Microsoft

Outlook 2000
Quick Reference Card
The Outlook 2000 Screen
Title Bar Menu Bar Folder Banner Standard Toolbar

The Outlook Bar

Provides a preview of your day. Summarizes appointments, tasks, and new e-mail messages
Column Heading Buttons

$ontains your unread and recent messages. Enables you to view and schedule appointments, events, and meetings. Use to keep track of addresses, numbers, and e-mail addresses. Use to organize to-do lists by priority. %ecords information about items that you send or receive and files you create with &icrosoft 'ffice. Use like electronic Post- t! "otes to #ot down information.

Outlook Bar

Information Vie er

Group Buttons

Messages: Basic Tasks

The Standard Toolbar

)e Mo!e to Folder 'epl$ to t%e Sender For ard Message

Searc% t%e Current Folder for Messages

(ddress Book

Help

"rint

*elete

'epl$ to all 'ecipients

Send + 'ecei!e Messages

Organi,e t%e Current Folder

Find a Contact

To *ccess the -nbo.: $lick the

-nbo. icon on the 'utlook bar or click -nbo. in 'utlook (oday view. Send and Recei0e button on the Standard toolbar or press Ctrl! ) M!.

To Create a Message:
+2 $lick the ,e/ button or press Ctrl! ) ,!. 22 Enter the e-mail address,es- in the To: bo. or click the To button to use the address book. 32 $lick the Cc: bo. and enter the e-mail address,es-to whom you want to send a copy of the message. 42 Enter the sub#ect of the message in the Sub5ect bo.. )2 Enter the te+t of your message in the te+t bo+. 62 $lick the Send button or press *lt! ) S!.

To Check for ,e/ Messages: $lick the

Keyboard Shortcuts
Sa!e Ctrl! " S! "rint Ctrl! " #! #ndo Ctrl! " $! Cut Ctrl! " %! Cop$ Ctrl! " C! "aste Ctrl! " &! C%eck Spelling Ctrl! " '(! C%eck for Mail Ctrl! " M! or ')! Sa!e& Close& *lt! " S! and Send 'epl$ Ctrl! " R! 'epl$ to (ll Ctrl! " Shift! " R! (ddress Book Ctrl! " Shift! " B! Help '+! S itc% Bet een *lt! " Tab! 0orks like the 0indows %ecycle 1in (pplications 2stores deleted messages. )e Item Ctrl! " ,! )e Message Use &y Shortcuts Ctrl! "to Shift! access your " M! e-mail. Ctrl! " Shift! " *! )e (ppointment )e Contact Ctrl! " Shift! " C! )e )ote Ctrl! " Shift! " ,! )e Task Ctrl! " Shift! " K!

Message -ndicators:
&essage has not been read &essage has been read *ile is attached to the message

To O1en a Message: 'pen the nbo+ and

double-click the message you want to read.

To Re1ly to the Message Sender: $lick

the message, click the Re1ly button, type your reply and click the Send button or press *lt! ) S!.

To *ttach a 'ile: $reate a new message,

click the *ttach button on the &essage form toolbar, select the file you want to send and click OK.

To Re1ly to *ll Message Reci1ients:

$lick the message and click the Re1ly to *ll button, type your reply and click the Send button or press *lt! ) S!.

To Send a Blind Carbon Co1y 7Cc8:

Select &iew . Bcc Field from the menu enter the e-mail address,es-to whom you want to send a blind copy of the message in the Bcc: bo..

To 'or/ard a Message: $lick the message,

click the 'or/ard button, enter the e-mail address,es- in the To: bo., enter any additional comments in the te+t bo+ and click the Send button or press *lt! ) S!.

To 9elete a Message: Select the message

and press the 9elete! key.

To O1en an *ttach:ent: /ouble-click the

attachment at the bottom of the message screen.

Messages: Other Tasks

;eneral Outlook 'unctions

 To 'lag a Message for 'ollo/<=1: %ight-click the message and

select 'lag for Follow Up from the shortcut menu. Select a flag type and due date from the dialog bo+ and click OK.

To 9is1layDEide the 'older >ist: Select &iew . 'older List to toggle

the display.

To Clear a 'lagged Message: %ight-click the message and select

Clear Flag from the shortcut menu.

To Change the Current &ie/: Select &iew . Current View and

select the desired view.

To Recall a Message: $lick the My Shortcuts button in the

'utlook 1ar, then click the Sent -te:s icon or click the Send -te:s in the *older list. /ouble-click the message and select *ctions . Recall This Message from the menu. You can only recall a message if the recipient has not opened it.

