Slide 1
Laboratory Exercise 10 Managing Files and FoldersOffice
Productivity Tools 2
Laboratory Exercise # 10Managing Files and Folders
Objectives:At the end of the exercise, the students are expected
to be able to:v Manage their mailboxv Create a PST filev Manage
foldersv Create rulesv Customize mail formatsv Manage their
contacts
Materials: 3 floppy disk
Note: All exercises should be saved in your data disk and must
be submitted to your instructor after everylaboratory session.
Basic Information:
Managing the MailboxSeveral folders are available when an
account in Outlook is created; these are the default folders. Aside
fromthese folders, the users still have the option of creating
other folders where they can archive certain messages.In this
manner, the mailbox wont get filled, and all messages will be
received. Though messages are read ornot, it can be transferred to
the archive folders plus the fact that these folders are placed on
the local drive.
Default FoldersThe default folders are: Deleted Items folder
where deleted messages are placed. Drafts folder wherein the
messages that are not yet been sent are placed. Inbox default
folder of all incoming messages. Junk E-mail all junk emails that
you identified to be a junk mail. Outbox folder where messages are
trapped when still sending the message and the font is in
italicstyle. Sent Items folder where messages stay when already
sent.
The Favorites Folders pane also contains the default folders
that somehow provide a quick access on it. Itcan be deleted to free
some space if wished to.
Creating a PST fileA PST file refers to the personal folder that
you can create which also refers to as an archive folder.
Creatingan archive folder allows you to deal with the messages.
Creating a folder in the ArchiveThe archive folder that was
created only has deleted items and search default folders. However,
addingfolders will also help you organize your messages according
to your preferences. Say, you want to create afolder which will
only contain the messages from your family or friends or from
someone.
Deleting a FolderFolders that can be deleted are the only
folders created from Archive and not the default of the
archive.Simply select the folder to be deleted, access the Edit
menu and choose Delete command.
Moving a FolderHowever, folders created from an archive folder
can also be moved to the default mailbox folders. To dothis, select
the folder to be moved, access the Edit menu and click on the Move
to Folder command. Fromthe Move folder dialog box, select the
folder where the folder should be moved and click OK.
Laboratory Exercise 10 Managing Files and FoldersOffice
Productivity Tools 2
Moving a Message to a FolderJust like moving a folder, same
steps will be followed. Most users move their personal messages to
theirarchive folders to separate personal and business
messages.
Setting a RuleSetting a rule allows you to set messages of a
certain person or a certain subject to automatically be placed ina
certain folder. This manner can also manage your messages.
Mail CustomizationMail customization lets you use stationeries
as well as signatures. It also allows you to modify your
messageformat, settings, and even your delivery options.
Modifying Message FormatsYou can use message formats with
several options to choose from. You can even specify your
outgoingmessages default appearance. Remember that appearance can
always be modified according to yourpreferences.
Here are the formats to choose from: HTML format is used when
sending messages in format used for Webpages. HTML email messages
are displayed by mostly popular mail programs. Rich Text option is
used whenthe recipient also uses Outlook. Plain Text option is
mostly used when the recipients mail format is notknown. Texts in
the outgoing messages cannot be formatted in this option but anyway
can be read by therecipients.
Using Message StationeryWhen HTML is the chosen format, it gives
you predesigned stationery that includes background,
graphicalelements like bullets, pictures and horizontal lines, text
fonts, and colors that blends with the backgrounddesign. Moreover,
Outlook also allows you to use your own Fonts that will be used
when composing a newmessage, when replying and forwarding messages
and when composing and reading messages.
Creating a SignatureSignature allows you to include your names,
office addresses, phone numbers, and even design your own tagline
in every message they send.
Modifying Delivery OptionsDelivery options can also be managed
to know if the message has been read or not and if the messages
weredelivered. In this way, the sender will be notified if the
recipient has received and read the message.
