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Laboratory Exercise 10 – Managing Files and Folders

Office Productivity Tools 2 Laboratory Exercise # 10 Managing Files and Folders Objectives: At the end of the exercise, the students are expected to be able to: v Manage their mailbox v Create a PST file v Manage folders v Create rules v Customize mail formats v Manage their contacts

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Laboratory Exercise 10 – Managing Files and Folders

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  1. OfficeProductivityTools2 LaboratoryExercise#10 ManagingFilesandFolders Objectives: Attheendoftheexercise,thestudentsareexpectedtobeableto: vManagetheirmailbox vCreateaPSTfile vManagefolders vCreaterules vCustomizemailformats vManagetheircontacts Materials: •3½floppydisk Note:Allexercisesshouldbesavedinyourdatadiskandmustbesubmittedtoyourinstructorafterevery laboratorysession. BasicInformation: ManagingtheMailbox SeveralfoldersareavailablewhenanaccountinOutlookiscreated;thesearethedefaultfolders.Asidefrom thesefolders,theusersstillhavetheoptionofcreatingotherfolderswheretheycanarchivecertainmessages. Inthismanner,themailboxwon’tgetfilled,andallmessageswillbereceived.Thoughmessagesarereador not,itcanbetransferredtothearchivefoldersplusthefactthatthesefoldersareplacedonthelocaldrive. DefaultFolders Thedefaultfoldersare: •DeletedItems–folderwheredeletedmessagesareplaced. •Drafts–folderwhereinthemessagesthatarenotyetbeensentareplaced. •Inbox–defaultfolderofallincomingmessages. •JunkE-mail–alljunkemailsthatyouidentifiedtobeajunkmail. •Outbox–folderwheremessagesaretrappedwhenstillsendingthemessageandthefontisinitalic style. •SentItems–folderwheremessagesstaywhenalreadysent. TheFavoritesFolderspanealsocontainsthedefaultfoldersthatsomehowprovideaquickaccessonit.It canbedeletedtofreesomespaceifwishedto. CreatingaPSTfile APSTfilereferstothepersonalfolderthatyoucancreatewhichalsoreferstoasanarchivefolder.Creating anarchivefolderallowsyoutodealwiththemessages. CreatingafolderintheArchive Thearchivefolderthatwascreatedonlyhasdeleteditemsandsearchdefaultfolders.However,adding folderswillalsohelpyouorganizeyourmessagesaccordingtoyourpreferences.Say,youwanttocreatea folderwhichwillonlycontainthemessagesfromyourfamilyorfriendsorfromsomeone. DeletingaFolder FoldersthatcanbedeletedaretheonlyfolderscreatedfromArchiveandnotthedefaultofthearchive. Simplyselectthefoldertobedeleted,accesstheEditmenuandchooseDeletecommand. MovingaFolder However,folderscreatedfromanarchivefoldercanalsobemovedtothedefaultmailboxfolders.Todo this,selectthefoldertobemoved,accesstheEditmenuandclickontheMovetoFoldercommand.From theMovefolderdialogbox,selectthefolderwherethefoldershouldbemovedandclickOK. LaboratoryExercise10–ManagingFilesandFolders

