MS Outlook as Productivity Tool
Transcript of MS Outlook as Productivity Tool
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MS Outlook as Productivity Tool
1 Sending E-mails
1.1 E-mail Options
You can set various e-mail options when sending an e-mail. To do so:
Create a new e-mail
Click on the Options button on the toolbar at the top
The following screen will appear
Field Description
Importance Sets the importance of the e-mail to Low, Medium or High. It
Sensitivity Sets the senility level of the e-mail to Normal, Private,
Confidential or Personal
Use Voting
Buttons
Use this option if you want to request specific responses from
people. Example if you would like to enquire about an option.Separate each button by a ; e.g. Pizza;Chinese;Hamburgers
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Request a delivery
receipt for this
message
Put this option on if you would like a notification once the
message is delivered to the recipients e-mail server.
Request read
receipt for this
message
Put this option on if you would like to be notified if the message
was read by the recipient. This will also let you know if the
recipient deleted the message without reading.Have replies sent
to
This option allows you to automatically send replies to your e-
mail to other people. You cannot send replies to Distribution
Lists.
Save message In Click on the Browse button to select a different folder than the
Sent Items folder for this message to be filed once sent.
Do not deliver
before
Enter a date and time that you would like to delay this message
to before sending. This is useful for sending bulk e-mails after
hours
Expires After This will make a message unavailable after the date and time
entered
Contacts Select contacts that you want to link this e-mail to. The
message will not be sent to this contact it will only appear in the
contacts activities. See 4.4 Contact Activates
1.2 Flagging and E-mail for Follow Up
When composing an e-mail you can flag it for follow-up. Click on the red flag on
the toolbar
This will set the e-mail to be followed up in your as well as the recipients mail boxes.
You can see the items for follow up in the for Follow Up link under Favourite
Folders
Choose thetype of followe.g. Phone
Call, Fax, replyetc.
Specify theDue Date for
follow up
You can alsoenter a time
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2 Categorising
A category is a keyword or phrase that helps you keep track of items so you can easily
find, sort, filter, or group them. Use categories to keep track of different types of
items that are related but stored in different folders.
Categories also give you a way to keep track of items without putting them in separate
folders. For example, you can keep business and personal tasks in the same task list
and use the Business and Personal categories to view the tasks separately.
Microsoft Outlook supplies a list of categories, called the Master Category List. You
can use this list as it is or add your own categories to it.
Based on how you work, you can also:
Create new categories in the Master Category List in advance and then assign
items to them later.
Assign items one at a time to categories as you create each item.
2.1 Categorise an E-mail when received
To categorise and e-mail once it is received right click on it.
You can viewthe follow upitems here
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Choose Categories
2.2 Categorise an Email when Sending it
To categorise and e-mail when you are composing it click on the options button on
the toolbar.
Enter thecategory here
To make partof the mastercategory list
click here afterentering it
You can alsochoose
categories formthe Master
Category Listby checking the
boxes
Edit the MasterCategory Listby clicking on
this button
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Click on the Categories button or type in the category in the category field.
3 Changing the Inbox view to group by Category
Click on View Arrange By Categories
Click here tochoose a
category ortype it
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Outlook will open the contact screen and put the persons name and e-mail address in.
To enter the telephone numbers simply select them, press ctrl and drag the number tothe appropriate place
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4.2 Storing Contact information
You can enter other contact details by simply clicking on the drop down arrows
next to the fields
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4.3 More Details
You can use this tab to enter more details.
Click here todisplay more
contact details.Choose oneand enter the
details
You can alsoassign a
picture to thiscontact by
clicking here
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4.4 Contact Activities
As you work with contacts, its useful to have at your fingertips e-mail messages,
appointments, tasks, documents, or other items related to the contact. You relate items
to a contact by creating links. For example, if you create a task to call several of your
contacts, in the task item, you can use the Contacts button to link the task to those
contacts. You can also relate documents to a contact by linking them. E-mail
messages that you send to any of your contacts are automatically linked to those
contacts, as are any items that you create by using the Actions menu.
The Activities tab of any contact item shows an overview of all the items related to
that contact. By default, Microsoft Outlook searches for links to items only in the
main Outlook folders, such as Calendar, Contacts, and so on. But you can create
new folder groups to be searched, and within each folder group you can add and
delete folders to be searched.
4.5 Creating your own fields
You can create custom fields to store other information about a contact. E.g. Province
or Region
Click here tosee the
activities forthis contact
When youdouble click onan item it will
open it up
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To create a field. Click on the New button
You can now enter data into that field.
Click here tosee the fields
for this contact
Click here tocreate a new
field
Enter the nameof the field e.g.
Region
Choose thefield type
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You can sort and group by these fields you have added.
4.6 Creating a distribution list
A distribution list is a collection of contacts. It provides an easy way to send messages
to a group of people. For example, if you frequently send messages to the marketing
team, you can create a distribution list called Marketing Team that contains the names
of all members of the marketing team. A message sent to this distribution list goes to
all recipients listed in the distribution list. Recipients see their own names and the
names of all other recipients on the To line of the message instead of seeing the name
of the distribution list. You can use distribution lists in messages, task requests,
meeting requests, and other distribution lists.
