Outlook+Training+-+Hands+On

=Outlook Training - Hands On=

Section One - Drag and Drop
This section will demonstrate the concept of drag and drop within Microsoft Outlook. In order to do so, you will create a new contact by dragging an e-mail over to your contacts folder. __Step One__ If Outlook isn't open, click on the start button and open Outlook.

__Step Two__ Microsoft Outlook will open automatically to the inbox. This is where Outlook stores all of your incoming e-mails. At the top of this list, you should see an e-mail from Benjamin West. Drag this e-mail to the contacts folder by placing your cursor on the e-mail, holding down your left mouse button, dragging your cursor down to your contacts, and then releasing your left mouse button.



__Step Three__ After you release your left mouse button, you will see a new contact appear. The e-mail will be contained within the body of the contact. The Full Name and E-mail address will automatically be filled in. Fill in some of the additional sections as shown in the image below.

__Step Four__ After filling in the fields, delete all of the text in the body and then click "Save and Close".

Section Two - Adding Categories to Items
This section will demonstrate associating Outlook items with a category. This section will also demonstrate how to add a category to the master category list so it can easily be selected with the mouse instead of manually typed. This will reduce the chance for error in the future.

__Step One__ We will start by adding a category of "Leaderhip" to the contact for Benjamin West. You should still have the contacts windows open. Open the contact for Benjamin West by double clicking on it.

__Step Two__ To add a category to a contact, you must click on the Categories button at the bottom of the window.



__Step Three__ The Categories window will open. Since Leadership is not a default category, we will want to add it to the Master Category List. Click the Master Category List button.

__Step Four__ The Master Category List window will now appear. Enter Leadership in the space for New Category. Now Click the Add button. You will see Leadership enter the category list. Click Ok.

__Step Five__ The Categories window will reappear. You will now see that Leadership is a checkable option in the Available Categories list. Check the box next to Leadership. Click Ok.

__Step Six__ The Contact window for Benjamin West will now re-appear. Notice the Leadership is now listed as a category for the contact.

__Step Seven__ Click Save and Close to save your changes to the contact. In addition to contacts, this method can also be used on calendar entries and tasks.

__Step Eight__ The process is a little different for adding categoies to e-mails. Click on Mail Folder Shortcut. Right click on the e-mail from Benjamin West. Select Optons from the drop down menu.

__Step Nine__ The message option window will now appear. This is where you can add categories to the e-mail. Click the categories button to add your category.

__Step Ten__ Check Leadership from the list of available categories. Click Ok.

__Step Eleven__ You will now return to the Message Options window. Note that Leadership now appears in the list of categories. Click Close

__Step Twelve__ Since you made a change to the e-mail, you must now save the change. Click yes to save. You have now sucessfully added the category of Leadership to a contact and an e-mail.

Section Three - Arranging and Grouping E-Mail
This section will demonstrate the basic concepts of arranging and grouping e-mails by field to make finding e-mails easier.

__Step One__ Right click on the Arranged By: Date column heading. A drop down menu will appear that allows you to change how the e-mails will be arranged. For our example, we want to arrange by sender name. Select From: from the drop down list.

__Step Two__ Notice that the e-mails have changed order and are now arranged by sender name. Scroll to the top of the list. Right click on the Arranged By: From column heading. Choose Show In Groups from the drop down list.

__Step Three__ Notice that the e-mails have now are now grouped together by sender name. This allows you to control the amount of information on the screen by collapsing or expanding the groups as you see fit. Right click on one of the group headers such as "Computerworlds's Premier 100 IT Leaders". Choose Collapse All Groups from the drop down list.

__Step Four__ Notice that you cannot see any of the individual e-mails in inbox, but you do see a list of Senders. Let's say that you were looking for an e-mail from "Beautiful Brenda" Troxtell. Find her name in the list and click the plus sign next to her name.

__Step Five__ You can now see the e-mail that she sent. You can click on the e-mail to open it within the reading pane.

__Step Six__ For future exercises, we will now return to the view to of "Arranged By: Date " without showing messages in groups. Right click on the "Arranged By: From" column heading and click "Date". Right click again and select "Show in Groups" to uncheck this option.

__Step Seven__ The inbox window should look like the image below.

Section Four - Organizing E-Mail in Subfolders
This section will demonstrate how to create a subfolder for e-mail and move an e-mail into it.

__Step One__ Right Click on the Inbox folder and choose New Folder from the list.

__Step Two__ The Create New Folder window will appear. This screen will ask you for the following information: The Name of the folder, What type of information you want to put into it, and where you want to put the folder. For this example, you want to seperate e-mails from Benjamin West into their own subfolder. Type in "Benjamin West" for the folder name. The "Folder Contains" drop down should read "Mail and Post Items". Click the Inbox folder within the "Select where to place the folder" Click Ok.

__Step Three__ You have now created a folder named "Benjamin West" under the inbox folder. Drag the e-mail from Benjamin West from your inbox into the Benjamin West subfolder. Click on the Benjamin West subfolder to see that it has been moved.

__Step Four__ Click on the inbox folder to see that the e-mail from Benjamin West is no longer in the inbox.

Section Five - Find Feature
This section will demonstrate the find feature by searching the inbox, the inbox and all its subfolders, and all mailbox folders for various items.

__Step One__ Click the Find button in the Outlook Toolbar

__Step Two__ The Search Toolbar appears. Let's search for the word Leadership within our e-mails. Type in Leadership in the "Look For" box and click Find Now.

__Step Three__ Notice that Brenda's e-mail appears in the list, but the e-mail from Benjamin West. This is because the search was being performed on the inbox folder only. None of the subfolders were searched. Click the clear button to show all your e-mails.

