES:
Lost my post-its?
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Need to make reminder notes to yourself or store simple notes like
directions? Use Notes. Go to the Notes view. Click
on New to create a new note. Right-click the note to change
the color or category of the note, or forward to someone else. |
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 FOLDER
LIST:
Where are those emails?
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Go to the
Folder List in the Navigation Pane. You can create new folders
under your Inbox, in which to store and organize emails for different
categories. To create a new folder, click on the drop-down arrow
next to the New button and Choose folder. Give the folder a name
and click on the folder under which the new folder should appear.
(Or you can right-click on the Inbox folder, select New Folder to create
a folder under the folder.)
You can use rules (see
above) to automatically move messages to other
folders when they arrive, in order to organize your emails. If
you do this, remember that you need to check those folders
periodically so that you do not miss messages.
Search Folders are new with Outlook 2003. These are
"virtual folders" in that the items will still exist in their
original folder, but the search folders contain shortcuts to these
messages for easy retrieval. Three standard Search Folders
come standard with Outlook: For Follow Up, Unread Messages, and
Large Messages. |
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 SHORTCUTS:
My docs at my fingertips?
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Outlook can be the hub of all your activity throughout the workday.
If you have commonly used documents, websites, templates or outlook
folders you can keep these in your shortcut view.
Looking for the CCAC Bulletin Board? Create a shortcut that
points to the Bulletin Board for easy reference. Add Groups
and Shortcuts to make frequently-used items only a click away.
More on Shortcuts
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Don't forget...
WEB ACCESS:
Who's trying to reach me when I'm away from the office?
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Access your
Email and Calendar from ANYWHERE
Go to
http://email.ccac.edu/exchange , enter "ccac\" before your User
Name and your Outlook password
More about Web Access |
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Your Other Resources:
This
presentation focuses on advanced Outlook features. To view the
basic features new to Outlook 2003, see the
Office2003 What's New
Talkin' Tech page.
To
view more information about Managing your email box size, see the
Archiving Fundamentals
Talkin' Tech page.
See
the
Desktop Skills
page on the ITS web site to view more
documentation and helps with Outlook.
Want
to attend a training session on Advanced Outlook: Beyond Email? See the
training calendar.
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