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1 Managing the Outlook Environment 519 Changing Read Status You can set the status of an email message or group of messages to Read or Unread. ➤ To set the Read status 1. Select the message or messages for which you want to change the status. 2. Right-click the selection, and then click Mark as Read or Mark as Unread. Practice Tasks There are no practice les for these tasks. ● In your Inbox, assign two messages to the blue category and two to the green category. ● Create a new color category named Management. Use the orange color, and assign a shortcut key of Ctrl+F2. Then assign one blue message and one green message to the Management category. ● Assign two contacts to the Management category. Then lter your mailbox to display all items assigned to the Management category. ● Send a message to yourself with the subject MOS Sensitivity and ag it as personal. ● After you receive the MOS Sensitivity message, set it to expire in ve minutes. ● After the MOS Sensitivity message expires, mark it as unread. ● Send a message to yourself with the subject MOS Secret and ag it as both high priority and condential. ● After you receive the MOS Secret message, forward it to yourself with a normal priority setting. 13 Arrange the Content Pane Displaying and Hiding Program Window Panes The Outlook program window includes four primary areas in which you work with Outlook items (email messages, contact records, calendar entries, tasks, and notes). 520 Exam 77-884 Microsoft Outlook 2010 You might nd that the default arrangement of these areas is ideal for the way you work. But if you’re viewing the program window on a low-resolution screen, don’t need all the available tools, or would like more space for the main work area, you can easily change the appearance and layout of the workspace of each of the program window elements. When you start Outlook, the Navigation Pane, To-Do Bar, and Calendar will appear the same way they did when you last exited the program. See Also For information about displaying and hiding the ribbon in the program window or an item window, see “Modifying the Display of the Ribbon” at the beginning of this book Managing the Navigation Pane The Navigation Pane on the left side of the Outlook window changes depending on which Outlook module you are working in: Mail, Calendar, Contacts, Tasks, or Notes. It also changes when you display the entire contents of your email account folder structure in the Folder List, any shortcuts you have saved in the Shortcuts list, or the Outlook Journals associated with Exchange Server accounts you have congured Outlook to connect to. Like many aspects of the Outlook window, you can customize the Navigation Pane to suit the way you work. The customization options are located in the Layout group on the View tab of the ribbon. ➤ To display or close the Navigation Pane ➜ On the View tab, in the Layout group, click the Navigation Pane button, and then click Normal to display the pane or Off to hide it. 1 Managing the Outlook Environment 521 ➤ To minimize or expand the Navigation Pane ➜ On the View tab, in the Layout group, click the Navigation Pane button, and then click Minimized. ➜ At the top of the Navigation Pane, click the Minimize the Navigation Pane button or the Expand the Navigation Pane button. ➜ Click the Folders button on the minimized Navigation Pane to temporarily expand it. ➤ To change the width of the Navigation Pane or To-Do Bar ➜ Drag the divider between the Navigation Pane or To-Do Bar and the content pane to the right or left. ➤ To change the space allocated to the navigation buttons ➜ Drag the move handle at the top of the navigation button area up or down. ➜ At the bottom of the Navigation Pane, click the Congure buttons button, and then click Show More Buttons or Show Fewer Buttons. ➤ To display or hide navigation buttons ➜ At the bottom of the Navigation Pane, click the Congure buttons button, point to Add or Remove Buttons, and then click the button you want to display or hide. Or 1. At the bottom of the Navigation Pane, click the Congure buttons button, and then click Navigation Pane Options. 2. In the Navigation Pane Options dialog box, select the check boxes of navigation buttons you want to display, and clear the check boxes of navigation buttons you want to hide. Then click OK. ➤ To change the order of navigation buttons 1. At the bottom of the Navigation Pane, click the Congure buttons button, and then click Navigation Pane Options. 2. In the Navigation Pane Options dialog box, click the navigation button you want to move, and click the Move Up button or the Move Down button. Then click OK. Managing the Reading Pane The Reading Pane, which displays a preview of the selected Outlook item and commands for working with it, is open by default in the Mail module. You can display the Reading Pane on the right side or at the bottom of the program window in any module, or you can turn it off entirely. 