Demo: Make the most of 15 minutes in Outlook 2003 - Help and How-to

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Demo: Make the most of 15 minutes in Outlook 2003

Applies to: Microsoft Office Outlook 2003

Rush, rush, rush! We are all living busy lives and need to take time to organize our day and communicate with friends, family, and associates so that we can get things done. Outlook 2003 includes many features that help you accomplish this. Come and join Bobby in his office to see best practices and features that he uses in Outlook to get the most work done in the 15 minutes that he has before his next meeting.

Check e-mail

Play Demo

Bobby needs to check his e-mail fast. Let's take a look at how he uses the Reading Pane to skim through messages and how he keeps track of an e-mail thread by using the Conversation arrangement.

How to do it (text version):

Show Demo text version

Screen action	Audio script
Microsoft Office Outlook 2003 is open, and the Calendar is full of meetings and appointments.	At last, a short break between meetings!
A 15-minute meeting reminder pops up for a meeting with Carol Phillips.	There's my next meeting. I see that I have only 15 minutes. With Microsoft Office Outlook 2003, that's plenty of time to get some work done.
The pointer clicks the Snooze button.	I'll click Snooze to be reminded again 5 minutes before the meeting, and then I'll get started.
The pointer rests on buttons in the Navigation Pane: Contacts, Tasks, Notes, and Folder List.	Let’ see, where to start? I'm in Calendar. Should I go to Contacts? Tasks? Notes? All my Outlook folders?
The pointer clicks the Mail button.	I'll start with Mail.
The Inbox opens.	Okay, I've got to get through this e-mail quickly.
The pointer rests on the Today, Yesterday, and Last Week groupings in the Inbox message list.	These groups — Today, Yesterday, and Last Week — make it easier for me to see what's new and what isn't.
The pointer clicks the Arranged By column in the message list, and then clicks From in the list.	Before I meet with Carol in a few minutes… I guess it would be a good idea to take a look at all of the messages from her in my Inbox. (I don't want to be unprepared.) I can do that by clicking From.
The pointer clicks the minus sign next to Brad Sutton in the message list.	I'll collapse the group of messages from Brad by clicking the minus sign here (sorry Brad… but I'll get to your problems later!).
The pointer clicks the first message from Carol Philips, and the Reading Pane opens on the right side.	Instead of double-clicking each message to open it, I'll use the Reading Pane.
The messages under the first message from Carol Philips become selected one after the other as Bobby presses the DOWN ARROW key.	I just click the first message here from Carol, and press the DOWN ARROW key.
As each message is selected, the Reading Pane shows the contents of the message.	I'm skimming, not really reading. With the Reading Pane, I don't actually have to open Carol's messages to get the gist of their contents …definitely a time saver.
The pointer clicks the Arranged By column in the message list, and then clicks Conversation in the list.	What else do I have in my Inbox about the International Physicians Seminar? Let's see Arranged By <pause> Conversation.
The pointer clicks the arrow to expand the conversation thread to see all messages in the thread.	When I look at messages this way, Outlook shows me only the messages I haven't read, or I can click this arrow to see the entire conversation.
Bobby selects each message in the thread to view the message contents in the Reading Pane.	Another quick skim… Now I'm confident that I've reviewed all of the messages from Carol — and these related messages about our most important project. I'm ready for our meeting with a few minutes to spare!
The Microsoft Office logo appears and shows the Microsoft Office Online URL: http://www.office.microsoft.com.	For more information about how to use the features shown in this video, see the "How to" section in the article. In the next video clip I'll be organizing my to do items by using Quick Flags for Follow Up and Search Folders. I'll see you then.

Follow up on to-do items

Play Demo

Bobby needs to follow up on some to-do items. Let's take a look at how he uses Quick Flags to mark messages that he needs to follow up on and how he can easily find those to do items by using Search Folders.

How to do it (text version):

Online training:

