Objective 3. Store Contact and Task Information

2017-11-03 09:05:06

A contact is a person or organization, inside or outside your own organization, about whom you can save information such as street and e-mail addresses, telephone and fax numbers, Web page addresses, birthdays, and even pictures. The Contacts component of Outlook is your e-mail address book for storing information about people, organizations, and businesses with which you communicate. The default location for Outlook's Contacts information is the Contacts folder.

In Outlook, a task is a personal or work-related activity that you want to keep track of until it is complete. For example, writing a report, creating a memo, making a sales call, and organizing a staff meeting are all tasks. Use Outlook's Tasks component to create and manage a list of tasks.

Activity 1.8. Creating Contacts

In this activity, you will work with some existing contacts and create new contacts. The existing contacts were imported into your Contacts folder at the same time you imported Darron Jacobsen's messages into your Inbox.


1.	In the Navigation Pane, click Contacts to display the Contacts folder. The Contacts folder contains three existing contacts.
2.	On the Standard toolbar, click the New Contact button , and then compare your screen with Figure 1.18. Figure 1.18. The Untitled - Contact form displays. The form has multiple tabs, including General and Details. Using the space on the various tabs, you can store a variety of information about a person or an organization. A blank area of the form, called the notes area, can be used for any information about the contact that is not otherwise specified in the form.
3.	In the Untitled - Contact form, in the Full Name box, type James Smith and then press . The insertion point moves to the Job title box, and the form title bar displays James Smith - Contact. Notice that the File as box displays the contact name as Smith, James. This is how it will display in the Contacts list. Outlook displays items in the Contacts list in alphabetical order based on last names, a common method for arranging groups of names.

4.	In the Job title box, type Vice President, Student Affairs Under Phone numbers, in the Business box, type 312-555-0135 and then press . The phone number displays with parentheses around the area code portion of the number. You can also type a phone number without hyphens and Outlook formats it correctly.
5.	Under Addresses, in the Business box, type the following information, and then compare your screen with Figure 1.19: 4750 Chicago Boulevard Chicago, IL 60605 Figure 1.19. More Knowledge: Verifying and Adding Information to Names, Phone Numbers, and Addresses The Contact form contains the Full Name command button and command buttons under Phone numbers and Addresses. These command buttons display dialog boxes that enable you to add more information to a name, phone number, or address. For example, the Full Name command button displays the Check Name dialog box, in which you can add a prefix such as Dr. or Ms. to the contact's name. These dialog boxes also verify the accuracy of the information. Outlook displays these boxes automatically if a name, phone number, or address is incomplete or unclear.

6.	In the E-mail box, type Jsmith@LakeMichCityCollege.edu and then press . Compare your screen with Figure 1.20. Figure 1.20. The Display as box shows the contact's name with the e-mail address in parentheses. When you use the contact's address in an e-mail message, this is how Outlook will display the address. Sometimes a contact's e-mail address may be completely unrelated to the person's actual name. When viewing e-mail messages, this feature helps you recall the person associated with the e-mail address.
7.	Click to place the insertion point in the Display as box, and then press as necessary to view the entire address.
8.	On the Contact form toolbar, click the Save and Close button . Outlook saves the new contact and the Contacts folder displays.
9.	On the Standard toolbar, click the New Contact button . If you did not click Save and Close in the previous step, a dialog box displays asking whether you want to save and close the Contact.

10.	In the Untitled - Contact form, use the technique you just practiced to add the following new contact, using Business for the address and phone information: Mary Adair 312-555-0139 4750 Chicago Boulevard Chicago, IL 60605 After typing the address in the Business box, compare your screen with Figure 1.21. Figure 1.21.
11.	On the Contact form toolbar, click the Save and Close button . The new contact is added to the Contacts list.

12.	In the Navigation Pane, under Current View, click Detailed Address Cards, and then compare your Contacts list with the one displayed in Figure 1.22. Figure 1.22. (This item is displayed on page 88 in the print version)

The Contacts list displays in Detailed Address Cards view. This view displays more information about individual contacts. Depending on the size of your screen, the arrangement of your contacts may differ from the figure.

Another Way: To Open a Blank Contact Form

You can display a blank Contact form in several ways. In addition to the toolbar button, you can use the keyboard shortcut . Or, from the File menu, point to New, and then click Contact. Finally, you can right-click in a blank area of the Contacts folder and click New Contact on the shortcut menu. Right-click is the action of clicking an object with the right mouse button; a shortcut menu is a list of context-related commands that displays when you right-click a screen element.

Activity 1.9. Editing Contacts and Printing the Contacts List

When information about specific contacts changes, you can easily add details, change addresses and phone numbers, or add other information related to the contact. There may be times when you want a printed copy of your Contacts list. For example, if you are taking a business trip, you might want a printed list of the contacts you will be visiting on your trip.

There are different print styles for contacts, depending on what you want to print.

