Microsoft OUTLOOK 2003 QUICK REFERENCE CARD

Microsoft

Outlook 2003

Quick Reference Card

The Outlook 2003 Screen The Navigation Pane

Title Bar

Menu Bar Standard

Toolbar

Navigation Pane

Navigation Pane buttons

Messages: Basic Tasks

The Standard Toolbar

New

• To Access the Inbox: Click the Mail pane in the Navigation pane.

• To Check for New Messages: Click the

the Standard toolbar, or press <F9>.

• Message Indicators:

better look at it fast!

• To Open a Message: Open the Inbox and click the message you want to read.

• To Reply to the Message Sender: Click the message, click the type your reply, and click the

button or press <Alt> + <S>.

• To Reply to All Message Recipients: Click the message, click the

All button, type your reply, and click the Send button or press <Alt> + <S>.

• To Forward a Message: Click the message, click the Forward button, enter the email address(es) in the To: box, enter additional comments in the text box, and click the

Send button or press <Alt> + <S>.

Move to Folder

Delete

Send and Receive button on

Message has not been read. Message has been read.

File is attached to the message.

This message is marked as urgent—you

Column Heading Buttons

Reply to the Sender

Reply to all Recipients

Reply button,

Send

Forward Message

Reply to

Search the Current Folder for Messa

Send & Receive Messages

Create Rule

ddress

Book

Find a Contact

• To Create a Message:

1. Click the

New button or press

<Ctrl> + <N>.

2. Enter the e-mail address(es) in the To: box,

or click the

To button to use the

address book.

3. Click the

Cc: button and enter the e-mail address(es) for whom you want to send a copy of the message.

4. Enter the subject of the message in the

Subject box.

5. Enter the text of your message in the text box.

6. Click the

Send button or press

<Alt> + <S>.

• To Attach a File: Create a new message, click the Attach button on the Standard

toolbar in the Message window, select the file you want to send, and click Insert.

• To Send a Blind Carbon Copy (Bcc): Select View → Bcc Field from the menu. Click the

Bcc: button and enter the e-mail address(es) for whom you want to send a blind copy of the message.

• To Delete a Message: Select the message and press the <Delete> key.

• To Open an Attachment: Double-click the attachment at the top of the message screen.

Reading pane

Status bar

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Contains mail-related folders, like your Inbox, Sent Items and Search Folders. Use the Favorite Folders at the top of the pane for easy access to frequentlyused mail folders.

Enables you to view and schedule appointments, events, and meetings. View shared calendars and compare calendars by viewing them side by side.

Use to store and keep track of addresses, numbers, and e-mail addresses.

Use to organize to-do lists by priority, track task progress, and delegate tasks.

Notes

Help

Use like electronic Post-It information.

Displays a list of all your Outlook folders in the Navigation pane.

Folder List

Shortcuts

Notes to jot down

Add shortcuts to folders and locations in Outlook for quick access.

Keyboard Shortcuts

Save <Ctrl> + <S>

Print <Ctrl> + <P>

Undo <Ctrl> + <Z>

Cut <Ctrl> + <X>

Copy <Ctrl> + <C>

Paste <Ctrl> + <V>

Check Spelling <F7>

Check for Mail <Ctrl> + <M> or <F9>

Save, Close, <Alt> + <S> and Send

Reply <Ctrl> + <R>

Reply to All <Alt> + <L>

Address Book <Ctrl> + <Shift> + <B>

Help <F1>

Switch Between <Alt> + <Tab> Applications

New Item <Ctrl> + <N>

New Message <Ctrl> + <Shift> + <M>

New Appointment <Ctrl> + <Shift> + <A>

New Contact <Ctrl> + <Shift> + <C>

New Note <Ctrl> + <Shift> + <N>

New Task <Ctrl> + <Shift> + <K>

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Messages: Other Tasks General Outlook Functions

• To Flag a Message for Follow-Up: Right-click the message and select Follow Up from the shortcut menu and select a flag color. Or, select

Add Reminder from the shortcut menu and select a type of flag and due

date in the dialog box. Click OK to apply the flag.

• To Clear a Flagged Message: Right-click the message and select

Follow Up → Clear Flag from the shortcut menu.