ContactsContact folder is used to store personal contacts with
address which can be a home or an office address,multiple phone
numbers, image, birthday, and many other information of a person.
Contacts can also beused in communication such as addressing a
meeting request, e-mail message, or task request.
Laboratory Exercise 10 Managing Files and FoldersOffice
Productivity Tools 2
Adding ContactOutlook separates all information of a person into
a designated field to help you sort, group, and filter
theinformation. The fields include name, job title, company,
business, home, business fax, or mobile numbers,e-mail and web
addresses.
Note that when filling any of the phone numbers for the first
time, a dialog box appears asking for informationof modem or line
that you will be using. Simply fill the text boxes just like shown
below. The next time youwill add a number; this will no longer
appear but can be edited from the Control Panel.
Here is an example of a Contact form filled with
information.
Editing a ContactTo modify a certain contact, click the Contact
from the Folder list and the list of contacts appears beside itjust
like shown on the next page.
Laboratory Exercise 10 Managing Files and FoldersOffice
Productivity Tools 2
Double-click on the name of the contact to be edited to enable
his form. The Full name button can beclicked for full information
of the person. From the Check Full Name dialog box, choose a title
for the personand click it. Enter his first, middle, and last name
and if applicable, enter a suffix for the person. Click OKbutton
when done to close the dialog box. Notice that all information
filled from the dialog box will beviewed from the contact form.
On the File As list box, there are several forms the name is
written to choose from. Image below shows theseveral forms. Simply
click the drop-down list box and choose from the given list.
From the Phone numbers set of options, notice an arrow pointing
down beside each button. Click this tochange the information of the
phone number, wherein you can choose from assistant, business,
business 2,callback, car, etc. and when certain information is
clicked, then the button changes as to the chosen option.Say,
Business button, click this and enable the dialog box which holds
the complete information fields for a
Laboratory Exercise 10 Managing Files and FoldersOffice
Productivity Tools 2
phone number, the Check Phone Number dialog box appears. Select
the country where the person is and fillthe area code, then the
number and its local number if applicable. All this information
then appears on hisform. Note that a local number is represented
with x. Apply the same to other phone number option
ifappropriate.
From the Addresses set of options, only two buttons are
provided, the Business button and beside it is thearrow pointing
downwards where you can choose from business, home, and other
option. The businessrefers to the business address, home refers to
home address, and other refers to any other addresses thecontact
has. Say, choose the business option, the text box then allows you
to enter the contacts businessaddress. The option: This is the
mailing address, is provided to know the contacts mailing address.
Simplycheck this option. However, though the business address is
already used, the home address can also be used,choose this option
and enter the home address from the text box provided. On the other
hand, this does notmean that it replaces the business address.
Simply click again the business option from the arrow drop-downto
view it. By clicking the leftmost button that states whether
business, home, or other, it allows you to entera complete address
from street number to country. Below is the sample of Check Address
dialog box.
Notice the right side of the form which includes the e-mail
address, display as option, web page address, IMaddress, and a text
box wherein you can include notes about the contact person. Notice
a button almost atthe middle of the form; this is the Add Contact
Picture button. Click this when desired to add an image of
theperson. From the Add Contact Picture dialog box, browse on the
directory where the picture is, point to itand click the Open
button.
Notice the arrow pointing down beside the E-mail address option.
Click it to enter up to three e-mailaddresses. Again, this does not
mean that previous addresses entered will be deleted. On the other
hand, theDisplay as option contains the chosen e-mail address just
above it. However, this can be edited by replacingit by say his
nickname. Just select the text and replace it with the desired
display. From the webpageaddress, commonly, the web page of the
person is entered here if any is available, if not, his companys
web
Office Productivity Tools 2Laboratory Exercise 10 Managing Files
and Foldersaddress will do.IM from the IM address stands for
Instant Messaging which in common is the usersusername.
