Microsoft Official Academic Course 77-423 Microsoft Outlook 2013

510 Pages·2014·22.68 MB·English

by  Bryan Gambrel

Microsoft
Official
Academic Course
MOS
EXAM
77- 423
Microsoft
Outlook 2013

Microsoft Official Academic Course
MICROSOFT OUTLOOK 2013
ii
Editor Bryan Gambrel
Publisher Don Fowley
Director of Sales Mitchell Beaton
Technical Editor Joyce Nielsen
Executive Marketing Manager Chris Ruel
Assistant Marketing Manager Debbie Martin
Editorial Program Assistant Allison Winkle
Senior Content Manager Kevin Holm
Senior Production Editor Jill Spikereit
Creative Director Harry Nolan
Cover Designer Tom Nery
Product Designer Jennifer Welter
Content Editor Wendy Ashenberg
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Illustrated Book Tour
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8
Calendar Basics

LESSON SKILL MATRIX Lesson Skill Matrix
Skills Exam Objective Objective Number
Creating Appointments Create calendar items 3.2.1
Set calendar item times 3.2.5
Create calendar items 3.2.4
from messages Key Terms
Setting Appointment Options Confi gure reminders 3.3.3
Change availability status 3.2.8
Create recurring calendar items 3.2.2
Mark as private 2.1.10
Forward calendar items 3.3.2
Creating an Event
Printing Appointment Details Print Calendars 1.3.2
Business
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Scenario
Circling Back 145
KEY TERMS
Fourth row www.fabrikam.com
• appointment Fifth row 800-555-8734 or [email protected].
• availability indicator [Press Enter.]
• banner 16. Select all the text in the table. Click the MESSAGE tab if necessary. In the Basic Text group,
• Busy change the font to Century Gothic. (Use Arial font if you don’t have Century Gothic.)
• event 17. SHealnedcwt Mritairniagn. (CIfo yloe uin d tohne’ tfi hrsatv ero Lwu coifd tah He asnedcownrdit icnogl,u umsne .a Cnhya fnognet tthhaet f loonotk tso l iLkuec ida
• Free handwriting or leave the font unchanged.)
• iCalendar 18. Increase the font size of Marian’s name to 20 and click the Bold button.
• meeting 19. Scoelloercst, tchleic tke ax tm ine dthiuem fi rbsltu reo wsh oafd teh teh taatb cloeo. Crdliicnka ttehse wFoitnht tChoe lcoor laorrr oowf t.h Ien pthoeo ld iimspalgayee.d
• Out of Offi ce 20. Drag the right border of the table to the left so that the second column is barely wider
• private than the widest text in the column.
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Software 27. In the File name fi eld, key CB Project 1-1. In the Save as type fi eld, select HTML.
Orientation 28. CClliicckk SSeanvde..
LEAVE Outlook and the message window open for the next project.
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Project 2: Send a Digital ID with a Default Theme
Marian likes the new signature and has asked you to create a default theme to go with the “look”
you are designing. Create and send a message using the new signature and theme. Mark the mes-
Managing Tasks 397 sIaDg,e i ansc lHudigeh y oImurp doirgtiatnacl eI Dan idn flt hage mthees msageses.age for the recipient to follow up. If you have a digital
1.1.5 19. Click the Close button in the upper right corner of the docked peek. GET READY. Outlook must be running for this project.
PAUSE. LEAVE Outlook 2013 open to use in the next exercise. 1. Click the FILE tab and select Options. The Outlook Options dialog box is displayed.
vieHwo ww hdeon y loouo kuisneg C autr traesnkt s? i Tna bthlei s 1e1x-e1r cilsiest. s and describes the Outlook 2013 Task views, which you will learn to use 23.. CaCnlliidcckk F Mtohnaet isPl iEbnRu tSthtOeo nNN.A aTvLhi Sge aTStAiigoTnnIO aPNtauEnreResY. Ia ntna tdbh .eS C tClaioctikmo tnpheoers yTe hd meiamelosegs ab bguoetxtso oanpr teeoan ,ds ci.s lipclka tyh teh Se tTahtieomneer oyr
Stationery dialog box.