1.	With the Contacts list displayed, point to the contact Mary Adair, and then double-click to open the form. Alternatively, point to the contact, right-click, and from the shortcut menu, click Open.
2.	In the E-mail box, type MAdair@LakeMichCityCollege.edu and then click Save and Close . The new information is added to the contact, and the Contacts list redisplays.
3.	In the Contacts list, use the technique you just practiced to open the Contact form for James Smith. Under Phone numbers, in the Home box, type 312-555-0190 and then Save and Close the form.
4.	From the File menu, click Print. Under Print style, click the down scroll arrow to view the available print styles. Each of the different print styles arranges the contact information in a different format. You can preview how the contact information will display when you print it. Small Booklet Style and Medium Booklet Style cannot be previewed unless your selected printer supports two-sided printing.
5.	Under Print style, click Card Style, and then, in the lower right corner, click Preview. The preview displays the entire Contacts list in the Card Style print style, which displays the name and address information alphabetically by last name.

6.	Point to the document, click once to increase the magnification, use the bottom and right scroll bars to scroll as necessary, and then compare your screen with Figure 1.23. Figure 1.23. (This item is displayed on page 90 in the print version) This print style displays the information as it is currently displayed in the Contacts list, which is in the Detailed Address Cards view. Footer information may display at the bottom of the page.

7.	On the Print Preview toolbar, click the Print button to redisplay the Print dialog box.
8.	In the Print dialog box, in the center of the dialog box, click Page Setup. Under Options, locate the Blank forms at end box. If this box does not display None, click the Blank forms at end arrow, and then click None. In its default setting, the Card Style print style includes a blank form page, which is a lined page added to the printout of this print style that you can use to manually list new contacts if you want to do so. You can exclude this page from the printout.
9.	Click the Header/Footer tab, and delete any existing header or footer information, including dates and page numbers. In the left Footer box, using your own first and last name, type 1A_Contacts_Firstname_Lastname Click OK to redisplay the Print dialog box.
10.	In the Print dialog box, click Preview to preview the printed document. In the Print Preview window, click Print to return to the Print dialog box, and then click OK to print the entire Contacts list.

Activity 1.10. Creating and Printing a Tasks List

You can create a new task using a Task form or enter a new task directly in the Tasks list. In this activity, you will create tasks for Darron Jacobsen.


1.	In the Navigation Pane, click the Tasks button to display the Tasks folder. Compare your screen with Figure 1.24. Figure 1.24. The Tasks list displays and is currently empty. The Navigation Pane for the Tasks folder has the same two-pane structure as the Contacts folder. Individual task items are displayed in a table with column headings for four fields: Icon, Complete, Subject, and Due Date.
2.	Take a moment to study the main parts of the screen as shown in Figure 1.24. Move the pointer over the four column headings in the Tasks list and observe the ScreenTip for each heading. The ScreenTips for each column heading are prefixed with Sort by. Use the column headings to sort the task list either by icon type, the completed status, the subject, or the due date. Recall that an icon is a small graphic image. In this case, the icon represents the task type, such as a task you own or a task assigned to you by someone else.
3.	On the Standard toolbar, click the New Task button . In the Untitled - Task form, in the Subject box, type Write press release for piano competition winner Click the Due date arrow. On the displayed calendar, click a date one week from the current date.

4.	In the Task form, clear the Reminder check box, and then compare your screen to Figure 1.25. Figure 1.25. (This item is displayed on page 92 in the print version) A banner displays at the top of the form indicating the due date. By default, Outlook displays a reminder at 8:00 a.m. on the due date of a task. You must clear this check box if you do not want to be reminded of a task. Alternatively, you can adjust the time of day that you would like to be reminded of a task. The reminder is a small dialog box that displays in the middle of the Outlook screen that is used to remind you of a pending appointment or task. You can work in any Outlook folder when a reminder displays.

5.	Save and Close the task. Notice the Tasks list displays the new task.
6.	In the Tasks list under the column headings, click in the Click here to add a new Task box, and then type Work on Joyce's presentation To the right of the Subject text, click in the Due Date box, type Next Thursday and then press . The task is added to the list. Notice that the insertion point is still located in the Click here to add new Task box, and the text no longer displays. Use this box to quickly create a new task with only a subject and due date. You can see that you can use natural language phraseswritten words or phrases spoken by humans as opposed to computer languagesuch as Tomorrow to specify dates, and then Outlook converts the phrases to actual dates.

7.	In the Click here to add a new Task box, type Prepare Mary's performance evaluation In the Due Date box, type Next Monday and press . Click anywhere in the Tasks list and compare your screen to Figure 1.26 Figure 1.26.
8.	From the File menu, click Print. In the displayed Print dialog box, under Print style, locate the two styles available for tasks. Memo Style is appropriate for printing individual tasks. To print the entire Tasks list, use the Table Style. Table Style is already selected as the print style.
9.	In the Print dialog box, click Page Setup. In the Page Setup: Table Style dialog box, click the Header/Footer tab, and then delete any existing header or footer information, including dates and page numbers. In the left Footer box and using your own name, type 1A_Tasks_Firstname_Lastname In the lower right corner of the dialog box, click Print. In the Print dialog box, click Preview to preview the printed document. In the Print Preview window, click Print to return to the Print dialog box, and then click OK to print the Tasks list.

[Page 93 (continued)]

Objective 3. Store Contact and Task Information

Objective 4 Work with the Calendar

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