colour coding

Contents Introduction ..................................................................................................................................
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Contents Introduction ............................................................................................................................................ 3 Email........................................................................................................................................................ 4 Customising the Outlook window....................................................................................................... 4 Arrange by ........................................................................................................................................... 5 Setting up a signature ......................................................................................................................... 6 Categorize / colour coding .................................................................................................................. 8 Further email options ......................................................................................................................... 8 Out of Office Assistant ...................................................................................................................... 10 Adding the size field to your mailbox ............................................................................................... 12 Creating Personal Folders ................................................................................................................. 13 THINK! Freemail ................................................................................................................................ 15 Calendar ................................................................................................................................................ 16 Changing the View ............................................................................................................................ 16 Adding New Appointments ............................................................................................................... 17 Inviting other attendees ................................................................................................................... 18 Setting Recurring Appointments....................................................................................................... 20 Attaching items to your appointment .............................................................................................. 21 Categorize ......................................................................................................................................... 21 Search for appointments .................................................................................................................. 21 Sharing your calendar ....................................................................................................................... 22 Permissions ....................................................................................................................................... 22 Viewing other peoples calendars ...................................................................................................... 24 Archive your calendar items ............................................................................................................. 24 Contacts ................................................................................................................................................ 26 Adding new contact .......................................................................................................................... 26 Amending existing contacts .............................................................................................................. 27 Deleting contacts .............................................................................................................................. 27 Distribution lists ................................................................................................................................ 27 Sending and sharing contacts and distribution lists ......................................................................... 28 Saving distribution lists ..................................................................................................................... 28 Tasks...................................................................................................................................................... 29 Notes ..................................................................................................................................................... 30

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Introduction Outlook is a Desktop Information Manager – in other words, it is a program that helps you manage all your personal information. It can be used to manage emails, tasks, a calendar and appointment system and it also has an address book. This handout contains an overview of the functions available in Outlook 2007. Outlook can be accessed via the Start button – Programmes – Microsoft office – Microsoft Office Outlook 2007. Below is an overview of the Outlook screen:

Outlook by default will always open in the email window (as highlighted above) you can also see Calendar, Contacts and Tasks. Notes are available and are represented above and below by a small yellow post it note. You can easily click between these functions within Outlook.

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Email Customising the Outlook window As email is the first screen we are presented with we will start by exploring functions within email. It is easy to personalise your outlook screen, firstly go to the View tab at the top of the screen (as below) and in this menu you will find three different ways to layout your email window. AutoPreview – by selecting this option you will be able to view the first few lines of the email before you open it.

Reading Pane – this allows you to view the whole of the content of the email before opening it in its own window. You can select where you wish the reading pane to appear; to the right of your emails, bottom or turn off (no reading pane).

To-Do Bar – the To-Do Bar allows you to have an overview of all of Outlooks functions; it will give you a view of tasks that are due for completion, flagged emails and appointments in your diary for the current date. You can select this option by ensuring a tick appears next to each option you want.

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Arrange by You can arrange the order of emails in your Inbox by right clicking on the Arrange by bar as indicated on the opposite page. A menu will appear allowing you to chose how you would like your emails sorted this can be date, from, to, size etc. You can set a number of options for outlook, like the appearance of emails and the calendar using the Preferences tab, this can be found under Tools – Options there is a tab for Spelling which allows you to set the spell check options, as well as changing fonts under the Mail Format tab.

You can search any of your email folders using the search bar as indicated below, first ensure you are in the right folder for example sent items, deleted items inbox etc. Then type in either the name of the person you sent or received email from or it will also search using key words, for example if I typed “training” any email with the word training in will be found from that folder.

Keyboard shortcut - CTRL & E – this takes you directly to the search box of whatever folder you are currently in. 5

Setting up a signature Using the Mail Format tab, under Tools – Options, we will look at how to set a signature, using the signature button. Having a signature set can be extremely helpful for the recipient of your mail. It is good etiquette to include your name, job role, department, organisation and contact details.

Once you have clicked on the Signatures button the following window will appear:

Click on New and enter a name (your name) type out the information you wish to appear at the end of each email (suggested information above). Notice now that the formatting options are now live, so you can edit your signature to your preference. Here is an example:

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First Name & Surname| Job Title Development and Training Isle of Wight NHS Trust | St Marys Hospital | Parkhurst Road | Newport | Isle of Wight | PO30 5TG 01983 822099 ext 5338 | [email protected] Once you have finished editing your signature click on OK and ensure the correct signature is selected under the New messages option. This means your signature will appear with every new email you create. There is also the option to have your signature appear with all replies or messages you forward. You apply this in the same way as above, ensuring it is selected under that option.