Table 11-1 Views Description 4. tInh eth Teh leismt eo fo trh Setmateios naenrdy sdtiaatlioogn ebroyx, .s croll down and click Soft Blue. Click OK to close
Task views Detailed Spiemrcileanr ti nc oapmppeleartean, acen dt oc attheeg oSirmy polfe y Loiustr, ttahsisk sv,i ecwom aplsloe tien colur daecst ivthee. status, 65.. CCthlliieccmkk eOth oKer t Fsoot acnlttoi odsnreoe tprhyde oa Srweign nn aoarttr udoriwessp, slaaenyldee cdSt tuUantstieoil ntyheoreuym odepi’asel nofo gan bntsoe.xw . Nmoetses tahgaet wchinandgoews. tCol itchke O K
Simple List This view shows the subject and due date for all tasks, completed or not. again to close the Outlook Options dialog box.
To-Do List mTheisss vaigeews ainncdlu cdoenst nacotts o tnhlayt yyoouur haacvteiv efl atgagseksd, fbourt foallll oowth-eurp .To-Do items, such as 87.. OtChlniec tkMh ieEn S HtShOeAM GmEEe tstaasbba, gicsel i scaekr leteahc.et Ke Ndeey. w H iE J-mona,i la bnudt [tporne. sAs nEenwte rm tewsiscaeg].e N woitnicdeo wth aist othpee tnheedm aen d
Prioritized This view shows your active tasks sorted by the Priority fi eld. Tasks at the top you selected changed the fonts used in the message area.
have a High priority. 9. Key I’m looking forward to our lunch appointment tomorrow. [Press Enter twice.]
Active This view shows only the tasks that you have not yet marked as completed. 10. In the To fi eld, key [the e-mail address of a friend or coworker].
Completed This view shows only the tasks that you have marked as completed.
Today This view shows all tasks due today.
Next 7 Days This view shows all tasks due within the next seven days.
Overdue This view shows all tasks that are currently overdue.
Assigned This view shows all tasks that were assigned to you or that you have assigned to
someone else.
Server Tasks If you are operating on a Microsoft Exchange network and using SharePoint
2Sh01a3re, Pthoiisn Ot.utlook 2013 view shows all tasks created and tracked through Easy-to-Read
Tables
MANAGING AND COMPLETING A TASK
The Bottom Line NAfotremr aa lt. aYsoku i sc acnre cahteadn, gyeo au t maskay’s hstaavteu sto a nmdo udpifdya tteh eth tea sakm boyu nsett otifn tgh eit tsa pskri othriatty h aass Hbeiegnh ,c Lomowp,l eotr-
ed. You can also mark a task as private, keeping the details hidden from other users.
Updating a Task
Over the lifespan of a task, many things will change, from the status to the percentage of comple-
tion to the due date. Keeping track of the status of your tasks is a key element to keeping your
project on course. Tracking the status of a task includes modifying the task’s status and percentage Bottom Line
complete each time you work on it. The Status and % Complete fi elds work together to defi ne
your progress, as shown in Table 11-2. In this exercise, you will update an existing task.
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Illustrated Book Tour
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Managing Tasks 407
1. If necessary, click the Tasks button in the Navigation bar to display the Tasks folder.
Click the To-Do List button in the Current View group on the HOME tab.
2. Click the New Items drop-down arrow. The drop-down menu appears.
3. Click Task Request . The Task Request window containing elements of a Task window
and a Message window is displayed, as shown in Figure 11-24.
Figure 11-24
Task Request window
Recipient Task importance
Task name
Screen Images with Callouts
Tracking options
Task due date Task notes
4. Click the To fi eld and key [your partner’s e-mail address]. Your partner is the Outlook
2013 user who will own this task.
Another Way 5. Click the Subject fi eld and key Prepare training materials for new employees .
If you want to 6. Click the Due date fi eld. Key or select [next Friday’s date].
aeabgxsnurosidtsitug tocpsnnl ii oc naiknn yt tattohhhsueeker ATtMthaAsaassSiktngK aaln itgls raTeteb,a a T.osdakpys e kn it 87.. Idt E Cnrinla sitctiphenkler iatn hytmgwee ed mi Scs oeesa.nant]eg dy Tre oihb aauaulrsrnte tkTaoaosn,n, -d k D[te Poaoyr s seLtechsisnhset de E.f d o ntuhltlleeoe rwt fatoiwsnrkg it c rhmeee.q]e ouKsneseseayt-g .d[ eyIaf:o yy Hu otirr,u an[ Pikanermiepnsetg s]a . s E cenomtpeiynr . a]o rP f nlteheaexs tte aw spker,ee ipkt .ai s[rPe r ess
9. Click the Prepare training materials for new employees task on your To-Do List to
verify that your partner is identifi ed as the task owner, as shown in Figure 11-25.
