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SMS FrontPage 2000


  • pg 1
									               A Guide to
        Outlook 2000
                            Tristram Hooley
                               edited by
                             Mark Maynard

                       Software Made Simple
 Deal House, 3 Glenbervie Drive, Beltinge, Herne Bay, Kent CT6 6QL

                     Telephone:      01227 361263
                     Fax:            01227 371054
                     Internet:       www.s-m-s.co.uk
                     email:          guides@s-m-s.co.uk
                     ISBN:           1 874093 36 9

This guide assumes that you have a correctly configured connection to the
Internet. It is also assumed that the user is familiar with the basic editing
of text and that Outlook messages are configured for plain text by default.

SECTION 1 Introduction                               1

SECTION 2 Getting Started                            2

2.1      The Office Assistant – Help Using Outlook    2
2.2      Starting Outlook                             2
2.3      Email Addresses                              4
2.4      Sending an Email                             4
2.5      Receiving and Reading an Email               5
2.6      Replying and Forwarding                      6
2.7      Sending a message to Several People          7
2.8      Deleting emails                              8
2.9      Printing                                     8
2.10     Attachments                                  8
2.11     Email and Viruses                            9
2.12     Using Fonts and Colour in Emails            10
2.13     Saving Email Drafts                         11
2.14     Email Etiquette                             11

SECTION 3 Managing Your Use of Email                 13

3.1      Ordering Messages                           13
3.2      Creating and Managing folders               13
3.3      Using a Contacts List                       14
3.4      Distribution Lists                          16
3.5      Finding Messages                            16

SECTION 4 Organising Your Life with Outlook          17

4.1      Out of Office Assistant                     17
4.2      Calendar                                    17
4.3      Tasks                                       19
                            Outlook 2000

                                    SECTION                            1
                                        Outlook Guide
    1.0   Introduction

          Email or electronic mail is exactly what it sounds like – a way of sending messages using
          your computer. As the most commonly used Internet service, email allows you to send
          messages across the Internet to individuals and groups of people anywhere in the world.
          Email can be thought of as very similar to the normal postal service albeit faster. However
          email opens up many more possibilities than conventional post.

          You have probably seen email addresses on posters, television programmes and even on
          the everyday products you use in your home. This guide will show you how to make use
          of these email addresses so that you can send letters and other information faster than
          the postal service would ever allow.

          One of the most common programs used for sending and receiving email is Microsoft
          Outlook. However, Outlook is not just an email program it also offers an electronic
          calendar, reminder service, address book and a host of other useful features for
          managing your life. This guide will show you how to use all of these features.

                        Outlook 2000

                                SECTION                           2
                                    Getting started

      The Office Assistant – Help Using Outlook

      By default Outlook will probably display the Office Assistant. The Office Assistant is
      shown as an animated character. Click once on the character to display a speech bubble
      into which you can type a question relating to the workings of Outlook.

      Click on the Search button and the Office Assistant will try to answer your question.
      Usually a selection of possible answers is produced; just click on the most appropriate
      answer for further details. To hide the speech bubble, move your pointer away from the
      Office Assistant and click once.

      Starting Outlook

      To open Outlook click on the Outlook button        on the Office toolbar or use choose
      Outlook from the Programs menu.

      On starting Outlook your computer will attempt to connect to the Internet. In some cases
      this will mean you will have to go through a login procedure. Seek assistance with this if
      necessary. Once connected Outlook will inform you of any email messages that may have
      been sent to you. To read these see Section 2.5. To send an email see Section 2.4.
      Understanding the screen
      The Outlook screen can initially look rather confusing. However you will quickly get used
      to it as it is divided into a number of different panes.

                                                               Outlook shortcuts bar – A
                                                               series of quick ways to use a
                                                               variety of features in Outlook.

                                                               Folders list – The way to
                                                               navigate to every folder
                                                               containing messages, contact,
                                                               calendar dates or other
                                                               information that you have
                                                               stored in Outlook. See Folders
                                                               list below.