Flagging Using the flagging system within your emails can help you in two ways, firstly by flagging an email it automatically becomes a task in your task list. We will look at how you can manage tasks later in this handout. Secondly it allows you to see at a glance that the email needs action taken. The easiest way to flag an email is to right click on the email and go to Follow up and then select a colour flag which indicates when you wish to have carried out the action by.

You can also access this menu using the flag symbol on the toolbar.

Keyboard shortcut – CTRL & SHIFT & G - Open the Flag for Follow Up dialog box to assign a flag.

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Categorize / colour coding Using the colour coding option can help you to organise emails at a glance for example; if you have sent a group email regarding an event and you are co-ordinating responses you could colour code all responses in yellow as they come in and then deal with them all in one go. You may find alternative uses for colour coding. Again these functions are available on a right click Categorize or on the button on the menu bar.

Further email options There are a number of options under the insert menu on the tool bar. Under this menu you can insert attachments, images as well as other functions usually available under an insert tab in Microsoft word or Microsoft Excel.

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To insert an attachment click on the will open:

button on the insert menu and the following window

Navigate to where the file you wish to attach is saved and select. Once you have your selection click on the Insert button at the bottom of window.

Under the Options View you can amend the view to display BCC Field (Blind Courtesy Copy) and From Field (who the email is from). You can change the colour of the page, fonts and other text effects. You can set up read / delivery receipts for the email you are sending.

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There are some helpful settings that allows you to set up Voting Buttons, Delay Delivery and Divert Replies To. Delay Delivery – you draft your email and prepare with any attachments etc and then click on Delay Delivery where you can speciify a date and time that your email should be sent. Divert Replies to – allows you to select another person to recieve the replies to this partcialur email you are sending. Voting buttons – you can use pre-selected voting buttons: Approve;Reject – Yes;No – Yes;No;Maybe or you can customise your own.

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You can set voting buttons to whatever you want as long as each option is separated by a and have no spaces for example: Monday;Tuesday;Wednesday;Thursday;Friday

Out of Office Assistant It is helpful to let people know emailing you that you are not in the office or able to respond to emails. This may be because you are on holiday or only work certain days of the week. You set the Out of Office Assistant by going to Tools – Out of Office Assistant and then selecting the I am currently out of the office option. You can then add your message in the box as below.

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When you are back in the office it is important to remember to switch your Out of Office Assistant off. You can do this simply at the bottom right hand corner of the Outlook screen.

Within the Out of Office options box is an add rule button, select this option and the following window will open: You can set rules to redirect emails from certain people with certain subjects or even with certain words or phrases within the body of the email to be sent to other people. There are also actions you can apply for example: delete, move to another folder, forward, reply with message.

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Adding the size field to your mailbox There is a certain size limit that is allocated to all our outlook accounts. So it is important that you are aware of large items that are sent to you and to manage them appropriately. The first thing you should check is that you have the size field added to your mailbox.

Right click on one of the field headers you already have, a menu will appear select field chooser

The field chooser box will display, scroll through, using your mouse click and hold and drag the size field and release where you want the field to display in your headers. Then just close the field chooser box.

NB: Anything that is 1mb or above is a large file and this should be managed appropriately, try not to keep it stagnant in your inbox. Move it to one of your personal folders.

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Creating Personal Folders All personal folders should be created on the network drive, not within your Outlook mailbox. Check you have a network drive by double clicking the ‘my computer’ icon on your desktop. If you have a network drive available it will be listed under the heading Network Drives. If you don’t, you will need your manager to email the IT helpdesk to request access to the network drive for your area.

Use of appropriate ‘housekeeping’ (file management) will ensure your mailbox does not reach its size limit. Select Tools from the toolbar at the top of the outlook screen; select ‘Account Settings’

The following dialogue box will open.

Click on the ‘Data Files’ tab at the top of the window. Click on the ‘Add’ button.

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New Outlook Data File box will appear, select the first option marked ‘Office Outlook Personal Folders File’ then Click OK

The ‘save in’ dialogue box that appears is the location of where the personal files will be saved. You must put them within a folder on your network drive. Navigate to the location on your network drive, (click on the drop down arrow and select the appropriate network drive, and if you have folders within this area choose which folder you want to put it in). Type a ‘file name’ in the file name section at the bottom of the save in window, (It might be a good idea to call it ‘your name personal folders do not delete’). Click OK.

The last box is the name of the folder as you want it to display in your Outlook account. No need to enter a password, then Click OK. (You can then close the dialogue box).

The personal folder will now appear on the Mail folders section on the left side of the Outlook window. (Deleted items and Search folders are standard folders that will automatically appear).

To organize your personal folders right click on the personal folder icon and add new folders, naming as you go.

To move emails from your inbox to these folders simply drag and drop, or right click on the email you wish to move, select ‘Move Folder’ from the menu and select the appropriate folder.

