uCertify Articles » M-OUTLOOK-2002

What does an e-mail importance level indicate?

uCertify — Mon, 07 Sep 2009 00:00:00 +0000

The level of importance of an e-mail message indicates whether the e-mail needs the recipients’ attention quickly or can be read later. Recipients see a visual indicator in their inbox if an e-mail comprises a high importance setting. A user can also enable the e-mail recipients to sort messages by importance. A user can set the e-mail importance level by using the Options dialog box launcher.

In Outlook, following are the three importance levels:

High

Normal

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What does an e-mail sensitivity level indicate?

uCertify — Mon, 07 Sep 2009 00:00:00 +0000

The e-mail sensitivity level indicates how recipients should treat the contents of an e-mail. It helps a recipient to manage e-mail contents. A user can change the sensitivity level by using the Options dialog box launcher.

In Outlook, the following are the sensitivity levels:

Normal

Personal

Private

Confidential

According to each sensitivity level, a user will see the following message in the Information Bar:

If sensitivity is Normal, no sensitivity level is assigned to the message. No text is displayed.

If sensitivity is Private, a recipient will see the “Please treat this as Private” message.

If sensitivity is Personal, a recipient will see the “Please treat this as Personal” message.

If sensitivity is Confidential, a recipient will see the “Please treat this as Confidential” message.

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What is an attachment in a e-mail message?

uCertify — Sun, 06 Sep 2009 00:00:00 +0000

An attachment is a file or any basic element of information, that is associated with an e-mail. It is used to send different types of files, photographs, zipped folders, etc. An attachment can be an appointment, contact, task, journal entry, note, posted item, and document. Messages that have attachments are identified by a paper clip icon.

Attachments will appear in two different places in a message according to the following formats:

HTML or plain text: Attachments will appear in the attachment box below the Subject line.
Rich Text Format (RTF): Attachments will appear in the body of a message.

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What are the file types that Outlook blocks by default ?

uCertify — Sun, 06 Sep 2009 00:00:00 +0000

Files are used to contain information that has the potential to spread viruses. The following are the file types that Outlook blocks by default:

Extension	File Type
.asp	Active Server Page
.bat	Batch Processing
.exe	Executable File
.js	JavaScript Source Code
.jse	JScript Encoded Script File
.msh	Microsoft Shell
.msh1	Microsoft Shell
.msh2	Microsoft Shell
.ws	Windows Script File
.wsc	Windows Script Component
.wsf	Windows Script File
.wsh	Windows Script Host Settings File
.xnk	Exchange Public Folder Shortcut
.scf	Windows Explorer Command
.scr	Windows Screen Saver
.sct	Windows Script Component
.shb	Windows Shortcut into a Document
.shs	Shell Scrap Object File

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What is a signature?

uCertify — Sat, 05 Sep 2009 00:00:00 +0000

A signature is a collection of text and pictures that are used to emphasize specific information. It is used to add a block of information at the end of an e-mail. The block of information is added automatically to an e-mail.

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How to prepare for the exam?

uCertify — Wed, 02 Sep 2009 00:00:00 +0000

This certification exam checks your knowledge and experience on the subject. So the best way to get through is to learn and master each and every aspect of the subject and get hands on experience on it. However, it may take a long time to become a master in your specialized subject. So you need to focus on the important areas in order to pass the exam. Therefore, you should first identify the exam objectives.

All Microsoft exams have a set of objectives outlining the topics you need to understand to become successful in the exam. Although we have included the latest exam objectives with our PrepKit, it is a good practice to visit the Microsoft site to check the latest exam details, because these objectives keep on changing from time to time.

Create a study plan and stick to it

First of all, you should plan how you will be studying for the exam. You can set a time limit to go through each objective and should try to finish it in the allotted time. You can also fix your daily hours of study and set a deadline for completing the entire contents. This will help you prepare efficiently for the exam.

Take a self-diagnostic test

Once you have created your study plan, you should attempt the diagnostic tests included in the PrepKit. This will help you assess the level of your preparedness and know your strengths and weaknesses on a particular topic. You should revise your plans again, keeping in mind your difficulties.

Concentrate your studies on the objectives

You should go through all the exam objectives for this exam available on the Microsoft Training and Certification Web site. You should concentrate your studies on these objectives, as a thorough knowledge of the topics included in them is essential for passing the exam.