522 Exam 77-884 Microsoft Outlook 2010 The People Pane at the bottom of the Reading Pane or message window displays extensive information about your previous communications with each message participant. In its collapsed state, the People Pane displays small thumbnails representing each message participant. If a person’s contact record includes a photograph, the photo appears in the People Pane. If no photograph is available, a silhouette of one person represents an indi- vidual message participant. A silhouette of three people represents a distribution group. The People Pane can occupy only a certain percentage of the message window, so the amount you can manually adjust the height of the People Pane is dependent on the height of the message window. In its expanded state, the People Pane displays either large thumbnails or a tabbed breakdown of communications for each message participant. From the detail view of the People Pane, you can locate items and information associated with the selected contact. The All Items tab of the detailed view displays all your recent communications with the person. If you’re looking for a specic item, such as a meeting request or a document attached to a message, you can lter the item list by clicking any of the tabs to the left of the list. Do wn lo ad f ro m Wo w! e Bo ok < ww w. wo we bo ok .c om > 1 Managing the Outlook Environment 523 When working with an Exchange account, you can display the People Pane in detail view only if the Cached Exchange Mode feature is enabled. If the Toggle button isn’t visible in the expanded People Pane when you’re viewing an Exchange account message, the likely problem is that Cached Exchange Mode is not enabled. ➤ To display or close the Reading Pane ➜ On the View tab, in the Layout group, click the Reading Pane button, and then click Right, Bottom, or Off. ➤ To expand or contract the People Pane ➜ Click the Expand/Collapse button located at the right end of the People Pane header. ➜ Drag the resizing bar that appears at the top of the People Pane. ➤ To switch between simple view and detail view ➜ Click the Toggle button located near the right end of the expanded People Pane header. ➤ To set up a connection from Outlook to an online social network ➜ Click the Add button located below the contact picture in the People Pane. ➤ To enable Cached Exchange Mode 1. On the Info page of the Backstage view, in the Account Settings list, click Account Settings. 2. On the E-mail page of the Account Settings dialog box, click your Exchange account, and then click Change. 3. On the Server Settings page of the Change Account wizard, select the Use Cached Exchange Mode check box, and then click Next. 4. On the nal page of the Change Account wizard, click Finish. 524 Exam 77-884 Microsoft Outlook 2010 Managing the To-Do Bar The To-Do Bar, which displays the Date Navigator, upcoming appointments, and your task list, is open by default on the right side of the program window in the Mail, Contacts, Tasks, and Notes modules. You can display or close the To-Do Bar, or minimize it to a vertical bar displaying only your next appointment and the number of incomplete tasks you have due today. You can temporarily expand the To-Do Bar by clicking it. Tip For users who are running Microsoft Ofce Communicator, the To-Do Bar includes a Quick Contacts section that displays a list of recent correspondents By default, the Date Navigator displays a six-week date range. Dates with scheduled appointments are bold. ➤ To display or close the To-Do Bar ➜ On the View tab, in the Layout group, click the To-Do Bar button, and then click Normal to display the pane or Off to hide it. ➤ To minimize or expand the To-Do Bar ➜ On the View tab, in the Layout group, click the To-Do Bar button, and then click Minimized. ➜ At the top of the To-Do Bar, click the Minimize the To-Do Bar button or the Expand the To-Do Bar button. ➤ To change the date range displayed in the Date Navigator ➜ Click the left arrow to display the previous month or the right arrow to display the next month. ➜ Click the month heading, and then drag to select the month you want to display. ➤ To select dates for display in the content pane ➜ In the Date Navigator, click the specic date to display that date. ➜ In the Date Navigator, click in the margin to the left of a week to display that week in Week view. 1 Managing the Outlook Environment 525 Displaying Module Content You switch between Outlook program modules by clicking the corresponding button at the bottom of the pane. Additional buttons provide access to the Folder List, to your saved shortcuts, and (if you add its button to the Navigation Pane) to the Outlook Journal. Depending on the space allocated to the buttons, they may be pane-width or iconic. You can minimize the Navigation Pane to a vertical bar on the left side of the window. In the Mail module, information about unread messages in your Inbox appears on the bar. Also in the Mail module, you can display the contents of a folder by clicking that folder on the bar. In any module, you can temporarily expand the Navigation Pane for that module by clicking the Folders button on the bar. Each Outlook module displays its content in the content pane in multiple views that are appropriate to the module content. ● In the Mail module, the content pane displays the messages in your Inbox or other selected mail folder as well as the Reading Pane, which displays the content of the selected message. There are two standard Mail module views: ❍ Normal In this view, the Navigation Pane and To-Do Bar are maximized. ❍ Reading In this view, the Navigation Pane, To-Do Bar, and ribbon are minimized. 