office 2010 All-in-One For Dummies phần 5 pps

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office 2010 All-in-One For Dummies phần 5 pps

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Book III Chapter 1 Getting Acquainted with Outlook 299 Cleaning Out Your Folders thinks are stale and not worth keeping anymore. Outlook calls sending these items to the Archive folder ”autoarchiving.” Items that have been archived aren’t lost forever. You can visit them by opening the Archive Folders folder and its subfolders on the Folders List. These folders and subfolders are cre- ated automatically the first time you archive items. Archiving is a way of stripping your mail folders, tasks lists, and calendar of items that don’t matter anymore. How and when items are archived is up to you. To archive items, you establish a default set of archiving rules that apply to all folders, and if a folder needs individual attention and shouldn’t be subject to the default archiving rules, you establish special rules for that folder. Each folder can have its own set of archiving rules or be subject to the default rules. To tell Outlook how to archive old stuff: ✦ Establishing default archiving rules: On the File tab, choose Options to open the Outlook Options dialog box. Then, on the Advanced tab, click the AutoArchive Settings button. You see the AutoArchive dialog box shown in Figure 1-6. See “Default archiving rules.” ✦ Establishing rules for a specific folder: Select the folder, go to the Folder tab, and click the AutoArchive Settings button. You see the AutoArchive tab of the Properties dialog box, as shown in Figure 1-6. See “Archiving rules for a folder.” Figure 1-6: Making the default archiving rules (left) and rules for a folder (right). Default archiving rules Negotiate these options to establish default archiving rules (refer to Figure 1-6): ✦ Run AutoArchive Every: Enter a number to tell Outlook how often to archive items. 21_497487-bk03ch01.indd 29921_497487-bk03ch01.indd 299 3/25/10 8:34 PM3/25/10 8:34 PM 300 Cleaning Out Your Folders ✦ Prompt Before Archive Runs: If this check box is selected, you see a message box before archiving begins, and you can decline to archive if you want by selecting No in the message box. ✦ Delete Expired Items (E-Mail Folders Only): Select this check box to delete all e-mail messages when the time period has expired. ✦ Archive or Delete Old Items: Deselect this option if you don’t want to archive items. ✦ Show Archive Folder in Folder List: Select this option if you want to keep the archived version of the folder in the Folder List. Archived items are kept in this folder so that you can review them. ✦ Clean Out Items Older Than: Choose a cutoff time period after which to archive items. ✦ Move Old Items To: Click the Browse button and select a folder if you want to store the Archive file in a certain location. ✦ Permanently Delete Old Items: Select this option if you want to delete, not archive, old items. Archiving rules for a folder Choose among these options to establish archiving rules for a specific folder (refer to Figure 1-6): ✦ Do Not Archive Items in This Folder: Select this option if items in the folder aren’t worth archiving. ✦ Archive Items in This Folder Using the Default Settings: Select this option to defer to the default archiving rules for the folder. ✦ Archive This Folder Using These Settings: Select this option to estab- lish archiving rules for the folder. ✦ Clean Out Items Older Than: Choose a cutoff time period after which to archive the items in the folder. ✦ Move Old Items To: Click the Browse button and select a folder if you want to store the archived items in a specific location. ✦ Permanently Delete Old Items: Select this option if you want to delete, not archive, items in this folder. Besides archiving, another way to remove bric-a-brac automatically is to take advantage of the Rules Wizard to delete certain kinds of messages when they arrive. See Chapter 3 of this mini-book for more information. 21_497487-bk03ch01.indd 30021_497487-bk03ch01.indd 300 3/25/10 8:34 PM3/25/10 8:34 PM Book III Chapter 1 Getting Acquainted with Outlook 301 Cleaning Out Your Folders Running the Mailbox Cleanup command The Mailbox Cleanup command is an all-purpose command for finding e-mail messages, archiving items, deleting items, and deleting alternate versions of items. To use the command, go to the File tab, choose Info, click the Cleanup Tools button, and choose Mailbox Cleanup. You see the Mailbox Cleanup dialog box shown in Figure 1-7. The dialog box offers a speedy entrée into these different Outlook tasks: ✦ Seeing how much hard drive space folders occupy: Click the View Mailbox Size button and then take note of folder sizes in the Folder Size dialog box. Figure 1-7: Mucking out the mailboxes. ✦ Finding items: Select an option button to find items older than a cer- tain number of days or larger than a certain number of kilobytes, enter a days or kilobytes number, and click the Find button. You land in the Advanced Find dialog box. Earlier in this chapter, “Conducting an advanced search” explains this dialog box. Use it to select items and delete them. ✦ Archiving items: Click the AutoArchive button to archive items in your folders. See “Archiving the old stuff” in this chapter for details. ✦ Emptying the deleted items folder: Click the Empty button to empty the Deleted Items folder. See “Deleting E-Mail Messages, Contacts, Tasks, and Other Items,” earlier in this chapter. 