  2. OfficeProductivityTools2 MovingaMessagetoaFolder Justlikemovingafolder,samestepswillbefollowed.Mostusersmovetheirpersonalmessagestotheir archivefolderstoseparatepersonalandbusinessmessages. SettingaRule Settingaruleallowsyoutosetmessagesofacertainpersonoracertainsubjecttoautomaticallybeplacedin acertainfolder.Thismannercanalsomanageyourmessages. MailCustomization Mailcustomizationletsyouusestationeriesaswellassignatures.Italsoallowsyoutomodifyyourmessage format,settings,andevenyourdeliveryoptions. ModifyingMessageFormats Youcanusemessageformatswithseveraloptionstochoosefrom.Youcanevenspecifyyouroutgoing messages’defaultappearance.Rememberthatappearancecanalwaysbemodifiedaccordingtoyour preferences. Herearetheformatstochoosefrom:HTMLformatisusedwhensendingmessagesinformatusedforWeb pages.HTMLemailmessagesaredisplayedbymostlypopularmailprograms.RichTextoptionisusedwhen therecipientalsousesOutlook.PlainTextoptionismostlyusedwhentherecipient’smailformatisnot known.Textsintheoutgoingmessagescannotbeformattedinthisoptionbutanywaycanbereadbythe recipients. UsingMessageStationery WhenHTMListhechosenformat,itgivesyoupredesignedstationerythatincludesbackground,graphical elementslikebullets,picturesandhorizontallines,textfonts,andcolorsthatblendswiththebackground design.Moreover,OutlookalsoallowsyoutouseyourownFontsthatwillbeusedwhencomposinganew message,whenreplyingandforwardingmessagesandwhencomposingandreadingmessages. CreatingaSignature Signatureallowsyoutoincludeyournames,officeaddresses,phonenumbers,andevendesignyourowntag lineineverymessagetheysend. ModifyingDeliveryOptions Deliveryoptionscanalsobemanagedtoknowifthemessagehasbeenreadornotandifthemessageswere delivered.Inthisway,thesenderwillbenotifiediftherecipienthasreceivedandreadthemessage. Contacts Contactfolderisusedtostorepersonalcontactswithaddresswhichcanbeahomeoranofficeaddress, multiplephonenumbers,image,birthday,andmanyotherinformationofaperson.Contactscanalsobe usedincommunicationsuchasaddressingameetingrequest,e-mailmessage,ortaskrequest. LaboratoryExercise10–ManagingFilesandFolders

  3. OfficeProductivityTools2 AddingContact Outlookseparatesallinformationofapersonintoadesignatedfieldtohelpyousort,group,andfilterthe information.Thefieldsincludename,jobtitle,company,business,home,businessfax,ormobilenumbers, e-mailandwebaddresses. Notethatwhenfillinganyofthephonenumbersforthefirsttime,adialogboxappearsaskingforinformation ofmodemorlinethatyouwillbeusing.Simplyfillthetextboxesjustlikeshownbelow.Thenexttimeyou willaddanumber;thiswillnolongerappearbutcanbeeditedfromtheControlPanel. HereisanexampleofaContactformfilledwithinformation. EditingaContact Tomodifyacertaincontact,clicktheContactfromtheFolderlistandthelistofcontactsappearsbesideit justlikeshownonthenextpage. LaboratoryExercise10–ManagingFilesandFolders

  4. OfficeProductivityTools2 Double-clickonthenameofthecontacttobeeditedtoenablehisform.TheFullnamebuttoncanbe clickedforfullinformationoftheperson.FromtheCheckFullNamedialogbox,chooseatitlefortheperson andclickit.Enterhisfirst,middle,andlastnameandifapplicable,enterasuffixfortheperson.ClickOK buttonwhendonetoclosethedialogbox.Noticethatallinformationfilledfromthedialogboxwillbe viewedfromthecontactform. OntheFileAslistbox,thereareseveralformsthenameiswrittentochoosefrom.Imagebelowshowsthe severalforms.Simplyclickthedrop-downlistboxandchoosefromthegivenlist. FromthePhonenumberssetofoptions,noticeanarrowpointingdownbesideeachbutton.Clickthisto changetheinformationofthephonenumber,whereinyoucanchoosefromassistant,business,business2, callback,car,etc.andwhencertaininformationisclicked,thenthebuttonchangesastothechosenoption. Say,Businessbutton,clickthisandenablethedialogboxwhichholdsthecompleteinformationfieldsfora LaboratoryExercise10–ManagingFilesandFolders