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THINK! Freemail The last note on emails... THINK! Before you send, here are some practical hints and tips: •

AND YOUR POINT IS? Write an informative subject line that includes the purpose of your email.



LET THEM KNOW WHAT YOU WANT In your subject line, put “FYI”, “ACTION”, or “FOR DISTRIBUTION” before the title of the email so people know what’s expected of them.



YOU LOST ME State key content up front. Be clear and concise.



IS YOUR EMAIL REALLY NECESSARY? If you can have a face-to-face chat or make a phone call instead, do. If you are just saying thanks, ok, etc, don’t. You can halve your email traffic this way.



YOU TOO CAN PREVENT EMAIL FIRES never send emails when you are upset. Compose yourself before you compose your message. Be professional and respectful.



10,000 COLLEAGUES UNDER THE CC don’t copy additional recipients in unless absolutely necessary. Don’t request a return receipt unless it is essential.



ITS NOT A RANSOM NOTE Stick to the agreed typeface and formatting. Make it easy to read. Don’t be over-familiar; unless it’s with very close colleagues, err on the side of formality.



PROOFREADING IS IMPOTENT Review everything before you hit send. Spare yourself the embarrassment of the missing attachment or the unfortunate typo. (IMPOTENT!)



BE AFRAID. BE VERY AFRAID. Don’t hit reply to all unless everyone really needs to know.



DO NOT OPEN THIS MESSAGE! If your email is a one-liner, put it in the subject box and add EOM for End Of Message.



DON’T SHOUT! Capital letters = yelling in the world of email.

Email Tools and Tips (with thanks to Franklin Covey)

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Calendar The next function we will look at is the Calendar:

Changing the View You can amend the overall view of the calendar screen by selecting whether you would prefer to see your calendar on a day to day basis or a weekly or monthly basis. If you select the week view note there is a further option on the toolbar to show a work week which is Monday to Friday or a full week which includes the weekend.

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Keyboard Shortcuts Show 10 days in the calendar.

ALT+0

Show 1 day in the calendar.

ALT+1

Show 2 days in the calendar.

ALT+2

Show 3 days in the calendar.

ALT+3

Show 4 days in the calendar.

ALT+4

Show 5 days in the calendar.

ALT+5

Show 6 days in the calendar.

ALT+6

Show 7 days in the calendar.

ALT+7

Show 8 days in the calendar.

ALT+8

Show 9 days in the calendar.

ALT+9

Go to a date.

CTRL+G

Switch to Month view.

ALT+= or CTRL+ALT+4

Adding New Appointments To add a New appointment to your calendar click on the New button in the top left hand corner of the outlook screen.

Keyboard shortcut - CTRL+N - Create a new appointment when in calendar. The following window will open:

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Now you can specify the Subject, Location, date and times. There is also a space to provide a short message or more details of the booking. Please note by checking the All day event the appointment will not visibly block out the times in the calendar so this option is best used with caution. It is more helpful to specify a start and finish time even if it is 08:00 – 20:00 the booking is then visible in your calendar. Once you have completed entering all the information click on the Save and Close button in the top left hand corner of the window. Your appointment should appear in the calendar now.

Inviting other attendees Outlook not only allows you to set up your own appointments it also has the option of inviting others outlook users. You can access this option when creating an appointment as above, next to the save and close button is an Invite Attendees button.

When you have clicked on this the following window appears – this is the same address book you use to address emails and you use this in exactly the same way, type in an individual’s surname and it select them for the required box below.

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You will notice there is an optional box; there may be some appointments or meetings that are optional for individuals so you can use this then. Once you have finished adding attendee’s click the OK button, notice there is now a Send button next to the email details as this is now not only an appointment for you but also an invitation.

Please note, once an invite has been sent if you add further attendee’s everyone else will also receive an update of this meeting, this is sometimes confusing for the original attendee’s so it is helpful to think of your distribution list before sending out the invite.

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Setting Recurring Appointments You can set up a recurring appointment in Outlook; this can be helpful if you attend regular meetings on specific date’s or appointments that occur at the same time every month. You can set this my clicking the button below:

Keyboard shortcut - CTRL & G – set up recurrence for an appointment Set the recurrence pattern using the option available, note you can add start and finish times or number of occurrences too. Press OK when completed.

When you open an appointment that has a reoccurrence, you will see the following dialog box:

If you select Open this occurrence any changes made will be in that occurrence only. If you select Open the series you will update all appointments in the occurrence.

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If you have invited others to a reoccurring appointment and you amend any details you will be asked if you wish to send out an update.

Attaching items to your appointment

Just like in email you can attach documents to an appointment using the attach button in the insert view.