You can easily add and delete names in a distribution list, send it to others, and print
it.
Distribution lists are identified with and are stored by default in yourContacts
folder, so you can sort and assign categories to them. If you use Microsoft Exchange
Server, your Global Address List can contain global distribution lists, which are
available to everyone who uses that network. The personal distribution lists that you
create in yourContacts folder are available only to you, but you can share them by
copying and sending them to others.
You can send a message or meeting request to part of a distribution list by clicking the
plus sign (+) next to the name of the distribution list to show the individuals on the
list, and then deleting the names that you do not want. Distribution lists in the E-mailfield of a contact cannot be expanded.
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To create a distribution list:
4.7 Sending and E-mail to a contact or distribution list
To send and e-mail to a contact from the contacts screen. Simply click on the contactand drag it to mail
Click on thedrop down
arrow when incontacts
Click here
Give the List aName
Select themember of this
list
Save the list
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5.2 Inviting People to a meeting
To invite other people to a meeting click on the Invite Attendees button on the top
toolbar.
Click on the To button to choose the contact you would like to invite.
5.3 Checking other peoples schedule
Once you have chosen the people you would like to invite to the meeting click on the
Scheduling tab and you can view their schedules to see if they are available.
Give the meetinga name
Type thelocation of the
You can labelthe meeting
e.g. aspersonal,vacation,
Busioness etc.Enter the start
date of themeeting andthe duration
You can also bookand all day event
Indicate how the time shouldbe reflected in your diary e.g.
Busy, Free, Tentative
Use this spaceto type amessage
You can link itto a Contact
If you mark ameeting as
private otherpeople cannotsee it in their
calendar when
they book you
You can assignit to a Category
You attach files
to yourappointment
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5.4 Managing Meetings
You can track if attendees will attend by opening the meeting and clicking on the
Tracking Tab
Attendees arelisted here
Blue indicatesthat they are
busy
If you click here it will automatically jump tothe next available time when all attendees
can make the meeting
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Take Note:
Once you have sent a meeting request the recipients will get an e-mail thatwhen opened has buttons at the top to Accept, Decline or Tentatively
accept the invitiation
5.5 Recurring Meetings
To schedule a series of meetings click on the Recurrence button on the toolbar
You can seewho have
accepted ordeclined the
meeting
Click here to view all theattendees schedules and
propose a new time. This willsend an e-mail to all theattendees with the new
proposed time
Click here toview yourcalendar
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This will allow you to book a series of meetings for example a Monthly Board
Meeting.
6 Tasks
A task is a personal or work-related errand you want to track through completion. A
task can occur once or repeatedly (a recurring task). A recurring task can repeat atregular intervals or repeat based on the date you mark the task complete. For example,
you might want to send a status report to your manager on the last Friday of every
month, and get a haircut when one month has passed since your last haircut.
Indicate how
often themeeting occurs
Indicate whenthe meeting is
to stopoccurring
The Task List
You cancomplete a
task by clickingin the tick box
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Tasks have Due dates and reminders can be set for tasks
6.1 Creating a Task
To create a task co to Tasks and click on the New button
6.2 Assigning a Task to someone
In addition to creating your own tasks, you can create tasks that you assign to others.You do this by sending a task request to someone. The person who receives the task
request becomes the temporary owner of the task. They can decline the task, accept
the task, or assign the task to someone else. If they decline the task, it's returned to
you. (You still have to reclaim ownership by returning the task to your task list.) If
they accept the task, they become the permanent owner. If they assign the task to
someone else, the new assignee becomes the owner.
Enter the DueDate for the
taskUse this space
to type amessage
You can link itto a Contact If you mark a
meeting asprivate other
people cannotsee it in their
calendar whenthey book you
You can assignit to a Category
You attach filesto your
appointment Give the task aname
Current Status of
the task
Select the priorityof the task
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The owner is the only one who can make changes to the task. When an owner updates
a task, Microsoft Outlook updates all copies of that task the copy for the person
who originally sent the task request and copies for any prior owners of that task.
When the owner completes the task, Outlook automatically sends a status report to the
person who originally assigned the task, any other prior owners, and anyone else who
requested a report.
If you assign a task to more than one person at a time, you cannot keep an updated
copy of the task in your task list. To assign the same project to more than one person
and have Outlook keep you up to date on work progress, divide the work into separate
tasks, and then assign each one individually. For example, to assign a report to three
writers, create three tasks named Write Report: Writer 1, Write Report: Writer 2, and
Write Report: Writer 3.
To assign a task to someone click on the Assign Task button.
Use the To button to select whom you would like to assign the task to.
Click on Send
6.3 Recurring tasks
To create recurring tasks click on the REcurrance Button on the toolbar
Indicate howoften the task
occurs
Indicate whenthe task is to
stop occurring
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Take Note:
Once you assisgn the task to someone you cannot set a reminder for
The person who accepts the task becomes the owner of the task.