After modifying the necessary information, click the Save and
Close button, or press and thenpress key. If was accidentally
pressed without saving, Outlook will still prompt you if thechanges
will be saved. Choose Yes option to save the changes.
Customizing Contacts ViewNormally, the view of Contacts is like
the one shown in editing a contact topic. Notice the letters
liningdownwards on the rightmost of the window. When a letter is
clicked, it selects a contact that starts with thatletter.
Right-click on the space and this gives the user several options
available to modify the current view ofcontact. Below are the
available options when right-clicked.
Here are options that can modify the view of the Contacts.
- This option sorts the contacts either ascending or in
descending order.- This option shows the empty fields of all
contacts. Below is a sample of acontact that shows all the empty
fields. Those with red lines are the empty fields (but this does
notmean that Outlook also puts a red line on empty fields).
- This option occupies the whole space of the view. But notice
the gray horizontal line,point to it and the mouse pointer will
become a double-header arrow which states that this can bemoved
either left or right.
- When this option is chosen, the Customize View: Address Cards
dialog boxappears as shown below.
Laboratory Exercise 10 Managing Files and FoldersOffice
Productivity Tools 2
The Fields button allows you to arrange all desired fields to be
shown in each contact, in short, all the optionsavailable on the
drop-down buttons. Sort button, just like when right-clicked,
arranges the contacts eitherascending or descending order. The
Other Settings button allows you to modify the fonts in
Contacts.
Finding a ContactSay that your contact is too many and hard to
find a certain person or may have forgotten the nickname yougave to
the person. To find a contact, click on the Type a contact to find
textbox and enter the name on it,partial or full name will do, then
press key. Choose Contact dialog box appears when there areseveral
contacts that have the same first or last name. Choose the certain
name and click the OK button.However, the arrow pointing downwards
will also list the names entered on the textbox. Simply click
thename to open his form and this somehow states that this form can
be edited. Note that persons added onContacts are usually from the
outside network.
Sorting ContactsSorting also has a lot of options. While on the
Contacts, click on the View menu, point to Arranged byoption, point
to Current View option and choose a desired arrangement of the
contacts. Below are theoptions available on Current View.
Creating a Distribution ListA distribution list is a collection
of contacts or grouping of contacts. An example scenario is when
frequentlysending a message on a group of people. Normally, click
the To button and select all the recipients. For aneasier job,
create a distribution list that will contain these entire
recipients. Aside from using the distributionlist in messaging,
this can also be used in task requests, meeting requests, etc.A
distribution list in Contacts folder is identified with theicon and
will not be available on otheraccounts not like the Global Address
List which is a default on all account using Microsoft Exchange
Server.Note that when sending a message and a distribution list is
selected, the name of the list appears on the Totextbox and before
the name is a plus (+) sign that states that there are individuals
on it.
Laboratory Exercise 10 Managing Files and FoldersOffice
Productivity Tools 2
To create a distribution list, from the File menu, point to New,
and click Distribution List and a blankdistribution list appears.
From the Name tab, enter a name for the list in Name textbox. Click
on the SelectMembers button. If the people to include in the
distribution list are from inside the network, select the
GlobalAddress List from the Show Names from the dropdown list. If
the recipient is from the outside network,choose Contact. Hold-down
the key and click the names then click on the Members button.
Thenames will be displayed on the form. Click the Save and Close
button to save the list. Now, look at thecontact folder and there
appears the distribution list just like the one shown below.
Activity
Creating a PST File
1. Open MS Outlook 2003.2. Access the File menu, point to New,
and choose Outlook Data File. The New Outlook Data Filedialog box
appears. Make sure that Office Outlook Personal Folders File (.pst)
is selected from theNew Outlook Data File dialog box then click
OK.
3. The Create or Open Outlook Data File dialog box then appears.
Choose the 3 Floppy drive fromthe Save in: list box. Be sure that
your floppy disk is inserted.4. Enter a name on the File name: text
box. For this exercise, enter XXX_Archive (replace xxx with
yourinitials) then click OK.5. Enter the same name in the Create
Microsoft Personal folders dialog box.
