 Notice that it tells you that it's going to be a mail folder, and all you have to do is give it a name. Now, I right-clicked on my inbox, which means that it's going to be right in this first line under my inbox. If I would like it to be under NWA, then what I would do is I would right-click on NWA. So I'm going to click on NWA, right-click, right-click, and say New Folder. And let's say under that I'd like to type in NJP, create a new folder called NJP. All I have to do is type that in and click OK. And so notice that now this has become a subfolder of NWA, so it's underneath it. And one of the nice things about doing that is you can just click on this little arrow and close it up, or click again and open it up and see everything beneath it. If you accidentally did that, if you say, gosh, I really didn't mean it to be under NWA, I meant it to just be under the inbox, then you can drag it up on top of the inbox, placing it back in the inbox, and now notice that it's going to be in line with everything else. How many of you have had a folder? I just placed it under somebody else. Let me just put it back up here. There are always in alphabetical order. Have you noticed that? Have you ever wanted a folder to be on top that isn't the folder? If you could speak up a little bit, that would be great. I'm pretty loud, but I can do it louder. In this version, what you would need to do is you would need to trick Microsoft into thinking that it should go first. Notice on my very first folder, do you see how it's got an underscore in front of it? That underscore will make it rise to the top because symbols are always ahead of letters. If there is something really important that you'd like to be at the top, for instance, NJP, of course, should be first. I'm going to right-click. If you don't know how to rename a folder, then you just right-click on it and then click on Rename. If I just put underscore, it may or may not, I forget what the first one was, it may or may not go ahead of it. If I do double underscore, so two underscores, I know for sure it'll go to the top because I know that the other one had just one underscore and therefore it was followed by a letter. Notice how I was able to get the folder I wanted to be on top, which might be important to you if you're trying to keep those folders as close to the top as possible. Notice that I have a lot of folders and you could be scrolling a long time to get to different folders. This is another really nice area up here called Favorites. If there is a folder that you use a lot, you can just drag it up here into the Favorites area. Now make sure that you see this line that's going across between inbox and sent mail. Make sure you see the line before dropping it, but if you put it anywhere in there, you're going to get a shortcut that you can remove at any time, but it would keep all your most used folders up top. So I'm going to go ahead and drop it. Notice before I drop it that there's a plus next to my arrow. That plus means that it's going to add a shortcut and not move the NJP folder. So notice I have it in both places. When I click on another folder, you can see down here that NJP is no longer highlighted, so it's not pointed to it. But if I click on this one, do you notice? Well, I've got nothing in NJP yet because I haven't actually placed anything in it, but it is pointing to this folder right now. If I no longer want it there, what would I do? Well, if you unmute it, I'm sure all of you would say right click, because right click is almost always the right answer, and then you see how I can remove it from Favorites. So it can be a favorite for a while, and then you can take it off if you want. So that should help you with keeping folders that you use a lot up toward the top. I'm going to go back up. Notice that I keep my scent items up here, and the reason I do that is because every once in a while, I'm not sure if something actually got sent or got stuck in my outbox, so it makes it really easy for me to get to it. You can also drag outbox up here if you're going to look at your outbox a lot to make sure again that whatever it was got sent properly. So those are folders. Now, what if you want to start putting things in NJP? How would you do that? Well, one way to do that is to select as many of these items as you want. So one way to select is to click on the top one, shift click on the bottom one, of course that highlights everything in between. If you don't want to highlight everything in between, you can just control click, and control click lets you be more selective. You can highlight as many as you want, and then drag them over to NJP. That's kind of a slow way to go though if you have perhaps a hundred different email from someone who you'd like to put all at once over into a folder. So another way to go would be notice that right now this is arranged by or sorted by date. What you can do is click on that area and click on from. And so now let's say instead of NJP, let's say this was called Fidelity. I'm going to rename this. I wanted to move all of these over. I could just drag, this is called this header area up here. Notice as soon as I started dragging you see how all of them got highlighted. I could just drag Fidelity into Fidelity. And so in one second I could