Study Notes

The Study notes included in the PrepKit are organized according to the actual test objectives. They helps you understand the topics clearly and systematically, assist you in difficult areas and organize your studies. They provide in-depth knowledge of different topics and help you become a master in the respective field.

Practice Questions

Practice questions are necessary to get an overview on the type of questions you will encounter in the actual exams. The more you practice, the better understanding you will have on the type of questions you will face. Microsoft has included different types of questions like ‘hot spot’, ‘choose and reorder’, ‘drag and drop’, and the latest ’simulation questions’ in its exams. You can make yourself familiar with all these types of questions by attempting the simulation tests included in the PrepKit. If you find that your knowledge on the subject is not up to the mark, you should go through the chapter again and re-take the practice test. This is the best method to master a specific topic.

Quiz

The exam quiz helps you learn the technical terms, concepts and definitions, etc., which are essential for the real exams. You can set your own time for the quiz, and can even set the time allowed for each question to appear. Customized pop quizzes can also be created by selecting the topics and number of questions from each topic, so that you can prepare for the real exam quickly and effectively.

How tos

These are illustrated examples on different topics that can be used to fully understand and overcome technical issues. Step-by-step instructions and graphics make the problems easy to understand and solve.

Articles

Technical articles help you enhance your understanding on technical issues. Articles written by experts and experienced professionals provide you better understanding of the skills , you will need not only to qualify your exams but also in your future career as an IT professional.

Study Tips

They provide exam-related advice, including test tips, things to practice, tests review and much more to guide you through your test preparations. Study tips give an insight into how to approach studying and retaining key points particularly as it is addressed on the exam.

Track your progress

You should keep track of your progress over time by going through the detailed test report provided at the end of each practice test in the PrepKit. This will make you confident, as you will be able to know when you are ready to take the actual exam.

Take the Final test

Once a deadline is set, it is time to do some final preparation. Go through the Final test given in the uCertify Practice test.

Quickly review just before taking the test

As your exam day approaches, it is a good time to go through a quick review on all the tips, notes, exam alerts and summary given at the end of each chapter. Take a glance through the topic briefly if you have doubts. Be relaxed and have a good amount of sleep.

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10 Tips for passing the Certification Exam

uCertify — Wed, 02 Sep 2009 00:00:00 +0000

MOS (Microsoft Office Specialist) certification consists of specialized exams that test your knowledge on Microsoft Office programs. If you are preparing for this exam, you should have a thorough understanding of creating and sending an e-mail message, managing signatures and automated messages, configuring e-mail security settings, creating appointments, meetings, or events, customizing calendar settings, managing Tasks, managing contacts and personal contact information, organizing Information, etc.

You also need to show your expertise on other topics such as locating Office Outlook items by using the search feature, customize Office Outlook, creating and managing Office Outlook data files, configuring e-mail message sensitivity and importance settings, etc. You have to study hard, as there is no short cut to success, but if you prepare systematically, you can pass all these exams easily. Here are 10 tips that will help you to pass these exams with flying colors:

Set a deadline

Set a schedule for yourself before starting your preparations. Plan and decide how much time you will devote on your studies, practical, and practice tests. Also plan when will you review your preparations and when will you take the exam beforehand. This will help you concentrate more and organize your time better. Although the preparation time depends on how fast you can study and what experience you have, it takes about 8-10 weeks to prepare for a particular exam.

Review the exam objectives

Clearly understand what are the skills required and on what specific topics you should concentrate for a particular exam. Know what to expect in the exam and start your preparations accordingly.

Read technical articles and study notes

Read plenty of good articles on the technologies covered and get as much knowledge as you can. Study notes are helpful to learn the technical terms, definitions, and the key concepts required to understand the complex technology that the exams cover.

Have practical experience

Install Microsoft Office on computers. Practice the different practical aspects such as creating appointments, meetings, or events, sending meeting requests, customizing calendar settings, creating and modifying distribution lists, organizing mail folders, etc. The questions in the MOS exams test your skills on solving the practical problems and having practical experience will help you a lot.

Take practice exams

Take practice exams and get the experience on the pattern and format of the actual certification exams. This will also help you discover your strengths and weaknesses, so you can focus more on the topics difficult to you. Quality exam simulations come with reporting and analysis tools and can actually tell you when you are ready for the real thing.

