Microsoft Office Outlook 2007 Training

1. Microsoft® Office Outlook® 2007 Training Manage your mailbox II: Understand your choices for storing Before you begin: Students taking this course may also be interested in the training presentation titled “Manage your mailbox I: Find its size and trim it down.” [Note to trainer: For detailed help in customizing this template, see the last slide. Also, look for additional lesson text in the notes pane of some slides.]Before you begin: Students taking this course may also be interested in the training presentation titled “Manage your mailbox I: Find its size and trim it down.” [Note to trainer: For detailed help in customizing this template, see the last slide. Also, look for additional lesson text in the notes pane of some slides.]

2. Manage your mailbox II: Understand your choices for storing Course contents Overview: Storage motivations and methods Lesson: Store messages locally, on your own computer

3. Manage your mailbox II: Understand your choices for storing Overview: Storage motivations and methods The personal folder is known as a Personal Folders file, or PST. The personal folder is known as a Personal Folders file, or PST.

4. Manage your mailbox II: Understand your choices for storing Course goals Understand the benefits (and drawbacks) of storing messages on your own computer. Distinguish between two basic methods for personal storage: Archive and Personal Folders.

5. Lesson Store messages locally, on your own computer

6. Manage your mailbox II: Understand your choices for storing Store messages locally, on your own computer Freeing up server space: You may want to do this, for example, if you’re getting reminders from your system administrator that your mailbox is about to reach its size limit. Better record keeping: Use Personal Folders for messages that you're keeping for professional or private reasons. PST storage can help you maintain a “paper trail.” Portability: You can use Personal Folders to move or copy messages from one computer to another computer, or to back them up to a CD-ROM or a data stick. Freeing up server space: You may want to do this, for example, if you’re getting reminders from your system administrator that your mailbox is about to reach its size limit. Better record keeping: Use Personal Folders for messages that you're keeping for professional or private reasons. PST storage can help you maintain a “paper trail.” Portability: You can use Personal Folders to move or copy messages from one computer to another computer, or to back them up to a CD-ROM or a data stick.

7. Manage your mailbox II: Understand your choices for storing Think before you store

8. Manage your mailbox II: Understand your choices for storing Think before you store

9. Manage your mailbox II: Understand your choices for storing Think before you store Instead of moving messages to folders you create yourself, you may have special “managed folders” that you access. Usually these folders are created and managed by your system administrator. Instead of moving messages to folders you create yourself, you may have special “managed folders” that you access. Usually these folders are created and managed by your system administrator.

10. Manage your mailbox II: Understand your choices for storing With Archive, it’s about time As the message implies, AutoArchive moves messages based on how old they are. It does this regularly (for example, every 14 days) as long as you say yes.As the message implies, AutoArchive moves messages based on how old they are. It does this regularly (for example, every 14 days) as long as you say yes.

11. Manage your mailbox II: Understand your choices for storing With Archive, it’s about time

12. Manage your mailbox II: Understand your choices for storing With Archive, it’s about time Are you noticing a trend with Archive? Outlook does much of the work for you. If you're the kind of person who just wants things tidied up and you aren't particular about how it’s done, Archive could be a good method for you. So how does this compare to Personal Folders? That’s coming up next. Are you noticing a trend with Archive? Outlook does much of the work for you. If you're the kind of person who just wants things tidied up and you aren't particular about how it’s done, Archive could be a good method for you. So how does this compare to Personal Folders? That’s coming up next.

13. Manage your mailbox II: Understand your choices for storing Personal Folders give you maximum control

14. Manage your mailbox II: Understand your choices for storing Personal Folders give you maximum control

15. Manage your mailbox II: Understand your choices for storing Personal Folders give you maximum control

16. Manage your mailbox II: Understand your choices for storing They both use PST files Additionally, with both methods, you'll always be able to access your moved messages from a folder in the Navigation Pane in Outlook. Other names for an Outlook data file include Office Outlook Personal Folders File, PST, and personal store (because you personally store a PST file on your own computer). Additionally, with both methods, you'll always be able to access your moved messages from a folder in the Navigation Pane in Outlook. Other names for an Outlook data file include Office Outlook Personal Folders File, PST, and personal store (because you personally store a PST file on your own computer).