accomplish the same thing. That might take me a half hour an hour to look through my entire mailbox to do. Now that's only if I want to drag all of Fidelity over. If I want to be more selective, once again I can control click on the ones that I don't want. And then as I drag over only those would go over. Any questions on that? So sorting by from or arranging by from is a really handy thing. Now what if I wanted to see all the different people that I had email from? These little headers can be collapsed by just clicking on this arrow here, right? Do you see I'm collapsing them? But I probably have about 500 of those. So that would make me sad if I had to do all 500 individually. So how would I collapse all of my groups? These are called groups that we've got here. Again if you don't know how to do it there's only one right answer and that is to right click. So let's right click on a group and see what we have and look at that, collapse all groups. When I've collapsed all groups do you see how I get to quickly scroll through and see everybody that sent me a mail? Really nice fast way to go. Now let's say I wanted to see mail that came from someone named, gosh let's see who's at the bottom of my list, Valerie. One of the things you can do is click on any of these headers and just start typing VAL and notice it goes straight to the B's. So you don't have to scroll down, you don't have to do a search, nothing like that. You just have to start typing and it will go straight to the name that you're interested in. If you then want to see what's in there you can just click on that arrow and you're done. So that's sorting by from, or arranging by from. We're going to go back to arranging by date. And I'm hoping, I noticed searching for some reason was not working in here before, but I'm going to try again and hope that it does. I'm going to search for, and you know the search routine is just to come up here in the search box and start typing. So I'm going to type in somebody's name that I know is in here and I hope it finds it. I'm not sure why it's not finding anything today. Okay, well let me tell you what I wanted to teach you. I'm not quite sure. I've got two versions of Outlook on here, both 2010 and 2013. I'm not sure that's why this feature is not working. But let me see if I can make it work in 2013 just because it's exactly the same as far as how it functions. And I would really love for you to see it actually working as opposed to not. So if you don't get any of the other tips, listen closely to this one. So notice that even though I typed in Gordon that it has Sandy in here, it has other things in here other than those things that are from Gordon. And so it would take me in fact, if you look down here in the bottom left, it found 250 items that matched Gordon. And I don't know about you, but I'm a really slow reader and so for me to scan through here and try and find that email would take a long time. So the first thing I can do is instead of just typing, notice a lot of people don't notice that there is a whole tab that as soon as you click into this search box appears. And that's important to remember because if I'm just clicked out here, if I'm not in the search tab, then do you see how it goes away? Okay, so you have to click in the search box first and then this whole search tab appears. And instead of just typing in Gordon, I'm going to click on from. And notice that I've got the from here and sender name. So now if I type in Gordon, notice that it only has those emails from him, already dropping the total from 250 if you look in the bottom left-hand corner to 166. That's a whole lot of email I don't need to look through. Now, let's say the cool thing about this is not just the from, but the fact that each of these can add to my narrowing of my search. So if I now click on has attachments, notice that I went from, what was it, 150 a second ago? So we started at 250 something, went to 150 something, now we're at 20. If in addition I knew that somewhere in the subject, he was talking about something dealing with cyber, I can type, I can click on subject, type in, start typing in cyber, and now I've narrowed it to one. So from 250 to 150 to 20 to one. I guarantee there's no way you could have read all of those that quickly scan through them to find the one you wanted. So using this search tools toolbar will save you hours a week in searching for things. So here are some of the things. They put the most used things up top, but if you click on the more, there's tons of different things that you can narrow your search with. So notice it says refine, refine is another word for narrowing your search. Now the opposite is true at times as well. Sometimes you're going to search for something and you're not going to find it. And that's when scope helps you. So scope allows you, if you want, to increase what you're searching. So for instance, you saw I have a ton of subfolders here. If I want, I can click on all mailboxes. And instead of just looking at the one that I'm currently in, it would look through is all mailboxes, which is current folder, which is the default or current mailbox, current folder. Subfolders, which means remember when I put NJP under NWA, it'd just be those things under the folder that you're currently on. Or all