                                                               Message list – A list of all the
                                                               messages in the folder you are
                                                               viewing. Use the scroll bar to see
                                                               more messages.

                                                               Preview pane – Enables you to
                                                               see a preview of the message
                                                               selected. Use the scroll bar to
                                                               see more of the message.

      Note: Some of the Outlook panes might not be displayed. See Views over.

                       Outlook 2000

    The Outlook screen is highly adaptable. The Views menu allows you to add and remove
    a variety of different features of the Outlook screen.

                                                       • Choose Outlook bar, Folders list
                                                         or Preview pane to add or
                                                         remove the Outlook shortcuts bar,
                                                         Folders list or Preview pane.

                                                       • Choose AutoPreview to see a
                                                         short preview of each message in
                                                         the Message List pane.

    Note: Displaying all of Outlook’s panes can be very useful. However depending on the
    size of your screen you may find it too crowded. In this case experiment by turning off
    different panes. Remember you can always turn them on again by using the Views menu.

    The Folders List
    When you first open Outlook you will notice that there are a number of folders located in
    the Folders List on the left side of the screen.

                                                                In the Deleted Items folder
                                                                you can find copies of all the
    The Inbox is where all the                                  messages you have deleted.
    mail you receive will be                                    If you delete anything from
    stored.                                                     the Deleted Items folder it
                                                                will be deleted permanently.
    The Outbox is where the                                     See Section 2.8 for more
    messages are stored before                                  about deleted items.
    you send them out.
                                                                The Drafts folder is where
                                                                you can store messages that
                                                                you are working on.

                                                                In the Sent Items folder
                                                                you can find copies of
                                                                messages you have sent.

    There are also folders which contain your Calendar (See Section 4.2) and Contacts
    (Section 3.3).

                          Outlook 2000

2.3   Email Addresses

      Any user of email has an individual email address and you will need to know a person’s
      address before you send them an email. An email address will usually look something like


      Note: You must be very accurate when typing an email address. There are never any
      spaces in an email address and there is always an @ symbol. Capitalisation is not usually

      Finding out an email address
      The quickest and most reliable way to find out someone’s email address is to ask them.
      Unfortunately there is no email equivalent of Directory Enquiries and even if there were it
      would always be slightly out of date as things change so quickly on the Internet.

      If you are really desperate to get in touch with some one by email and you cannot find
      their address out any other way you can try using one of the email directories that are in
      existence. These are woefully incomplete and very US-centric but worth a try. You can find
      the biggest email directories on the World Wide Web at:



      Failing this you could try searching the website of the organisation for which they work
      or where they study.

      Sending an Email

      The first thing you will want to learn how to do with email is to send a message to let the
      world know that you can now be contacted through email.

      Click on the New button             to display the Untitled – Message window.

      Enter the email address of the person you are sending the mail into the To box.

                                          Enter an email address here

                                          Enter a subject here

                                          Enter your message here

      Notes: Initially try sending a message to yourself as an experiment as this will check
      whether you are able to send and receive email.

      - Email addresses and other details can be stored as contacts for easy retrieval. See Section 3.3.

                             Outlook 2000

                                       Use the mouse or the Tab key to select the Subject box and
                                       enter the subject of your message. (Notice that as soon as
                                       you enter anything in the Subject box the title of the window
                                       changes.) Ignoring the CC box for the moment, type the
                                       body of your message into the message box.

                                       Text can be entered and edited in much the same way as in
                                       a word-processor. Use the scroll-bar to move up and down
                                       the message.

          Clicking on the Send             button will send your message to whoever’s email address
          is in the To box. Messages take a variable amount of time to reach the recipient but a day
          is usually the slowest delivery time though some will be delivered in seconds. If an email
          is not delivered you will usually receive an email message which states that that delivery
          was unsuccessful. The most common reason is that the email was incorrectly addressed
          so if you have an email returned make sure to double-check the address. Even if your email
          is not returned it is no guarantee that the recipient has received your email. There are
          various reasons why this might be but one common reason is simply that the recipient
          doesn’t read their email.