Office Productivity Tools 2
6. Enter a password on the Password text box and the same
password on the Verify text box then clickOK. Make sure that the
password you entered is easy to remember.7. Personal Folders
Password dialog box appears asking the password you have just
entered. Click OK.Notice the folder was added on the left side of
your screen.8. Click on the plus sign beside the folder to explore
the default folders of your archive.
Managing the Folders
1. The PST folder still selected, access the File menu, point to
New and choose Folder. The Create NewFolder dialog box appears.2.
Enter My Instructor on the Name text box. Make sure that Mail and
Post Items is selected on theFolder contains list box and the
Archive folder you recently created is also selected from the
Selectwhere to place the folder part. Click OK.
3. Now, look at the left side of your window. A folder My
Instructor must be added.4. Now, create an Inbox folder on your
PST.5. Now, move the My Instructor folder on the Inbox folder of
your PST. Select the My Instructorfolder.6. Access the File menu,
point to Folder, and choose Move My Instructor. The Move folder
dialogbox appears.7. Click on the Inbox folder of your PST then
click OK. Click on the plus sign beside the Inbox folder toview the
My Instructor folder.8. Delete My Instructor folder, repeat step 6
but this time, choose the Delete My Instructor folder.Click OK.
Moving messages to a folder
1. Create another My Instructor folder on your Inbox folder in
PST.2. Select all the messages that were sent to you by your
instructor.The Move Items dialog box3. Access the Edit menu and
choose the Move to Folder command.appears.4. Click on the My
Instructor folder under the Inbox folder. Click OK.
Setting a Rule
1. Click a message of your instructor from the My Instructor
folder.The Rules and Alerts dialog box
2. Access the Tools menu and choose Rules and Alerts
option.appears.
Laboratory Exercise 10 Managing Files and Folders
Laboratory Exercise 10 Managing Files and FoldersOffice
Productivity Tools 2
3. Click on the New Rule button from the E-mail Rule tab. The
Rule Wizard dialog appears.4. Choose the Start from a blank rule
radio button and from Step 1, select the option: Check messageswhen
they arrive. Click Next button.
5. From Step 1, click on from people or distribution list
checkbox and on Step 2, click on people ordistribution list
hyperlink. This will bring you on the Rule Address dialog box.
6. Select the name of your instructor and click OK. Notice that
the name replaces the people ordistribution list hyperlink. Click
the Next button.7. Click on the option: move it to the specified
folder on Step 1 and from Step 2, click the specifiedhyperlink.
Click on the My Instructor folder and click OK then click the Next
button.8. Again click on the Next button to ignore exceptions.
Enter the full name of your instructor on theStep 1 text box.9.
From step 2, check on the two text boxes then click the Finish
button.
10. Going back on the E-mail Rules tab, click on the Apply
button then OK. Notice that the message willbe automatically moved
on the specified folder. Also, if there were messages to arrive
from him, thiswill automatically be placed on the said folder.11.
Close the application.
Laboratory Exercise 10 Managing Files and FoldersOffice
Productivity Tools 2
Opening the PST File
You are to open MS Outlook application from other computer unit.
Since, this is not your own PC, howwould you open your PST?1. Open
MS Outlook application.2. From the File menu, point to Open and
choose Outlook Data File.3. Choose the directory on where the PST
file is located and click the Open button.
INFO: A right-click on a folder or on a message gives you
several options that you can do on the said folderor message. This
is a shortcut instead of accessing the menus.
Modifying Message Formats
1. Access the Tools menu and choose Options.2. Click on the Mail
Format tab.3. On the first set of options, Message Format, choose
HTML from the Compose in this message formatlist box.
4. Check on the Use Microsoft Office Word 2003 to edit e-mail
messages if you want to access all theMS Word features such as
thesaurus, in creating messages.5. Click the Apply button when
done.
