Office 2003Advanced Concepts and

Techniques

M i c r o s o f t

Outlook Project 2

Scheduling Management and Instant Messaging

Using Outlook

2Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Objectives

• Start Outlook and open the Calendar folder• Describe the components of the Calendar –

Microsoft Outlook window and understand the elements of the Outlook Navigation Pane

• Enter, move, and edit one-time and recurring appointments

• Create an event• Display the calendar in Day, Work Week, Week,

and Month views

3Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Objectives

• Create and customize a task list and move it to a new folder

• Import, export, and delete personal subfolders

• Delegate tasks

• Schedule a meeting

• Customize the calendar

4Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Objectives

• Print the calendar in Daily Style, Weekly Style, and Monthly Style

• Enable and start instant messaging address in the contact list

• Add an instant messaging address in the contact list

• Send an instant message and send a file with instant messaging

5Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Starting and Customizing Outlook

• Click the Start button on the Windows taskbar, point to All Programs on the Start menu, point to Microsoft Office on the All Programs submenu, and then click Microsoft Office Outlook 2003 on the Microsoft Office submenu

• If necessary, click the Calendar button on the left side of the window

• If the Calendar – Microsoft Office window is not maximized, double-click its title bar to maximize it

• If the Language bar appears, right-click it and then click Close the Language bar on the shortcut menu

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Starting and Customizing Outlook

7Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Microsoft Outlook Navigation Pane

8Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Entering Appointments Using the Appointment Area• If necessary, click the scroll arrows in the

Date Navigator to display September 2005• Click 12 in the September calendar in the

Date Navigator to display it in the appointment area

• Drag through the 9:00 – 10:00 am time slot

• Type Web Development as the first appointment

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Entering Appointments Using the Appointment Area• Drag through the 10:30 am – 11:30 am

time slot• Type Data Modeling as the second

appointment• Drag through the 12 pm – 1:00 pm time

slot• Type Lunch – Fall Sports Captains as the third appointment and then press the ENTER key

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Entering Appointments Using the Appointment Area

11Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Entering and Saving Appointments Using the Appointment Window• Drag through the 3:00 pm – 5:00 pm time slot

and then click the New Appointment button on the Standard toolbar

• Type Team meeting in the Subject text box and then press the TAB key to move the insertion point to the Location text box

• Type Union Cafe in the Location text box• Click the Save and Close button on the Standard

toolbar

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Entering and Saving Appointments Using the Appointment Window

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Entering Recurring Appointments

• With Monday, September 12, 2005 displayed, double-click the words Web Development in the 9:00 – 10:00 time slot

• Click the Location text box and then type Knoy 412 to set the location of the class

• Point to the Recurrence button on the Standard toolbar

• Click the Recurrence button

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Entering Recurring Appointments

• When the Appointment Recurrence dialog box is displayed, click the Wednesday check box to select the days this appointment will recur

• Click End after in the Range of recurrence area, double-click the End after text box, and then type 30 as the number of occurrences

• Click the OK button• Click the Save and Close button on the Standard toolbar

in the Web Development – Appointment window• Repeat the previous steps to make the Data Modeling

and Team Meeting appointments recurring. Refer to Table 2-1 on page OUT 75 for the location reange, and ending dates

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Entering Recurring Appointments

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Moving to the Next Day in the Appointment Area, and Entering the Remaining Recurring Appointments• Click 13 in the September 2005 calendar in the

Date Navigator• Drag through the 9:30 am – 10:30 am time slot• Click the New Appointment button on the

Standard toolbar• Enter the recurring appointments provided in

Table 2-2 on page OUT 77• Click the Save and Close button in the

Appointment window

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Moving to the Next Day in the Appointment Area, and Entering the Remaining Recurring Appointments

18Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Deleting an Appointment

• Click the scroll arrows in the Date Navigator to display November 2005

• Click 24 in the November 2005 calendar

• Click the first appointment to be deleted, Statistics, and then click the Delete button on the Standard toolbar

• Click the OK button

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Deleting an Appointment

20Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Moving an Appointment to a New Time• If necessary, click the scroll arrow in the Date Navigator

to display September 2005• Click 12 in the September 2005 calendar in the Date

Navigator• Position the mouse pointer on the blue left border of the

Lunch – Fall Sports Captains appointment• Drag the appointment down to the 1:00 pm – 2:00 pm

time slot. Do not release the mouse button• Release the mouse button to drop the appointment in the

new time slot

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Moving an Appointment to a New Time