          Because email is so easy to send this can result in it being sent in haste. So restraint and
          thought should be given to each message you send. Once sent an email cannot be

          Sometimes you may wish to send a message to more than one person. The guide will
          cover this in Section 2.7.

          Note: Copies of all messages sent are kept in the Sent Items folder. See Section 2.2 and
          the Folder list.

          Receiving and Reading an Email

          When you first start up Outlook any messages that are waiting will appear in your Inbox.
          Alternatively you can check at any time to see if you have got any email by clicking on
          the            button.

          If there is mail waiting you should see a figure next to the Inbox folder. You can see this
          either through looking at the Folders list or on the Outlook Shortcuts Bar.

                                                    One unread email is in Inbox. Select this folder
                                                    to view the mail messages.

                        Outlook 2000

                                                    You can then view the message in the
                                                    Preview pane or, by double-clicking on the
                                                    title of the email in the Message list you
                                                    can open a window containing the email

      Notice that before you have read an email it is shown with a closed envelope icon next to
      it . However once you have read the email this changes into an open envelope        icon.

                                        The From box doesn’t always contain an email
                                        address, sometimes it will just show the Display
                                        Name (the name and initials of the sender).

      Note: If a message received is shown with a paper clip alongside      a file is attached to
      the email. See Section 2.10.

      Replying and Forwarding

      When someone sends you a message you will often want to send them an email in return.
      If the message has only been sent to you click on the Reply button        to display
      a message window entitled with the subject of the original message.

      Note: When you reply to someone Outlook will show the Display Name rather than the
      email address in the To box if possible. See above.

                                                     Notice that the text of the original
                                                     message, along with the person’s email
                                                     details, is included in the message box of
                                                     your reply. You are free to delete any or all
                                                     of these details when you type in your
                                                     message. However it is often useful when
                                                     you receive a reply if it contains the
                                                     important parts of the original message
                                                     to help jog your memory about the
                                                     subject of the email.

                             Outlook 2000

          Note: New text that you type may appear in a different colour to differentiate it from the
          original message. See Section 2.12 for more about using colour and fonts in email.

          If the message you have been sent has also been copied to other people (see Section 2.7)
          it is possible to reply to everyone who received the original email by clicking on the Reply
          to All button.

          Note that Reply to All              will also include a reply to your email address.


                                               Sometimes you will receive an email which you think
                                               may be of interest to someone else. To send
                                               messages such as this on to other people click on
                                               the Forward button             . This will display a
                                               message window entitled with the subject of the
                                               original message. The text of the original message,
                                               along with the original senders email details, are
                                               included in the message box of the forwarded
                                               message. You are free to delete or edit any or all of
                                               these details and to add your own comments when
                                               you type in your message.

          Sending a Message to Several People

    2.7   Sometimes you will want to send a message to more that one person. You can do this by
          entering a number of email addresses in the To box separated by semi-colons.

                                                 This will send the same message to all of the
                                                 addresses in the To box. This technique is useful if
                                                 the message you are sending is of equal importance
                                                 to all of them. If you are sending a message to one
                                                 person specifically but would like others to be
                                                 aware of what has been discussed you have the
                                                 option to enter the addresses in Cc (carbon copy)
                                                 box. The Cc box enables you to send a carbon copy
                                                 of your message to other people.

                           Outlook 2000

       Deleting Emails
2.8    Many emails are quite disposable. You will not want to keep every email message you send
       or receive. To delete an email select it and press the Delete key on your keyboard or click
       on the       button on the toolbar. Deleted messages will then be placed in the Deleted
       Items folder. To permanently delete all items in the Deleted Items folder choose Empty
       “Deleted Items” Folder from the Tools menu.

       Note: The size of your email box will be limited (quotered) by your email provider so it is
       important that you manage your mail sensibly keeping only essential mails received and
       remember to sort and empty the deleted items folder regularly:

          • Messages with attachments are likely to be the largest emails. Get rid of these first
            and you will see the amount of space your email takes up drop very quickly.