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Figure 11-25 Recipient has not responded to the task request yet Take Note
Assigned task displayed after
task request sent Reader Aids
Automating Message Processing 199
L et’s put that in terms of a real-life situation. Suppose that Jon, the addressee of the forwarded
messages you just created, goes on a two-week business trip followed by a two-week vacation in
Hawaii. He asked you to stop forwarding schedules to him for four weeks. If the three actions were
combined into one rule, you would need to create new rules or edit the combined rule so that the
messages are still moved and categorized, but not forwarded to Jon. Then when Jon returns, you’ll
need to go back in and edit the rule again to add back the third step. If you keep the forwarded
Selected task action in a separate rule, you just need to deselect the rule in the Rules and Alerts dialog box to
turn off the forwarding rule until Jon returns with a tan and too many vacation photos. When he
gets back, just select the action again.
Recipient is task owner
Creating a Rule from Scratch
Some rules are simple to write. You want to fi nd messages that meet one condition and perform
one action without exceptions. For example, a simple rule might be “Delete all the messages in the
Orange Category.” As you learn in this exercise, you can quickly create simple rules like this from
scratch. This is the best method to create simple rules with one condition, one action, and no
exceptions.
c03AdvancedE-mailTools.indd Page 114 11/11/13 9:58 AM user /207/WB01061/9780470133118/ch03/text_s Step by Step
Exercises STEP BY STEP Create a Rule from Scratch
USE the message you sent in the previous exercise.
114 Lesson 3 1. If necessary, click the Mail button in the Navigation bar to display the mailbox.
CrRoessf You can fi nd more information about tasks in Lesson 11. 2. CThlicek R tuhlee s R aunleds Abluetrttosn d oianl othg eb HoxO iMs Ed itsapbl aaynedd .c lick the Manage Rules & Alerts option.
3. Click the New Rule button. The Rules Wizard dialog box is displayed, as shown in
Specifying the Sending Account Figure 5-25.
Many people have more than one e-mail account, such as a business account and a personal
account. You can add all of your e-mail accounts to Outlook so that you can keep up with all of Figure 5-25
teh-memai la ta cocnocue.n It f ayso uth he asveen mdionrge athccaonu onnt ef oacr cyoouunrt ,o iut tigs oiminpg omrteasnsta gthesa.t Wyouh esnp eycoifuy stehte uapp pmrouplrtiipatlee Creating a rule from scratch
e-mail accounts, you’ll have an extra From button in your message window. Click this button to
choose the e-mail account from which you want to send the message. In this exercise, you’ll create
a sample message and send it from an alternate e-mail address.
STEP BY STEP Specify the Sending Account
Troubleshooting In order to complete this exercise, you’ll need to have at least two e-mail accounts set up in
Outlook. Troubleshooting this cSaetleegcot royp ttoio wnsri tien
GthEaTn RoEnAe DeY-m. LaAilU aNccCoHu nOtu stelot oukp .i f it is not already running and be sure that you have more Reader Aids a rule from scratch
1. Click the New E-mail button on the HOME tab. The Message window is displayed.
2. Click the From button shown in Figure 3-13. A dropdown list is displayed showing each
of your e-mail accounts.
Figure 3-13
Selecting a sending account
The sending
email address
Click to select an
alternate sending account
Another Way
Reader Aids
Another Way
You send the message
from another e-mail
address by selecting the Other
E-mail Address option and 3. Select your alternate e-mail account from the dropdown list.
ktheey iF nrgo ma d fii fefledr.e nt address into 4. IAnl ttehren Taote fi Ee-lmd, akiel .y [your main e-mail address]. In the Subject fi eld, key S ample
1.1.6 5. In the message area, key Sample Alternate E-mail.
6. Click the Send button. The Message window closes, and the message is moved to the
Outbox. The message is sent when your computer is connected to the Internet and the
How do you send messages message will be displayed in the Inbox when it has been sent.
from a secondary e-mail
account? PAUSE. LEAVE Outlook open to use in the next exercise.