outlook items. Now all outlook items would find the name Gordon, even if he was in my contacts, if he was in my tasks, whatever. That effectively can increase your scope. And this is effective at narrowing down your search, both really, really handy and both only visible when you click up here in the search bar. Okay? If you search for the same things over and over, notice you can click on recent searches, and it will give you some of those recent searches. So if you're always looking for Gordon with attachments or whatever, you don't have to keep redefining them all the time. You can just go to recent searches. Any questions on that? One of the neat things, let's say you do use recent searches a lot, or you would like to use all nail boxes a lot. One of the tools that a lot of people overlook is this tool here called the Quick Access Toolbar. Okay? Now if you're saying, but Sandy, I don't see anything like that. Oh, by the way, maybe I should get out of this view and go back to 2010 so that it's more familiar to you. Let me go back to that. Hopefully at the very top of your screen, it's probably over here in the top left. Notice that mine is below this area here. This area is called the ribbon. Okay? If you, the purpose of the Quick Access Toolbar is to tools you use most always available to you. Okay? So that no matter what tab you click on, these tools will always be there. Okay? So wouldn't it be nice if the tools you use the most, were closer to your document as opposed to further away? If you wanted to move this Quick Access Toolbar, and you're probably only seeing two or three tools up here right now. If you want to move it down here, how would you do that? Well, once again, if you don't know how to do something, you're going to right click on it. So if I right click on it, notice mine says show the Quick Access Toolbar above the ribbon because it's below the ribbon. Once I click on that, it's going to show you the Quick Access Toolbar up here, which is where you probably have it. If you would like to move it below, all you have to do is right click on it and say, is that if you use a lot and in order to see it, I have to click back in this box. You love this from one, but you don't always want to have to come up here. You'd like it to be right here. How would I move this from tool down to the Quick Access Toolbar? Once again, if you don't know how to do that, you're going to try and go to that item, right click on it, and look at that. The very top thing is add to Quick Access Toolbar. So now you have that from tool right here. Anytime you want to use it, well, you have to be in the search dialog box to use it, but once you're in there, it's right at your fingertips. Move it from the Quick Access Toolbar, you're going to right click Toolbar. That's how easy it is to put things on and off. And by the way, you have a Quick Access Toolbar in Word, in Excel, in every single Microsoft application, and it works the same way, and I would highly, highly, highly recommend using it. The thing we've covered so far. What I would do is I would click on Date, and I would come down to From, so that all of their email was grouped together, as you saw earlier, right? You saw that's how you can group all email from one person together. Or the inefficiency in doing that is that usually it's not too grouping by date, because I want to see the incoming items, right? You don't need to do that anymore. Now there's another part here. Let me move this over a little bit here. Whoa, okay. There's a new part to your screen. If you've got, if you're viewing your email over here on the right, with people paying, I've got the two versions, but it's for displaying email and that sort of thing, so I can leave this alone and see all the email. And by the way, every single piece of email in here will be a hyperlink to the email, so if I click on it, it'll open up that email. You can also drag if you want to open it a little different height than you did before. It will be what it will stay at when you open and close these in the arrow if you want to use that. Have you heard of conversations before? So right now remember this is grouped by date. So if I click on this down arrow, do you see how if I am grouped by date, one of the things I can do is say, show in conversations. What that does, and by the way, you want to see that in all fours, though it's really easy to change back. But now what happens is, you do one in return saying how about third, and if you click on that arrow, is this cleanup tool? When would you like the class is embedded in that final email, right? If you were to scroll down the email, you would see every single back and forth you had that is embedded. So it would go to every single conversation in the folder, if the conscious person and I got deleted without me knowing and use it for a week or two and tell your, is I would go to my, that would be a really nice way to make sure that everything is going to work the way you want it to. Okay, so it's cleanup conversation. Look at what a quick step would like to do when I click on one or more email. So do I want to, so first of all, what is the name? Well, two manager, it could be two manager or it could be two, let's say, two Sue Anjerman. I want to send it to four people. Whatever it