• To Recall a Message: Open the Sent Items folder. Double-click the message and select Actions → Recall This Message from the menu. Choose to delete the message or replace the message with a new one in the dialog box and click OK.

You can only recall a message if you are using MS Exchange Server and the recipient has not opened it.

• To Resend a Message: Open the Sent Items folder. Double-click the message and select Actions → Resend This Message from the menu. Enter new recipients in the message window and click Send.

• To Save a Message as a Draft: Select File → Save from the menu. The message appears in the Drafts folder.

• To Create a Distribution List: Click the

New button list

arrow and select Distribution List. Click Select Members,

select a name in the list, click the Members button and repeat for each name to be added. Click OK and click Save and Close.

• To Delete a Distribution List: Select Tools → Address Book from the menu. Select the list and click the Delete button.

• To Create a Signature: Select Tools → Options from the menu, click the Mail Format tab, and click the Signatures button.

• To Change a Message’s Options: Click the

Options

button on the Standard toolbar in the Message window to specify:

+ The level of importance of the message. + The level of sensitivity of the message. + Where replies should be sent to. + If you want a read receipt to be delivered when the message is opened. + If you want to encrypt the message.

• To Use the Rules Wizard:

1. Make sure that you’re in the Inbox.

2. Select Tools → Rules and Alerts from the menu and click the New

Rule button.

3. Select the type of rule you want to create and click Next.

4. Click the first piece of underlined text in the Rule Description box, which

may be people or distribution list, specific words, etc.

5. Specify the criteria—a person’s name, a keyword, etc., and click OK.

6. Click the next piece of underlined text in the Rule Description box and

specify the name of the folder where you want to move the messages or the action you want done to the message.

7. Click Finish to complete your rule and click OK.

• To Display/Hide the Folder List: Click the Folder List button

at the bottom of the Navigation pane to toggle the display.

•

To Change the Current View: Select View → Current View and or View → Arrange By → Current View and select the desired view.

•

To Change How a Folder is Organized: Open the folder, select

Tools → Organize button and specify how you want the folder to be

organized.

•

To Move an Item to a Different Folder: Select the item, click the

Move to Folder button and select the destination folder.

Or… Select View → Folder List from the menu to display the folder list then click and drag the item to the destination folder.

Calendar

The Calendar Toolbar

New

ppointmen

Delete

• To View the Calendar: Click the Calendar pane on the Navigation pane.

• To Change Views: Select View from the menu bar and select the desired view. Or… Click one of the Calendar View buttons on the toolbar.

• To Schedule an Appointment: Click the press <Ctrl> + <N>.

• To Schedule a Recurring Appointment: Select Actions →

New Recurring Appointment from the menu.

•

To Schedule a Meeting Request: Click the New button

list arrow and select

To Schedule an All Day Event: Select Actions → New All Day

•

Event from the menu.

To Plan a Tentative Meeting: Select Actions → Plan a Meeting

•

from the menu.

•

To Reschedule an Item: Double-click the meeting, appointment, or event, make your changes and click the Save and Close button.

Calendar Coloring

View Group Schedule

Go to Today

5 Day Work Week View

1 Day View

Meeting Request.

7 Day Week View

Month View

Book

Search for

ppointments

ddress

Find a contact

New button or

Tasks

Help

Contacts

• To View Your Contacts: Click the Contacts pane in the Navigation pane.

• To Create a New Contact: Click the

<Ctrl> + <N>.

• To Edit a Contact: Double-click the contact.

• To Find a Contact: Click the

Find button on the toolbar, type

who or what you’re looking for and where to search, and click Find Now.

• To Delete a Contact: Select the contact and press the <Delete> key.

• To Change Views: Select View → Arrange By → Current View

and select the desired view from the menu.

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New button or press

• To View Your Task List: Click the Tasks pane on the Navigation pane.

• To Create a New Task: Click the

New button, or press

<Ctrl> + <N>, or simply type the task in the task box near the top of the

window.

• To Complete a Task: Check the task’s check box.

• To Delete a Task: Select the task and press the <Delete> key.

• To Create a Recurring Task: Double-click the task and click the

Recurrence button on the toolbar.

•

To Assign a Task: Double-click the task, click the Assign

Task button on the toolbar, enter the person’s name in the To: box, and

click Send.

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