526 Exam 77-884 Microsoft Outlook 2010 ● In the Calendar module, the content pane displays your calendar for a period of time that you select. The default time period is one day; however, you might nd it more useful to have an overview of a longer period of time such as a week or a month. There are four standard Calendar module views: ❍ Normal In this view, the Navigation Pane is maximized, the To-Do Bar is turned off, and the Daily Task List is displayed below the calendar. ❍ Calendar And Tasks In this view, the Navigation Pane is minimized, the To-Do Bar is turned off, and the Daily Task List is displayed below the calendar. ❍ Calendar Only In this view, the Navigation Pane is minimized and the To-Do Bar and Daily Task List are turned off. ❍ Classic In this view, the Navigation Pane and To-Do Bar are maximized and the Daily Task List is turned off. ● In the Contacts module, the content pane displays the contact records saved in the selected address book. By default, the contact records are displayed as business cards, but you can choose among several standard views, including text-only cards and various lists. There are three standard Contacts module views: ❍ Normal In this view, the Navigation Pane and To-Do Bar are maximized. ❍ Cards Only In this view, the Navigation Pane and To-Do Bar are minimized. ❍ No To-Do Bar In this view, the Navigation Pane is maximized and the To-Do Bar is turned off. ● In the Tasks module, the content pane displays one of two lists: ❍ To-Do List This list of tasks is displayed by default and is organized by default in groups by due date. When the To-Do List is displayed, by default the Reading Pane is also displayed. ❍ Tasks List This list of tasks is displayed in multiple columns with each task preceded by a check box so that you can indicate when the task is complete. When a Tasks List is displayed, by default the Reading Pane is hidden. There are two standard Tasks module views: ❍ Normal In this view, the Navigation Pane and To-Do Bar are maximized. ❍ Reading In this view, the Navigation Pane, To-Do Bar, and ribbon are minimized. ➤ To switch between module content views ➜ On the status bar, to the left of the Zoom controls, click the view button you want. 1 Managing the Outlook Environment 527 Displaying List Views List views display information in columns, with each column displaying the content of a specic eld. You can sort content in a list view by clicking a eld column header. ➤ To display Mail module content in a list view ➜ On the View tab, in the Current View group, in the Change View gallery, click the Single button. ➤ To display Calendar or Contacts module content in a list view ➜ In the Change View gallery, click the List button. ➤ To display Tasks module content in a list view ➜ In the Change View gallery, click the Detailed or Simple List button. ➤ To display Notes module content in a list view ➜ In the Change View gallery, click the Notes List button. Modifying List Views You can add elds to any list view, and remove elds from any list view. After you modify a list view to meet your needs, you can save it as a custom view. 528 Exam 77-884 Microsoft Outlook 2010 ➤ To add elds to a list view 1. Right-click any column header, and then click Field Chooser. 2. Drag the eld you want from the Field Chooser window to the column header area and release the mouse button when the red arrows indicate the correct insertion location. ➤ To remove elds from a list view ➜ Drag the column header of the eld you want to remove away from the column header area. ➤ To save a modied list view 1. On the View tab, in the Current View group, display the Change View gallery, and then click Save Current View As a New View. 2. In the Copy View dialog box, enter a descriptive name in the Name of new view box. 3. In the Can be used on area, click the scope in which you want the view to be available. 4. In the Copy View dialog box, click OK. ➤ To reset a folder to the default view 1. In the Change View gallery, click Manage Views. 2. In the Manage All Views dialog box, click Reset. 