is that you want, you can do that in here, okay? A particular step, right? All it's going to do, you click on an email, I'm going to click on two manager and it would send it to Sue. Without me having to do a forward and type in her name and that sort of thing. The folder means it's going to be taken out of my inbox, right? So I can either move it or I can copy it or maybe once I've forwarded on, I don't need it any longer. I can delete it. All of these different choices, okay? He'll choose the NJP folder. Actions, if you want. And so when you're done, see how I did a forward right there so I could type whatever message I want and then it will move it to the NJP folder. When you want to control what happens to the email, so it's not the same as creating a rule, which happens automatically when it enters your inbox. This, you're allowed to select. Which I like better because what if Sue just sends me an email saying, hey, how about lunch? Do you want to put it in a separate folder? I don't. So email. And then decide what to say. Somebody sends you an email. Like this person. By the way, before I get out, before I continue with this, I'm going to get out of conversation view. So I just take the checkout. All I have to do is drag her. It also invents, I want more information like she gave me your address, but if so, I would just drag it over to address. If I wanted to see everybody who I want to send holiday cards to, I can do that if I give them a category of holiday cards. If I want to see all my business law clients, I can do that if I give them a category of business law clients. So we'll look at that in a second. But all I would have to do here is save and close, and I would have a new contact with no typos and within seconds of the folder you can drag into. If Jan wants me to do something, I could drag this onto tabs. That would be the subject of the email. You could drag her down to, and you drag from one folder to automatically create a new item. A question here in the chat, which is, in case it's not covered later, when I try to print up PDF with a long string of emails, a conversation, the formatting gets weird. It creates a bunch of extra lines and spaces, turning five pages of email into 15. Do you have any tips there? When they take the string of emails and turn it into a PDF to print, it gets really, really large. So it's the emails, not attachments. They're trying to print a whole conversation of them. Attachment here. So if I want to print these emails, what a lot of people think is that if you're printing an email with attachments, that what you have to do is you have to go into each attachment and print them separately, or at least print each email separately with attachments. What I wanted you to know is if you go to file print under the print options, do you see that under print options there's this print attached file? So you don't have to do one at a time or even turn it into PDFs or whatever. If you just click on print attached files, it will print all of the email in the attached file. A lot of people don't know that that's there. And then there was another question here which is I used to be able to assign colors to emails from the ED or COO, et cetera. I don't see this function anymore. Is it still available? Categorize. Ah, okay. It's now, in the older versions of, there were two different things. There were categories and there were colors. Now they've combined categories with colors. And so you're assigning them at the same time. Categorize. And if you want to, categories or whatever, you would click on all categories. And then this is where you can decide what category means what or what color is assigned or whatever. So if you already have a category you like but you don't like the color or you don't like the whatever, this is where you do it. So let's say I didn't like the color of important. I could click on important and I could just come down here and I could change the color. Okay? If I didn't like the name, I could click on here, click on rename and it would allow me to type in a new name. If I want to create an entirely new item, I can click on new and give it a name and a color. And notice that it also allows you to give it a shortcut key. So let's say the color you want to assign a lot of the time would be red or whatever it is. So maybe you assign a shortcut key of control F2. So instead of you having to click on categories and give it a category each time, you could just click on the email and press control F2. And these categories are the same throughout outlook. So you can use them for mail. But notice here, these I use for tasks, personal to-dos, calls and work to-dos. Those are categories I use for my tasks. Then down here, these are all categories that I use for my contacts. So all categories are in the same place regardless of whether you use them in contacts or tasks or whatever. Does that help the person that wanted the color? Yes. So thanks so much. This little box here. So you can either click on the item and you can go up to categories and assign it that way. You can right click on the item and go to categories and assign it that way. Now notice when, and this is true again in contacts or here, if you just want to assign one category you could just click on it here. In my