wareSource

User Essentials for Lotus Notes to Microsoft Office Outlook 2007

Course Code: NTOUE2007
Product: Microsoft Office Outlook 2007
Duration: 1 days
Topics/Pages: 11 topics / 304 pages
Price (US dollars): $15 per user

Description

During this course you will learn how to use the core applications included in Microsoft® Office Outlook® 2007: Mail, Calendar, Contacts, Tasks, Notes, and Journal. These applications are similar to those you use in Lotus Notes, so you just need to learn the new ways of doing things in Outlook. We also want to teach you some new things about Outlook that are not available in Lotus Notes.

The application you will use the most is Mail, as it is the most-used business application. You will learn how to use the Calendar to organize your Appointments and Meetings, and how to track your projects in the Tasks application. You will keep a list of people you communicate with regularly in Contacts. You will also learn how to jot down random bits of information in Notes and track your activity in Journal.

As you use the core Outlook applications, you will recognize a common pattern that builds your competence and confidence.

Because Outlook works with several instant messaging clients, you will also know when people are online so you can send them an instant message.

Beyond the technical aspects of using Outlook, you will learn the “best practices” of how to use its applications to become more organized and to be a more effective communicator.

Course goals

In this course you will learn how to:

  • navigate in the Outlook user interface
  • launch the core Outlook applications from the Navigation Pane
  • set options to customize your working environment
  • send and receive e-mail Messages that include formatted text, tables, illustrations, Web hyperlinks, and file attachments
  • find and read new e-mail Messages
  • take action on e-mail Messages, which may mean to mark for follow up later, respond to now, forward, copy into a new Meeting or Task, or block the sender from sending future messages
  • configure the Out of Office Assistant to respond to e-mail Messages when you are away
  • change the sort order of Messages in views, search to find Message content, and organize messages into folders
  • add people and Distribution Lists to Contacts
  • use the Calendar application to schedule Appointments and Meetings
  • keep track of your projects in Tasks
  • use the Notes and Journal applications to save important information and track your actions
  • know when other people are online and send them instant messages.


Audience

This course is designed for current users of Lotus Notes 6.5 and 7 who want to learn now to use Microsoft Outlook 2007.

Duration

This course is sold as a 1 day course, though there is an abundance of material that you probably won't have time to cover.


Course design

This course combines concept presentations, demonstrations, and exercises to guide you as you experience the most widely used Outlook features and core applications. Though designed for instructor-lead classes, with the proper equipment and software individuals can also use this course for self-study.

Please consult the Set Up document for this course to make sure the correct environment is in place before starting the course.

Topics outside the scope of the course

While this course teaches you the basics of Outlook, there are many other things to learn about Outlook that this course does not cover, including:

  • Setting up accounts and profiles
  • Anything you can easily look up in Help or Office Online, such as the meaning of all the settings in dialog boxes
  • Microsoft® Windows® SharePoint® Services
  • Data file management, including back up and restore
  • Rules (and details about the Junk E-mail Filter)
  • Business Contact Manager
  • Office Outlook Web Access
  • Public folders
  • Telephony or voice mails
  • Macros
  • Offline usage
  • RSS feeds
  • Archiving
  • Delegation
  • Custom Forms
  • View customization

If there is sufficient demand, wareSource will create an advanced user course covering these topics.

Outline


Topic 1: Start Outlook

                      Outlook and Microsoft
          Exchange Server

          Pattern of using Outlook

          Applications included in Outlook

          Exercise: Start Outlook

          Outlook user interface

          How you do this in Lotus Notes

          Pattern to use Outlook applications

          Exercise: Use Outlook applications

          Exit Outlook

          Configure Outlook

          Tools - Account Settings

          Tools - Trust Center

          Tools - Customize

          Tools - Options


    Topic 2: Send Mail Messages

          Create a new Message

          Fluent user interface

          Address fields

          AutoComplete addresses

          AutoResolve addresses

          Browse or search for addresses

          Subject field

          Best Practice: Subject field

          Message body

          Best Practice: Message Body

          Proofing tools

          Add other content to the Message body

          Send Message

          Exercise: Create and send a new Message

          Save sent Messages

          Save as you work, save as Draft

          Attach file

          Exercise: Attach file

          Best Practice: File Attachments

          Set Message options

          Resend Mail Message

          Recall Mail Message

          Message Recall caveat

          Work online



    Topic 3: Read Mail Messages

          Read a Message

          Reading Pane

          Exercise: Read a Message

          Find new Messages

          Revert a Message to unread

          Best Practice: Schedule your time to read new Messages

          Print Message or folder you are viewing

          Find Messages with attached files

          Open or save attachment

          Junk E-mail folder

          Rules


    Topic 4: Respond to Mail Messages

          Best Practice: Take action on Messages

          Is this Message relevant to me?