21_497487-bk03ch01.indd 30121_497487-bk03ch01.indd 301 3/25/10 8:34 PM3/25/10 8:34 PM 302 Book III: Outlook 21_497487-bk03ch01.indd 30221_497487-bk03ch01.indd 302 3/25/10 8:34 PM3/25/10 8:34 PM Chapter 2: Maintaining the Contacts Folder In This Chapter ✓ Recording information about a new contact ✓ Creating a contact group ✓ Locating a contact in the Contacts folder ✓ Printing contact information in the Contacts folder I n pathology (the study of diseases and how they’re transmitted) a contact is a person who passes on a communicable disease, but in Outlook, a contact is someone about whom you keep information. Information about contacts is kept in the Contacts folder. This folder is a super-powered address book. It has places for storing people’s names, addresses, phone numbers, e-mail addresses, Web pages, pager numbers, birthdays, anni- versaries, nicknames, and other stuff besides. When you enter an e-mail address, you can get it straight from the Contacts folder to be sure that the address is entered correctly. As I explain in Book II, Chapter 5, you can also get addresses from the Contacts folder when you generate form letters, labels, and envelopes for mass mailings in Word. This short but happy chapter explains how to maintain a tried-and-true Contacts folder, enter information about people in the folder, create contact groups to make sending the same message to many people easier, find a missing contact, and print the information in the Contacts folder. Maintaining a Happy and Healthy Contacts Folder A Contacts folder is only as good and as thorough as the information about contacts that you put into it. These pages explain how to enter information about a contact and update the information if it happens to change. Don’t despair if you have been using another software program to track addresses. Chapter 1 of this mini-book explains how to import those addresses into Outlook without having to reenter them. 22_497487-bk03ch02.indd 30322_497487-bk03ch02.indd 303 3/25/10 8:37 PM3/25/10 8:37 PM 304 Maintaining a Happy and Healthy Contacts Folder Entering a new contact in the Contacts folder To place someone in the Contacts List, open the Contacts folder and start by doing one of the following: ✦ Click the New Contact button. ✦ Press Ctrl+N (in the Contacts Folder window) or Ctrl+Shift+C (in another window). You see the Contact form, as shown in Figure 2-1. In this form are places for entering just about everything there is to know about a person except his or her favorite color and secret vices. Enter all the information you care to record, keeping in mind these rules of the road as you go along: Figure 2-1: A Contact form. ✦ Full names, addresses, and so on: Although you may be tempted to simply enter addresses, phone numbers, names, and so on in the text boxes, don’t do it! Click the Full Name button, for example, to enter a name (refer to Figure 2-1). Click the Business or Home button to enter an address in the Check Address dialog box (refer to Figure 2-1). By clicking these buttons and entering data in dialog boxes, you permit Outlook to separate the component parts of names, addresses, and phone numbers. As such, Outlook can use names and addresses as a source for mass mailings and mass e-mailings. 22_497487-bk03ch02.indd 30422_497487-bk03ch02.indd 304 3/25/10 8:37 PM3/25/10 8:37 PM Book III Chapter 2 Maintaining the Contacts Folder 305 Maintaining a Happy and Healthy Contacts Folder When entering information about a company, not a person, leave the Full Name field blank and enter the company’s name in the Company field. ✦ Information that matters to you: If the form doesn’t appear to have a place for entering a certain kind of information, try clicking a triangle button and choosing a new information category from the pop-up menu. Click the tri- angle button next to the Business button and choose Home, for example, if you want to enter a home address rather than a business address. ✦ File As: Open the File As drop-down list and choose an option for filing the contact in the Contacts folder. Contacts are filed alphabetically by last name, first name, company name, or combinations of the three. Choose the option that best describes how you expect to find the con- tact in the Contacts folder. ✦ Mailing addresses: If you keep more than one address for a contact, display the address to which you want to send mail and select the This Is the Mailing Address check box. This way, in a mass mailing, letters are sent to the correct address. ✦ E-mail addresses: You can enter up to three e-mail addresses for each contact. (Click the triangle button next to the E-mail button and choose E-mail 2 or E-mail 3 to enter a second or third address.) In the Display As text box, Outlook shows you what the To: line of e-mail messages looks like when you send e-mail to a contact. By default, the To: line shows the contact’s name followed by his or her e-mail address in parenthe- ses. However, you can enter whatever you want in the Display As text box, and if entering something