What you will do: 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 your
students can use Outlook to:
Manage information. Create rules that automatically process e-mail;
Use the Find work with multiple e-mail accounts; create categories to keep track of
feature messages, appointments, contacts, and other items; and search for a
Create a rule specific e-mail message, contact, or calendar item.
Add and use a
second e-mail Communicate efficiently. Take advantage of the integration of Outlook
account e-mail tools with other Microsoft Office programs: Send a document
from Microsoft Word, with an introduction; edit your e-mail by using the
Create categories tools in Word; and use Smart Tags. Use instant messaging to
Use Word as your communicate in real time.
Add an instant Manage contact information. Save information about contacts, such
messaging as addresses and phone and fax numbers, and file that information in
account the way that works best for you; use Microsoft SharePoint™ Team
Services to share contacts.
meetings with a
group Manage time. Use the Outlook calendar to organise meetings and
appointments; schedule or propose meetings and conferences for times
Create contacts 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 Australian waters. 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 centres 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.
Outlook 2002 6.1 In and Out of the Classroom with Office XP
New 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
Find Bar that offers more powerful ways to search your Outlook folders
Integrated Address Bar. You can now go to a Web page without leaving
Outlook. 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
access the 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 one
e-mail account (such as one for school and a Microsoft MSN® Hotmail®
account for personal use), 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 are
available by default from Outlook 2002 to help you edit your e-mail
Instant messaging integration. When you have MSN Messenger
Service installed 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 a
meeting request that doesn’t 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.
Colour-coded appointments. You can assign colours to individual and
recurring appointments for quick identification.
Multiple reminders in a single dialog box. If multiple reminders occur
at the same time, Outlook 2002 combines them into one dialog box. This
reduces 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.
2 In and Out of the Classroom with Windows 98 Outlook 2002
E-mail addresses automatically completed as you type. As you start
typing an 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
items from a single location.
You can use speech Security. Outlook 2002 offers new protection against computer viruses.
recognition to dictate For example, by default, it blocks certain attachment files (such as .bat,
text into any Office .exe, .vbs, and .js) that might contain viruses. If you receive one of these
program. To do this,
you must first install it file types in a message, you will not be able to see or access the
in Microsoft Word by attachment. However, your Inbox will display the paperclip icon in the
clicking Speech on Attachment column to let you know that the message has an
the Tools menu, or by attachment, and you will see a list of the blocked attachment files in the
doing a custom
installation. Your Information Bar at the top of your message. Additionally, if another
computer must also program tries to access your address book or contacts list, Outlook now
meet a set of displays a warning and gives you the option to deny or allow the action.
includes a headset
microphone and a Accessibility. Outlook 2002 includes an option to automatically display
specific amount of any outgoing and incoming Rich Text Format (RTF) messages in a draft
speed and memory. font so that it’s easier to see text against the background. In addition, all
Office XP programs support Microsoft Active Accessibility 2.0, which
installed, you can makes accessibility aids, such as screen readers or screen enlargers,
access it through the more effective.
Tools menu in Outlook
to dictate e-mail
Outlook 2002 6.3 In and Out of the Classroom with Office XP
Exploring 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 of the tools that Outlook 2002 offers. To change the appearance of your
Inbox, simply click View on the Standard toolbar.
The shortcut icons on the Outlook Bar (on the left side of the main Outlook
window) help you access your favourite Outlook features and folders with one
click of the mouse. You can customise 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 folder
1. 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
3. In the Select where to place the folder box, click the highest-level
folder (Mailbox – Your Name), and then click OK.
4 In and Out of the Classroom with Windows 98 Outlook 2002
To add a shortcut to the Outlook Bar
1. On the Outlook Bar, right-click the grey background area between or
below the icons currently in the list, and then on the shortcut menu,
click Outlook Bar Shortcut.
To make more of your
shortcuts (or all of
them, depending on 2. In the Add to Outlook Bar dialog box, click the Shipwrecks
how many you add) Assignment folder, and then click OK. A shortcut to the Shipwrecks
visible in the Outlook Assignment folder is added to the Outlook Bar.
bar, shrink them by
background and then
clicking Small Icons.
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.
Outlook 2002 6.5 In and Out of the Classroom with Office XP
Outlook 2002 offers several features that you can use to manage and organise
information. These features are especially convenient because you can access all
of the e-mail accounts you have—even if they’re on different servers—from one
Creating 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 organising 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
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
Colour code messages from different people or groups.
For example, you can instruct your students to include the phrase
“shipwreck” in all 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.
6 In and Out of the Classroom with Windows 98 Outlook 2002
To 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
The Organise button
3. Click New. The Rules Wizard displays a list of the different types of
on the Outlook rules you can create, along with a description of the rule in the Rule
2002 toolbar is a description box.
quick way to organise
your Inbox. When you
click it, a new pane 4. To use a template with prespecified actions and conditions, click
opens. On the Using Start creating a rule from a template.