Schedule the exam for your peak time

Always schedule your exam for your peak time. Taking the exams in the morning is generally considered better, but it depends on what is the most suitable time for you. Likewise, it is advisable to schedule your exam in weekdays, so that there are less people to take the exam at the exam center.

Sleep well in the night before exam

Have a good night’s sleep before the exam. Staying up late and studying the whole night before the exam will not help, as you will feel tired and sleepy while taking the exam.

Reach the exam center before time

Always try to reach the exam center at least 15 minutes before the exam. Use the extra time for getting familiar with the environment of the testing center. You can also review the important topics so that you remember them during the exam.

Be relaxed during the exam

Be comfortable while taking the exam. Read all the answer options even if you feel that you know the correct answer. If you are unsure about the answer, try to eliminate the obviously wrong answers first. You can also bookmark the questions on which you have doubt and answer them afterwards.

Review the answers

Thoroughly review your answers before ending the exam. Answer the questions you have book marked by guessing the correct answer options and do not leave any question unanswered.

Most importantly, keep faith in yourself and you will see that nothing is impossible. You can always find what works for you and what does not and plan your preparations accordingly. This may not be an exhaustive list of what to do and what not to do, but we do hope that these tips will pave your way towards your ultimate goal, i.e., to be certified as an MOS.

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Managing Contacts and Personal Contact Information in Microsoft Outlook

uCertify — Wed, 27 Sep 2006 00:00:00 +0000

A contact is used to link with a person, inside or outside of an organization, about whom a user can save several types of information, such as street and e-mail addresses, telephone and fax numbers, and Web page URLs. In Outlook, each contact is displayed as an Electronic Business Card. You can manage contacts and personal contact information in Outlook in the following three ways:

Create contacts as a visiting card: A contact is a view of specific information about a person, which can be inserted into messages. It is used to make sharing contact information easier. It can be quickly inserted into messages that a user sends and is immediately recognizable by a recipient. A user can also forward cards or include a card in a signature that is automatically included in outgoing messages. A user cannot add the card automatically without using a signature. If a user uses an HTML-based message, the person who receives the message gets a visible identifier to quickly save it as a contact. Whenever you save an Electronic Business Card that is received in an e-mail message, you create a new contact. You can either save the duplicate as a new contact or update the original.

Take the following steps to create a contact from within Contacts:
1. Click on File > New > Contact.
2. Type a name for the contact. Enter the information that you want to include for the contact.
Note:
1. To specify how the contact’s name is to appear in the To line of a message, type a name in the Display As box.
2. To enter multiple entries for a field, such as more than one phone number or e-mail address, click the down arrow next to the field.
3. To enter more than one mailing address for a contact, select the This is the mailing address check box to establish which address is to be used during a mail merge.
4. To quickly create another contact with the same company information, in the current contact, click on Actions > New Contact from Same Company.
5. In Outlook, there is no option for adding contact information automatically to Contacts or Address Book when you reply to a contact.
Take the following steps to create a contact from an e-mail message that you receive:
1. Open the e-mail message.
2. Right-click the name of the sender who you want as a contact, and then click Add to Contacts on the shortcut menu.
In Microsoft Outlook, a contact is a view of specific information about a person, which can be inserted into messages. It is used to make sharing contact information easier. It can be quickly inserted into messages that a user sends and is immediately recognizable by a recipient. In Microsoft Outlook, a user can change the size of the cards by changing the number in the Card size % box of the Format Business Card View dialog box. A smaller number displays more cards, and a larger number displays fewer cards.
Managing contact information through the Distribution List: The Distribution List is a facility in Microsoft Outlook, which allows a large number of subscriber mail addresses to be reached through a single (list) name. It is also known as a mailing list and is a collection of e-mail addresses. You can use distribution lists to send an e-mail message to several people at one time. By default, in Microsoft Outlook, the distribution lists are saved in the Contacts folder.
Take the following steps to create a Distribution List:
1. Click on File > New > Distribution List.
2. In the Name box, type a name.
3. Click Select Members.
4. Click the address book that contains the e-mail addresses you want in the distribution list.
5. Type a name you want to include.
6. In the list below, select the name, and then click Members.
7. Click the Save & Close button.
Take the following steps to remove a contact from a Distribution List:
1. Open the list.
2. Select the contact.
3. Press the Remove button.
4. Click the Update Now button.
5. Click the Save & Close button.