          • Messages in the Sent, Drafts and any other folders also count toward your email
            quota. So check and delete regularly.

2.9    Printing

       Sometimes you may wish to print out an email message. To do this choose Print from the
       File menu. This will display a dialogue box from which you can choose the number of
       copies you wish to print and whether to print the entire message or just certain pages.
       Click OK to print.

2.10   Attachments

       Occasionally it can be useful to send pictures, word-processed documents, spreadsheet
       files etc. by email and this can be achieved by attaching the file to an email message. Once
       the message is received the attachment can be detached (decoded) and viewed by the
       recipient using the program it was created by.

       Sending attachments
       To attach a file click on the paper clip style Insert File   button to display the following
       dialogue box.

                                          Choose the file you wish to attach to the email message
                                          and then click on the Insert button. To attach a file from
                                          a different folder to the one shown click on the arrow
                                          next to the Look in box and switch to the relevant folder.

                                                                           Shown left is an email
                                                                           message with a Word
                                                                           file attached.

       Notes: You should not take it for granted that the person you are sending the file to can
       open the attachment you are sending eg. they may not be using Word or may be using
       an earlier version incapable of opening your document.
       - More than one file may be attached to an email message.

                              Outlook 2000

           Opening attachments
           You will recognise when an email has an attachment as the paper clip symbol will be
           displayed alongside the email in the message list.

           To view the attachment you need to double-click to display the message dialogue box.

                                                        Double-clicking on the icon of the attached file
                                                               will open it in Word or whichever program
                                                               created it.

           Warning: In the light of the widespread use of attachments to spread viruses a more
           cautious approach would be to right click on the attachment and choose Save As to save
           the file directly into your file store without opening it. See Section 2.12 for more on viruses
           and emails.

    2.11   Email, Viruses and Hoaxes

           A virus is something that impairs the running of your computer. Viruses can range from
           very serious ones that wipe your entire hard disk to jokes that just give you a fright.
           However, you would be best to take every effort possible to avoid getting viruses. So stick
           to the following tips and you should be able to avoid viruses and not get caught out by
           one of the many email hoaxes around.

              • Virus check all attachments before you open them. Even if you know and trust the
                person they could have sent you a virus unwittingly. Not everyone knows whether
                their computer is infected with a virus.

              • Be particularly careful about emails that come from people you don’t know and
                make wild or outlandish claims. Nobody has ever got rich just by opening an email
                attachment and very few email attachments are so funny that you can’t wait to
                virus check them.

              • Beware of attachments with .exe file extensions as they frequently carry viruses.

              • Don’t panic every time someone sends you a warning about a new killer virus. Most
                warnings are hoaxes and are best dealt with by rapid deletion.

              • It is likely that you will receive emails from people announcing you have won a
                million or giving you a golden opportunity to invest. Sadly these are certainly a hoax
                and you should delete them and not pass them on.

                         Outlook 2000

       Using Fonts and Colour in Emails
2.12   Outlook is usually set up not to allow you to alter fonts or font size and colour or to
       format your emails in any other way. If you are used to using a word-processor you may
       miss these features and want to use them in Outlook. This section will explain how you
       can format your emails, but it will also urge you to exercise caution when doing so as
       there are a number of pitfalls associated with formatted emails.

       The problem with formatted emails is that you are likely to be exchanging emails with
       people using a variety of email programs of widely varying vintages. Because of this the
       more complex your emails become (with extra formatting etc.) the more problematic it is
       likely to be for people to be able to read what you send them. It is generally considered
       to be best practice to send emails in plain text (with no formatting), however Outlook
       does offer two ways to include formatting that most email programs can display: HTML
       or RTF.

       Sending emails in HTML
       You are likely to have seen pages on the World Wide Web that mix a variety of text and
       pictures to create an eye catching design. These pages are created using a computer
       language called HTML. Don’t worry, you won’t need to learn anything about creating
       HTML code! However, HTML code is recognised by most computers and a lot of email
       programs so it is an ideal way to create formatted email messages.