different helps you distinguish between e-mail addresses, enter something different. For example, enter Lydia – Personal so that you can tell when you send e-mail to Lydia’s personal address as opposed to her business address. ✦ Photos: To put a digital photo in a Contact form, click the Add Contact Photo placeholder, and in the Add Contact Picture dialog box, select a picture and click OK. ✦ Details: To keep a detailed dossier on a contact, click the Details button (you may have to click the Show button first, depending on the size of your Contact form) and enter information in the Details window. This window offers places for recording birthdays and other minutia. Be sure to write a few words in the Notes box to describe how and where you met the contact. When the time comes to weed out contacts in the Contacts folder list, reading these descriptions helps you decide who gets weeded and who doesn’t. When you finish entering information, click the Save & Close button. If you’re in a hurry to enter contacts, click the Save & New button. Doing so opens an empty form so that you can record information about another contact. 22_497487-bk03ch02.indd 30522_497487-bk03ch02.indd 305 3/25/10 8:37 PM3/25/10 8:37 PM 306 Maintaining a Happy and Healthy Contacts Folder Here’s a fast way to enter contact information for someone who has sent you an e-mail message: Open the message, right-click the sender’s name in the From: line, and choose Add to Outlook Contacts on the shortcut menu. You see the Contact form. Enter more information about the sender if you can and then click the Save & Close button. Changing a contact’s information Changing a contact’s information is a chore if you do it by going from field to field in the General or Details window of the Contact form. A faster way to update the information you have about a contact is to click the All Fields button and enter the information in the All Fields window, as shown in Figure 2-2. The All Fields window lists fields in a line-by-line fashion. Choose an option on the Select From drop-down list, scroll in the form, and update fields as necessary. Figure 2-2: Editing data in the All Fields window. Mapping out an address To find your way to a contact’s home or place of business, click the Map It button in the Contact form window (or click the More button and choose Map It). As long as your computer is connected to the Internet and an address is on file for the contact, your Web browser opens to the Bing.com Web site, where you find a map with the address at its center. You can get driving directions from this map. Good luck getting there! 22_497487-bk03ch02.indd 30622_497487-bk03ch02.indd 306 3/25/10 8:37 PM3/25/10 8:37 PM Book III Chapter 2 Maintaining the Contacts Folder 307 Contact Groups for Sending Messages to Groups Contact Groups for Sending Messages to Groups The captain of the volleyball team and the secretary of the PTA are examples of people who have to send e-mail messages to the same group of people on a regular basis. You might be in the same boat. You might have to send e-mail messages to the same 10 or 12 people from time to time. Entering e-mail addresses for that many people each time you want to send e-mail is a drag. To keep from having to enter so many e-mail addresses, you can create a contact group, a list with multiple e-mail addresses. To address your e-mail message, you simply enter the name of the contact group, not the individual names, as shown in Figure 2-3. Figure 2-3: Instead of entering many addresses (top), enter a contact group name (bottom). Creating a contact group Follow these steps to bundle e-mail addresses into a contact group: 1. On the Home tab, click the New Contact Group button (or press Ctrl+Shift+L). You see the Contact Group window, as shown in Figure 2-4. 2. Enter a descriptive name in the Name text box. 22_497487-bk03ch02.indd 30722_497487-bk03ch02.indd 307 3/25/10 8:37 PM3/25/10 8:37 PM 308 Contact Groups for Sending Messages to Groups Figure 2-4: Entering addresses for a contact group. 3. Click the Add Members button and choose an option on the drop- down list to tell Outlook where you store the addresses of friends and colleagues. If you’re a loyal user of Outlook, you likely choose From Outlook Contacts. You see the Select Members dialog box. 4. Hold down the Ctrl key and select the name of each person you want to include in the contact group. 5. Click the Members button and click OK. You can find the Members button in the lower-left corner of the dialog box. The names you chose appear in the Contact Group window. You can add the names of people who aren’t in your Contacts folder by clicking the Add Members button, choosing New E-Mail Contact on the drop-down list, and filling out the Add New Member dialog box. 6. Click the Save & Close button in the Contact Group window. In the Contacts folder, contact group names appear in boldface and are marked with the Contact group icon. Addressing e-mail to a contact group To address an e-mail message to a contact group, start in the Inbox folder and click the New E-Mail button. A Message window opens. Click the To button to open the Select Names dialog box and then select a contact group name. Contact group names appear in boldface and are marked with a Contact Group icon. Editing a contact group The names of contact groups appear in the Contacts folder, where they are boldfaced and marked with an icon showing two heads in profile. You can treat the groups like regular contacts. In the Contacts folder, double-click a contact group name to open the Contact Group window (refer to Figure 2-4). From there, you can add names to and remove names from the group. 