Managing contacts information through Address Book: Address Book is a collection of address books or address lists that a user can use to store names, e-mail addresses, fax numbers, and distribution lists. It can be used to store a Global Address List, an Outlook Address Book, and a Personal Address Book. A user can use the Address Book to select names, e-mail addresses, and distribution lists. Microsoft Outlook supports the following types of Address Books:
1. Global Address List: The Global Address List contains the name and e-mail addresses of an organization. The Global Address List is automatically configured with an Exchange account. It can also contain e-mail addresses for external contacts, distribution lists, conference rooms, and equipments. You can download the Global Address List for offline use.
2. Internet directory services (LDAP): The Internet directory services uses the LDAP (Lightweight Directory Access Protocol) to find e-mail addresses that are not in a local address book or a corporate-wide directory. These services require network connectivity to connect to the LDAP server.
3. Outlook Address Book: The Outlook Address Book is created automatically and contains the contacts in the default Contacts folder that contains e-mail addresses or fax numbers. The Outlook Address Book does not require a Microsoft Exchange account to store contact information.
4. Third Party Address Books: You can add third-party address books to Outlook by using the third-party provider’s Setup program. Outlook displays third-party address books in the Additional Address Book Types list.
You can use the Address Book to look up and select names and distribution lists when you address messages. When you type a name in the To, Cc, or Bcc boxes of an e-mail message, Microsoft Office Outlook automatically checks to see if the name that you have typed matches a name in the Address Book. If there is a match, the name is resolved and the name and address fields are filled automatically. If there is no match, the Check Names dialog box prompts you for more information.
Take the following steps to create an Address Book:
1. Click on Tools > Account Settings.
2. Click the Address Book tab.
3. Click the New button.
4. Specify the Server Name.
5. Click the More Settings button.
6. Specify the Display Name.
7. Click the Apply button.
Microsoft Office Outlook does not support the direct import of Qualcomm Eudora 6.x e-mail messages and address books. However, you can import data into Microsoft Outlook Express and then import the data from Outlook Express into Outlook. Outlook Express is replaced with Microsoft Windows Mail in Microsoft Windows Vista. Windows Vista cannot import Eudora mail messages or address book information. In order to import data from file into Outlook Express, you will have to take the following steps:
1. In Outlook Express, click on File > Import > Other Address Book.
2. Click Eudora Pro or Light Address Book (through v3.0) in the Address Book Import Tool dialog box. Click the Import button.
After importing data from file into Outlook Express, import data from Outlook Express into Outlook. In order to import data from Outlook Express into Outlook, you will have to take following steps:
1. In Outlook, click on File > Import and Export.
2. From the list, click Import Internet Mail and Addresses, and then click the Next button.
3. From the list, click Outlook Express 4.x, 5.x, 6.x. Select the Import Mail and Import Address book check boxes. Click the Next button.
4. Select the option for the action that you want Outlook to take for duplicate items. Click the Finish button.
You can use Outlook Address Book to search for people on the basis of their e-mail alias, first and last name, home location, mobile number, etc.

Take the following steps to search for a person by name:
1. On the Standard toolbar, click Address Book.
2. In the Address Book list, click the address book in which you want to search for names.
3. In the Search box, type the name, or part of a name, that you are searching for. Click Name only, next to Search, to restore the name list view.
Take the following steps to search for a person by using different criteria:
1. On the Standard toolbar, click Address Book.
2. In the Address Book list, click the address book in which you want to search for names.
  For the Search box, click More columns.
3. Type the information, or part of the information, that you are searching for.

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Preview and Print Items in Outlook.

uCertify — Tue, 26 Sep 2006 00:00:00 +0000

In Outlook, a user can print individual items or a view of all the items in a folder. In Calendar view, a user can print the contents of recurring appointments that occur over some months, or a user can print the view of everything in the task detailed list.

Each item and each view has a print style, which describes the layout, font style and size, appearance, and other formatting options. A user can create his own print styles for items and views, and in the case of views, he can change the look of a view to modify how it will be printed. When printing, the contents of an item are printed with the most common fields visible, such as the Subject field in an e-mail message. A user can also print an item with custom fields.

