Out Look 2002

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Outlook 2002Outlook 2002Outlook 2002Outlook 2002

E-mail is an increasingly important tool for interacting with others. When you use

e-mail frequently, you need to be able to manage all of the information related to

your communications. Microsoft Outlook 2002 is the solution. You and yourstudents can use Outlook to:

Manage information. Create rules that automatically process e-mail; workwith multiple e-mail accounts; create categories to keep track of messages,

appointments, contacts, and other items; and search for a specific e-mail

message, contact, or calendar item.

Communicate efficiently. Take advantage of the integration of Outlooke-mail tools with other Microsoft Office programs: Send a document from

Microsoft Word, with an introduction; edit your e-mail by using the tools in

Word; and use Smart Tags. Use instant messaging to communicate in real

time.

Manage contact information. Save information about contacts, such asaddresses and phone and fax numbers, and file that information in the way

that works best for you; use Microsoft SharePoint Team Services to share

contacts.

Manage time. Use the Outlook calendar to organize meetings andappointments; schedule or propose meetings and conferences for times

when the most people are free.

Suppose you are teaching an integrated science and history course. You and a fellow

teacher have just assigned a collaborative research project about the history and

preservation of shipwrecks in the Great Lakes. As part of the assignment, you require

students to interview at least one professional in the nautical field. You also plan

trips to museums and science centers where students can learn more. You will use

e-mail to manage correspondence and to coordinate schedules with everyone

involved in the assignment: students, your fellow teacher, and an expedition team in

the field.

What you will do:What you will do:What you will do:What you will do:

Explore thefeatures of

Outlook 2002

Use the Findfeature

Create a rule Add and use a

second e-mail

account

Create categories Use Word as your

e-mail editor Add an instant

messaging

account

Schedulemeetings with a

group

Create contacts

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6.2 In and Out of the Classroom with Office XP

New for Outlook 2002New for Outlook 2002New for Outlook 2002New for Outlook 2002

Outlook 2002 offers many new features that make the Outlook messaging and

collaboration client easier than ever to use. These features include:

Improved Find options. The Find pane is replaced with a streamlined FindBar that offers more powerful ways to search your Outlook folders for

information.

Integrated Address Bar. You can now go to a Web page without leavingOutlook. In the Address Bar (which appears under the Standard toolbar), just

type the URL for the page, or choose the URL from a list. Buttons

incorporated into the bar can also stop a Web page from appearing or can

refresh a page.

Ability to send a Word document with an introduction. You can accessthe Outlook user interface from within Word to send a Word document as the

body of an e-mail message, with an introduction at the top. This is an

alternative to sending a document as an attachment.

Multiple e-mail accounts. If you, like most people, have more than onee-mail account (such as one for school and a Microsoft MSN Hotmail

account), you can now incorporate all of those different e-mail accounts into

Outlook. This makes managing multiple e-mail accounts easy, because you

have one place to access all your e-mail.

Word as e-mail editor. The text editing tools of Microsoft Word areavailable by default from Outlook 2002 to help you edit your e-mail

messages.

Instant messaging integration. When you have MSN Messenger Serviceinstalled on your computer, Outlook can show you if the person who just sent

you e-mail is online, and with one click of the mouse, you can begin a chat

session with that person.

Ability to propose a new meeting time. When someone sends you ameeting request that doesnt fit with your schedule, you can determine the

next available free time for all invitees and propose a new time for the

meeting, instead of declining and waiting for a new request.

Color-coded appointments. You can assign colors to individual andrecurring appointments for quick identification.

Multiple reminders in a single dialog box. If multiple reminders occur atthe same time, Outlook 2002 combines them into one dialog box. Thisreduces clutter, especially when you start Outlook after the reminder time for

several items has passed, such as when you come back from being out of

the office. You can dismiss reminders individually, or all at once with the

Dismiss All button.

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E-mail addresses automatically completed as you type. As you start typingan e-mail address into the To, Cc, or Bcc boxes of a message, Outlook offers

a list of recently used names. If you previously sent messages to that

address, you can choose from the list instead of continuing to type.

Mailbox Cleanup. You can use this feature to archive or delete old itemsfrom a single location.

Security. Outlook 2002 offers new protection against computer viruses. Forexample, by default, it blocks certain attachment files (such as .bat, .exe,

.vbs, and .js) that might contain viruses. If you receive one of these file types

in a message, you will not be able to see or access the attachment. However,

your Inbox will display the paperclip icon in the Attachment column to let

you know that the message has an attachment, and you will see a list of the

blocked attachment files in the Information Bar at the top of your message.

Additionally, if another program tries to access your address book or

contacts list, Outlook now displays a warning and gives you the option to

deny or allow the action.

Accessibility. Outlook 2002 includes an option to automatically display anyoutgoing and incoming Rich Text Format (RTF) messages in a draft font sothat its easier to see text against the background. In addition, all Office XP

programs support Microsoft Active Accessibility 2.0, which makes

accessibility aids, such as screen readers or screen enlargers, more

effective.