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Creating an Event

• If necessary, click the left scroll arrow to display September 2005 in the Date Navigator. Click 30 in the September 2005 calendar in the Date Navigator

• Double-click the date heading at the top of the appointment area. When the Untitled – Event window opens, type Jose’s birthday in the Subject text box

• Click the Save and Close button on the Standard toolbar

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Creating an Event

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Changing to Work Week View

• Click Tuesday, September 13 in the Date Navigator

• Click the Work Week button on the Standard toolbar

• If necessary, scroll up in the appointment area until the 8:00 am time slot appears

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Changing to Week View

• Click the Week button on the Standard toolbar

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Changing to Month View

• Click the Month button on the Standard toolbar

• Click the Day button to return to Day view

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Creating a Task List

• Click the Tasks button in the Navigation Pane

• Click the New Task text box and then type Check on Web book as the first task

• Press the TAB key and then type 9/11/2005 in the Due Date text box and press the ENTER key

• Click outside the task list

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Creating a Task List

29Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Exporting a Subfolder to a Floppy Disk• Insert a floppy disk in drive A• Click File on the menu bar and then click Import

and Export• When the Import and Export Wizard dialog box

is displayed, click Export to a file in the Choose an action to perform list

• Click the Next button• In the Export to a File dialog box, click Personal

Folder File (.pst) and then click the Next button

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Exporting a Subfolder to a Floppy Disk• If necessary, click the plus sign (+) to the

left of the Calendar icon in the Select a folder to export from list

• Click Maria’s Calendar and click the Next button

• Type a:\Maria’s Calendar.pst in the Save exported file as text box

• Click the Finish button• Click the OK button

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Exporting a Subfolder to a Floppy Disk

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Deleting a Personal Subfolder

• If necessary, click the Calendar button in the Navigation Pane

• Right-click the Maria’s Calendar folder banner• Point to Delete “Maria’s Calendar” on the

shortcut menu• Click Delete “Maria’s Calendar”• Click the Yes button in the dialog box that asks if

you are sure you want to delete the folder

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Deleting a Personal Subfolder

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Importing a Subfolder

• With the floppy disk containing the calendar in drive A, click File on the menu bar and then click Import and Export

• When the Import and Export dialog box is displayed, click Import from another program or file and then click the Next button

• When the Import a File dialog box is displayed, click Personal Folder File (.pst) and then click the Next button

• In the Import Personal Folders dialog box, type a:\Maria’s Calendar.pst in the File to Import text box or click the Browse button to access the floppy drive and select the Maria’s Calendar subfolder

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Importing a Subfolder

• Click the Next button• When the Import Personal Folders dialog

box is displayed, click Calendar in the Select the folder to import from list

• Click the Finish button• Repeat the previous steps twice, once to

import Maria’s Contacts subfolder and once to import Maria’s Inbox subfolder from the Project 2 folder on the Data Disk

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Importing a Subfolder

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Assigning a Task to Another Person• Click the Contacts button in the Navigation pane

and then click Maria’s Contacts in the My Contacts list

• If necessary, click the Tasks button in the Navigation Pane

• Double-click the Pick up fund-raiser T-shirts task• When the Pick up fund-raiser T-shirts – Task

window is displayed, double-click the title bar to maximize the window

• Click the Assign Task button on the Standard toolbar

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Assigning a Task to Another Person• Type Patti Sobol in the To text box• Click the Send button on the Standard toolbar• If necessary, click the OK button when the

Microsoft Office Outlook dialog box appears• Double-click the Pick up fund-raiser T-shirts task• Click the Close button on the Pick up fund-raiser

T-shirts – Task window

39Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Assigning a Task to Another Person

40Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Inviting Attendees to a Meeting

• With the Calendar window active, click September 12 in the Date Navigator

• Double-click the Team Meeting appointment to open the Team Meeting – Recurring Appointment window

• When the Open Recurring Item dialog box is displayed, click Open this occurrence, and then click the OK button

• Double-click the title bar to maximize the window

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Inviting Attendees to a Meeting