Print Styles are a combination of paper and printing settings that determine the way items print and how they appear. Outlook offers some built-in print styles, which a user can customize to create additional styles. All the print styles are saved with each view type to show how information will be arranged and organized. For each view, there are some standard print styles that are available for use. To use a print style, the user must first be in a view that is based on the same view type as the print style. In Outlook, different types of pre-defined styles are available for use. They cannot be modified or created. Only one print style at a time can be used. The following table depicts the pre-defined print styles:

Print Style	Appearance
Table	Items or all items in a list with the visible columns displayed.
Daily	One day per page, from 7:00 A.M. to 7:00 P.M., with tasks and notes areas.
Weekly	One week per page without tasks and notes areas.
Monthly	One month per page without tasks and notes areas.
Tri-fold	One day, one month, and the TaskPad appear as three separate sections on one page for folding evenly into three parts.
Calendar Details	Calendar items including the body of the item.
Phone Directory	Names and phone numbers for all contact items from top to bottom on the page, and with letter tabs and headings.
Medium Booklet	All cards on two sides of a sheet of paper with four pages per sheet, portrait orientation. You can cut and staple to make a booklet.
Small Booklet	All cards on two sides of a sheet of paper with eight pages per sheet, landscape orientation. You can cut and staple to make a booklet.
Card	All cards one at a time from top to bottom on the page, two columns wide, with six blank cards printed at the end, and with letter tabs and headings.

Take the following steps to create a print style:

Open the folder that contains the items and view to create a print style.

Click on File &gt Page Setup &gt Define Print Styles.

In the Print Styles box, click the print style you wish to use. Click the Copy button.

In the Style name box, type a name for the new print style. On the tabs, select the options to be applied.

In order to check the progress of the print job, double-click the Printer icon in the status area of the taskbar. When a file is printed, the icon disappears. If a user is printing a short document, the printer icon may not appear on the status bar long enough for him to click it to check the printing progress.

In Outlook, paper and pages have special meanings. Paper is defined as the physical paper that a user puts in the printer, and a page is defined as the area of the paper that will be printed on. A user can print several pages on a single sheet of paper. By setting the page size to 1/4 sheet booklet, a user can print four pages of a booklet on a single sheet of paper.

The Print Style is responsible for paper and page sizes, which is a collection of settings that are automatically applied to what a user prints. All the settings defined in the Print Style take precedence over settings defined from the Print Properties dialog box.

Note:

In the Print Properties dialog box, under Orientation, the Portrait and Landscape options apply to pages, not to paper. These options determine how the printing will be oriented on the page, not how the paper will be oriented in the printer.

If the text of the calendar is cut off while printing the calendar, print the calendar in the Daily Print Style. The text of the calendar will not be cut off.
In Microsoft Outlook, it is necessary to create a folder that contains calendar appointments to print a blank calendar. A blank calendar is a useful aid for taking notes and discussing schedules. By printing the blank calendar, a user will be able to take notes on it and discuss schedules in meetings.
In order to hide the details of private appointments while printing the calendar, a user has to change the print properties.
The Memo Style is a print style in Outlook. It is used to print the selected items one at a time in the form of a mail message and all the attachments are printed as graphics.
The Tri-fold print style is available for the Calendar views only.
Each folder has its specific views and a user can use the available views to print the folder items.
In order to remove weekends from the printed output of a calendar, a user has to change the page setup options.
The Print Preview feature is not available for HTML and RTF formatted messages. A user has to change the mail format to plain text to use the print preview feature.
It is necessary to use the Weekly, Daily, or Monthly print style to print the TaskPad and Notes because only these print styles comprise the options for printing the TaskPad and Notes.
In Microsoft Outlook, the attachments will be printed only by the default printer. Therefore, it is necessary to use the default printer to print e-mail messages and attachments.

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What is a multiline layout?

uCertify — Tue, 26 Sep 2006 00:00:00 +0000

A multiline layout is used to display message information in two lines in the message list. The first line displays the name of a sender or a recipient, and the second line displays the text from the Subject box of the message header. The message header includes the subject, from, received, importance, attachment, and size fields.

A user can quickly switch from single-line layout to multiline layout by dragging the message list window to make it smaller. A user can configure Outlook to automatically use the multiline layout when there is not enough screen to display a message header in a single line.

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