contacts, often I want five or six categories. So then you want to go to all categories and you can check them all. Because that first way that I showed you what happens is once I click on one of these, this will go away and I have to right click and do it again. Each time I have to right click and come here again. And also this is generally not a complete list of all your categories. So coming to all categories is quite helpful. So if you're using categories a lot, you might want to right click on it and assign it to your Quick Access toolbar. I use it a ton when I'm in contact. Alright. Any other, are we done with Brian then questions or mail? Yes, we are getting a little bit of background noise so I'm going to mute everyone. Sandy you'll need to hit star six to unmute yourself. Probably the next most used. I was asking about color. You probably see that color is something I use a lot in my calendar. When Microsoft first came up with colors I thought just sort of fluff and then I decided no, I really like it. Because not only can you assign colors but you can actually have Microsoft Outlook color code for you. So we're going to learn both of those. So for instance, like if I consider this important then I can just come up here to categorize and click on important which is what I did. Or again, we showed you earlier I could right click, go to categorize and do it here. And for important things I do do that. I hand color code on my important things. But things like this, everything that I type B colon in front of I have my own business and those are all business related and I'd like them to automatically be colored orange. Or maybe you have trial dates and every time you type in the word trial you would like it to turn red. Okay? So one thing you can do of course is to categorize. But another thing you can do is you can say you know what, I would like Outlook every time I type a certain thing in I would like it to color code for me. To do that, think of it as you're changing the look, right? Any time you're changing the look you're always talking about how you're viewing it. Okay? So under view, and by the way all of this is in the handout that Brian's going to post. So you'll easily be able to see this. Under view there's something in the very beginning called view settings. Second tool from the left. And what we're talking about now is conditional formatting. Conditional formatting says hey, if it meets a certain condition, format it. So that's what we're going to look at. Now these are my conditional formats. I've got one for children, one for birthdays, business, that sort of thing. Let's look at one that's already created. I created one called business. I gave it a name called business. You can name it anything you want. It really makes no difference. What color do you want it? You can assign it whatever color you want. Okay? And then condition is what needs to be true in order for it to assign that color. Okay? So I'm going to click on condition. And what needs to be true is that it has to have a B colon somewhere in this subject area. Okay? Why did I type B colon? Well, if I just typed B, typed in lunch with Bill, it would turn it orange. So it doesn't necessarily have to be a colon, but you have to think about making it something unique. Okay? So for birthdays, if I look at condition, you see that it's... If I type in either birthday or B-day, or even anniversary, I want it to turn gray. Okay? So you separate with commas all the different possibilities, and then it will search for those and change it accordingly. And it gives... It changes it according to the order that you have it in here. So for me, business is most important. But if I have a business thing that's also got birthday in the description, what it's asking is, what color would you like it to be? And it's going to be in disorder. So if I have something that's a business, which I have orange, right? And birthday, which I have gray, it's good to make it orange because business is the top of my priority list. And the way you change that is right here with the move up, move down. Okay? So how do I create one from scratch? Well, I can click on add. And this name... This name means nothing. It's really the condition that means something. This is just for you to remember what you put in here. So let's say this is what I'm going to use for trial and due date. Okay? And for that, let's say those are pretty important to me. So I'm going to pick red. Pick any color you want. Notice that some of these are really dark. Those are really quite miserable to look at in your calendar. So I would highly recommend sticking with a more opaque, but that's completely a personal choice. Okay? So I'm going to click on this. All right? And then the condition. This is the important part. What are you going to search for to turn it red? Well, I maybe want to type in trial to turn it red and then a comma. Due for due date to turn it red. What else might you want to turn red? Anything else? Maybe if you type in imp for important? I don't know. Whatever it is that you would like it to search for and turn red. I'm going to click on okay and okay again. And okay again. So now anytime I type in trial and hit enter. Okay? Well. So it's too low on the totem pole. So let's go back to view