17. Manage your mailbox II: Understand your choices for storing One more type of Personal Folder Mail will be delivered directly to your computer if you have a POP3 e-mail account type or if your Microsoft Exchange Server account is configured that way. Mail will be delivered directly to your computer if you have a POP3 e-mail account type or if your Microsoft Exchange Server account is configured that way.

18. Manage your mailbox II: Understand your choices for storing One more type of Personal Folder Not sure which kind of account you have or whether this applies to you? The Quick Reference Card that’s linked to at the end of this course provides more information about how to check. Not sure which kind of account you have or whether this applies to you? The Quick Reference Card that’s linked to at the end of this course provides more information about how to check.

19. Manage your mailbox II: Understand your choices for storing Suggestions for practice Explore your Navigation Pane. Take a closer look at Outlook Data Files. [Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.][Note to trainer: With Outlook 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Outlook, with instructions to guide you. Important: If you don’t have Outlook 2007, you won’t be able to access the practice instructions.]

20. Manage your mailbox II: Understand your choices for storing Test question 1 Which storage method allows you to group messages in folders that are different from the folders in your mailbox (that is, by project, topic, or other major category that you choose)? (Pick one answer.)

21. Manage your mailbox II: Understand your choices for storing Test question 1: Answer Personal Folders.

22. Manage your mailbox II: Understand your choices for storing Test question 2 AutoArchive moves messages based on which of the following? (Pick one answer.)

23. Manage your mailbox II: Understand your choices for storing Test question 2: Answer Age.

24. Manage your mailbox II: Understand your choices for storing Test question 3 Archive Folders and Personal Folders both store messages in PST files. (Pick one answer.)

25. Manage your mailbox II: Understand your choices for storing Test question 3: Answer True.

26. Manage your mailbox II: Understand your choices for storing Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card.

27. USING THIS TEMPLATE See the notes pane or view the full notes page (View menu or tab) for detailed help on this template. Using This Template This Microsoft® Office PowerPoint® template has training content about the two methods for storing e-mail messages on your computer in Outlook 2007. It’s geared for you to present to a group and customize as necessary. This template’s content is adapted from the Microsoft Office Online Training course called “Manage your mailbox II: Understand your choices for storing.” Features of the template Title slide: On the first slide, there is placeholder text over which you should type the name of your company. Or you can delete the text box altogether if you don’t want this text. Animations: Custom animation effects are applied throughout the presentation. These effects include Peek, Stretch, Dissolve, and Checkerboard. All effects play in previous versions back to Microsoft PowerPoint 2000. To alter animation effects, go to the Slide Show menu, click Custom Animation, and work with the options that appear. If this presentation contains a Macromedia Flash animation: To play the Flash file, you must register a Microsoft ActiveX® control, called Shockwave Flash Object, on your computer. To do this, download the latest version of the Macromedia Flash Player from the Macromedia Web site. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition, and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please note: You must have Outlook 2007 installed to view the hands-on practice sessions. If you don’t have Outlook 2007, you won’t be able to access the practice instructions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu). Using This Template This Microsoft® Office PowerPoint® template has training content about the two methods for storing e-mail messages on your computer in Outlook 2007. It’s geared for you to present to a group and customize as necessary. This template’s content is adapted from the Microsoft Office Online Training course called “Manage your mailbox II: Understand your choices for storing.” Features of the template Title slide: On the first slide, there is placeholder text over which you should type the name of your company. Or you can delete the text box altogether if you don’t want this text. Animations: Custom animation effects are applied throughout the presentation. These effects include Peek, Stretch, Dissolve, and Checkerboard. All effects play in previous versions back to Microsoft PowerPoint 2000. To alter animation effects, go to the Slide Show menu, click Custom Animation, and work with the options that appear. If this presentation contains a Macromedia Flash animation: To play the Flash file, you must register a Microsoft ActiveX® control, called Shockwave Flash Object, on your computer. To do this, download the latest version of the Macromedia Flash Player from the Macromedia Web site. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition, and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please note: You must have Outlook 2007 installed to view the hands-on practice sessions. If you don’t have Outlook 2007, you won’t be able to access the practice instructions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).