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MICROSOFT OUTLOOK

Managing and prioritizing information

About Outlook Today

The Outlook Today page provides a preview of your day. By using Microsoft Outlook Today, you can see a summary of your appointments, a list of your tasks, and how many new e-mail messages you have. You can set this page to be the first page that opens when you start Outlook, and you can change the way Outlook Today appears.

Change the appearance of Outlook Today

  1. On the Outlook Bar, click Outlook Today .
  2. On the Outlook Today page, click Customize Outlook Today.
  3. In the Styles area, click an option in the Show Outlook Today in this style list.
  4. The graphic below the list shows how the Outlook Today page will appear.
  5. Click Save Changes.

Change how many appointments appear on the Outlook Today page

  1. On the Outlook Bar, click Outlook Today .
  2. On the Outlook Today page, click Customize Outlook Today.
  3. In the Calendar area, enter a number of days. The appointments that take place within this time span will appear on the Outlook Today page under Calendar.
  4. Click Save Changes.

Change the tasks that appear on the Outlook Today page

  1. On the Outlook Bar, click Outlook Today .
  2. On the Outlook Today page, click Customize Outlook Today.
  3. In the Tasks area, click the option you want.
  4. Click Save Changes.

Sort my task list in Outlook Today

  1. On the Outlook Bar, click Outlook Today .
  2. On the Outlook Today page, click Customize Outlook Today.
  3. In the Tasks area, click an option in the Sort my task list by list.
  4. To sort tasks by a second criterion, click an option in the Then by list.
  5. Click Save Changes.

Change the e-mail folders that appear in Outlook Today

  1. On the Outlook Bar, click Outlook Today .
  2. On the Outlook Today page, click Customize Outlook Today.
  3. In the Messages area, click Choose Folders.
  4. Select the check box next to the folders you want to display on the Outlook Today page.
  5. Click Save Changes.

Make the Outlook Today page my default page when I start Outlook

  1. On the Outlook Bar, click Outlook Today .
  2. On the Outlook Today page, click Customize Outlook Today.
  3. In the Startup area, select the When starting, go directly to Outlook Today check box.
  4. Click Save Changes.

Show or hide the Outlook Bar

  • On the View menu, click Outlook Bar.

Create a shortcut on the Outlook Bar

  1. On the Outlook Bar (The column on the left side of the program window that includes groups such as other or other shortcuts, and the shortcuts available within each group. Click a group to show the shortcuts in the group. Click a shortcut to gain quick access to folders), click the group you want to add the shortcut to.
  2. On the Outlook Bar (The column on the left side of the program window that includes groups such as other or other shortcuts, and the shortcuts available within each group. Click a group to show the shortcuts in the group. Click a shortcut to gain quick access to folders), right-click the background of the group where you want to add the shortcut (Icons on the outlook Bar on the left side of the program window that offer quick access to folders. You can create your own shortcuts and remove existing ones in each group), and then click Outlook Bar Shortcut on the shortcut menu.
  3. Choose the folder you want to add to the Outlook Bar.

    To view folders from your hard disk, click Look in and choose File System.

Move a shortcut on the Outlook Bar

  • Drag the shortcut (Icons on the outlook Bar on the left side of the program window that offer quick access to folders. You can create your own shortcuts and remove existing ones in each group) you want to a new location on the Outlook Bar (The column on the left side of the program window that includes groups such as other or other shortcuts, and the shortcuts available within each group. Click a group to show the shortcuts in the group. Click a shortcut to gain quick access to folders).

    Use the arrows that appear to position the shortcut where you want it.

Note   If you want to drag the shortcut to a group that isn't open on the Outlook Bar, rest the pointer on the group name you want to open. If you want to scroll through the items in a group that is open, rest the pointer near the top or bottom of the group.

Change the size of shortcuts on the Outlook Bar

  • To reduce the size of shortcuts (Icons on the outlook Bar on the left side of the program window that offer quick access to folders. You can create your own shortcuts and remove existing ones in each group), right-click the background of the Outlook Bar (The column on the left side of the program window that includes groups such as other or other shortcuts, and the shortcuts available within each group. Click a group to show the shortcuts in the group. Click a shortcut to gain quick access to folders), and then click Small Icons on the shortcut menu.
  • To increase the size of shortcuts, right-click the background of the Outlook Bar, and then click Large Icons on the shortcut menu.