22_497487-bk03ch02.indd 30822_497487-bk03ch02.indd 308 3/25/10 8:37 PM3/25/10 8:37 PM [...]... check box 23_497487-bk03ch03.indd 322 3/ 25/ 10 8:38 PM All about Message Formats 323 The Receipt Read message box Voting buttons Figure 3 -5: Making sure that you get a response All about Message Formats Outlook offers three formats for sending e-mail messages: HTML, plain text, and rich text What are the pros and cons of the different formats? How do I choose a format for my e-mail messages? I’m so glad... most opportunities for formatting text and graphics In HTML format, you can place pictures in the body of an e-mail message, use a background theme, and do any number of sophisticated formatting tricks Handling Your E-Mail The three message formats Book III Chapter 3 ✦ Plain text format: In plain text format, only letters and numbers are transmitted The format doesn’t permit you to format text or align... choose a format for my e-mail messages? I’m so glad you asked Outlook offers these three formats for sending e-mail messages: ✦ HTML format: These days, almost all e-mail is transmitted in HTML (HyperText Markup Language) format, the same format with which Web pages are made If HTML is the default format you use for creating messages in Outlook — and it is unless you tinkered with the default settings... text, or rich text format when you reply to a message that was sent to you in that format Choosing a format for your e-mail messages Follow these instructions if you need to change the format in which your e-mail messages are transmitted: ✦ Changing the default format: On the File tab, choose Options In the Options dialog box, go to the Mail category From the Compose Messages in This Format drop-down... 23_497487-bk03ch03.indd 332 3/ 25/ 10 8:38 PM Techniques for Organizing E-Mail Messages 333 As Chapter 5 of this mini-book explains in detail, the Reminder message box appears 15 minutes before the default due date time 5 Click OK When the reminder falls due, you see the Reminder message box (refer to Figure 3-10), where you can click the Open Item button to open the e-mail message See Chapter 5 of this mini-book... chapter explains these options 5 Click the Print button to start printing Figure 2 -5: Printing contact information 22_497487-bk03ch02.indd 310 3/ 25/ 10 8:37 PM Printing the Contacts Folder 311 Changing the look of printed pages To determine what Contact folder information looks like when you print it, click the Print Options button in the Print window (refer to Figure 2 -5) You see the Print dialog box... wrote it ✦ Rich text format: The third e-mail message format, rich text, is proprietary to Microsoft e-mailing software Only people who use Outlook and Outlook Express can read messages in rich text format, and I don’t recommend it for that reason 23_497487-bk03ch03.indd 323 3/ 25/ 10 8:38 PM 324 Receiving E-Mail Messages When someone sends you an e-mail message, you can tell which format it was transmitted... keyword in the Search Contacts text box (see Chapter 1 of this mini-book for instructions about searching for items in folders) ✦ Search by category: Categorize contacts as you enter them and switch to By Category view to arrange contacts by category (see Chapter 1 of this mini-book for information about categories) The paperless office hasn’t arrived yet in spite of numerous predictions to the contrary,... the extra C? The Cc stands for ”carbon copy” and the Bcc stands for ”blind carbon copy.” These terms originated in the Mesozoic era when letters were composed on the typewriter, and to make a copy of a letter, you inserted carbon paper between two paper sheets and typed away Replying to and forwarding e-mail messages Replying to and forwarding messages is as easy as pie For one thing, you don’t need... button ✦ Forward a message: Click the Forward button (or press Ctrl+F) The Message window opens with the text of the original message Either enter an e-mail address in the To text box or click the To button to open the Select Names dialog box and then select the names of the parties to whom the message will be forwarded Add a word or two to the original message if you like; then click the Send button Forwarding . contact. 22_497487-bk03ch02.indd 3 052 2_497487-bk03ch02.indd 3 05 3/ 25/ 10 8:37 PM3/ 25/ 10 8:37 PM 306 Maintaining a Happy and Healthy Contacts Folder Here’s a fast way to enter contact information for someone who. these options. 5. Click the Print button to start printing. Figure 2 -5: Printing contact information. 22_497487-bk03ch02.indd 31022_497487-bk03ch02.indd 310 3/ 25/ 10 8:37 PM3/ 25/ 10 8:37 PM Book. Outlook the Default Program for E-Mail, Contacts, and Calendar check box. 4. Click OK. 23_497487-bk03ch03.indd 3 152 3_497487-bk03ch03.indd 3 15 3/ 25/ 10 8:38 PM3/ 25/ 10 8:38 PM 316 Addressing and

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