• Click the Scheduling tab

• Click the Add Others button, and then click Add From Address Book

• Click the Show Names from the box arrow, and then click Maria’s Contacts

• While holding the SHIFT key, click Susan Hadley to select the entire list

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Inviting Attendees to a Meeting

• Click the Required button

• Click the OK button

• If the Microsoft Office Internet Free/Busy dialog box appears, click the Cancel button

• Click the Send button on the Standard toolbar

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Inviting Attendees to a Meeting

44Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Setting Work Week Options

• With the Calendar window active, click Tools on the menu bar, and then click Options

• Click the Calendar Options button

• In the Calendar work week area, click the Sat check box

• Click the Start time box arrow and then select 7:00 AM as the new start time

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Setting Work Week Options

• Click the OK button in both open dialog boxes to close them

• Scroll up in the Appointment area so that 6 am shows as the first time slot

• Click September 12 in the Date Navigator

• Click the Work Week button on the Standard toolbar

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Setting Work Week Options

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Printing the Calendar

• Ready the printer• With the Calendar

window active and September 12, 2005 selected, click the Print button on the Standard toolbar

• Select the desired print style in the Print style list and click OK

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Starting and Signing Into Windows Messenger• Click the Minimize button on the Outlook

window title bar to minimize the window to the Windows taskbar

• Click the Start button on the Windows taskbar, point to All Programs on the Start menu, and then click Windows Messenger on the All Programs submenu

• Click the Click here to sign in link

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Starting and Signing Into Windows Messenger• When the Connect to Messaging Services

dialog box is displayed, click the .NET Messaging Service box, and then click the OK button

• Type your e-mail address and password in the appropriate text boxes in the .NET Messenger Service dialog box

• Click the OK button

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Starting and Signing Into Windows Messenger

51Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Enabling Instant Messaging in Outlook• Click the Tasks – Microsoft Outlook button on

the Windows taskbar to display the Outlook window

• With the Contacts window active, click Tools on the menu bar and click Options

• Click the Others tab• In the Other sheet, click the two boxes in the

Person Names area to place a check mark in each box

• Click the OK button and minimize the Outlook window

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Enabling Instant Messaging in Outlook

53Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Adding a Contact to the Messenger Contact List• Click Add a Contact in the Windows

Messenger window

• When the Add a Contact dialog box is displayed, point to the Next button

• Click the Next button

• Type ccraig101@hotmail.com in the text box

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Adding a Contact to the Messenger Contact List• Click the Next button• Click the Finish button

in the dialog box with the You’re done! Message

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Sending an Instant Message

• With the Inbox window active, click the Kendra Zimmerman e-mail message

• Click the Person Names Smart Tag in the Reading Pane

• Click Send Instant Message on the Smart Tag menu

• Type your message in the Send text box, and then click the Send button

• The receiver of the message types and sends a response

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Sending an Instant Message

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Attaching and Sending a File with Instant Messaging• With the Data Disk in drive A, click Send a File

or Photo in the I want to pane• Click the Look in box arrow and then click 3½

Floppy (A:)• Click Updated Practice Schedule in the Send a

File to Kendra Zimmerman dialog box• Click the Open button in the Send a File to

Kendra Zimmerman dialog box• The receiver of the file (Kendra Zimmerman) has

accepted the file

58Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Attaching and Sending a File with Instant Messaging

59Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Summary

• Start Outlook and open the Calendar folder• Describe the components of the Calendar –

Microsoft Outlook window and understand the elements of the Outlook Navigation Pane

• Enter, move, and edit one-time and recurring appointments

• Create an event• Display the calendar in Day, Work Week, Week,

and Month views

60Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Summary

• Create and customize a task list and move it to a new folder

• Import, export, and delete personal subfolders

• Delegate tasks

• Schedule a meeting

• Customize the calendar

61Outlook Project 2: Schedule Management and Instant MessagingUsing Outlook

Summary

• Print the calendar in Daily Style, Weekly Style, and Monthly Style

• Enable and start instant messaging address in the contact list

• Add an instant messaging address in the contact list

• Send an instant message and send a file with instant messaging

Office 2003Advanced Concepts and

Techniques

M i c r o s o f t

Outlook Project 2 Complete