Folders tab, you can
create a rule simply
by entering 5. Click Move messages based on content.
information in the
boxes and then 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.
7. In the Rule description box, click specified. Click the Shipwrecks
Assignment folder, and then click OK.
8. Click Next.
Outlook 2002 6.7 In and Out of the Classroom with Office XP
9. Select the conditions for the rule. In this case, ensure that the with
specific 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
to the specified folder check box is selected, and then click Next.
11. Specify any exceptions to the rule. In this case, there are none. Click
12. In the upper box, type a name for the rule (for example, Shipwrecks
rule 1), and then select the Turn on this rule check box to activate
13. Click Finish. The rule is added to the Rules Wizard list.
14. Click OK to close the Rules Wizard.
Adding and using multiple e-mail 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 teachers, administration, and students, and an
You can create a
class Internet address
Internet account for personal messages.
and monitor it through
Outlook. 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 additional Internet e-mail account to contain the large numbers of
messages that these forums can generate.
8 In and Out of the Classroom with Windows 98 Outlook 2002
To add an e-mail account
1. On the Tools menu, click E-mail Accounts to start the E-mail
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
Hotmail account or other Internet-based e-mail account, click
4. In the appropriate boxes, type the information for the specific e-mail
account; 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 recognises 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 Account
Settings 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.
Outlook 2002 6.9 In and Out of the Classroom with Office XP
6. If you want to configure additional settings, such as how you want
your computer to connect to your e-mail server, click More Settings.
Otherwise, click Next.
7. Click Finish.
To 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. Select View or change existing e-mail accounts, and then click
3. In the list, click the e-mail account you want, and then click Set as
To 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
Accounts button. The default account appears first in the list.
2. Click the account that you want to use.
10 In and Out of the Classroom with Windows 98 Outlook 2002
Another handy way to organise the information you receive in e-mail is to
assign categories to different items.
A category is 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 the View menu, point to Current View, and then click By
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
Outlook 2002 6.11 In and Out of the Classroom with Office XP
To 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.
12 In and Out of the Classroom with Windows 98 Outlook 2002
To 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
4. Click OK.
Outlook 2002 6.13 In and Out of the Classroom with Office XP
To 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
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.
14 In and Out of the Classroom with Windows 98 Outlook 2002
To search for items containing specific text
Suppose one of your students asks you about the tides in Lake Ayre. 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 search by 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.
If you have more than one account, Outlook searches only the
folders in the account you are currently viewing.
4. Click the Find Now button.
Outlook 2002 6.15 In and Out of the Classroom with Office XP
To search for items by using complex criteria
You can also search You recall that you wrote e-mail etiquette guidelines for your students last
directly from Word for year that you want to send to your current class. You can search for the Word
a Word document document directly from Outlook by using the Advanced Find, without opening
contained in an
Outlook folder as an
attachment. Click the
On the Tools
Search icon. In the menu, click Advanced Find. The Advanced Find window appears.
task pane, type the
search text, click the
location from the Note You have many options in the Advanced Find window. The
Search in list and the steps that follow demonstrate only one specific kind of
file type from the search.
Results should be list,
and then click Search.
5. In the Look for box, click Files in the list. When the message
There is a similar Find appears, click OK.
function available in
(click the Start
6. Click Browse to browse to a folder where you think the document
button, point to Find, might be contained in a subfolder, and then click that folder.
and then click Files or
Folders) to locate files 7. On the Files tab, if you don’t know the name of the file but you’re
like Word documents.
However, Advanced sure it’s a Word document, click Documents in the list.
Find in Outlook offers
more advanced 8. In the Search for the word(s) box, type the search term, and then
search capabilities. click Find Now.
16 In and Out of the Classroom with Windows 98 Outlook 2002
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
To access Mailbox Cleanup
1. On the Tools menu, click Mailbox Cleanup. The Mailbox Cleanup
dialog box opens.
Outlook 2002 6.17 In and Out of the Classroom with Office XP
Based on its research, your class wants to make a proposal to the National
Maritime Museum that a particular wreck is worth adding to the museum’s Web
site as 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 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
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 introduction
An alternate first step
is to click File, and
then point to Send To. 1. In a Word document, on the Standard toolbar, click the E-mail icon
This is not as quick,
but it lets you see all .
the options for
sending a document 2. Type text in the Introduction field.
from Word. After you
click Mail recipient,
you can continue with 3. Fill in the To and Cc fields, and change the Subject field if
step 2 in the necessary.