  5. OfficeProductivityTools2 phonenumber,theCheckPhoneNumberdialogboxappears.Selectthecountrywherethepersonisandfill theareacode,thenthenumberanditslocalnumberifapplicable.Allthisinformationthenappearsonhis form.Notethatalocalnumberisrepresentedwith“x”.Applythesametootherphonenumberoptionif appropriate. FromtheAddressessetofoptions,onlytwobuttonsareprovided,theBusinessbuttonandbesideitisthe arrowpointingdownwardswhereyoucanchoosefrombusiness,home,andotheroption.Thebusiness referstothebusinessaddress,homereferstohomeaddress,andotherreferstoanyotheraddressesthe contacthas.Say,choosethebusinessoption,thetextboxthenallowsyoutoenterthecontact’sbusiness address.Theoption:Thisisthemailingaddress,isprovidedtoknowthecontact’smailingaddress.Simply checkthisoption.However,thoughthebusinessaddressisalreadyused,thehomeaddresscanalsobeused, choosethisoptionandenterthehomeaddressfromthetextboxprovided.Ontheotherhand,thisdoesnot meanthatitreplacesthebusinessaddress.Simplyclickagainthebusinessoptionfromthearrowdrop-down toviewit.Byclickingtheleftmostbuttonthatstateswhetherbusiness,home,orother,itallowsyoutoenter acompleteaddressfromstreetnumbertocountry.BelowisthesampleofCheckAddressdialogbox. Noticetherightsideoftheformwhichincludesthee-mailaddress,displayasoption,webpageaddress,IM address,andatextboxwhereinyoucanincludenotesaboutthecontactperson.Noticeabuttonalmostat themiddleoftheform;thisistheAddContactPicturebutton.Clickthiswhendesiredtoaddanimageofthe person.FromtheAddContactPicturedialogbox,browseonthedirectorywherethepictureis,pointtoit andclicktheOpenbutton. NoticethearrowpointingdownbesidetheE-mailaddressoption.Clickittoenteruptothreee-mail addresses.Again,thisdoesnotmeanthatpreviousaddressesenteredwillbedeleted.Ontheotherhand,the Displayasoptioncontainsthechosene-mailaddressjustaboveit.However,thiscanbeeditedbyreplacing itbysayhisnickname.Justselectthetextandreplaceitwiththedesireddisplay.Fromthewebpage address,commonly,thewebpageofthepersonisenteredhereifanyisavailable,ifnot,hiscompany’sweb LaboratoryExercise10–ManagingFilesandFolders

  6. OfficeProductivityTools2 addresswilldo. IMfromtheIMaddressstandsforInstantMessagingwhichincommonistheuser’s username. Aftermodifyingthenecessaryinformation,clicktheSaveandClosebutton,orpress<CTRL+S>andthen press<ESC>key.If<ESC>wasaccidentallypressedwithoutsaving,Outlookwillstillpromptyouifthe changeswillbesaved.ChooseYesoptiontosavethechanges. CustomizingContactsView Normally,theviewofContactsisliketheoneshownineditingacontacttopic.Noticetheletterslining downwardsontherightmostofthewindow.Whenaletterisclicked,itselectsacontactthatstartswiththat letter.Right-clickonthespaceandthisgivestheuserseveraloptionsavailabletomodifythecurrentviewof contact.Belowaretheavailableoptionswhenright-clicked. HereareoptionsthatcanmodifytheviewoftheContacts. • • • • -Thisoptionsortsthecontactseitherascendingorindescendingorder. -Thisoptionshowstheemptyfieldsofallcontacts.Belowisasampleofa contactthatshowsalltheemptyfields.Thosewithredlinesaretheemptyfields(butthisdoesnot meanthatOutlookalsoputsaredlineonemptyfields). -Thisoptionoccupiesthewholespaceoftheview.Butnoticethegrayhorizontalline, pointtoitandthemousepointerwillbecomeadouble-headerarrowwhichstatesthatthiscanbe movedeitherleftorright. -Whenthisoptionischosen,theCustomizeView:AddressCardsdialogbox appearsasshownbelow. LaboratoryExercise10–ManagingFilesandFolders