              Open a new email message and then click on the Format menu.

              Notice that Plain Text is currently checked, to create formatted emails you need
              to check HTML.

                                                              Your message window will now
                                                              display a formatting toolbar which
                                                              you can use to format your
                                                              message as you would in a word-

                              Note: If your email is received by someone who cannot read
                              HTML they may receive an email that looks like the illustration left
                              or they may receive a plain text email containing your message
                              accompanied by an attachment of your formatted email in HTML:

                              Rich Text Format (RTF)
                              You also have the option to choose Rich Text from the Format
                              menu. Rich text will allow you to format the text, add bullets, and
                              align your email. It will not allow you as much control as HTML
                              and its formatting isn’t recognised by as many email programs as
                              HTML, but it can be read by a large amount of people.

                          Outlook 2000

        Saving Email Drafts
 2.13   There will be times when you will want to save your email and comeback and finish it off
        at a later point. To do this click on the Save button .

                                                                      You can return to your
                                                                      message by selecting the
                                                                      Drafts folder and then
                                                                      double-clicking   on     the
                                                                      message you wish to work on.

        Email Etiquette

        Email is a form of communication which has its own rules and etiquette. These rules are
        intended to make using email a useful and positive experience for everyone. The most
        important piece of email etiquette is that your messages should be clear and appropriate
        for who ever you are sending them to. Email has become a very social, and informal, type
        of communication. However you should always remember that the type of email you send
        you a friend asking what they did at the weekend will be very different to one which you
        send to your boss or a tutor on a course you are studying.

        This is a list of simple rules to keep in mind when you are sending emails.

           • Always include your name in any messages you send.

           • Always include a meaningful subject line in your message so that the nature of the
             message can be easily identified by the recipient.

           • If you are replying to a message but are changing the subject of the conversation,
             change the subject too.

           • Don't type your message in capitals – it's extremely difficult to read.

           • Avoid formatting your message (eg. changing the font, using bold, underlined etc)
             see Section 2.12.

           • Avoid public "flames" – messages sent in anger. Messages sent in the heat of the
             moment generally only exacerbate the situation and are usually regretted later.
             Remember once you have clicked on the Send button you can’t stop the message
             being sent.

                  Outlook 2000

• Be very careful about including credit card numbers or sensitive information
  in email messages. Email is not secure and people may not be who they purport
  to be.

• Remember that email is not as immediate as a telephone conversation and the
  recipient may not recall the contents of the original message. When replying
  include only enough of the original message to provide a context.

• Ask yourself if your reply is really warranted.

• Show courtesy in your messages.

• Don't expect an immediate answer. Email is all about dealing with your
  communications when you are able to do so.

• Don't send email unless you are sure that the recipient will be interested in what
  you have to say. Particularly, don't send an email message to a large number of
  people unless you are sure they will be interested. Doing so is known as
  "Spamming" and may result in people complaining about your behaviour.

• "Smiley faces" (Emoticons) are a popular way of including "body language" in your
  messages. These are groups of characters that are meant to look like a face turned
  on its side. For example:

      :-) or :)        Amusement                      ;-) Cheeky smile

      :-( or :(        Disappointment                 ;-> Mischievous smile

                                Outlook 2000

                                           SECTION                            3
                            Managing Your Use of Email

           Ordering Messages

           Outlook allows you to sort through your messages and order them in a variety of different
           ways. To order your messages click on the buttons at the top of the Message List.

           click here to order by sender                                  click here to order by date received

                                             click here to order by subject

           Creating and Managing Folders

     3.2   Once you have received a few messages you will notice that they will all be stored in your
           Inbox. If you just continue to store everything you receive in your Inbox you may find that
           it becomes difficult to find any messages that you wish to re-read. In this case you might
           wish to get organised by creating a new folder within the Inbox and moving related
           messages to this folder.

           Creating New Folders
           To create a new folder to allow you to group messages:

                                                  • Choose the Inbox from the Folders list.

