Technical Training Outlook 98 New Features
Outlook 98—New Features
Working Offline
Scheduled Synchronizations
Outlook Today
Drafts Folder
Autosave
Multiple Signatures
Create Multiple Signatures
Choose from Multiple Signatures
Work Week button
Customizable Toolbars
Customize a Toolbar
Organize items
Set Organize Options
Folder Size
See Folder Size
Recover Deleted Items
Recover a Deleted Item
Auto Format Reply
Preview Pane
Display or hide the Preview Pane
Rules Wizard
Create a Rule
Find Feature
Using Find
Flag a Contact
GartnerGroup© 1998 / Page 9July 23, 1998
Technical Training Outlook 98 New Features
Outlook 98—New Features
Outlook 98 has many new features to easier manage and prioritize how you work. Performance has greatly improved especially for remote users.
Working Offline
This improvement allows continuation of work while offline folders are synchronizing. This provides a big increase in perceived performance for dial-up users. Outlook will synchronize in the background and stay fully functional. Although not fully multi-threaded, dial-up users will find this extremely helpful.
Scheduled Synchronizations
Synchronization to and from the server can be scheduled when working online or offline.
What To Do ...
1) From the Tools menu, choose Options.
2) Click on the Mail Services tab.
3) Click on Enable offline access and choose from the following options:
When online, synchronize all folders upon exiting.
When online, synch all offline folders every x minutes.
When offline, synch all offline folders every x minutes.
This feature connects, synchronizes then disconnects from the server.
4) Click on OK.
Outlook Today
Provides a snapshot of events for the day or week including:
· Calendar: 1 to 7 days
· Number of new Mail messages
· Tasks
What To Do ...
1) Click on Outlook Today on your mailbox.
2) Click Options.
3) Choose any of the following:
When starting, go directly to Outlook Today
Show 1—7 days on Calendar
In Task List - show:
Simple tasks (all tasks)
Today’s tasks (due today or with no due date).
4) Click on Back to Outlook Today.
Drafts Folder
This folder is for unsent messages. When composing a new message, if some information is not available, the message can be saved to the Drafts folder. Later, it can be retrieved, completed, then sent.
What To Do ...
1) From the File menu, choose Save (to Drafts folder).
Autosave
By default, Outlook saves unsent messages to the Drafts folder every 3 minutes.
What To Do ...
1) From the Tools menu, choose Options.
2) Click on the Preferences tab.
3) Click on the E-mail Options button.
4) Set Automatically save unsent messages on or off.
5) Click on OK.
Multiple Signatures
Multiple signatures can be created and used. Different signatures can be used for business or personal messages.
Create Multiple Signatures
What To Do ...
1) From the Tools menu, choose Options.
2) Choose the Mail Format tab.
3) Click on the Signature Picker button.
4) Click on the New button.
5) Type in a new signature name.
6) Click on the Next button.
7) Type in a new signature.
8) Click on the Next button.
9) Click on OK.
Choose from Multiple Signatures
What To Do ...
1) Prepare a new message.
2) From the Insert menu, point to Signature.
3) Pick from the list.
Work Week button
Displays the work week on the Calendar. This allows excluding weekends.
Set the Work Week
What To Do ...
1) From the Tools menu, choose Options.
2) Select the Preferences tab.
3) Click on Calendar Options button.
4) Set the work week.
5) Click on OK twice.
Customizable Toolbars
Toolbars can be created or modified to personalize the way you work by adding or removing icons.
Customize a Toolbar
That To Do:
1) From the View menu, choose Toolbars.
2) Click on Customize.
From here, the following tabs and options are available:
Toolbars tab:
Display or hide toolbars.
Create or remove a toolbar.
Reset a toolbar to original icons.
Commands tab:
Select a category.
Drag a command to a toolbar.
Options tab:
Display large/small icons.
Display screen tips when pointing to icons.
Show keyboard shortcut keys with screen tips.
Display menu drop down animation.
3) Make desired settings.
4) Click on OK.
Organize items
Further assistance is available to manage incoming mail. Messages can be moved to folders based on the sender, color coded from a sender or color coded if addressed to you alone. Also you can indicate what is to be done with adult or junk mail.
· Move selected messages to a specified folder
· Move messages from a sender to a specified folder
· Color code messages from a sender
· Show messages sent only to you in a specified color
· Change your view
· Handle junk or adult mail
Set Organize Options
What To Do ...
1) Click on the Organize button.
2) Choose each option and set preferences.
3) Click on the Organize button when done.
Folder Size
Since there is a limitation on the size of your mailbox, the amount of space it takes up can be displayed as well as for individual folders.
See Folder Size
What To Do ...
1) Right-click on your Mailbox.
2) Choose Properties.
3) Click on the Folder Size button.
Recover Deleted Items
It is possible to recover items deleted from the Inbox, Calendar, Tasks, or Contacts after being removed from Deleted Items folder.
Recover a Deleted Item
What To Do ...
1) Switch to the Deleted Items folder.
2) From the Tools menu, choose Recover Deleted Items.
3) Select the desired item(s).
Click on the Recover Selected Items icon. (They are returned to the Deleted Items folder.)
Note: Items deleted with Shift/Delete are not recoverable!
Auto Format Reply
Replies to messages are automatically formatted based on the original message. This ensures replies can be read by the sender.
Preview Pane
When the Preview Pane is enabled, an entire message is displayed at the bottom of the screen.
Display or hide the Preview Pane
What To Do ...
1) From the View menu, choose Preview Pane.
Rules Wizard
Rules (scripts) can be created to automatically handle items in the Inbox, Outbox, Sent Items, Deleted Items and Drafts folders.
Create a Rule
What To Do ...
1) From the Tools menu, choose Rules Wizard.
2) Click on the New button.
3) Choose the type of rule.
4) Click on Next button.
5) Select condition(s).
6) Click on the Next button.
7) Choose what to do with the message.
8) Click on the Next button.
9) Name the rule.
10) Click on Finish.
11) Click on OK.
Find Feature
Using Find, you can search for specified text in Appointments, Contacts, Messages, or Tasks.
Using Find
What To Do ...
1) Switch to the desired folder.
2) Click the Find button.
3) Enter text in the Look for box.
Click on the Find Now button.
Flag a Contact
You can flag a contact as a reminder to follow up, call, E-mail, send a letter, or set up a meeting. Flag turns red when it is overdue.
What To Do ...
1) Switch to the Contacts folder.
2) Select a contact.
3) Click on the Flag icon.
4) Choose the desired options.
5) Click on OK.
INDEX
July 23, 1998
Technical Training Outlook 98 New Features
A
Auto Format Reply 6
Autosave 2
C
Customizable Toolbars 4
D
Drafts Folder 2
F
Find Feature 7
Flag a Contact 7
Folder Size 5
M
Multiple Signatures 3
O
Organize items 4
Outlook Today 1
P
Preview Pane 6
R
Recover Deleted Items 5
Rules Wizard 6
S
Scheduled Synchronizations 1
W
Work Week button 3
Working OffLine 1
GartnerGroup© 1998 / Page 9July 23, 1998
Technical Training Outlook 98 New Features
GartnerGroup© 1998 / Page 9July 23, 1998