settings. Conditional formatting. Remember I said it did it in order. So I'm going to move this up. Click on okay and okay. So here we go. So there it's red. If I say report due, it's red. Okay? So it's really nice. Now there are times that, you know, you may type something in. For instance I have one for my children and my children, one of them's named Nick. So anytime I type in Nick, it's going to make it a certain color, right? Well, even if I type in Nick that's not my child, it's going to turn it that color. So you either need to make sure that it's unique or for me, I don't really care. I know if I'm going to lunch with a Nick that's not my son, I still know it's a Nick that's not my son. So I could care less. But just so you know, to make it as unique as possible. Okay? I'm going to go back into my view settings. Conditional formatting. Take away my trial due. Click on okay. And okay again. Does anybody have any questions on automatic formatting? Again, it's completely in my handout. No? One of the new things in this version was that they started putting tasks if you want to see them at the bottom, which I think is really nice. So when you're on a particular day, if a task does have a due date, you'll be able to see the due date, the tasks on those days. Okay? Some of the things that I would highly encourage you to do is to be consistent in how you type in your calendar item. What I mean by that is, so every time I'm doing a training for Ntap, notice I type in Ntap like this. And so if I wanted, if I said to myself, gosh, I don't remember when I'm doing Ntap trainings this year, I can go up to the search box up here, type in Ntap, and I can find all of them immediately, assuming my find were working in this version, but it would find them all immediately and list them here. So if I wanted to delete them all or just see what they all were or change them all, it makes it so easy to work with. Whereas sometimes you call it Northwest Justice Project and sometimes you call it NJP. If you're not consistent in how you name things, you won't have that advantage of being able to use the search engine for you. Okay? What is the easiest way to type in or the fastest way to type in an appointment? Most, hopefully you know that if you're in day or week view, the neat thing is you can just highlight as much time as you want for the appointment and then just type in whatever it is you'd like and hit enter and you're done. Because what I see a lot of people do instead of that is they'll double click or they'll click on New Appointment and this is a lot slower way of putting an appointment in. Okay? So all you need to do is either drag first or you can type first and then drag one of these little circles and make it longer. But staying in this view is a lot faster than going to the New Appointment view. Okay? Now if I want to move this, I think a lot of people know that to move you can just drag it, right? It's wherever you want to go. But when you want to copy, how do you do that? Even right clicking, which I told you was the answer to everything, it's not the answer here. Notice that there is no copy here. Microsoft doesn't for some reason give you a copy command. So what if you want to tap Training here as well? Anybody know what you do? Two choices. One is instead of dragging with your left mouse button, which moves, if you drag with your right mouse button then when you let go you're going to have choices. Now it looks kind of weird right now seeing nothing, but if I click on Copy do you see how I have two of them? So once again, left mouse button is going to move, but dragging with your right mouse button is always going to give you choices. Now the other thing that you should know in all applications is what key do you need to hold down when you're dragging in order to copy? This is another incredibly useful tip, not just for Outlook, but for every single Microsoft application. And that is, when you drag, if before you let go, before you let go of your mouse, if you press the control key, do you notice how all of a sudden a plus shows up next to the arrow and training shows up twice? If your control key is down when you let go of the mouse you will automatically copy. This is such an important concept. In Word, in Excel, in PowerPoint anytime you want to copy something if the control key is down when you let go of your mouse after dragging you will have copied the item. If I've got two contacts that work for the exact same company wouldn't it be nice if you could just copy all the information? Just drag that contact, okay, and before letting go hold your control key down it will make a copy of the contact. Now it's going to say do you want to update information because it's seeing the same contact so you're going to say, no, I want to add a new contact and once you've clicked on add it's going to allow you to type in a new name or whatever information differs. Okay, you look at it and you go, oh my gosh. So let's say somebody calls you and says, what Tuesday this month can you meet? Well, you can tell by looking at these down arrows that you're not seeing everything that's happening those days. Every single one of these days has something else going on that I can't even see. Even if I could see it I'd be like, oh gosh, I wonder when