You can use speech

recognition to dictate

text into any Office

program. To do this,

you must first install it

in Microsoft Word by

clicking SpeechSpeechSpeechSpeech on

the ToolsToolsToolsTools menu, or by

doing a custom

installation. Your

computer must also

meet a set of

requirements that

includes a headset

microphone and a

specific amount ofspeed and memory.

After speech

recognition is

installed, you can

access it through the

ToolsToolsToolsTools menu in Outlook

to dictate e-mail

messages.

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Exploring Outlook 2002Exploring Outlook 2002Exploring Outlook 2002Exploring Outlook 2002

When you open Outlook, you see the Inbox window. From here, you can access and

read new e-mail messages, compose new messages, and take advantage of many ofthe tools that Outlook 2002 offers. To change the appearance of your Inbox, simply

clickView on the Standard toolbar.

Outlook shortcutsOutlook shortcutsOutlook shortcutsOutlook shortcuts

The shortcut icons on the Outlook Bar (on the left side of the main Outlook

window) help you access your favorite Outlook features and folders with one click

of the mouse. You can customize the Outlook Bar to create your own shortcuts

for the folders you use most frequently. For example, you may want to create a

Shipwrecks Assignment folder in your Inbox where you can store and access all

the correspondence related to the assignment. You can then create a shortcut to

that folder for quick access.

To create a folderTo create a folderTo create a folderTo create a folder1. On the File menu, point to Folder, and then click New Folder.2. In the Create New Folder dialog box, in the Name box, type Shipwrecks

Assignment.

3. In the Select where to place the folder box, click the highest-level folder(Mailbox Your Name), and then click OK.

Standard

Toolbar

Outlook Bar

Shortcuts InfoBar

Preview pan

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To add a shortcut to the Outlook BarTo add a shortcut to the Outlook BarTo add a shortcut to the Outlook BarTo add a shortcut to the Outlook Bar

1. On the Outlook Bar, right-click the gray background area between orbelow the icons currently in the list, and then on the shortcut menu, click

Outlook Bar Shortcut.

2. In the Add to Outlook Bar dialog box, click the Shipwrecks Assignmentfolder, and then click OK. A shortcut to the Shipwrecks Assignment

folder is added to the Outlook Bar.

Note Outlook places the new shortcut at the bottom of the list of shortcuts.

To move it to a different position in the list, simply click and drag it.

To make more of your

shortcuts (or all of

them, depending on

how many you add)

visible in the Outlook

bar, shrink them by

right-clicking the

background and then

clickingSmall Icons.

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Managing InformationManaging InformationManaging InformationManaging Information

Outlook 2002 offers several features that you can use to manage and organize

information. These features are especially convenient because you can access all ofthe e-mail accounts you haveeven if theyre on different serversfrom one Outlook

screen.

Creating and using rulesCreating and using rulesCreating and using rulesCreating and using rules

You probably receive large volumes of mail from several different groups (mail

from students, mail from other faculty and administrators, personal mail, even

junk mail), so you need some way to manage your messages. In Outlook 2002,

you can use rules to sort and process your messages before you even look at

them.

A rule is a set of conditions and actions for processing and organizing your e-mail

messages. Conditions identify messages for processing, and actions determine

what kind of processing is performed.

Among other possibilities, you can create rules to:

Assign categories to messages based on their contents. Set up a notification, such as a message or a sound, when an important

message arrives.

Move messages to a particular folder based on who sent them. Flag messages from a particular person. Assign categories to your sent messages based on their contents. Delay delivery of messages by a specified amount of time. Redirect an e-mail message to a person or distribution list. Automatically reply to a certain type of message with a specific message you

create.

Color code messages from different people or groups.For example, you can instruct your students to include the phrase shipwreck inall subject lines related to the current project. You can then define a rule that

instructs Outlook 2002 to put all messages that contain shipwreck in the

subject line into a Shipwrecks Assignment folder in your list of project folders.

The Rules Wizard leads you through three basic steps to create a rule to manage

your messages: selecting a condition, applying an action to the items returned by

the condition, and entering exceptions to the condition.

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To create a ruleTo create a ruleTo create a ruleTo create a rule

1. On the Tools menu, click Rules Wizard.2. In the Apply changes to this folder list, click the Inbox that you want.3. Click New. The Rules Wizard displays a list of the different types of rules

you can create, along with a description of the rule in the Rule

description box.

4. To use a template with prespecified actions and conditions, click Startcreating a rule from a template.

5. Click Move messages based on content.6. In the Rule description box, click specific words. In the Search Text

dialog box, type shipwreck in the upper box, and then click Add. Click

OK.

7. In the Rule description box, click specified. Click the ShipwrecksAssignment folder, and then click OK.

8. Click Next.

The Organize button

on the

Outlook 2002 toolbar

is a quick way to

organize your Inbox.

When you click it, a

new pane opens. On

the Using Folders

tab, you can create a

rule simply by

entering information

in the boxes and then

clickingCreate.

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9. Select the conditions for the rule. In this case, ensure that the withspecific words in the subject or body check box is selected, and then

click Next.