Using Message Stationery
1. Access again the Tools menu and choose Options then switch to
Mail Format tab.2. From the second set of options, click on
thebutton. The Stationery Pickerdialog box then appears.3. Choose
Tech Tools stationery. A preview of the chosen stationery is
displayed. Click OK.
Laboratory Exercise 10 Managing Files and FoldersOffice
Productivity Tools 2
Setting Default Fonts1. Going back to the Options dialog box,
click thebutton and the Fonts dialog box appears.2.Set the desired
fonts on the Message Fonts by clicking thebutton.3.4.5.On the
Stationery Fonts set from the Fonts dialog box, click on Always use
my fonts then click OK.After all have been set, click the Apply
button from the Options dialog box.Click OK.Creating a
Signature
1. Access again the Options dialog box from the Tools menu then
switch to Mail Format tab.2. From the third set of options, click
on thebutton. The Create Signature dialogbox appears.3. Click on
the New button to create a signature.4. From the Create New
Signature dialog box, enter a name for the signature, say Formal.5.
Click on the Start with a blank signature radio button then click
the Next button.6. Click on the Font button to choose desired font,
font style, and font size. Enter a name or a tag lineon the text
box of the Edit Signature dialog box.7. Click OK. Going back to the
Options dialog box, on the Signatures set of options, set the
Signaturefor new messages and Signature for replies and forwards
options to the signature that was just made.
Modifying Delivery Options
1. Still from the Options dialog box.2. Access the Preferences
tab and click thebutton.3. Click on thebutton to access the
Tracking Option dialog box.4. Check all options that will help in
tracking the messages.
5. Now send a short message to your instructor saying that you
have complied on this exercise using theentire format that you
did.6. Close the whole application.
Managing the Mailbox
1. Open the MS Outlook application.2. From the Favorites Folders
pane, click on the Unread mail folder.3. Access the Edit menu and
choose Delete command.
Laboratory Exercise 10 Managing Files and FoldersOffice
Productivity Tools 2
4. Repeat steps 2 and 3 for the other folders and only the Inbox
folder will remain. This way, you cansave spaces.
Creating a Contact
1. Click on the Contacts from the folder list. Access the File
menu > New > Contact.2. Try to recover your messages from the
previous laboratory exercises. There was an exercise whereinit
tells you to send a message to your classmate giving them your cell
phone number.INFO: Note that those messages deleted from the
Deleted Items folder can be recovered. Access yourDeleted folder.
From the Tools menu, click on the Recover Deleted Items option.
From its dialog box, clickon the message to be recovered then click
on the Recover Selected Itemsbutton. This then recovers
theparticular message and will be placed on the Deleted Items
folder. Simply place it on your Inbox folder.
3. Note the cell number of your classmate. Access again the
blank Contact form then enter the nameand the cell number of your
classmate.4. You may opt to email him/her or verbally ask him all
information included in the Contact form.5. Aside from this first
contact that you just created, create another two contacts. It may
be from yourfriends outside the network or from your family.
Complete all the fields in the form if necessary. Youmust now have
three contacts in this folder.6. Now, create a distribution list.
Access the File menu, point to New, and click Distribution List.7.
Enter a name for the group in the Name field. Key in Personal.8.
Click on the Select Members button and its dialog box appears.9.
From the Show names from the drop-down box, click on Contacts and
this will bring you the list ofpersons on your Contact folder.
10. Hold-down the key then select the three names you created in
your Contact then click onMembers button. Click OK.11. From the
Distribution List form, click the Save and Close button.12. Try if
this list works. Create a new message. Click on the To: button.13.
From the Show names from the drop-down box, choose Contacts.14.
Double-click on theicon, and then click OK. This must appear on the
To field. Now,you may then conclude that you already have a
distribution list and that you can send an email tothis group of
people.15. Close the Application.