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Illustrated Book Tour
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Working with Contacts 227
Creating a Contact from an Existing Contact
O ften, you will have several contacts who work for the same company. Rather than keying the
same data for a new contact, you can create the new contact from the existing contact. When you
create a new contact for a person from the same company, the company name, File As, website,
phone number, and address are carried over to the new contact. The name, job title, and e-mail
address are not carried over to the new contact because these fi elds will usually differ between
contacts, even if they work for the same company. In this exercise, you’ll learn how to create a new
contact from an existing contact’s record.
Data Files Icon
STEP BY STEP Create a Contact from an Existing Contact
GET READY. Before you begin these steps, be sure to complete the previous exercise.
1. If necessary, click the People button in the Navigation bar to open the People Hub.
2. Click the Gabe Mares contact record. The Gabe Mares—Contact window is displayed in
the Contact Card pane. In the New group on the Ribbon, click New I tems to display a
Microsoft Offi ce Figure 6-4 list of options, as shown in Figure 6-4.
Specialist Certifi cation Create a Contact from an
Existing Contact
Objective Alert
Click to create a contact from an existing contact
c07AdvancedContactManagement.indd Page 266 11/11/13 8:56 AM user /207/WB01061/9780470133118/ch07/text_s 3. In the dropdown list of options, click Contact from the Same Company . A new window
titled Wingtip Toys—Contact is displayed.
4. Click the Full Name fi eld if necessary. Key Diane Tibbott and [press Tab ]. The insertion
point moves to the Company fi eld. The File As fi eld is automatically fi lled with Tibbott,
Diane , and Diane Tibbott is displayed in the business card. The name of the window is
266 Lesson 7 changed to Diane Tibbott—Contact.
5. Click the Job title fi eld. Key M arketing Representative and [press Tab ]. Diane’s job title
Searching for Contacts is added to the business card. The insertion point moves to the File As fi eld,
O vatSanaecuraytitr esilc tonchyofo okbonr fotm 2axt0oi,an 1otOi3ilnosu gnhfto latioresn o xfi e aktln t sceshuotraacinnnhrttgc asae c tssdth e D rease reisccaaeohnrarcirednhc, hg Pat sioryt etootshsluubser lu wtscsreo.iga tnThhrct, h ahaoec r ptsi semLa plreipaaasrrmtdao a.tev enAte eddSsr .Ebys FeoeAaoguRrri cnb Cehsex Hgapainmo nTdp pk uOfile ellyaOt, ietynirLno gtSug ot oettcahxlasbten a i rtnlsehletosaaouwtr l tc tchyhsoo e lnf uiIost ntrat osiwcnt ouaisntns hae-t 67.. Ih Cficn oielg intlcdhhkt lae iitsg chA thae citu nti Enitfo-oogmnmr tsmaha igealt ir tficco ioaeuullnrlpdry .ie o sfiKn nsletl aetyvhvd aD ee,l ud iaRae nani.bd neb d@Do ihnwae,n ircne lC’giscot keinp -tttmhaoecay ti Ss lw .aacivodnemdd r&o eaw sCns ldc oil so[sp esar edbesdsu.s et td To antob. ]Dt. h iTaehn beeu DTsiiinsbpeblsoasty tc ’ Asa srd .
matching contacts as they are found. In this exercise, you’ll use Instant Search to fi nd a contact. PAUSE. LEAVE Outlook open to use in the next exercise.
STEP BY STEP Search for Contacts Cross Reference
GET READY. LAUNCH Outlook if it is not already running. The contacts used in this exercise Reader Aid
were created in Lesson 6. c03AdvancedE-mailTools.indd Page 139 11/11/13 10:02 AM user /207/WB01061/9780470133118/ch03/text_s
1. If necessary, click the People button in the Navigation bar and select People in the
Current View group to display the People Hub.
2. Click in the I nstant Search box at the top of the Contact Index. The new SEARCH
TOOLS tab appears in the Ribbon.