10.Specify the action for the rule. In this case, ensure that the move it tothe specified folder check box is selected, and then click Next.

11.Specify any exceptions to the rule. In this case, there are none. ClickNext.

12. In the upper box, type a name for the rule (for example, Shipwrecksrule 1), and then select the Turn on this rule check box to activate it.

13.Click Finish. The rule is added to the Rules Wizard list.14.Click OK to close the Rules Wizard.

Adding and using multiple eAdding and using multiple eAdding and using multiple eAdding and using multiple e----mail accountsmail accountsmail accountsmail accounts

Another way to manage e-mail is to maintain separate e-mail accounts. You

might have one e-mail account on Microsoft Exchange Server at your school for

exchanging mail with faculty, administration, and students, and an Internet

account for personal messages.

With Outlook 2002, you can create multiple e-mail accounts in a user profile,

which consists of e-mail accounts and address books. In the past, Outlook had

separate Exchange Server and Internet modes; now, Outlook supports Exchange

Server, Internet e-mail account types (such as POP3, IMAP, and HTTP), and other

server types. Which types of accounts are available to you depends on your

Internet service provider (ISP) or network administrator. Based on this, you can

choose to create a new e-mail account; for example, if you want to join

newsgroups or a mailing list related to education, you can set up an additionalInternet e-mail account to contain the large numbers of messages that these

forums can generate.

You can create a

class Internet address

and monitor it through

Outlook.

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To add an eTo add an eTo add an eTo add an e----mail accountmail accountmail accountmail account

1. On the Tools menu, click E-mail Accounts to start the E-mail AccountsWizard.

2. Click Add a new e-mail account, and then click Next.

3. Select the e-mail server used for your account, and then click Next.Note If you are setting up an MSN e-mail account, click POP3 for MSN

Internet Access version 5.3 or earlier. If you are using a Hotmailaccount or other Internet-based e-mail account, click HTTP.

4. In the appropriate boxes, type the information for the specific e-mailaccount; if you do not know the information, check with your ISP or

network administrator. If you want to use Outlook to connect to a

Hotmail account, all you need to know is your Hotmail e-mail address

and password.

5. Complete one of the following steps: If you are adding an Exchange Server account, click Check Names

to verify that the server recognizes your name. The name and server

you entered should become underlined. Be sure your computer is

connected to your network.

If you are adding a POP3 server account, click Test AccountSettings to verify that your account is working. If there is missing or

incorrect information, such as your password, you will be prompted

to supply or correct it. Be sure your computer is connected to the

Internet.

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6. If you want to configure additional settings, such as how you want yourcomputer to connect to your e-mail server, click More Settings.

Otherwise, click Next.

7. Click Finish.

To set up one account as the defaultTo set up one account as the defaultTo set up one account as the defaultTo set up one account as the default

You will probably want to select one of your e-mail accounts to open each time

you open Outlook 2002. From this default account, you can easily open another

account from within Outlook.

1. On the Tools menu, click E-mail Accounts.2. SelectView or change existing e-mail accounts, and then click Next.3. In the list, click the e-mail account you want, and then click Set as

Default.

To specify the account from which you send a messageTo specify the account from which you send a messageTo specify the account from which you send a messageTo specify the account from which you send a message

After you compose a message, you can decide which account you want to send it

from by using the Accounts button. This button appears only if you have more

than one account set up in Outlook.

1. On the toolbar in the e-mail message you just typed, click the Accountsbutton. The default account appears first in the list.

2. Click the account that you want to use.

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Assigning categoriesAssigning categoriesAssigning categoriesAssigning categories

Another handy way to organize the information you receive in e-mail is to assign

categories to different items.

A categoryis a keyword or phrase that helps you keep track of items such as

e-mail messages, appointments, contacts, tasks, journal entries, notes, and

posted documents. You can use categories to keep track of different types of

items that are related but stored in different folders. For example, you can keep

track of all the meetings, contacts, and messages for your class separately from

those for the expedition team by creating one category for Research Team (for

your class) and another for Expedition Team. And if some items overlap (for

example, messages that you send to both the class and the expedition team),

you can assign those items to both categories.

Categories also give you a way to keep track of items without putting them in

separate folders. For example, you can keep professional and personal tasks in

the same task list. When you assign the tasks to categories, you can view them

separately (on theView menu, point to Current View, and then click ByCategory).

Outlook supplies a list of categories, called the Master Category List. You will find

that many of the categories in the list are geared toward business needs, but it is

easy to create custom categories for you and your students to use.

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To create new categoriesTo create new categoriesTo create new categoriesTo create new categories

1. On the Edit menu, click Categories.2. In the Categories dialog box, click Master Category List.3. In the Master Category List dialog box, in the New category box, type a

name for the category (for example, type Expedition Team), and then

click Add.

4. To create more categories, repeat steps 3 and 4.5. Click OK, and then click OK again.

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To assign items to a categoryTo assign items to a categoryTo assign items to a categoryTo assign items to a category

1. Select the item you want to assign to the category.2. On the Edit menu, click Categories.3. In the Available categories box, select the check boxes next to the

categories you want.