          Mark Message for follow up

          Where you see follow up flags

          Exercise: Follow up on a Message

          Reply to a Message

          Exercise: Reply to a Message

          Best Practice: Reply to a Message

          Forward a Message

          Best Practice: Forward a Message

          Copy Message into a new Appointment or Task

          Block Sender

          Move Message to a folder

          Delete Message

          Exercise: Delete and recover a Message

          Possibly restore hard deleted Messages

          Mailbox Cleanup

          Reply automatically if away from the office


    Topic 5: Organize and Find Mail Messages

          Categorize

          Folders

          Create a new folder

          File a Message in a folder

          Exercise: Organize mail into a folder

          Change a folder

          Rearrange columns

          Arrangements

          Custom views

          How you do this in Lotus Notes

          Filter (the folder)

          Advanced Find

          Find Related Messages

          Search Folders

          How you do this in Lotus Notes

          Use pre-defined Search Folders

          Create custom Search Folder

          Exercise: Create custom Search Folder

          Instant Search



    Topic 6: Keep a List of Your Contacts

          Open Contacts

          Create a new Contact

          Finished Contact and Communicate options

          Exercise: Create Contact

          Best Practice: Create Contact from Message

          Contact Activities

          Create Contact from an Address Book lookup

          Send Business Card

          Distribution Lists

          Exercise: Create Distribution List

          Best Practice: Avoid duplicate Distribution List names

          Create Birthdays view

          Create Group [of folders]

          Share Contacts


    Topic 7: Create an Appointment in Your Calendar

          Open Calendar

          Create a new Appointment

          Appointment fields

          Save an Appointment

          Change an Appointment

          Exercise: Create Appointment

          Copy an Appointment

          Delete an Appointment

          Recover a deleted Appointment

          Appointment options

          Other Calendar views

          Automatically change color of Appointments in Calendar

          Calendar options

          E-mail an Appointment

          Print Calendar

          Create and display a second Calendar

          Share Calendar


    Topic 8: Request a Meeting

          Request a Meeting

          Send invitation to

          Location and Rooms button

          Response and Workflow Options

          Scheduling Assistant

          Best Practice: Scheduling Assistant

          Best Practice: Other meeting details

          Plan a Meeting

          Meeting Organizer: Send the invitation

          Meeting Organizer: Caution for save as draft

          Exercise: Schedule a Meeting

          Attendee: Respond to an invitation

          Meeting Organizer: Look for responses

          Meeting Organizer: Declined room or resource

          Meeting Organizer: Make changes to scheduled Meeting

          Attendee: Request changes to scheduled Meeting

          Exercise: Accept a Meeting Request

          Group Schedules


    Topic 9: Track Your Tasks

          Open Task application

          Create new Task

          Copy into New Task

          Where to find Tasks

          Exercise: Create a new Task

          Record your work on a Task

          Exercise: Record work on a Task

          Complete a Task

          Exercise: Complete a Task

          Delete a Task

          Assign a Task to someone else

          Exercise: Assign a Task


    Topic 10: Take Notes and Keep a Journal

          Open Notes application

          Create new Note

          Note menu

          Notes views

          Notes folders

          Open Journal application

          Enable automatic recording

          Journal views

          Manually record a Journal entry


    Topic 11: Send Instant Messages

          Prerequisites to use Windows Messenger

          Create a Windows Live ID account

          Enable Outlook 2007 to display online status next to a person name

          Add IM addresses to Windows Messenger Contacts List

          Add IM addresses to Contacts in Outlook Contacts

          View online awareness in Outlook

          Change your online status

          Send instant message to someone who is online

          Exercise: Send an instant message




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