Search Folders: The easy way to find, read, and organize your e-mail

Show Demo text version

Screen action	Audio script
Microsoft Office Outlook 2003 is open, and the Inbox is open with the message from Carol Philips selected. The pointer clicks the Reply button, and then Bobby sends a reply message to Carol.	Well, I need to prepare for my meeting with Carol, so it's time to organize my to do items. I'll respond to this message she sent me.
The pointer clicks the flag on the right side of the message from Carol. When Bobby right-clicks the flag, the shortcut menu appears. The pointer clicks Add Reminder on the shortcut menu. The Flag for Follow Up dialog box appears. The pointer clicks the down arrow in the Due By box, and then clicks a date, February 9, from the Date Picker that appears.	And, since I want to actually remember to do what she asks, I'm going to flag this message for follow-up by using the new Outlook 2003 Quick Flag feature. I click the Quick Flag icon here to activate the quick flag. Or, I can right-click and add a reminder too. I'd like to have this done by early next week, so I'll set the reminder for then.
The pointer clicks the For Follow Up folder in the Favorite Folders pane. All messages that have been flagged with For Follow Up appear in the message list.	I used to use my Inbox as my to do list. Now I look in the For Follow Up Search Folder — a special type of "virtual" folder that shows me messages that have been flagged for follow-up.
The message from Andrew Dixon appears.	There's the flagged Dr. Dixon message right on top. I didn't move it there, it just appears there because it has a flag. When I clear the flag, the message won't appear in For Follow Up anymore.
The pointer clicks the Inbox in the Navigation Pane.	Back to my Inbox.
The pointer clicks the topmost message in the conversation about the Physician's Seminar, and then drags it to the Physician's Seminar subfolder under Inbox. All the messages in the conversation are moved to the subfolder.	Since I don't like a cluttered Inbox, I'll file these away in a conventional folder. I just click the top of the conversation and drag it to this folder I created. Voila, filed just where I want them.
The pointer right-clicks Search Folders in the Navigation Pane. The shortcut menu for Search Folders appears. The pointer clicks New Search Folder on the shortcut menu. The New Search Folder dialog box appears.	I have this nagging feeling I've filed a message from Carol that I ought to be aware of — and that I may have already responded to. I know, I'll set up a Search Folder to show all of my correspondence with Carol. I just right-click the Search Folder icon here and click New Search Folder.
The pointer double-clicks Mail from and to specific people. The Select Names dialog box appears.	I want to see everything Carol has sent to me, and everything I've sent to her. So, I click this predefined Search Folder and select Carol's name from my Address Book.
The pointer clicks Carol Philips in the Name list, and then clicks OK twice to close the dialog boxes. A Search Folder called Carol Philips appears in the Navigation Pane below Search Folders.	Presto. From now on, any messages I send to or get from Carol will show up here, regardless of where I've actually stored them.
The pointer clicks the Arranged By column in the message list, and then clicks Folder on the shortcut menu. All the messages from Carol Philips appear in the message list.	And I can stop worrying about where I've filed something because I can see the location of each message by clicking Folder.
The pointer clicks the message from Carol about Andrew Dixon. The content of the message appears in the Reading Pane.	Ah! This is the message that I was thinking of. It's another one about Dr. Dixon. It looks as if I still need to reply. I'd better read this before my meeting.
The Microsoft Office logo appears and shows the Microsoft Office Online URL: http://www.office.microsoft.com.	For more information about how to use the features shown in this video, see the "How to" section in the article. In the next video clip I'll be using Instant Messenger from within Outlook to ask Brad some questions, and then I'll get some scheduling tasks done. I'll see you then.

Connect with people

Play Demo

Bobby needs to ask Brad Sutton a question about Dr. Dixon. Let's see how Bobby uses Instant Messaging to reach Brad quickly. Bobby then needs to check the Sales team's calendar kept on their Microsoft Windows SharePoint Services site. Bobby views his calendar and the Sales team's calendar side by side in Microsoft Office Outlook 2003. Let's see how he does that to get his scheduling done.

How to do it (text version):

Online training:

See and share multiple calendars

Show Demo text version

Screen action	Audio script
In Outlook 2003, the pointer clicks the message from Brad Sutton.	I wonder what strategy I should use when I ask Dr. Dixon to be our speaker. I think that Brad, in sales, worked with Dr. Dixon recently. I could check with him by sending an e-mail message.
The pointer clicks New and a new message opens. Bobby types Brad's name in the To line. The name is resolved by the Address Book AutoComplete features and an Instant Message pawn icon appears next to Brad's name and e-mail address.	But, I want an answer right away. I can see by the icon next to Brad's name that's he's online.
The pointer clicks the icon's down arrow, and then on the shortcut menu clicks Send Instant Message. The Windows Messenger Conversation window opens.	I'm going to send an instant message right from here. Since I know Brad's online, I'll get an answer instantly.
Bobby reads out loud what he is typing to Brad. The words appear in the Instant Message window. The pointer clicks the Send button.	"Hey Brad, I was wondering if you have any tips for how best to ask Dr. Dixon to speak at our conference? You know him, don't you?" I'll send that.
Brad Sutton replies with "He likes golf... but I'd be happy to meet later to discuss further. Take a look at my schedule." Bobby responds. He says out loud what he is typing in the Instant Message window. The pointer clicks the Send button.	Oh, great! He's online, and he's at his desk. Thanks Brad, that'll be helpful.
The pointer clicks the Calendar button in the Navigation Pane.	Before I set up a meeting with Brad, I should check the Sales Team group schedule.
The pointer selects the East Coast Sales Team Home Page check box.	I'll take a look by selecting this check box here under Other Calendars.
The East Coast calendar appears to the right of Bobby's calendar.	The sales team keeps a calendar for group activities on our Windows SharePoint Services site, and I can view this calendar right from Outlook. So helpful that I can look at the two calendars side by side like this.
The pointer clicks the 4 o'clock block in Bobby's calendar.	I'll go ahead and schedule a meeting with Brad at 4:00 today.
Bobby right-clicks the time block, and then clicks New Meeting Request on the shortcut menu.	Select here, four to four-thirty. Right-click, click New Meeting Request.
The Meeting Request dialog box appears. The pointer clicks the To button. The Address Book appears, and Bobby selects Brad Sutton from the Name list. Bobby types Dr. Dixon in the Subject line, and then types Brad's Office in the Location line.	To Brad <pause>. Subject… Dr. Dixon. In Brad's office.
The pointer clicks the Send button.	And send the request.
The meeting that Bobby just scheduled appears in his calendar.	What's one more meeting in my busy day?
The Microsoft Office logo appears and shows the Microsoft Office Online URL: http://www.office.microsoft.com.	For more information about how to use the features shown in this video, see the "How to" section in the article. In the next video clip I'll be dealing with junk e-mail. It shouldn't take much time though, because I'm using the Outlook 2003 Junk E-mail Filter. I'll see you then.