If the category you want is not available, you can quickly add a new

category to the Master Category List. Type the category name in the

Item(s) belonging to these categories box, and then click Add to List.

4. Click OK.

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To sort by categoriesTo sort by categoriesTo sort by categoriesTo sort by categories

After you set up your categories, you can sort items in a folder by categories.

1. Open the Shipwrecks Assignment folder in Outlook.2. In the message window, right-click any of the column headings, and then

click Field Chooser.

3. Drag the category that you want to the appropriate place in the columns.

Find optionsFind optionsFind optionsFind options

Though different views and categories help you sort information in Outlook 2002,

you can use the Find feature to find a specific e-mail message, attachment,

contact information, or calendar item. You can search for items containing

specific text, or you can search by using more complex criteria.

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To search for items containing specific textTo search for items containing specific textTo search for items containing specific textTo search for items containing specific text

Suppose one of your students asks you about the tides in Lake Superior. You

recall that the expedition team sent you a tide table last week in an attachment

to an e-mail message. You also know that that was one of very few e-mail

messages you received that contained information about tides. You can searchby the keyword tide to call up a list of messages that contained that word.

1. On the Standard toolbar, click Find to display the Find Bar.2. In the Look for box, type the text you want to search for, or click the

arrow on the Look for box to use previous search text.

3. Click the Search In button to specify the folders you want to search. Ifyou have more than one account, Outlook searches only the folders in

the account you are currently viewing.

4. Click the Find Now button.

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To search for items by using complex criteriaTo search for items by using complex criteriaTo search for items by using complex criteriaTo search for items by using complex criteria

You recall that you wrote e-mail etiquette guidelines for your students last year

that you want to send to your current class. You can search for the Word

document directly from Outlook by using the Advanced Find, without opening

Word.

1. On the Tools menu, click Advanced Find. The Advanced Find windowappears.

Note You have many options in the Advanced Find window. The steps that

follow demonstrate only one specific kind of search.

2. In the Look for box, click Files in the list. When the message appears,click OK.

3. Click Browse to browse to a folder where you think the document mightbe contained in a subfolder, and then click that folder.

4. On the Files tab, if you dont know the name of the file but youre sureits a Word document, click Documents in the list.

5. In the Search for the word(s) box, type the search term, and then clickFind Now.

You can also search

directly from Word for

a Word document

contained in an

Outlook folder as an

attachment. Click the

SearchSearchSearchSearch icon. In the

task pane, type the

search text, click the

location from the

Search inSearch inSearch inSearch in list and the

file type from the

ResultsResultsResultsResults should beshould beshould beshould be list,

and then click SearchSearchSearchSearch.

There is a similar Find

function available in

Microsoft Windows

(click the Start

button, point to Find,

and then click Files orFolders) to locate files

like Word documents.

However, Advanced

Find in Outlook offers

more advanced

search capabilities.

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Mailbox CleanupMailbox CleanupMailbox CleanupMailbox Cleanup

The Mailbox Cleanup feature helps you manage the size of your mailbox to

improve the overall performance of Outlook. In the MailBox Cleanup dialog box,

you can view the total size of your mailbox and of individual folders, and you can

find items that are older than a certain date to archive them. For example, you

can archive mail from a previous class or a previous assignment. You can also

view the size of your Deleted Items folder and empty it.

To access Mailbox CleanupTo access Mailbox CleanupTo access Mailbox CleanupTo access Mailbox Cleanup

On the Tools menu, click Mailbox Cleanup. The Mailbox Cleanup dialog boxopens.

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Communicating EfficientlyCommunicating EfficientlyCommunicating EfficientlyCommunicating Efficiently

Based on its research, your class wants to make a proposal to the Great Lakes

Shipwreck Museum that a particular wreck is worth adding to the museums Web siteas an undersea virtual tour. A group of students wrote a draft of the proposal as a

Word document, and they now want to share it with you and the rest of the class for

feedback. Because you all use Outlook 2002, you can share ideas effectively and

efficiently.

Sending a document with an introductionSending a document with an introductionSending a document with an introductionSending a document with an introduction

The Office XP suite of programs is designed so that the programs work together

seamlessly. For example, you can work in a Word document and access the

Outlook user interface to send that document, without actually opening Outlook.

You can send a document as an attachment directly from Word.

You can also send a Word document as the body of an e-mail message (instead

of as an attachment) with an introduction. The Introduction field is a new feature

of Word 2002 that allows more explanatory text than is available in an e-mail

message that contains only a Subject line.

For example, after you receive the student draft of a proposal, you can revise

several paragraphs, and then send your revisions back to the writers with an

introduction that explains why you made the changes.

To send a document from Word with an introductionTo send a document from Word with an introductionTo send a document from Word with an introductionTo send a document from Word with an introduction

1. In a Word document, on the Standard toolbar, click the E-mail icon .2. Type text in the Introduction field.3. Fill in the To and Cc fields, and change the Subject field if necessary.4. Click Send a Copy.