If the person completes, updates or deletes the task that you have assingnedyou will be notified via e-mail
The task will automatically be placed in the assignees task list once accepted.
7 Notes
Notes are the electronic equivalent of paper sticky notes. Use notes to jot down
questions, ideas, reminders, and anything you would write on note paper. You can
leave notes open on the screen while you work. This is especially convenient when
you're using notes for storing bits of information you may need later, such as
directions or text you want to reuse in other items or documents.
otes stay open on your desktop if you Minimize Outlook.
7.1 Creating a Note
To create notes click on the Notes
Double click in the blank are or click on New
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Type the Note
Double Clickhere to create
a Note
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7.2 Changing a Notes colour
7.3 Forwarding a note
8 Journals
Journal automatically records actions that you choose relating to the contacts that
you choose and places the actions in a timeline view. In addition to tracking Microsoft
Outlook items, such as e-mail, or other Microsoft Office documents, such as
Microsoft Word or Microsoft Excel files, you can keep a record of any interaction you
Change thenote colour
here
Click here toforward the
note tosomeone
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want to remember even something that is not located on your computer, such as a
phone conversation or a handwritten letter you mailed or received.
Use Journal to record the dates and times of your interactions with contacts, such as
tracking hours spent on a particular account. If you want to create a list of all the
items related to a contact, use activity tracking, instead, to link the items to thatcontact.
Do you remember the day you worked on a file, but can't remember the path to it?
Use Journal to locate information based on when you perform actions. For example,
you can quickly look up an Excel document you worked on last Tuesday if you set
Excel documents to be automatically recorded in Journal.
Journal entries are recorded based on when the action occurs. For example, a Word
document is recorded on the timeline when it is created or was last modified. You can
organize Journal entries on the timeline into logical groups such as e-mail
messages, meetings, and phone calls to quickly locate information, such as all themeetings you attended in the past week or month.
You can open a Journal entry and review details about the activity, or you can use
the Journal entry as a shortcut to go directly to the Outlook item or the file that the
Journal entry refers to.
8.1 Creating a Journal
Click on Journals
The following dialog box apprears
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To stop this dialog fromappearing all the time tick this
box and click on No
Double Click
here to createa Journal
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9 Outlook Today
The Outlook Today page provides a preview of your day. By using Microsoft
Outlook Today, you can see a summary of your appointments, a list of your tasks,
and how many new e-mail messages you have. You can set this page to be the first
page that opens when you start Outlook, and you can change the way Outlook Today
appears.
9.1 Showing Outlook Today
Ensure the Advance toolbar is visible
If it not click on the View Menu then on Toolbars Advance
Give the
Journal aSubjectIndicate what
type of JournalEntry it is. E.g.
Phone Call,
This will timehow long youspend on this
item
You can makenotes here
Click Here toshow Outlook
Today
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9.2 Setting Outlook Today as your default screen
Click here tocustomise
outlook today
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10 Rules & Alerts
Rules help you manage your e-mail messages by performing 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 yourInbox or when you send a message. Forexample, you can automatically:
Forward to your manager all messages sent by Judy Lew when they arrive in
yourInbox.
Assign the category Sales to all messages you send that have the word "sales"
in the Subject box.
Flag each meeting request or meeting update you receive from your manager.
Rules fall into two general categories: notification and organization. Notification rules
alert you in some way when you receive a particular message. For example, you can
create a rule that automatically sends an e-mail message to your mobile telephone
when you receive a message from a family member. Organization rules perform one
or more actions on a message. For example, you can create a rule that moves certain
messages to a folder or flags them for follow-up on a particular day.
You can also run one or more of your rules manually. Running rules manually allows
you to selectively apply them to messages already in yourInbox or in another folder.
You can add exceptions to your rules for special circumstances, such as when a
message is flagged for follow-up action or is marked with high importance. A rule is
not applied to a message if any one of the exceptions you specify is met.
Put this option on tomake Outlook Todayyour default start page
Specify which foldersmust be displayed
How many daysappointments must be
displayed
Which tasks must bedisplayed
Change the look and feel
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Easiest way to setup arule is to click on this
option and following theprompts
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Specify when the message must be checked. When it arrives or when it is sent.
Click on Next
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Specify what the conditions are that must be checked by putting a tick in the
appropriate box.
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You will see it adds the item you have added to the Step 2 section
Click on Next
Once you have tickedand item here you haveto give it details below
You have to specify thedetails of the conditionsby clicking on the blue
underlined text
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Click on Next
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If there are any expections to the rule you can specify it here
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10.2 Changing Rules
Make sure you are in your Inbox
Click on the Tools menu
Choose Ruels & Alerts
You can change thename of the rule
If you put this tick on itwill run the rule on your
inbox
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Click Change Rule to create a new rule
10.3 Disabling Rules
Make sure you are in your Inbox
Click on the Tools menu
Choose Ruels & Alerts
Click here to change arule
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10.5 Deleting a rule
Make sure you are in your Inbox
Click here to run a rule
Put a tick in the rules youwould like to run
Click here to run the rules
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