this 10 o'clock appointment ends I wonder if I could actually have lunch with this person on that day, right? Well, the easiest way normally what people do is they'll go to click on the down arrow and they'll go to the day. If I had to go to every single Tuesday and look at each one what a pain, right? So what people don't know a lot of people don't know is this little calendar is worth its weight in gold and if I want to see what's happening with me every Tuesday all I have to do is hold my control key down and click on every Tuesday and isn't that easier to be able to see which Tuesday I can have lunch? Then trying to go a day at a time or whatever. This is so handy. If you want to see, hey, what's happening 9th, 10th, and 11th I can drag because they're next to each other. But if I also want to see the 16th, 17th, and 18th I just need to make sure I hold my control key down because they are not sequentially next to each other. Okay? I can also look at two different weeks. If I come over to the left and click because I'm seeing one week if I would like to see what that looks like next to this one just hold your control key down and click. There are so many more views than you might think you have just by day, week, month. Okay? You want to see three weeks at a time because remember when you saw the whole month of five weeks you couldn't see half of what I was doing but if I just drag across three weeks I can see everything. Not one of these has a down arrow anymore. Okay? So this is a cool thing not just for viewing though. What if I need to move an appointment? You call me and say, Sandy I can't do it on March 17th. Could you please move it to the 25th? I can actually use this. I can drag this up here onto this little calendar and move it or copy it. The calendar is amazingly useful. Any questions on that? Somebody outside of NJP or not NJP, excuse me I know a lot of you aren't NJP. If you need somebody else to see your calendar one of the neat new features that they put in this release is this email calendar. So if you click on email calendar it'll ask you how many days would you like to show this other person? So do you want to just show them today or 30 days or what exactly would you like? So you can pick. Then what would you like them to see? Just whether you're free or busy or actually what you're free and busy with. So you can have just free busy or you can have limited or full detail. Okay? And then there's more advanced things as well. But let's just look at this. I'm going to click on okay and look what it does. It creates the neatest little calendar showing me the dates because I said seven days, right? And look at that. It's showing me what I'm doing for each of those days. Really a nice way to send somebody if you need to send or free busy or anything like that and that is email count. Another neat thing is calendar groups. Do you ever need to see when certain people especially if you're a scheduler or maybe you just want to see if you're going to be in the office today. Maybe you're a receptionist and you'd like to see everybody's calendar. This here is a calendar group. Notice it says my calendars and it has all these underneath. So the cool thing about that is if I want to see all the calendars I can just click on that and notice how it opens them all up. If I then decide you know what I don't want to see this one I can just uncheck it, okay? So this is a group and you can have as many different groups as you want. So if you have a group of just attorneys or a group of just check signers or whatever the group is you can create your own calendar group this easily. You just click on calendar groups, create a new group and give it an A. So maybe you have one called office for the whole office or one called attorneys for just attorneys or one called board rooms. If you are worried about is a board room schedule or not maybe it would be really nice to do one for board rooms assuming they have been set up as resources otherwise that wouldn't work. But I'll call it whatever name I want and then what it's going to do is it's going to notice that automatically put attorney there as my group and then I can just double click on all the people who are attorneys in my office, okay? Click on okay. Now of course this is not going to show anybody because none of these people are really in my office but notice that it opened up all of their calendars and so now anytime I want to see the attorney group I can just check it. When I don't I can uncheck it. So instead of selecting who you want to see each time you can just create as many of these little groups as you want. I want to delete the group I'm going to say yes I just right clicked and I deleted the group and it's gone. But that's a really nice fast way to be able to see who's here who's not. Other questions on calendar I want to contact. So many things about contacts or tips. One of the things a lot of people do in contacts if they have a lot of contacts and they need to get to the R's let's say to find my name they might come over here and click on the R. The problem is my last name is R-Y so then you're going to have to scroll for forever before you get to my name. Instead of using this I never use this. Instead of using this I would just click on any one of these items