  7. OfficeProductivityTools2 TheFieldsbuttonallowsyoutoarrangealldesiredfieldstobeshownineachcontact,inshort,alltheoptions availableonthedrop-downbuttons.Sortbutton,justlikewhenright-clicked,arrangesthecontactseither ascendingordescendingorder.TheOtherSettingsbuttonallowsyoutomodifythefontsinContacts. FindingaContact Saythatyourcontactistoomanyandhardtofindacertainpersonormayhaveforgottenthenicknameyou gavetotheperson.Tofindacontact,clickontheTypeacontacttofindtextboxandenterthenameonit, partialorfullnamewilldo,thenpress<ENTER>key.ChooseContactdialogboxappearswhenthereare severalcontactsthathavethesamefirstorlastname.ChoosethecertainnameandclicktheOKbutton. However,thearrowpointingdownwardswillalsolistthenamesenteredonthetextbox.Simplyclickthe nametoopenhisformandthissomehowstatesthatthisformcanbeedited.Notethatpersonsaddedon Contactsareusuallyfromtheoutsidenetwork. SortingContacts Sortingalsohasalotofoptions.WhileontheContacts,clickontheViewmenu,pointtoArrangedby option,pointtoCurrentViewoptionandchooseadesiredarrangementofthecontacts.Belowarethe optionsavailableonCurrentView. CreatingaDistributionList Adistributionlistisacollectionofcontactsorgroupingofcontacts.Anexamplescenarioiswhenfrequently sendingamessageonagroupofpeople.Normally,clicktheTobuttonandselectalltherecipients.Foran easierjob,createadistributionlistthatwillcontaintheseentirerecipients.Asidefromusingthedistribution listinmessaging,thiscanalsobeusedintaskrequests,meetingrequests,etc. AdistributionlistinContactsfolderisidentifiedwiththe iconandwillnotbeavailableonother accountsnotliketheGlobalAddressListwhichisadefaultonallaccountusingMicrosoftExchangeServer. Notethatwhensendingamessageandadistributionlistisselected,thenameofthelistappearsontheTo textboxandbeforethenameisaplus(+)signthatstatesthatthereareindividualsonit. LaboratoryExercise10–ManagingFilesandFolders

  8. OfficeProductivityTools2 Tocreateadistributionlist,fromtheFilemenu,pointtoNew,andclickDistributionListandablank distributionlistappears.FromtheNametab,enteranameforthelistinNametextbox.ClickontheSelect Membersbutton.Ifthepeopletoincludeinthedistributionlistarefrominsidethenetwork,selecttheGlobal AddressListfromtheShowNamesfromthedropdownlist.Iftherecipientisfromtheoutsidenetwork, chooseContact.Hold-downthe<SHIFT>keyandclickthenamesthenclickontheMembersbutton.The nameswillbedisplayedontheform.ClicktheSaveandClosebuttontosavethelist.Now,lookatthe contactfolderandthereappearsthedistributionlistjustliketheoneshownbelow. Activity CreatingaPSTFile 1.OpenMSOutlook2003. 2.AccesstheFilemenu,pointtoNew,andchooseOutlookDataFile.TheNewOutlookDataFile dialogboxappears.MakesurethatOfficeOutlookPersonalFoldersFile(.pst)isselectedfromthe NewOutlookDataFiledialogboxthenclickOK. 3.TheCreateorOpenOutlookDataFiledialogboxthenappears.Choosethe3½Floppydrivefrom theSavein:listbox.Besurethatyourfloppydiskisinserted. 4.EnteranameontheFilename:textbox.Forthisexercise,enterXXX_Archive(replacexxxwithyour initials)thenclickOK. 5.EnterthesamenameintheCreateMicrosoftPersonalfoldersdialogbox. LaboratoryExercise10–ManagingFilesandFolders

  9. OfficeProductivityTools2 6.EnterapasswordonthePasswordtextboxandthesamepasswordontheVerifytextboxthenclick OK.Makesurethatthepasswordyouenterediseasytoremember. 7.PersonalFoldersPassworddialogboxappearsaskingthepasswordyouhavejustentered.ClickOK. Noticethefolderwasaddedontheleftsideofyourscreen. 8.Clickontheplussignbesidethefoldertoexplorethedefaultfoldersofyourarchive. ManagingtheFolders 1.ThePSTfolderstillselected,accesstheFilemenu,pointtoNewandchooseFolder.TheCreateNew Folderdialogboxappears. 2.EnterMyInstructorontheNametextbox.MakesurethatMailandPostItemsisselectedonthe FoldercontainslistboxandtheArchivefolderyourecentlycreatedisalsoselectedfromtheSelect wheretoplacethefolderpart.ClickOK. 3.Now,lookattheleftsideofyourwindow.AfolderMyInstructormustbeadded. 4.Now,createanInboxfolderonyourPST. 5.Now,movetheMyInstructorfolderontheInboxfolderofyourPST.SelecttheMyInstructor folder. 6.AccesstheFilemenu,pointtoFolder,andchooseMove“MyInstructor”.TheMovefolderdialog boxappears. 7.ClickontheInboxfolderofyourPSTthenclickOK.ClickontheplussignbesidetheInboxfolderto viewtheMyInstructorfolder. 8.DeleteMyInstructorfolder,repeatstep6butthistime,choosetheDelete“MyInstructor”folder. ClickOK. Movingmessagestoafolder 1.CreateanotherMyInstructorfolderonyourInboxfolderinPST. 2.Selectallthemessagesthatweresenttoyoubyyourinstructor. TheMoveItemsdialogbox 3.AccesstheEditmenuandchoosetheMovetoFoldercommand. appears. 4.ClickontheMyInstructorfolderundertheInboxfolder.ClickOK. SettingaRule 1.ClickamessageofyourinstructorfromtheMyInstructorfolder. 2.AccesstheToolsmenuandchooseRulesandAlertsoption. appears. LaboratoryExercise10–ManagingFilesandFolders TheRulesandAlertsdialogbox