                                                  • Choose Folder from the File menu and New
                                                    Folder from the sub-menu to display the
                                                    dialogue box left.

                                                  • Enter an appropriate name for the new folder
                                                    and ensure mail items is displayed as what the
                                                    folder contains.

                                                  • Click OK to create the folder.

                                      • The Office Assistant will now ask you if you want to add a
                                        shortcut to this new folder to the Outlook bar. If you would like
                                        a shortcut to the folder choose Yes.

           Note: While mail folders and folders in Windows fulfil a similar organising role the two
           are otherwise unrelated, eg. you can’t browse your email folders from windows.

                        Outlook 2000

      Moving mail messages
      The quickest way to move a mail message from one folder to another is to use the click
      and drag method:

         • Open the folder and click and hold down the mouse button on the selected

         • Move the pointer on top of the folder you wish to move the message to.

         • Release the mouse button to move the message.

      Note: Use the Shift key when selecting to select several contiguous messages or use the
      Control (Ctrl) key when selecting to select several non-contiguous messages.

      Using a Contacts List
3.3   Inevitably using email you will find that there are a number of people who you contact
      regularly. With these people it will become a chore to remember their email address and
      type it in every time you want to send them an email. To save time Outlook has a feature
      called Contacts. Contacts allow you to record all your friend’s and colleague’s email
      addresses and simplifies sending messages to them subsequently.

      To add a contact click on the contacts folder and then click on the New button. You can
      enter the person’s details in the dialogue box presented.

                                      The most important information that you need to enter
                                      into this dialogue box is the person’s email address and
                                      the name you want to be displayed on emails you send
                                      to them. So if you were to enter “Tim” into the Full
                                      Name box and “tchapman@realco.com” when you
                                      opened your contacts list you would see that information
                                      displayed. Once you have entered all of the information
                                      you wish to for this contact click on the Save and Close

      Note: The Outlook Contacts list has room for you to enter various other information
      about your contacts. You can use it as an address book and include postal addresses,
      phone numbers and personal information about people. However these functions are
      outside of the scope of this guide.

                        Outlook 2000

                                               To send a message to one of your contacts,
                                               click on New to send a new message as
                                               normal. Next, click on the To button to display
                                               the Select Names dialogue box.

                                               Select the required contact or contacts and
                                               then click on the To button to add their email
                                               address to the new message. Once you have
                                               added all the contacts you wish to send the
                                               message to click OK to return to the message.

     Adding contacts from emails you receive
     If you don’t want to manually enter all of your friend’s and colleague’s details you have
     the option to add people to your contacts whenever you receive a message from them.
     When someone who is not already in your contacts sends you a message click and drag
     that message into your contacts folder.

     Drag message to
     contacts folder.

                                           Outlook will then display the Contact dialogue box
                                           with the details of the person who has sent you the
                                           message already entered.

                                           Simply click OK to add these details to your

                         Outlook 2000

      Distribution Lists

      If you are part of a group of any kind, for example an office, a class or a club, you may
      have reason to regularly send an email to the same set of people. You could enter all
      of the email addresses you wish to contact every time you want to send an email but
      this would soon become tedious. More efficient would be to create a single list containing
      all of the relevant email addresses. In Outlook these kinds of lists are called
      Distribution Lists.

      To set up a Distribution List:

                                  • Choose New from the File menu and Distribution List
                                    from the sub-menu.

                                  • In the Name box enter a title for the group. This should be
                                    something memorable as you will have to recognise the
                                    purpose of the list from this title. So for a chess club you
                                    might want to choose chess as the group name.

                      To add a contact to the list (See Section 3.3) click on the Select Members
                      button to add to the person or for new individuals click on the Add New
                      button and enter their details.

                      Click Save and Close and your newly created distribution list will appear
                      amongst your contacts as shown.

      Finding Messages

      If you can remember receiving and keeping a message on a particular subject but can not
      remember exactly who it was from or its subject title you will need to use the Find
      command. Select the folder you wish to search and then click on the Find         button
      to reveal the Find pane.