4. Click Send a Copy.
18 In and Out of the Classroom with Windows 98 Outlook 2002
Editing your e-mail
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 emphasise 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 Word—
like task panes and Smart Tags—are available by default. These tools
AutoCorrect. As you write, common typographical errors, such as
transposed letters and extra or missing letters, are corrected
Automatic spelling and grammar checking. While you work, misspelt
or misused 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
out important points. Use a picture or other graphic as a bullet, or create
a hierarchical list that has numbered items.
Tables. Use tables to organise your information. When you copy a table
from 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. Automatically
convert e-mail names and Internet addresses to hyperlinks. Smart
hyperlink formatting can even convert hyperlinks whose URLs contain
Themes. You can apply a theme—a set of unified design elements and
colour schemes—from Word to provide visual consistency and to make
your messages stand out.
Autoformat. Format your message automatically as you type, and add
Your technology formatting to plain-text messages that you receive.
provide custom Smart
Tags, which can be Because these tools are either automatic or quick to apply, you can edit your
very helpful to e-mail faster than ever. In addition, you can now set some options in Outlook
teachers. For that previously were available only in Word. For example, with Word as your
example, if you
receive an e-mail e-mail editor, you have the most customisation options for creating and
message with a setting a default signature or stationery from Outlook. You can also specify
student name in it, a some spelling checker options and fonts for new messages and for
custom Smart Tag messages you forward or reply to. If you change these options while you are
can appear over the
name. You can then working in Word, the equivalent settings change in Outlook, and vice versa.
use the Smart Tag to
look up information The automatic features of using Word as your e-mail editor are designed to
about that student,
such as attendance
be helpful, but sometimes it is appropriate to use nonstandard spelling for a
record or class particular subject. Smart Tags in Office XP make it easy to reject a correction
schedule. or to choose to not have a correction take place in the future.
Outlook 2002 6.19 In and Out of the Classroom with Office XP
To use Smart Tags to access autocorrect options
1. Hover over the word that was automatically changed, point to the
blue underline, and then click the Smart Tag button that appears.
2. In the list, click the appropriate item to undo the change, ignore it, or
access more options.
Accessing 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 don’t
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 hours”—time 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 school’s Exchange 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
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 contact’s 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 you’re 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.
20 In and Out of the Classroom with Windows 98 Outlook 2002
To add an instant messaging address to a contact
On the contact card, on the General tab, type the instant messaging
address in the IM address box.
You can save and
store an instant
To originate an instant message from Outlook
conversation, just as
you can with regular When you see that the contact is online, click the InfoBar, compose your
e-mail messages. message, and then click Send.
1. On the File menu in
the Instant Message
window, click Save
2. Go to the folder
where you want to
save the text, type the
Managing Your Contacts
file name, and then
For anyone inside or outside your organisation, you can create a contact in which
The conversation is to save several types of information, such as street and e-mail addresses, phone
saved as a text file. To and fax numbers, and Web page URLs. Contacts are stored in the Contacts folder
view it later, you can in Outlook.
open it in Notepad.
As an educator, you might want to access 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, or filter contacts by any part of the name or any part of the
Outlook 2002 address you want.
supports the use of
vCards, the Internet You can file contact information under a last name, first name, nickname, or
standard for creating
and sharing virtual any word that helps you find the contact quickly. Outlook gives you several
business cards. You naming choices to file the contact under, or you can enter your own choice.
can save a contact as
a vCard and send it in
an e-mail message.
You can enter up to three addresses for each contact. Designate one
You can also add a address as the mailing address, and use it for creating mailing labels or
vCard to your e-mail envelopes, or for creating mail merge letters. The other addresses could be a
signature. home or shipping address.
Outlook 2002 6.21 In and Out of the Classroom with Office XP
To 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
field of a message, type the name in the Display As box.
Type the contact's Instant Messaging address in the IM address
To enter multiple entries in a field, such as more than one
address or e-mail address, click the arrow next to the field.
If you have more than one address for a contact, to establish
which address is used during mail merge, select the This is the
mailing address check box.
Typically, you can include driving directions to a contact’s house
or other 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 organise 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
22 In and Out of the Classroom with Windows 98 Outlook 2002
To create a contact from an e-mail 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.
When you open a contact, you can click a button or menu command to have
To enable the Smart Outlook address a meeting request, e-mail message, or task request to the
Tag that recognises contact. If you have a modem, you can also have Outlook dial the contact's
names, create a new
message or reply to
phone number. You can have Outlook time the call and keep a record of the
one. On the Tools time in the Journal folder, complete with the notes you take during the
menu, click conversation. You can link any Outlook item or Microsoft Office document to
AutoCorrect Options. a contact to help you track your activities associated with the contact.
On the Smart Tags
tab, select Person
names, and then click You can also use contacts to create envelopes in Word, and you can access
OK. contacts in other Office applications by using Smart Tags. One kind of Smart
Tag recognises 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.