An alternate first step

is to click File, andthen point to Send To.

This is not as quick,

but it lets you see all

the options for

sending a document

from Word. After you

click Mail recipient,

you can continue with

step 2 in the

procedure.

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Editing your eEditing your eEditing your eEditing your e----mailmailmailmail

E-mail has grown tremendously as a means of communication, and it is often

important for e-mail messages to be well written. If your students need to contact

the expedition team to request interviews, you might emphasize how to write

professional e-mail messages. You can show students that when they compose a

message in Outlook 2002, the text editing tools of Wordlike task panes and

Smart Tagsare available by default. These tools include:

AutoCorrect. As you write, common typographical errors, such astransposed letters and extra or missing letters, are corrected automatically.

Automatic spelling and grammar checking. While you work, misspelled ormisused words are underlined and alternatives appear, eliminating the need

to check spelling and grammar before you send a message.

Automatic bullets and numbering. Add bullets and numbering to call outimportant points. Use a picture or other graphic as a bullet, or create a

hierarchical list that has numbered items.

Tables. Use tables to organize your information. When you copy a tablefrom Word and paste it into your message, Outlook preserves the formatting

of the table, even for recipients who do not use Word.

Conversion of e-mail names and Internet addresses. Automaticallyconvert e-mail names and Internet addresses to hyperlinks. Smart hyperlink

formatting can even convert hyperlinks whose URLs contain spaces.

Themes. You can apply a themea set of unified design elements and colorschemesfrom Word to provide visual consistency and to make your

messages stand out.

Autoformat. Format your message automatically as you type, and addformatting to plain-text messages that you receive.

Because these tools are either automatic or quick to apply, you can edit your

e-mail faster than ever. In addition, you can now set some options in Outlook that

previously were available only in Word. For example, with Word as your e-mail

editor, you have the most customization options for creating and setting a

default signature or stationery from Outlook. You can also specify some spelling

checker options and fonts for new messages and for messages you forward or

reply to. If you change these options while you are working in Word, the

equivalent settings change in Outlook, and vice versa.

The automatic features of using Word as your e-mail editor are designed to be

helpful, but sometimes it is appropriate to use nonstandard spelling for a

particular subject. Smart Tags in Office XP make it easy to reject a correction or

to choose to not have a correction take place in the future.

Your technology

coordinator can

provide custom Smart

Tags, which can be

very helpful to

teachers. For

example, if you

receive an e-mail

message with a

student name in it, a

custom Smart Tag

can appear over the

name. You can then

use the Smart Tag to

look up information

about that student,such as attendance

record or class

schedule.

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To use Smart Tags to access autocorrect optionsTo use Smart Tags to access autocorrect optionsTo use Smart Tags to access autocorrect optionsTo use Smart Tags to access autocorrect options

1. Hover over the word that was automatically changed, point to the blueunderline, and then click the Smart Tag button that appears.

2. In the list, click the appropriate item to undo the change, ignore it, oraccess more options.

Accessing instant messagingAccessing instant messagingAccessing instant messagingAccessing instant messaging

With instant messaging, users communicate online in real time by typing quick

messages into a common area. An online chat is useful when you dont have

time to exchange multiple e-mail messages. For example, if your students require

more guidance on their project as they move from collecting information to

compiling it in their research papers, you might decide to set aside a couple of

hours a week as virtual office hourstime when students can chat with you

and your fellow teacher online. You can chat with up to four people at one time.

By default, instant messaging support is enabled in Outlook. Instant messaging

is a feature of the MSN Messenger Service and Microsoft Exchange Server 2000

Instant Messaging Service. The difference between the two is that the Exchange

messaging service is available only if you have a connection to your schoolsExchange server, so it is limited to use within the school. MSN Messenger

Service is available for free from any Internet-connected computer with MSN

Messenger Service software installed.

Note To install MSN Messenger Service, go to http://www.msn.com/, click Sign

in to MSN Messenger Service, and follow the instructions in the wizard.

When you view an e-mail message in Outlook 2002, you can see, on the yellow

InfoBar, whether the sender is logged on to MSN Messenger Service. From within

your Contacts folder, you can now add a contacts instant messaging account

information. You can then view the same InfoBar on a contact card to see

whether a contact is online. By clicking the InfoBar, you can immediately start a

conversation with that contact if youre both online.

In addition, you have control over how your online status appears to others; for

example, if you are busy and unable to exchange instant messages, you can

change your status to Busy.
http://www.msn.com/http://www.msn.com/http://www.msn.com/

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To add an instant messaging addresTo add an instant messaging addresTo add an instant messaging addresTo add an instant messaging address to a contacts to a contacts to a contacts to a contact

On the contact card, on the General tab, type the instant messaging addressin the IM address box.

To originate an instant message from OutlookTo originate an instant message from OutlookTo originate an instant message from OutlookTo originate an instant message from Outlook

When you see that the contact is online, click the InfoBar, compose yourmessage, and then click Send.

