1. Outlook allows users to organize shortcuts into groups and move shortcuts within groups. Deleted items can be retrieved by dragging them from the Deleted Items folder. 2. Hyperlinks are automatically created from web addresses in emails. Signatures, message formats, and read receipts can be customized in Outlook. 3. Appointments and meetings can be color-coded in the Calendar for organization. Distribution lists allow grouping of multiple contacts. Notes options like font and formatting can be customized.

1. OUTLOOK FOR BEGINNERS
Outlook Bar Groups
You can use this to organize your shortcuts. To place a shortcut in a group, click and drag
the shortcut to the group name, wait until the group opens, and then continue to drag
the shortcut to the desired location within the group.
Adding a Shortcut Group
 Right-click the Outlook Bar.
 Select Add New Group from the pop-up menu.
 Enter a name for the group in the space provided.
 Press the Enter key.
Recording Shortcuts
 Click and drag the shortcut to move it.
 Release the mouse to place the shortcut in the desired location
Retrieving a Deleted Item
Deleted Items are sent to the Deleted Items folder. You may retrieve a deleted item by
clicking and dragging the item from the Deleted Items folder to another folder.
Displaying a Hiding Folders
 To display or hide the Folder List, select Folder List from the View menu.
MAIL EXTRAS
Inserting a Hyperlink
When a Web address text is entered into your e-mail message, Outlook automatically
changes the text to a hyperlink.
Changing the Default Message Format
Messages can be created in plain text, HTML, or Rich Text format
 Select Options from the Tools menu.
 Click the Mail Format tab.
 Select a format from the Compose in this message format list box.
 Click the OK button.

2. Adding a Signature
 In the main Outlook window, select Options from the Tools menu
 Click the Mail Format tab.
 In the Signature section, click the Signatures button.
 Click the New button
 Enter a name for the signature in the space provided.
 Select how you would like to create your new signature. You can start with
a blank signature or use an existing signature or file as a template.
 Click the Next button.
 Enter text for your signature in the Signature text box.
 To make formatting changes to your signature, click the Font Paragraph, or
Advanced Edit buttons and make changes in the resulting window.
 Click the Finish button.
 Click the OK button.
 To select a default signature for new messages and replies and forwards,
select the signature from the list menus in the Signature section.
 Click the OK button
Note: To add a signature to a new message, select Signature from the Insert> Auto Text
menu and select the signature from the resulting menu.
Flagging a Message
Flag a message to remind yourself to follow up on a message.
 In the Inbox, right-click the message you want to flag.
 Select Follow Up from the pop-up menu
 In the Flag to box, select the type of flag you want to create or enter a
customized flag in the space provided.
 Enter a date and time in the Due by boxes.
 Click the OK button
Note: To remove a flag or mark it as complete, right-click the flagged message and select
Clear Flag or Flag Complete from the pop-up menu.

3. Setting Up a Read Receipts
You can verify the date and time a message has been received by a recipient by
requesting read receipts and delivery receipts.
 Select Options from the Tools menu.
 Click the Preferences tab
 Click the E-mail Options button
 Click the Tracking Options button
 Select from the available tracking options.
 Click the OK buttons to close the open dialog boxes
CALENDAR
Using Calendar Coloring
Outlook 2002 enables you to color-code appointments and meetings.
 Click the Calendar shortcut on the Outlook Bar.
 Right-Click the appointment or meeting you want to color.
 Select Label from the pop-up menu.
 Select a color from the resulting menu. To remove a color, select None
from the resulting menu.
CONTACTS
Creating a Contact
 Select New from the File menu
 Select Contact from the resulting menu
 Enter a name for the contact
 Enter additional information for the contact (optional)
Using “Friendly” Names
When creating a contact, you can assign a “friendly” name to the contact. This name
instead of the e-mail address, will appear in the To line of a message when you send a
message to the contact.
 Double-click the contact you want to assign a name to.
 In the Display As box, enter the “friendly” name.
 Click the Save and Close button.

4. Distribution Lists
A distribution list is a collection of contacts. It can be used to address messages or
meeting requests, assign task requests, and to define other distribution lists.
 In Contacts, select New Distribution List fromthe Actions menu, or press
Ctrl + Shift + L.
 Enter a name for the list in the Name field
 Click the Select Members button and select the users from the global
address list (Internal UPS user only)
 Click the name of the contact you want to add to the list and select
Members Button
 After adding all internal UPS users select OK
 To add external user to the list select the Add User button
 Type the name of the person you want to add In the Display Name field
and enter their email address into the E-mail address field
 Select OK
 Repeat the last 2 steps until you have added all external to UPS members
you want to add to your distribution list.
 Click the Save and Close button
Note: The distribution list will appear in your Contacts list and can be used as you would
use any contact.
Notes
Changing Note Properties
 Select Options from the Tools menu.
 Click the Note Options button.
 Select options, as desired
 Click the OK button
 Click the OK button