To Change Eo/ a 'older is OrganiAed: 'pen the folder, click the

OrganiAe button and specify how you want the folder to be organized.

To Mo0e an -te: to a 9ifferent 'older: Select the item, click the

Mo0e to 'older button and select the destination folder. 'r7 Select &iew . 'older List from the menu to display the folder list then click and drag the item to the destination folder.

To Resend a Message: $lick the My Shortcuts button in the

'utlook 1ar then click the Sent -te:s icon or click the Send -te:s in the *older list. /ouble-click the message and select *ctions . Resend This Message from the menu. You can only resend a message if the recipient has not opened it.

Calendar
The Calendar Toolbar
Mo!e to )e (ppointment Folder Go to Toda$ - *a$ .eek Vie Mont% Vie Organi,e t%e Calendar Vie

To Sa0e a Message as a 9raft: Select 'ile . Save from the menu.

(he message appears in the /rafts folder.

To Create a 9istribution >ist: $lick the

,e/ and select /istribution 3ist. $lick Select Me:bers to select names from the address book then click a name in the list and click Select. the menu. Select the group from the 4ddress list and click 9elete.

"rint

*elete

To 9elete a 9istribution >ist: Select Tools . *ddress Book from To Create a Signature: Select Tools . Options from the menu, click
the Mail 'or:at tab and click the Signature #icker button.

/ *a$ Vie

0 *a$ .eek Searc% for Vie (ppointments

(ddress Book

To &ie/ the Calendar: $lick the

Calendar icon on the 'utlook bar or click Calendar in 'utlook (oday view. view. 'r7 $lick on of the $alendar 8iew buttons on the toolbar.

To Change &ie/s: Select &ie/ from the menu and select the desired

To Change a Message?s O1tions: $lick the

O1tions button on the *ormatting toolbar. &essage options allow you to specify5 " (he level of importance of the message " (he level of sensitivity of the message " 0here replies should be sent to " f you want a read receipt to be delivered when the message is opened " f you want to encrypt the message +2 &ake sure that you6re in the -nbo.. 22 Select Tools . Rules Wizard from the menu and click the ,e/ button. 32 Select the type of rule you want to create and click ,e.t. 42 $lick the first piece of underlined te+t in the %ule /escription bo+, which may be people or distribution list, specific words, etc. )2 Specify the criteria2a person6s name, a keyword, etc. and click OK. 62 $lick the ne+t piece of underlined te+t in the %ule /escription bo+ and specify the name of the folder where you want to move the messages or the action you want done to the message. (2 $lick 'inish to complete your rule and click OK.

To Schedule an *11oint:ent: $lick the

press Ctrl! ) ,!.

,e/ button or

To Schedule a Recurring *11oint:ent: Select *ctions . ,e/

Recurring Appointment from the menu.

To =se the Rules @iAard:

To Schedule a Meeting ReFuest: $lick the

select Meeting ReFuest.

,e/ button and

To Schedule an *ll 9ay C0ent: Select *ctions . ,e/ *ll 9ay

Event from the menu.

To #lan a Tentati0e Meeting: Select *ctions . #lan a Meeting from

the menu.

To Reschedule an -te:: /ouble-click the meeting, appointment, or

event, make your changes and click the button. Sa0e and Close

Contacts
To &ie/ Bour Contacts: $lick the
bar. Contacts icon on the 'utlook ,e/ button or press

Tasks
To &ie/ Bour Task >ist: $lick the To Create a ,e/ Task: $lick the
Tasks icon on the 'utlook bar. ,e/ button or press Ctrl! ) ,! or simply type the task in the task bo.. check bo..

To Create a ,e/ Contact: $lick the

Ctrl! ) ,!.

To Cdit a Contact: /ouble-click the contact. To 'ind a Contact: $lick the

'ind button on the toolbar, specify who or what you6re looking for and click 'ind ,o/.

To Co:1lete a Task: $heck the task6s

To 9elete a Task: Select the task and press the 9elete! key. To Create a Recurring Task: /ouble-click the task and click the
Recurrence button on the toolbar.

To 9elete a Contact: Select the contact and press the 9elete! key. To Change &ie/s: Select &iew . Current View and select the desired
view from the menu.

To *ssign a Task: /ouble-click the task, click the

*ssign Task button on the toolbar, enter the person6s name in the To: bo. and click Send.