Managing Your ContactsManaging Your ContactsManaging Your ContactsManaging Your Contacts

For anyone inside or outside your organization, you can create a contact in which to

save several types of information, such as street and e-mail addresses, phone and

fax numbers, and Web page URLs. Contacts are stored in the Contacts folder in

Outlook.

Creating contactsCreating contactsCreating contactsCreating contacts

As an educator, you might want to have contact information for the parents of

your students. You can refer to your contacts list to send updates on class

activities through e-mail (to parents who have e-mail addresses) and through

hard-copy newsletters (to parents who do not have e-mail addresses).

When you enter a name or address for a contact, Outlook separates the name or

address into parts and puts each part in a separate field. You can sort, group, orfilter contacts by any part of the name or any part of the address you want.

You can file contact information under a last name, first name, nickname, or any

word that helps you find the contact quickly. Outlook gives you several naming

choices to file the contact under, or you can enter your own choice.

You can enter up to three addresses for each contact. Designate one address as

the mailing address, and use it for creating mailing labels or envelopes, or for

creating mail merge letters. The other addresses could be a home or shipping

address.

You can save andstore an instant

messaging

conversation, just as

you can with regular

e-mail messages.

1. On the File menu in

the Instant Message

window, click Save

As....

2. Go to the folder

where you want to

save the text, type the

file name, and then

click Save.

The conversation is

saved as a text file. To

view it later, you can

open it in Notepad.

Outlook 2002

supports the use of

vCards, the Internet

standard for creating

and sharing virtual

business cards. You

can save a contact as

a vCard and send it in

an e-mail message.

You can also add a

vCard to your

e-mail signature.

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To create a new contactTo create a new contactTo create a new contactTo create a new contact

1. On the File menu, point to New, and then click Contact.2. Type a name for the contact.3. Enter the information that you want to include for the contact:

To specify how you want the contact's name to appear in the To fieldof a message, type the name in the Display As box.

Type the contact's Instant Messaging address in the IM addressbox.

To enter multiple entries in a field, such as more than one addressor e-mail address, click the arrow next to the field.

If you have more than one address for a contact, to establish whichaddress is used during mail merge, select the This is the mailingaddress check box.

Typically, you can include driving directions to a contacts house orother information in the notes area near the bottom of the contact.

You can also click Get a map of this address from the main

toolbar.

4. On the toolbar, click Save and Close.5. To organize contacts, open the Contacts folder. Right-click a contact,

click Categories, and then use the Categories dialog box.

Note For more information about assigning and creating categories, see

the Assigning categories section earlier in this chapter.

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To create a contact from an eTo create a contact from an eTo create a contact from an eTo create a contact from an e----mail message you receivemail message you receivemail message you receivemail message you receive

1. Open the e-mail message.2. In the From field, right-click the name you want to make into a contact,

and then click Add to Contacts on the shortcut menu.

Using contactsUsing contactsUsing contactsUsing contacts

When you open a contact, you can click a button or menu command to have

Outlook address a meeting request, e-mail message, or task request to the

contact. If you have a modem, you can also have Outlook dial the contact's

phone number. You can have Outlook time the call and keep a record of the time

in the Journal folder, complete with the notes you take during the conversation.

You can link any Outlook item or Microsoft Office document to a contact to help

you track your activities associated with the contact.

You can also use contacts to create envelopes in Word, and you can access

contacts in other Office applications by using Smart Tags. One kind of Smart Tag

recognizes when you type the name of a person in a e-mail message, and

underlines the name. When you place your pointer over the name, the Smart

Tags Actions button appears and provides options such as opening the contact

or adding the person to your contacts list.

Sharing contactsSharing contactsSharing contactsSharing contacts

At times, its useful to share your contacts with a group. For example, you can set

up contacts for each member of the expedition team helping with the shipwrecks

project, and make the list available to your class by saving it in a public folder.

Contacts and appointments can also be integrated with a new feature of

Microsoft FrontPage 2002 called SharePoint Team Services. Members of a

team can share information in real time by importing and exporting Office XP

information and saving documents directly to a SharePoint Team Services Web

site. For example, users can add information about an event to the Web site and

export the event directly into their Outlook calendars.

Another feature of SharePoint Team Services, called Team Contacts, enables

users to share their contacts by exporting or importing contacts to or from

Outlook Contacts folders.

A member of any kind

of team can use

SharePoint TeamServices to create a

fully functional, pre-

configured Web site

that serves as a

central location to

store project and

team information.

This Web site can be

created in a matter of

minutes without any

Web programming

skills, and team

members can modify

and add content just

as easily. For more

information about

SharePoint

technologies, go to

http://www.microsoft.

com/technet/sharepo

int/default.asp.

To enable the Smart

Tag that recognizes

names, create a new

message or reply to

one. On the Tools

menu, click

AutoCorrect Options.