Control junk e-mail

Play Demo

Bobby is happy that Microsoft Office Outlook 2003 helps to control spam in his Inbox. Let's take a look at how Bobby sets his Junk E-mail Options and how Outlook helps to protect his privacy from the potential nuisance of Web beacons in e-mail messages.

Note The Junk E-mail Options dialog box shown in this demo now has additional enhancements that you will see when you install and run Microsoft Office 2003 Service Pack 1. For more information, see What's new for Outlook 2003 in Service Pack 1.

How to do it (text version):

Online training:

Audio course: Slice the spam! How Outlook helps protect you from junk e-mail

Show Demo text version

Screen action	Audio script
Outlook 2003 is open and Bobby's calendar is displayed. The pointer clicks the Mail button in the Navigation Pane. Bobby's Inbox appears. The pointer points to the Junk E-mail Folder in the Navigation Pane.	I've still got minutes to spare before my meeting with Carol. What should I tackle next? I know, I'll switch to my Inbox and take a look at what the Junk E-mail Filter has been catching for me.
The pointer right-clicks a message in the message list, points to Junk E-mail on the shortcut menu, and then clicks Junk E-mail Options. The Junk E-mail Options dialog box appears with the Low setting selected.	In Outlook 2003, the Junk E-mail Filter is always on. I keep most of the junk out of my Inbox by right-clicking here and clicking Junk E-mail Options.
The pointer clicks the High option button, and then clicks OK. The Junk E-mail Options dialog box closes.	I've set the filter to High. That way Outlook catches most of the junk.
The pointer clicks the Junk E-mail Folder in the Navigation Pane.	Every other day, I take a peek to see what went into the Junk folder — just in case there is something that I actually want to see.
The pointer clicks the message from Amy Rusko.	Whoops. Like this message from Amy at Adatum Corporation.
The pointer clicks the Not Junk button on the toolbar. The Mark as not Junk dialog box appears with the check box for Always trust e-mail from Amy@adatum.com selected. The pointer clicks OK.	I'll correct this by clicking Not Junk.
The pointer clicks the Inbox folder in the Navigation Pane, and then the message from Amy Rusko appears in the message list.	It worked. The message is back in my Inbox, and the sender's name is added to my Safe Senders List (so this shouldn't happen again).
The pointer clicks the Actions menu, points to Junk E-mail, and then clicks Junk E-mail Options. The Junk E-mail Options dialog box appears. The pointer clicks the Safe Senders tab. The pointer clicks the Add button.	Come to think of it, I always want messages from my contacts at Adatum to reach me. So, I'll add the entire Adatum domain to my safe list.
Bobby types @adatum.com in the box. The pointer clicks OK.	Now any message from anyone at Adatum will go directly to my Inbox.
The selected Also trust e-mail from my Contacts check box is circled by a red line to focus on that feature. The pointer clicks OK. The Junk E-mail Options dialog box closes, and then the Inbox appears.	Luckily, I don't have to add everyone from my own company to the list. Outlook knows to trust those people automatically — it also trusts anyone I've added to my Contacts list.
The pointer clicks the message from Bobby Moore in the message list. The Reading Pane shows the contents of the message. There is a box in the message body with a red x indicating a placeholder for an image. The pointer double-clicks the message to open it.	What's going on with this red x? Oh, I remember: This is another way Outlook keeps junk away from me. Certain kinds of pictures linked from an external source and included in an e-mail message can be used by spammers as Web beacons to verify that my e-mail address belongs to a real person. If these pictures are allowed to display, I could be spammed again. To help protect my privacy, Outlook does not automatically download these images.
The pointer clicks the InfoBar that reads Click here to download pictures. The pointer clicks Download pictures in the list that appears. The red x placeholder is replaced by an image of two people talking in front of a wall map.	But just like with junk mail, I still make the final decision. All I have to do is click the InfoBar and choose Download Pictures.
The pointer clicks the Close button, and then the message closes.	Well… I'm off to meet with Carol. It's been a packed 15 minutes. Not only did I have time to prepare for my meeting, but Outlook 2003 helped me to reach out to people and get my day organized.
The Microsoft Office logo appears and shows the Microsoft Office Online URL: http://www.office.microsoft.com.	For more information about how to use the features shown in this video, see the "How to" section in the article. And for more information about Outlook 2003, visit the Office Online Web site.

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