Remove a shortcut from the Outlook Bar

  • On the Outlook Bar (The column on the left side of the program window that includes groups such as other or other shortcuts, and the shortcuts available within each group. Click a group to show the shortcuts in the group. Click a shortcut to gain quick access to folders), right-click the shortcut (Icons on the outlook Bar on the left side of the program window that offer quick access to folders. You can create your own shortcuts and remove existing ones in each group) you want to delete, and then click Remove from Outlook Bar on the shortcut menu.

Open a group on the Outlook Bar

  • On the Outlook Bar (The column on the left side of the program window that includes groups such as other or other shortcuts, and the shortcuts available within each group. Click a group to show the shortcuts in the group. Click a shortcut to gain quick access to folders), click the group you want to open.

Add a group to the Outlook Bar

  1. On the Outlook Bar (The column on the left side of the program window that includes groups such as other or other shortcuts, and the shortcuts available within each group. Click a group to show the shortcuts in the group. Click a shortcut to gain quick access to folders), right-click the background, and then click Add New Group on the shortcut menu.
  2. Type a name for the group, and then press ENTER.

Rename a group on the Outlook Bar

  1. On the Outlook Bar (The column on the left side of the program window that includes groups such as other or other shortcuts, and the shortcuts available within each group. Click a group to show the shortcuts in the group. Click a shortcut to gain quick access to folders), right-click the group you want to rename, and then click Rename Group on the shortcut menu.
  2. Type a name for the group, and then press ENTER.

Remove a group from the Outlook Bar

  • On the Outlook Bar (The column on the left side of the program window that includes groups such as other or other shortcuts, and the shortcuts available within each group. Click a group to show the shortcuts in the group. Click a shortcut to gain quick access to folders), right-click the group you want to remove, and then click Remove Group on the shortcut menu.

Show or hide folders

  • To see the Folder List, click the View menu, and then click Folder List.

Tip   To quickly see the Folder List and automatically hide it when you select a folder, click the title of the open folder, such as Inbox, in the Folder Banner (The horizontal bar just below the toolbars that shows the name of the current folder to the left and the icon for the current folder to the right. To quickly view a temporary Folder List, click the name of the current folder on the Folder Banner). To keep the folder list open, click the push pin.

Open a folder in a separate window

  1. On the View menu, click Folder List.
  2. Right-click the folder, and then click Open in New Window on the shortcut menu.

Create a folder for items

  1. On the File menu, point to New, and then click Folder.
  2. In the Name box, enter a name for the folder.
  3. In the Folder contains box, click the type of items (An item is the basic element that holds information in Outlook [similar to a file in other programs]. Items include e-mail messages, appointments, contacts, tasks, journal entries, and notes) you want the folder to contain.
  4. In the Select where to place the folder list, click the location for the folder.

Share a file folder with another person

  1. On the Outlook Bar (The column on the left side of the program window that includes groups such as other or other shortcuts, and the shortcuts available within each group. Click a group to show the shortcuts in the group. Click a shortcut to gain quick access to folders), click Other or Other Shortcuts.
  2. Click My Computer.If the My Computer icon is missing, you need to add it.
  3. Double-click the drive that contains the folder you want to share.
  4. Right-click the folder you want to share, and then click Sharing on the shortcut menu.
  5. Click Shared As, and then select the options you want.

    For Help on an option, click the question mark , and then click the option.

Notes

  • If the Sharing command is not available, you must enable file and print sharing services. For more information, see your Windows documentation.
  • To quickly locate the folder you want, use the Folder List. If the Folder List is not visible, click the View menu, and then click Folder List.

Move a folder

  1. On the View menu, click Folder List.
  2. Click the folder you want to move.
  3. On the File menu, point to Folder, and then click Move Folder name.
  4. In the Move the selected folder to the folder list, click the location where you want to move the folder.

Copy a folder

  1. On the View menu, click Folder List.
  2. Click the folder you want to copy.
  3. On the File menu, point to Folder, and then click Copy Folder name.
  4. In the Copy the selected folder to the folder list, click the location you want the folder copied to.

Determine the size of an Outlook folder

  1. Right-click the folder you want to determine the size for, and then click Properties on the shortcut menu.
  2. Click Folder Size.

Rename an Outlook folder

  1. On the View menu, click Folder List.
  2. Click the folder you want to rename.
  3. On the File menu, point to Folder, and then click Rename Folder name.
  4. Type a new name for the folder.

Delete a folder

  1. On the View menu, click Folder List.
  2. Click the folder you want to delete.
  3. On the File menu, point to Folder, and then click Delete Folder name.