On the Smart Tags

tab, select Personnames, and then click

OK.
http://www.microsoft.com/technet/sharepoint/default.asphttp://www.microsoft.com/technet/sharepoint/default.asphttp://www.microsoft.com/technet/sharepoint/default.asphttp://www.microsoft.com/technet/sharepoint/default.asphttp://www.microsoft.com/technet/sharepoint/default.asphttp://www.microsoft.com/technet/sharepoint/default.asphttp://www.microsoft.com/technet/sharepoint/default.asp

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Managing Your TimeManaging Your TimeManaging Your TimeManaging Your Time

Managing your schedule during the school year can be a full-time job. You have

parent-teacher conferences and staff meetings to attend and extracurricularactivities to overseein addition to your typical class load. The Outlook calendar can

help you manage your appointments, meetings, and free time. It can also help you

keep track of the availability of other teachers and administrators at your institution.

Viewing your calendarViewing your calendarViewing your calendarViewing your calendar

Just as you would write in a paper-based organizer, you can click any date and

time slot in the Outlook calendar and begin typing appointments and activities.

You can choose to be reminded of items on the calendar.

The ability to color calendar items is new for Outlook 2002, and can be

particularly useful for organizingand later, for quickly identifyingappointments.

There are 10 predefined colors, and each has an associated label that you can

customize (for example, red, by default, carries a label that says important).

You can even set up automatic formatting that will color all appointments that

meet the same condition. For example, you can make sure that any meeting that

you organize is automatically colored red, and any meeting organized by a

student is automatically colored green.

To color an individual appointment or meetingTo color an individual appointment or meetingTo color an individual appointment or meetingTo color an individual appointment or meeting

1. Click Calendar.2. Right-click an appointment or meeting, point to Label on the shortcut

menu, and then click a color in the list.

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To color appointments and meetings automaticallyTo color appointments and meetings automaticallyTo color appointments and meetings automaticallyTo color appointments and meetings automatically

1. Click Calendar.2. Right-click the calendar grid, and then click Automatic Formatting.3. In the Automatic Formatting dialog box, click Add, and then type a

name for the rule.

4. In the Label list, click a color.5. Click Condition to specify the conditions under which the color will be

applied.

Note If you manually assign a color to an item, automatic coloring cannot

be used on that item.

6. Click OK. Your appointments and meetings are now colored.

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Scheduling meetings and conferencesScheduling meetings and conferencesScheduling meetings and conferencesScheduling meetings and conferences

Outlook 2002 makes more complex tasks related to time managementlike

scheduling meetingseasy to do from your computer.

Accessing free and busy timesAccessing free and busy timesAccessing free and busy timesAccessing free and busy times

Outlook provides tools that inform people of when others have time available.

For example, if your school uses an Exchange server, others on your schools

network can see your free and busy times by default when they schedule a

meeting with you. They cannot see what your appointments are, just the blocks

of time when you are free and busy. If you want someone to view your complete

calendar, your system administrator can help you give this type of permission.

Another tool is the Microsoft Office Internet Free/Busy Service, which is available

at no charge. You can use the service to post the blocks of time when you are

available and when you are busy on a shared Internet location. This is convenientfor people who do not have access to your calendar through your schools

Exchange server, but who do have Internet access. When such a persona

parent, for exampletries to schedule a meeting with you by using Outlook 2002,

the free and busy times also appear in the meeting request. However, only

members of the service and those you specifically authorize to view your free and

busy times can access this information.

Note The Internet Free/Busy Service works through Microsoft Passport, and

requires Microsoft Internet Explorer 5 or later.

You can save an

appointment in

iCalendar or

vCalendar format. In

the Outlook Calendar,

open the appointment

you want to save. On

the File menu, click

Save As, and then in

the Save as type box,

click either iCalendar

Format orvCalendar

Format.

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To publish your free and busy timesTo publish your free and busy timesTo publish your free and busy timesTo publish your free and busy times

1. On the Tools menu, click Options, and then click Calendar Options.2. Click Free/Busy Options.3. Complete either or both of the following steps:

Select the Publish and search using Microsoft Office Free/BusyService check box. The Request free/busy information in meeting

invitations check box is selected by default.

Select the Publish at my location check box, and then in thePublish at my location box, type the name of the server where your

free and busy information is stored.

Note The name you specify can include FTP, HTTP, or file URLs. For

example, you can publish your free and busy times on an MSN Web

community. For more information about MSN communities, go tohttp://communities.msn.com/home.

4. Click OK.When you want to schedule a meeting with others, one way to do it is to select a

time on your calendar, create an appointment, and then select people to invite.

The Autopick feature in Outlook helps you find the earliest time at which

everyone is free. When you send the meeting notice by e-mail, Outlook notifiesinvitees if the meeting conflicts with existing items in their calendars, and they

can accept, tentatively accept, or decline your meeting by clicking a single

button. As a meeting organizer, you can allow or disallow invitees to propose an

alternate meeting time. You can also track who has accepted, declined, or

proposed new times, simply by opening the meeting. In addition to inviting

people, you can also schedule resources, such as a conference room or an

overhead projector, when you schedule a meeting.

