Advanced
Outlook
Objectives
• Customize Outlook for individual
use
• Understand and control security
options
• Create and use folders
• Integrate Outlook with other
applications
• Delegate
• Establish rules and filters
Next
Customize Outlook
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Display menus to suit your use.
Animate menus.
Create your own toolbars.
Add your own shortcuts to the
Navigation Pane.
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Next
Customize Menus
Click Tools,
Customize,
and the
Options tab.
Check “Always
show full
menus” to
prevent partial
displays.
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Next
Animate Menus
Just for fun, you
can animate your
menus.
Click Tools,
Customize, and
the Options tab.
Choose an
animation option.
Of course, you have click Close.
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Creating Toolbars
Click View, Toolbars,
Customize, then the
Toolbars tab.
Click New…
Name your new
toolbar and click OK.
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Creating Toolbars
Your new toolbar
shows up in the
list. Be sure to
check () it, then
click the
Commands tab.
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Creating Toolbars
Choose the
commands you want
to use by dragging
them to the new
toolbar.
Now it’s time to try it!
This is the new toolbar!
Build a toolbar and
click Close.
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Creating Toolbars
Now just
drag your
new toolbar
to the
location of
your choice.
You did it!
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Change Navigation Options
To customize your Navigation Pane, click the
Configure buttons Arrow, then choose the
options you wish to display.
Time to experiment!
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Security
Dangerous
attachments
and other
vicious content
require specials
security steps
be taken.
Click Tools,
Macro, Security.
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Next
Security
Choose the
desired level of
security and
click OK.
Click on the
Trusted
Publishers tab.
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Security
Any sender who has
submitted a certificate
to you will be listed
here.
If you have a digital ID
(certificate) but you
don’t want to assume
the content will be safe,
select them from the
list and click Remove.
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Security
No matter which security level you
choose, macros from anyone who
appears on your Trusted
Publishers list will run
automatically.
The highest level of protection
requires removing everyone from
the Trusted Publishers list.
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Folders
• Existing folders can be organized
by categories or by colors
• New folders can be created to fill
specific needs
• Rules can be created and applied
to organize materials into folders
• “Filing” is a breeze!
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Next
Organizing Folders
To organize, click on
the name of a folder,
then click Tools,
Organize.
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Organizing Folders
Using Categories
• Select the items to assign
to a category.
• Choose an existing
category (and Add) or enter
a new category name (and
Create).
• Repeat as needed.
Using Colors
• Select the folder to
organize.
• Select from/sent to in first
list box.
• Select the name in the
second box.
• Select the color from the
drop-down list.
• Click Apply Color.
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Creating Folders
Use the process below to create
three new folders.
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Right-click the “parent” folder.
Select New Folder.
Enter a name for the folder.
Click the down arrow under “Folder
contains” to define the content of the
folder.
• Click OK.
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Using Folders
Moving items into/between folder can
be accomplished in one of two
ways.
1. Use the Organize function.
2. Drag and drop.
Let’s practice both methods.
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Saving Items as Text Files
Outlook items can be saved as text
files by:
1. Select the message to save.
2. Click File, Save As.
3. Choose a file location.
4. Enter a name for the file.
5. Click Save.
Let’s practice.
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The Junk Mail Folder
Outlook has a
folder established
to dealing with
that pesky junk
mail.
To establish
preferred
settings, click
Actions. Junk Email, and Junk Email options.
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Other Folders
Time to explore again!
1. Find your Deleted Items folder and
empty it.
2. Find your Sent Items folder and sort
the contents by date.
3. Revisit your Junk E-mail folder and
the view the items for the last seven
days.
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Next
Integrate!
Outlook works well with other
applications that are part of
Microsoft Office.
Two examples:
• Mail merge
• Importing/exporting data
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Next
Mail Merges
From the
Contacts view,
click Tools, Mail
Merge.
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Import and Export
Various types of data can be
imported to or exported from
Outlook. Outlook provides a wizard
to help with the process.
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Now Delegate!
In Outlook, delegates are individuals
who have been given access to
your Inbox, folders, calendar, and
so on.
Access rights can be delegated on a
folder-by-folder basis.
Let’s look at the process.
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Levels of Delegation
None – Use this option for specific folders.
Example: a user with rights to view your
calendar may be given no rights to view
your Inbox.
Reviewer – read only access.
Author – can read and create items.
Editor – full access; read, write, and
modify.
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Next
The Assistant
To act as someone’s delegate, click
File, Open, Other User’s Folder
Click on the
Name button to
see a list of
users who have
delegated
access to you.
Click on the down arrow to
select the folder you want to
access.
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Next
Rules and Filters
You were asked to bring with
you one task for which a rule
or filter could be applied.
Time to turn in your
homework!
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Next
Quick-n-Easy Filters
Add a sender to the Blocked Senders
list.
Add a sender to the Safe Senders
list.
Add a sender’s domain to the Safe
Senders list.
Add a recipient to the Safe
Recipients list.
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Next
You Made It!
You can now call yourself an
Advanced Outlook user.
Questions? Call the Help Desk at x4400 or
e-mail nr4help@nr.edu.