__Step Four__ Let's try this again. Type in Leadership in the "Look For" box, but this time click "Search In". A drop down list will appear. "Click Choose Folders..."

__Step Five__ The "Select Folder(s)" window will appear allowing you to choose which folders that you wish to search. The Inbox folder should already be checked. Check the "Search subfolders" checkbox to search the subfolders under Inbox. Click Ok.

__Step Six__ You will return to the Main outlook window with your search settings ready to go. Click Find Now to execute your search.

__Step Seven__ Your search results appear displaying the e-mails from both Benjamin West and Brenda Troxtell. Click the clear button to show all of your e-mails.

__Step Eight__ Now we will perform a search for any Outlook item (not just e-mail) with a category of Leadership. This is done with the "Advanced Find" functionality. To access this feature, click the "Options" button from the Search Toolbar. A drop down menu will appear. Select "Advanced Find" from tthis menu.

__Step Nine__ The "Advanced Find" window will appear. Click the drop down box next to "Look For:" Choose "Any Type of Outlook Item" from this list. When you choose this, the "In:" box automatically changes from Inbox to Mailbox. This means that it will search all of the folders within your mailbox, not just the inbox.

__Step Ten__ Click the "More Choices" Tab. Click the Categories button and check the Leadership box as you have done in previous examples. Once Leadership is in the Categories box, click the "Find Now" button.

__Step Eleven__ You will see both the contact and e-mail that you assigned the Leadership category to appear in this list. Either one of these items can be opened by double clicking on them. Close this window by clicking the X at the top right corner of the window.

Section Six - Search Folders
This section demonstrates how to create a search folder to automatically organize e-mails that have a category of Leadership.

__Step One__ Right click on "Search Folder" Select "New Search Folder" from the drop down list.

__Step Two__ The "New Search Folder" window will appear. Scroll down the list until you find "Create a custom Search Folder" Click this entry to highlight it. Click the "Choose" button to specify the criteria for out search.

__Step Three__ We need to provide a name to the search folder. Type "Leadership E-Mails" into the "Name" box. You can also choose which folders that you want the search folder to look through. Typically you will want this to be the entire mailbox, Leave this default setting and click the "Criteria" button to further specify your Search criteria.

__Step Four__ The "Search Folder Criteria" window will appear. We want to search for a category so click the "More Choices" tab.

__Step Five__ To specify which category you want it to look for, click the "Categories" button and check the "Leadership" box as you have done in previous examples. Once Leadership is in the "Categories" box, click the Ok button.

__Step Six__ The Custom Search Folder will reappear. Click the Ok Button

__Step Seven__ The New Search Folder window will re-appear. Click the Ok Button.

__Step Eight__ You will now see a search folder named "Leadership E-Mails" appear in the search folder list. Click this search folder to see that the e-mail from Benjamin West is in this list.

Section Seven - Rules Wizard
This section demonstrates how to use the Rules Wizard to automatically assign categories to e-mails arriving in your inbox from a particular sender.

Using the methods learned above, find the e-mail from Beautiful Brenda and create a new contact for her in your contacts folder. (see section one) If you have any questions, please ask!
 * __Preliminary Step__**

__Step One__ Click the Inbox Folder from the "All Mail Folders" list.

__Step Two__ Click "Tools" from the Outlook Toolbar. A drop down menu will appear. Click "Rules and Alerts" from this menu.

__Step Three__ The Rules and Alerts window will appear. Click the "New Rule" button.

__Step Four__ The Rules Wizard window will appear. Click the "Start from a blank rule" radio button.

__Step Five__ The choices for Step 1 will change. Click "Check Messages when they arrive" and click the next button.

__Step Six__ Check the box next to "from people or distribution list" under Step 1 Click the "people or distribution list" hyperlink under Step 2.

__Step Seven__ The Rule Address window will appear allowing you to choose an address from your contacts folder (or company directory) for your rule. Click the drop down box under "Show Names From The" and choose Contacts from the list.

__Step Eight__ You will see entries from your contacts folder appear in your list. Click Brenda's name in the list. Click the "From" button to add her to your rule. Click the ok button to confirm your selection.

__Step Nine__ You will return to the Rules Wizard window. You will notice that the "people of distrubion list" hyperlink has changed to Brenda's name. Click the "Next" button.

__Step Ten__ You must now decide what you want to do with the new e-mails from Brenda. Since we want to assign these e-mails to a category, check the "Assign it to the category category" box under step 1. Then click the "Category" Hyperlink in step 2.

__Step Eleven__ The Categories window will appear. Check the box next to "Leadership". Click Ok.

__Step Twelve__ You will return to the Rules Wizard window. You will notice that the "category" hyperlink has changed to Leadership. Click the "Next" button.

__Step Thirteen__ The next window is asking about exceptions to the rule. We do not want to create any exceptions. Click the Next button.

__Step Fourteen__ We are now at the final stage of creating the rule. Under Step 1, enter "Assign E-Mails From Brenda to Leadership Category" for the name of the Rule. Under step 2, check the "Run this rule now on messages already in Inbox" option. This go back in time and look for any e-mail already in your inbox from Brenda and assign the Leadership category to it. Make sure that the "Turn this Rule on" checkbox is also checked. Click "Finish".

__Step Fifteen__ You will see a message stating that the rule is a client-only rule meaning categories will only be assigned to Brenda's incoming e-mails when Outlook in open. Click the Ok button.

__Step Sixteen__ You will return to the Rules and Alerts window. You will see your new rule within the window. Click "Apply" and then click "Ok".

__Step Seventeen__ Outlook will now apply the rule to any e-mails matching the criteria in your inbox. Therefore the e-mail from Brenda will be assigned the Leadership category. Click your Leadership E-Mails search folder to see if her e-mail is now listed in this folder.