3. In the Instant Search box, key toy . As you key the search text, Outlook displays all the Advanced E-mail Tools 139
contacts that contain the text toy in any of their fi elds, as shown in Figure 7-9. Skill Summary SKILL SUMMARY
Figure 7-9 Search filtering tools Objective
Search for contacts In This Lesson You Learned To: Exam Objective Number
Manage Automatic Message Handling Set Outlook options 1.1.7
Include original messages with all 1.1.1
Instant Search box with reply messages
partial value keyed
Automate Message Format Change quoted text colors 1.2.1
Change text formats for all outgoing 1.1.2
messages
Use Message Options Prioritize messages 2.1.9
Confi gure reminders 3.3.3
Manage multiple accounts 1.1.6
Request delivery/read receipt 2.1.11
Redirect replies 2.1.12
Work with Voting Options Add voting options to messages 2.1.6
Work with Security Mark as private 2.1.10
Locate Messages Sort messages 2.3.1
Search for messages 1.4.2
Use search by location 1.4.7
4. Click the More button in the Refi ne group of the SEARCH TOOLS tab. A menu of Print Multiple Messages Print messages 1.3.1
additional search fi elds is displayed, as shown in Figure 7-10.
Knowledge Assessment
Knowledge
Assessment
Questions Multiple Choice
Select the best response for the following statements.
1. What Options page in the Outlook Options dialog box contains the controls for how
Outlook handles message replies and forwards?
a. Mail Options
b. General Options
c. Advanced Options
d. Message Options
2. What scrambles the text so that only the recipient with a key can decipher the
message?
a. blending
b. digital remixing
c. encryption
d. encoding
3. Use the Location to Search option to search through multiple?
a. folders
b. accounts
c. Contact location s
d. Both A and B
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Illustrated Book Tour
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34 Lesson 1
Competency Assessment Competency Assessment
Project 1-1: View the Outlook Ribbon
Become familiar with the Outlook Ribbon.
GET READY. L AUNCH Outlook if it is not already running.
1. If necessary, click the Mail button in the Navigation bar to display the mailbox.
2. Click the HOME tab. Click the arrows on each of the dropdown buttons on the Ribbon
to see what options are available.
3. Click the SEND/RECEIVE tab. Click each of the dropdown buttons to see what options
are available.
4. Click the FOLDER tab. Click each of the dropdown buttons to see what options are
available.
5. Click the VIEW tab. Click each of the dropdown buttons to see what options are
available.
LEAVE Outlook open for the next project.
Project 1-2: Identify the New Features in Outlook 2013
T he Navigation bar discussed in this lesson is only one of many new features in Outlook 2013.
Use Microsoft Offi ce Help to locate information about the various new features in Outlook 2013.
GET READY. L AUNCH Outlook if it is not already running.
Profi ciency Assessment Project 1. Click the ? icon on the Outlook title bar to open Outlook Help.
2. Click the What’s new in Microsoft Outlook 2013 link in the Help window.
3. Read through the article to identify the new features that could affect how you use
Outlook.
4. Click the X in the upper right corner of the Help window to close it.
LEAVE Outlook open for the next project.
Mastery Assessment Projects
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Profi ciency Assessment
Email Basics 101
Mastery Assessment Project 1-3: Explore Outlook Options
In this lesson, you used some of the ways you can change the way Outlook 2013 looks and
behaves. Take some time to explore more of the Outlook options.
Project 2-5: Create a Custom Theme GET READY. L AUNCH Outlook if it is not already running.
B culusteo mYo nthdeemr eA tiorl ibnee su sheads fdoerc aidlle cdl iteon tg-fiavcei nagll bthuesiinr edsos cduomcuemntesn at sb. randed look by creating a new 1. Use the Outlook Backstage to open the Outlook Options dialog box.
2. On the General page, read through each of the options and click each of the dropdown
GET READY. LAUNCH Outlook if it is not already running. arrows to see what options are available.
1. Open a new email message, and address it to [email protected] . 3. On the Mail page, read through each of the options and click each of the dropdown
2. In the Subject fi eld, key C ustom Theme for Blue Yonder Airlines . arrows to see what options are available.
43.. Ow Sanov utehl dte h bOee Pt ahT eIgOmoNoeSd a csta h Cbou,i cscetho ofmoors_ Bex lxaux ec (uYwsothnoedmree r s x eAxtix ro laifn rceeos yl.o orusr, finointitasl,s a)n. d/or effects that you feel 4. Odrno pthdeo Lwann gaurraogwe sp taog see, ere wadh atht rooputigohn se aacrhe aovf athilea bolpet. ions and click each of the
5. Key a short paragraph explaining that you are creating a custom theme. Include a
bulleted list outlining which colors, fonts, or effects you used. Format the paragraph
with your custom theme.