To schedule a

resource, such as a

conference room,your mail server must

be running Exchange,

and you must have

permission to

schedule the

resource.
http://communities.msn.com/homehttp://communities.msn.com/homehttp://communities.msn.com/home

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Using group schedulesUsing group schedulesUsing group schedulesUsing group schedules

You decide to set up a meeting with small groups of students to check on their

progress with the research paper. With Outlook 2002, you can avoid the process

of adding each student to the meeting individually. You can view a group

schedulea single calendar interface that shows the schedules of a group of

people or resources simultaneously. The calendar contains a detailed table of

when each person is free and busy and also shows details of their appointments

(except for those marked private). When you rest the mouse pointer over an

appointment, the details of that appointment are visible. You can then send

e-mail or set up an appointment with some or all of the group members right

from the group schedule.

To create a group scheduleTo create a group scheduleTo create a group scheduleTo create a group schedule

1. On the Outlook Bar, click Calendar.2. On the toolbar, click Schedules.3. In the Group Schedules dialog box, click New.4. In the Create New Group Schedule dialog box, type a name for the new

group schedule (for example, type Shipwreck), and then click OK.

5. In the new window, click Add Others, and then click Add from AddressBook.

6. In the Select Members dialog box, select each name by clicking it in thelist and then clicking the To button. Click OK.

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To send aTo send aTo send aTo send a meeting request to an entire group from a groupmeeting request to an entire group from a groupmeeting request to an entire group from a groupmeeting request to an entire group from a group

scheduleschedulescheduleschedule

1. On the Outlook Bar, click Calendar.2. On the toolbar, click Schedules.3. In the Group Schedules dialog box, click the group schedule you want

(for example, click the Shipwreck group schedule), and then click Open.

A new window appears with the group schedule as its name.

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4. In the new window, schedule a meeting: Click Make Meeting, and then click New Meeting with All. In the meeting window, enter a subject, location, and start and end

times, and then click the Scheduling tab. Another window appears,

with the subject of your meeting as its name.

5. On the Scheduling tab, you can try to find the best time when everyonewill be available. Click Autopick Next to find a time that is free for all

group members.

6. Click Send.Note The procedure for sending a meeting request to some of the members

of a group is different. For more information, see the Outlook 2002

Help topic titled Send a meeting request or e-mail message from a

group schedule.

If it is impossible to

find a time when

everyone is free, you

will need to double

book certain people

based on the priority

of the meeting.

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Proposing a nProposing a nProposing a nProposing a new meeting timeew meeting timeew meeting timeew meeting time

Suppose that after you set up meetings with each group of students, you receive

an invitation to an important faculty meeting that conflicts with one of your

student meetings. With Outlook 2002, you have the option of proposing a new

meeting time to the meeting organizer, instead of just declining the request and

having to call, or sending multiple requests back and forth. This option is

available when the organizer allows it.

Note If you use Exchange Server or the Internet Free/Busy Service and you are

invited to a meeting, you can see the free and busy times of other

attendees before you suggest a new meeting time.

To propose a new time for a meetingTo propose a new time for a meetingTo propose a new time for a meetingTo propose a new time for a meeting

1. Open the meeting request.2. Click Propose New Time.3. Click a time when all invitees are available. You can use AutoPick Next

to find the next available free time for all invitees.

4. Click Propose Time.5. Type a message to the person if you want, and then click Send.

The proposal is sent with a default message saying that you want to propose a

new time, but that you have tentatively accepted the meeting. You can edit this

message to suit your needs; for example, you can decline the meeting instead of

tentatively accepting it.

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Taking It FurtherTaking It FurtherTaking It FurtherTaking It Further

As you explore the new features of Outlook 2002, you will continue to think of new

ways to simplify communication and collaboration. You can try the following activitiesto experiment further:

Have students manage an online project: Students on the YearbookCommittee want to collect feedback for the text of the school's yearbook.

They can put the text in Word, and then send it to several students for review

by using e-mail.

In a journalism class, a student attending a press conference and a studentin the classroom can collaborate on a writing assignment in real time by

using instant messaging to exchange notes and ideas.

Simplify remote communication with students: Use e-mail to assignhomework to a student who cannot attend school, and collect homework the

same way. For example, a student can send you a homework assignment in

the form of a Word document; you can return the assignment, graded, and

with revision marks.

Have students create a group schedule by using a public folder to coordinatea team project. Students in a biology class can coordinate a field research

outing by adding the public folder to the group schedule instead of adding

individual names from the address book.

A school could use public folders to store the main school calendar. Then,one person can coordinate adding important information to the calendar and

publishing it as a Web page.

Add student and parent contact information to your Outlook Contacts folder.At the end of the year, simply forward those contacts to the next teacher for

those students.

Go to the Microsoft tutorials Web page, athttp://www.microsoft.com/education/tutorial/workshop/default.asp, to

learn more about managing e-mail and collaborating with others by using

Outlook 2002 and Exchange Server.
http://www.microsoft.com/education/tutorial/workshop/default.asphttp://www.microsoft.com/education/tutorial/workshop/default.asphttp://www.microsoft.com/education/tutorial/workshop/default.asp