  10. OfficeProductivityTools2 3.ClickontheNewRulebuttonfromtheE-mailRuletab.TheRuleWizarddialogappears. 4.ChoosetheStartfromablankruleradiobuttonandfromStep1,selecttheoption:Checkmessages whentheyarrive.ClickNextbutton. 5.FromStep1,clickonfrompeopleordistributionlistcheckboxandonStep2,clickonpeopleor distributionlisthyperlink.ThiswillbringyouontheRuleAddressdialogbox. 6.SelectthenameofyourinstructorandclickOK.Noticethatthenamereplacesthepeopleor distributionlisthyperlink.ClicktheNextbutton. 7.Clickontheoption:moveittothespecifiedfolderonStep1andfromStep2,clickthespecified hyperlink.ClickontheMyInstructorfolderandclickOKthenclicktheNextbutton. 8.AgainclickontheNextbuttontoignoreexceptions.Enterthefullnameofyourinstructoronthe Step1textbox. 9.Fromstep2,checkonthetwotextboxesthenclicktheFinishbutton. 10.GoingbackontheE-mailRulestab,clickontheApplybuttonthenOK.Noticethatthemessagewill beautomaticallymovedonthespecifiedfolder.Also,ifthereweremessagestoarrivefromhim,this willautomaticallybeplacedonthesaidfolder. 11.Closetheapplication. LaboratoryExercise10–ManagingFilesandFolders

  11. OfficeProductivityTools2 OpeningthePSTFile YouaretoopenMSOutlookapplicationfromothercomputerunit.Since,thisisnotyourownPC,how wouldyouopenyourPST? 1.OpenMSOutlookapplication. 2.FromtheFilemenu,pointtoOpenandchooseOutlookDataFile. 3.ChoosethedirectoryonwherethePSTfileislocatedandclicktheOpenbutton. INFO:Aright-clickonafolderoronamessagegivesyouseveraloptionsthatyoucandoonthesaidfolder ormessage.Thisisashortcutinsteadofaccessingthemenus. ModifyingMessageFormats 1.AccesstheToolsmenuandchooseOptions. 2.ClickontheMailFormattab. 3.Onthefirstsetofoptions,MessageFormat,chooseHTMLfromtheComposeinthismessageformat listbox. 4.CheckontheUseMicrosoftOfficeWord2003toedite-mailmessagesifyouwanttoaccessallthe MSWordfeaturessuchasthesaurus,increatingmessages. 5.ClicktheApplybuttonwhendone. UsingMessageStationery 1.AccessagaintheToolsmenuandchooseOptionsthenswitchtoMailFormattab. 2.Fromthesecondsetofoptions,clickonthe button.TheStationeryPicker dialogboxthenappears. 3.ChooseTechToolsstationery.Apreviewofthechosenstationeryisdisplayed.ClickOK. LaboratoryExercise10–ManagingFilesandFolders