3. In the message box prompting you to reset the view, click Yes. 4. In the Manage All Views dialog box, click OK or Apply View. Working with the Status Bar The status bar displays information about the current state of Outlook and the active module, such as the following: ● The number of items in the current module, and the number of unread messages when in the Mail module ● A Reminders button, if you have overdue reminders ● The send/receive status for the current folder, while a send/receive operation is occurring ● The connection status for Exchange accounts ● The view buttons specic to the current module ● The Zoom controls for the content pane [...]... 542    Exam 77-884  Microsoft Outlook 2010 2.1 Create and Send Email Messages Formatting Messages When sending a message to a recipient who uses an email program other than Outlook, you might find it necessary to send the message in plain text or Rich Text Format rather than in the default HTML format ➤ To specify the format of an individual message ➜ On the Format Text tab, in the Format group, click... Format group, click the HTML, Plain Text, or Rich Text button See Also  For information about setting the default message format, see section 1.1, “Apply and Manipulate Outlook Program Options.” For information about formatting message content by using a theme, see section 2.4, “Format Item Content.” Setting Message Options You can format the appearance of individual messages and set the voting, tracking,... want to perform 2 In the First Time Setup dialog box, provide the information required for the selected command, and then click Save Or 2  Creating and Formatting Item Content    547 In the First Time Setup dialog box, provide the information required for the selected command, click Options, and then follow the instructions for changing the properties of an existing Quick Step ➤ To perform an existing... Team E-mail Quick Step to send a message with the subject MOS Certification Information to you and two other people Specify that the message body should be prefilled with the text New information about MOS Certification ● Create a Quick Step named Categorize MOS that will do the following: ● Assign the message to a category named MOS Study Guide (Create the category during the process of creating the... not deliver before lists Then click Close 544    Exam 77-884  Microsoft Outlook 2010 ➤ To set an expiration for a message 1 On the Options tab, click the More Options dialog box launcher 2 In the Delivery options area of the Properties dialog box, select the Expires after check box, and then click the date and time at which you want the message to expire Then click Close See Also  For information about... Office Specialist exam for Microsoft Outlook 2010 relate to creating, managing, and formatting Outlook items Specifically, the following objectives are associated with this set of skills: 2.1 Create and Send Email Messages 2.2 Create and Manage Quick Steps 2.3 Create Item Content 2.4 Format Item Content 2.5 Attach Content to Email Messages Outlook is designed to act as a complete information-management... to create, manage, and format the content of all Outlook items This chapter guides you in studying ways to manage outgoing and incoming messages, including creating and working with Quick Steps It also guides you in creating and formatting content in email messages, contact records, and other Outlook items, and attaching files or Outlook items to email messages Practice Files  Before you can complete... Outlook 2010 Quick Step feature; please reply to this message Then send the message ● After you receive the two responses to the MOS Certification Information message, run the Categorize MOS Quick Step on the two messages simultaneously ● Reset the properties of the Team E-mail Quick Step, and delete the Categorize MOS Quick Step ● 2.3 Create Item Content Inserting Visual Elements Using Outlook 2010, ... book view 538    Exam 77-884  Microsoft Outlook 2010 Depending on the view, Outlook offers a variety of print styles, such as the following: Card  Contact information displayed alphabetically in two columns Letter graphics appear at the top of each page and the beginning of each letter group ● Small Booklet  Contact information displayed alphabetically in one column Formatted to print eight numbered... 540    Exam 77-884  Microsoft Outlook 2010 Objective Review Before finishing this chapter, ensure that you have mastered the following skills: 1.1 Apply and Manipulate Outlook Program Options 1.2 Manipulate Item Tags 1.3 Arrange the Content Pane 1.4 Apply Search and Filter Tools 1.5 Print an Outlook Item 2 Creating and Formatting Item Content The skills tested in this section of the Microsoft Office . to yourself with the subject MOS Sensitivity and ag it as personal. ● After you receive the MOS Sensitivity message, set it to expire in ve minutes. ● After the MOS Sensitivity message expires,. Send a message to yourself with the subject MOS Secret and ag it as both high priority and condential. ● After you receive the MOS Secret message, forward it to yourself with a normal priority. calendar entries, tasks, and notes). 520 Exam 77-884 Microsoft Outlook 2010 You might nd that the default arrangement of these areas is ideal for the way you work. But if you’re viewing the program