6. Create a custom signature named Blue Yonder, and insert it into the message.
7. SAVE the message in Outlook Message Format as Custom Theme for Blue Yonder
Airlines, and then click Send . c07AdvancedContactManagement.indd Page 287 20/11/13 2:17 PM user /207/WB01061/9780470133118/ch07/text_s
LEAVE Outlook open for the next project.
Project 2-6: Send an Attachment
T he last guest in the best suite at Resort Adventures accidentally broke the stained-glass window. Circling Back 287
You must replace the window before you can accept any reservations for the suite.
GET READY. LAUNCH Outlook if it is not already running. Circling Back
1. Create a new email message to Nancy Anderson at the Graphic Design Institute.
Nancy’s email address is [email protected].
2. Abrsokk Nena.n Acys ki fN sahnec cya hno dwe sloignng a t hwei npdroojwec sti mwiillla tra tkoe t ahned s thaoinwe md-ugclahs ist wwiinlld coowst .t hat was K im Ralls was promoted to Shift Supervisor and transferred to the downtown offi ce at City
3. Attach the Window.jpg fi le located in the data fi les for this lesson. Power & Light. Although Kim was transferred, her computer and other equipment did not move
4. Be sure to include the signature you created earlier in this lesson (not the signature with her. She needs to set up Outlook 2013 with new rules and contacts to help her manage her
from Project 2-5). new responsibilities. She also needs to update her electronic business card to display her new title
5. At the bottom of the message, insert the Directions Quick Part. and contact information.
6. Save a copy of the message in Outlook Message format; then send the message.
CLOSE Outlook. Project CB2-1: Create Mail and Contacts Folders and Import Contacts
K im starts the process of customizing Outlook 2013 to meet her needs by creating new folders. One
mail folder will contain messages about requests for new service. A contact folder will contain Kim’s
Circling CP & L contacts and a second folder will contain her secondary address book.
Back Take Note The folders and contacts you create in this project will be used in Projects CB2-2 and CB2-3.
Exercises GET READY. LAUNCH Outlook if it is not already running.
1. If necessary, click the Mail button in the Navigation bar to display the Inbox.
2. Right-click the Outlook Data File , and select New Folder f rom the shortcut menu.
A blank box is displayed on the Folders Pane.
Troubleshooting For this exercise, you want to select the top-level folder. It’s the folder that holds your Inbox,
Sent Items folder, and so on. Depending on the settings on your computer and the type of
e-mail account you have, this might be called Outlook Data Files, Personal Folders, or simply
your e-mail address.
3. Key N ew Service in the box and [press Enter ] to identify the new folder.
4. Click the FOLDER tab. In the New group, click the N ew Folder button. The Create New
Folder dialog box is displayed.
5. In the Name fi eld, key CP & L to identify the new folder. Select Contact Items in the
Folder contains fi eld. If necessary, click Contacts in the Select where to place the folder
list. Click OK to create the folder.
6. Click the on the Navigation bar. Select the Folders option.
7. Right-click the C ontacts folder in the Folders Pane and select New Folder from the
shortcut menu. The Create New Folder dialog box is displayed.
8. In the Name fi eld, key Project CB 2- 1 to identify the new folder. Select Contact Items in
the Folder contains fi eld. Click CP & L in the Select where to place the folder list. Click
OK to create the folder.
9. Click the FILE tab. Click Open & Export in the Backstage view’s Navigation Pane and
select Import /Export . The Import and Export Wizard is displayed.
10. Click Import from another program or fi le, if necessary, in the list of available actions.
Click the Next button.
11. Click Comma Separated Values in the list of available import fi le types. Click the Next
button. Click the Browse button. The Browse dialog box is displayed.
12. Navigate to the data fi les for this lesson and click the Kim Ralls Contacts fi le. Click OK
to apply your choices and close the Browse dialog box and return to the Import a File
dialog box. Click the Next button.
www.wiley.com/college/microsoft
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www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+[phone] (U.S. & Canada only)