      Type any word or phrase and Outlook will locate all messages in that folder which contain
      that word or phrase.

      Note: Sometimes you may wish to sort your messages rather than find. To do this see
      Section 3.1.

                              Outlook 2000

                                     SECTION                             4
                     Organising Your Life with Outlook
           Outlook is not just an email program. It also contains a variety of features that enable you
           to manage your life, organise appointments and keep track of a variety of tasks that you
           need to get done.

           Out of Office Assistant

           If you know you will have no access to your email for a period of time you can ask Outlook
           to reply to anyone who emails you while you are away with a standard message. Any
           emails you receive will be stored and you will be able to view them when you return.

                                        To set up Out of Office Assistant:

                                        •    Choose Out of Office Assistant from the Tools menu.

                                        •    Select the I am currently Out of the Office button
                                             and enter the message that you wish to be sent to
                                             everyone who emails you while Out of Office Assistant
                                             is on.

                                        •    Click OK to activate the Out of Office Assistant.

           Note: On your return remember to switch the Out of Office Assistant off by choosing
           Out of Office Assistant from the Tools menu and then selecting the I am currently in
           the Office.

     4.2   Calendar

           Outlook has an electronic calendar which you can enter all your diary dates into. This has
           a number of advantages over a normal desk diary. Most usefully Outlook will remind you
           of all of your appointments, so it should become much more difficult to forget that all-
           important meeting or your mother’s birthday.

           To view the Calendar click on the Calendar icon on the Outlook Shortcuts bar or
           choose the Calendar folder from the Folders list.

                                            click to change the time period being viewed

                                            By default Outlook will probably display the current
                                            week, with the current month in the top right corner and
                                            a task list (See Section 4.3) below that. You can change
                                            the way that you view the calendar by clicking on one of
                                            the buttons on the Outlook toolbar.

                  Outlook 2000

Adding an appointment
To add a new appointment to the calendar double-click on the date (and time if you like)
when you wish to make the appointment. Outlook will then display the Untitled –
Appointment dialogue box.

                                               You must enter something into the
                                               subject box as this and the location are
                                               all that will be displayed on your
                                               calendar. If you wish you can then add a
                                               location (which will be displayed in
                                               brackets after the subject), start and end
                                               time and further details about the

Note: An appointment must be at least 30 minutes long, but can be as long as you want.

                        If you check the All day event box Outlook will display the
                        appointment at the top of the top of the day in grey.

                                                              The Office Assistant will
                                                              remind you when it is
                                                              time       for      your
                                                              appointment. You then
                                                              have the option to
                                                              dismiss the appointment
                                                              or choose a length of
                                                              time to “snooze” before
                                                              being reminded again.

By default Outlook will display a reminder fifteen minutes before an appointment.
To adjust the amount of warning you get choose a different period from the Reminder
pop-up menu.

                               If you have a regular appointment and would like to enter
                               it at the same time each week in your diary for a number
                               of weeks click on the Recurrence button to display the
                               Appointment Recurrence dialogue box.

                              Outlook 2000

                                                          You can then choose how often the
                                                          appointment Recurs and set the number of
                                                          recurrences or an end date. Click on OK to
                                                          return to your appointment and then Save
                                                          and Close to add your appointment to the

                                                          To view the details of an appointment
                                                          simply double-click on it from the calendar.

     4.3   Tasks

           Outlook also offers a simple to do list known as a Task list. You can find the Task list to
           the right of your calendar. Alternatively, you can open the Tasks list on its own by clicking
           on the Tasks icon on the Outlook Shortcut bar or on the Tasks folder in the Folders

                                                To add a task click on the subject box, type in the
                                                details of the task and press the Enter key the task
                                                will be added to the list below.

                                                Note: If you double-click on the task a dialogue box
                                                is displayed which allows you to add more details to
                                                the task.

           Once you have completed a
           task check the box to the left of
           it. The completed task will then
           drop to the bottom of the list
           with a line through it.

           If you double-click on a task the Task window will be presented allowing you to add a
           date, priority or a comment to your task.


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