  12. OfficeProductivityTools2 SettingDefaultFonts 1.GoingbacktotheOptionsdialogbox,clickthe buttonandtheFontsdialogboxappears. 2. SetthedesiredfontsontheMessageFontsbyclickingthe button. 3. 4. 5. OntheStationeryFontssetfromtheFontsdialogbox,clickonAlwaysusemyfontsthenclickOK. Afterallhavebeenset,clicktheApplybuttonfromtheOptionsdialogbox. ClickOK. CreatingaSignature 1.AccessagaintheOptionsdialogboxfromtheToolsmenuthenswitchtoMailFormattab. 2.Fromthethirdsetofoptions,clickonthe button.TheCreateSignaturedialog boxappears. 3.ClickontheNewbuttontocreateasignature. 4.FromtheCreateNewSignaturedialogbox,enteranameforthesignature,sayFormal. 5.ClickontheStartwithablanksignatureradiobuttonthenclicktheNextbutton. 6.ClickontheFontbuttontochoosedesiredfont,fontstyle,andfontsize.Enteranameoratagline onthetextboxoftheEditSignaturedialogbox. 7.ClickOK.GoingbacktotheOptionsdialogbox,ontheSignaturessetofoptions,settheSignature fornewmessagesandSignatureforrepliesandforwardsoptionstothesignaturethatwasjustmade. ModifyingDeliveryOptions 1.StillfromtheOptionsdialogbox. 2.AccessthePreferencestabandclickthe button. 3.Clickonthe buttontoaccesstheTrackingOptiondialogbox. 4.Checkalloptionsthatwillhelpintrackingthemessages. 5.Nowsendashortmessagetoyourinstructorsayingthatyouhavecompliedonthisexerciseusingthe entireformatthatyoudid. 6.Closethewholeapplication. ManagingtheMailbox 1.OpentheMSOutlookapplication. 2.FromtheFavoritesFolderspane,clickontheUnreadmailfolder. 3.AccesstheEditmenuandchooseDeletecommand. LaboratoryExercise10–ManagingFilesandFolders

  13. OfficeProductivityTools2 4.Repeatsteps2and3fortheotherfoldersandonlytheInboxfolderwillremain.Thisway,youcan savespaces. CreatingaContact 1.ClickontheContactsfromthefolderlist.AccesstheFilemenu>New>Contact. 2.Trytorecoveryourmessagesfromthepreviouslaboratoryexercises.Therewasanexercisewherein ittellsyoutosendamessagetoyourclassmategivingthemyourcellphonenumber. INFO:NotethatthosemessagesdeletedfromtheDeletedItemsfoldercanberecovered.Accessyour Deletedfolder.FromtheToolsmenu,clickontheRecoverDeletedItemsoption.Fromitsdialogbox,click onthemessagetoberecoveredthenclickontheRecoverSelectedItems button.Thisthenrecoversthe particularmessageandwillbeplacedontheDeletedItemsfolder.SimplyplaceitonyourInboxfolder. 3.Notethecellnumberofyourclassmate.AccessagaintheblankContactformthenenterthename andthecellnumberofyourclassmate. 4.Youmayopttoemailhim/herorverballyaskhimallinformationincludedintheContactform. 5.Asidefromthisfirstcontactthatyoujustcreated,createanothertwocontacts.Itmaybefromyour friendsoutsidethenetworkorfromyourfamily.Completeallthefieldsintheformifnecessary.You mustnowhavethreecontactsinthisfolder. 6.Now,createadistributionlist.AccesstheFilemenu,pointtoNew,andclickDistributionList. 7.EnteranameforthegroupintheNamefield.KeyinPersonal. 8.ClickontheSelectMembersbuttonanditsdialogboxappears. 9.FromtheShownamesfromthedrop-downbox,clickonContactsandthiswillbringyouthelistof personsonyourContactfolder. 10.Hold-downthe<CTRL>keythenselectthethreenamesyoucreatedinyourContactthenclickon Membersbutton.ClickOK. 11.FromtheDistributionListform,clicktheSaveandClosebutton. 12.Tryifthislistworks.Createanewmessage.ClickontheTo:button. 13.FromtheShownamesfromthedrop-downbox,chooseContacts. 14.Double-clickonthe icon,andthenclickOK.ThismustappearontheTofield.Now, youmaythenconcludethatyoualreadyhaveadistributionlistandthatyoucansendanemailto thisgroupofpeople. 15.ClosetheApplication. LaboratoryExercise10–ManagingFilesandFolders

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