Categorize

Again like email, colour categorizing can be applied to appointments which help you identify different types of appointments at a glance. You can set up your own categories; when you click on All Categories you will see the following options; New, Rename and Delete. These controls allow you to set up your own categories.

Search for appointments You can search for appointments using the search box in the top right hand corner of the outlook screen Searches can be performed using either the full name of the meeting or a person’s name or a key word.

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Sharing your calendar You can allow others to view your calendar or have permission to add to it and they can do the same for you. Click on Share My Calendar

The following window will open up, this appears like an email or meeting invite. You then address it to the person who you wish to give permission to view your calendar and click send.

The person will then receive the invitation to view your calendar.

Permissions You can change the viewing permissions by right clicking on your calendar and selecting change sharing permissions or properties

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The window which opens will display a list of people who can see your calendar and then a permission level. You can change the level by highlighting the person and then amending the permission level.

Here is an explanation of what the different permission levels: Owner

Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)

Publishing Editor

Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)

Editor

Create, read, modify, and delete all items and files.

Publishing Author

Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.)

Author

Create and read items and files, and modify and delete items and files you create.

Contributor

Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)

Reviewer

Read items and files only.

Custom

Perform activities defined by the folder owner. (Does not apply to delegates.)

None

You have no permission. You can't open the folder. 23

Viewing other peoples calendars Once someone has given you permission to view their calendar you can open it by clicking on Open a Shared Calendar

You can then select the person by clicking on the name button; the address book screen will open allowing you to select the individual. The calendar will open.

You can have multiple calendars open at one time.

Archive your calendar items The archive process deletes items from your data file after first making a backup of the items in another Outlook data file. You can configure Outlook to automatically run AutoArchive at specific intervals, or you can manually archive the items. On the File menu, click Archive. Click Archive this folder and all subfolders. If you created other calendars below the default calendar, selecting this setting will archive items from those calendars as well.

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In the folder list, select the Calendar folder. In the Archive items older than list, select the date that you want to archive everything, select a date in the future. If you want, select the Include items with "Do not AutoArchive" checked check box. Selecting this check box will archive everything, including items that you marked as exceptions to AutoArchive. You can accept the file location where the archive file will be saved, or you can browse to a different folder and provide the file name of your choice. NOTE We recommend that you make a note of this location so that you can easily find the archive file later, if needed. Click OK. The archiving process begins. The Outlook status bar, (this is the bar at the bottom of the outlook window), displays the Archiving menu (far right hand side). You can click Archiving for the option to cancel the archive in progress. Any items that were already archived up to that point will remain in the archive file.

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Contacts Having a set of contacts is exactly the same as you would on your mobile phone; it allows you to call up an individual’s contact details easily. In outlook you can save email addresses, phone numbers and mail addresses.

There are different views that you can view your contact in, point to the View tab and click Current View, then try the different types until you find one you like the look of.

Adding new contact To add a new contact click on the New button in the top right left hand corner of the outlook screen.

Add as much information as you have to the window that opens.

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Amending existing contacts To amend an existing contact simply double click on the contact and it will open in the same window as a new contact does which allows you to add or amend any information.

Deleting contacts

Deleting a contact is very simple, select the contact by clicking on it once and either use the the toolbar or right click and select delete.

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Distribution lists Within contacts you can create distribution lists this can be helpful if you will be regularly contacting the same group of people. To set up a distribution list you go to File – New and select Distribution List and the following window will open: Firstly give your distribution list a name. If the people you wish to add to your distribution list are already in your outlook contacts or part of the internal address book click on Select Members. You can also click on Add New to add new people to the list. Once you have finished selecting all the members of the group, click on Save and Close. 27

There are a number of other options available on the main toolbar, such as a button which allows you to send the group an email or meeting request and some other familiar options from email and calendar options.

Sending and sharing contacts and distribution lists To send a contact list or individual contact simply right click on the contact and select Send Full Contact – In Outlook Format. This will attach the contact to an email for you to address and send.

Saving distribution lists If you have been sent a contact list the easiest way to save it is to have contacts open and drag and drop the attached contact into your main contact list.

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Tasks Tasks are basically an electronic to do list. There are a number of different views you can select to work in, choose one you are comfortable with. We are working in Simple view.

Anything which you have flagged (as detailed in the email section of this handout) will automatically appear in your tasks.

You can add more detail to the tasks in this view by adding a due date, completion level and more in the notes section. There is also a tick box for when the task is complete. It will then appear with a line though it as below.

Notice on the first line is an option to add a New Task. To completely remove a task from the list you can select it and use the delete

button on the toolbar.

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Notes Notes are just like post-its Again there are various views which you can work in, select your preference.

To add a new note click on the will appear.

button in the top left hand of the screen; a post-it note

Add any text you want and click on the x in the top corner to close. To delete a note click on it to select it and use the delete

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button on the toolbar.

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