A member of any kind At times, it’s useful to share your contacts with a group. For example, you can
of team can use set up contacts for each member of the expedition team helping with the
SharePoint Team shipwrecks project, and make the list available to your class by saving it in a
Services to create a public folder.
fully functional, pre-
configured Web site
that serves as a Contacts and appointments can also be integrated with a new feature of
central location to Microsoft FrontPage® 2002 called SharePoint Team Services. Members of a
store project and
team can share information in real time by importing and exporting Office XP
This Web site can be information and saving documents directly to a SharePoint Team Services
created in a matter of Web site. For example, users can add information about an event to the Web
minutes without any site and export the event directly into their Outlook calendars.
skills, and team
members can modify Another feature of SharePoint Team Services, called Team Contacts, enables
and add content just users to share their contacts by exporting or importing contacts to or from
as easily. For more Outlook Contacts folders.
technologies, go to
Outlook 2002 6.23 In and Out of the Classroom with Office XP
Managing 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 extracurricular
activities to oversee—in 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
Viewing your calendar
Just as you would write in a paper-based organiser, 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 colour calendar items is new for Outlook 2002, and can be
particularly useful for organising—and later, for quickly identifying—
appointments. There are 10 predefined colours, and each has an associated
label that you can customise (for example, red, by default, carries a label that
says “important”). You can even set up automatic formatting that will colour
all appointments that meet the same condition. For example, you can make
sure that any meeting that you organise is automatically coloured red, and
any meeting organised by a student is automatically coloured green.
To colour 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 colour in the list.
24 In and Out of the Classroom with Windows 98 Outlook 2002
To colour 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 colour.
5. Click Condition to specify the conditions under which the colour will
Note If you manually assign a colour to an item, automatic
colouring cannot be used on that item.
6. Click OK. Your appointments and meetings are now coloured.
Outlook 2002 6.25 In and Out of the Classroom with Office XP
Scheduling meetings and conferences
Outlook 2002 makes more complex tasks related to time management—like
scheduling meetings—easy to do from your computer.
Accessing free and busy times
You can save an
appointment in Outlook provides tools that inform people of when others have time
iCalendar or available. For example, if your school uses an Exchange server, others on
vCalendar format. In
the Outlook Calendar, your school’s network can see your free and busy times by default when they
open the appointment schedule a meeting with you. They cannot see what your appointments are,
you want to save. On just the blocks of time when you are free and busy. If you want someone to
the File menu, click view your complete calendar, your system administrator can help you give
Save As, and then in
the Save as type box, this type of permission.
click either iCalendar
Format or vCalendar 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 convenient for people who do not have access to your calendar
through your school’s Exchange server, but who do have Internet access.
When such a person—a parent, for example—tries 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 authorise to view your free and busy times can access this
Note The Internet Free/Busy Service works through Microsoft Passport,
and requires Microsoft Internet Explorer 5 or later.
26 In and Out of the Classroom with Windows 98 Outlook 2002
To 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/Busy Service check box. The Request free/busy
information in meeting invitations check box is selected by
Select the Publish at my location check box, and then in the
Publish 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 to http://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
To schedule a people to invite. The Autopick feature in Outlook helps you find the earliest
resource, such as a
time at which everyone is free. When you send the meeting notice by e-mail,
your mail server must Outlook notifies invitees if the meeting conflicts with existing items in their
be running Exchange, calendars, and they can accept, tentatively accept, or decline your meeting
and you must have by clicking a single button. As a meeting organiser, you can allow or disallow
invitees to propose an alternate meeting time. You can also track who has
resource. 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.
Outlook 2002 6.27 In and Out of the Classroom with Office XP
Using 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 schedule—a 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 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
5. In the new window, click Add Others, and then click Add from
6. In the Select Members dialog box, select each name by clicking it in
the list and then clicking the To button. Click OK.
28 In and Out of the Classroom with Windows 98 Outlook 2002
To send a meeting request to an entire group from a
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
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.
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.
5. On the Scheduling tab, you can try to find the best time when
everyone will be available. Click Autopick Next to find a time that is
free for all group members.
Outlook 2002 6.29 In and Out of the Classroom with Office XP
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.”
30 In and Out of the Classroom with Windows 98 Outlook 2002
Proposing a new 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 organiser, instead of just
declining the request and having to call, or sending multiple requests back
and forth. This option is available when the organiser 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 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.
Outlook 2002 6.31 In and Out of the Classroom with Office XP
Taking 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
activities to experiment further:
Have students manage an online project: Students on the Yearbook
Committee 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
student in 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 assign
homework 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
coordinate a 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, at
learn more about managing e-mail and collaborating with others by using
Outlook 2002 and Exchange Server.
32 In and Out of the Classroom with Windows 98 Outlook 2002