and just start typing R-Y-L and boom I'm right at Rylander. That is much faster than clicking on R and scrolling or even doing a search. Again click on any item and start typing I started typing A-L-L and notice I'm right there. Once I'm on an item if I want but I don't want to get off of my keyboard I can just hit enter in order to see the item. Now let's say I'm in a contact and I go oh I need to go to that person's address but I have no idea where this is. Did you ever notice there was just a little map it tool there? If you click on map it it will automatically open up Bing Maps and show you where it is without you having to type anything in and then if you want to click on directions it will give you directions in just seconds. You'll just have to say where you're coming from and give you all the information that you need. I think that's a very cool feature in Outlook is this little map it guy. Another thing that I really love to do as I told you earlier is Categorize. Notice that this person is a business client of mine that's why it says be client. The more categories I add and you can add as many categories as you want so now this person will get a holiday card if I want to remove a holiday card I can just right click on it and I can clear that or I can clear all the categories. I'm going to go ahead and close this go back into Outlook. Looks like I closed out of Outlook entirely. Go back in. Right now the view that I'm looking at by the way if you have never changed your view you're probably looking at a view called business card view. This is a new view in this release. This is not my favorite view because look at how much wasted space there is just so that it looks like a business card so my preference is to be in card view. It's an older view but it wastes so much less space so I get to see so many more of my people which is what I prefer. It's also created a view called by category view so I'm going to click on that and show you. Notice that these are the categories I was telling you about earlier that I created. One is business client and you may say well why did you put the Bs in front? Well notice how all my business things are all grouped together and the reason they are is because I started them with the same letter. So instead of seeing business client up here and subcontractor down here and having to go through this whole list I get to see them grouped together because of the way I named it. All personal things have a P in front of it so all personal things are grouped together. It's totally up to you but if you want them sorted you have to think of that in your naming because it will always be done alphabetically. Now one of the things when I first started using categories I'm going to go back to all categories. I showed you this earlier that these are the colors that you could choose from. At first I was upset with Microsoft that they only gave me whatever it is. Let's see 1, 2, 3, 4, 5 I think it's 25, yes 25, 1, 2, 3, 4, 5 25 colors and I ran out of 25 colors because I got more than 25 categories and then what I realized was that the colors would mean nothing to me if I assigned a new color for every category. I could never remember what 25 different colors were so I went back and reassigned the colors and decided hey you know what, I'm going to keep all my business that orange color all my personal will be the blue color and then I've got this category for holiday cards but I realized that they gave me really plenty of colors for how many I could remember. It's really useless to have a rainbow it's much more useful for me to have it mean something and this made it very easy for me to see my business versus my personal kinds of contact so just keep that in mind when you're setting up colors and that sort of thing for categories. I believe I mean I could keep going to tasks as well but I want to make sure that there's plenty of time for you to ask any questions if you have any questions on anything we've covered or anything we haven't covered so I'm thinking this would be a good point to turn this over to you and cover any questions that you might have and don't forget to unmute yourself because right now I'm not hearing anyone. So star six will unmute there's a question here can we go over calendar sharing? I'm the lone but if you want to share your calendar again it would be sharing anything you would right click on it now I don't know if you could right click on this calendar or not I don't recall I know it looks like that wouldn't work so what you would do down here at the bottom do you see there's a folder which allows you to see your folder list so I would click on the folder list and then scroll down to your calendar right click on your actual calendar and in here there's going to be a share now or if they're either share or properties either way you're going to see a share and from there notice I don't even have a share tab but you would and with that tab I believe let me see if it's in my book I think I have it in my book you're going to be able to maybe it's not in my book not seeing it the thing is there are going to be different levels that you can share you can say that a person could just view your calendar okay or you can say that they can add items but they cannot delete items or you can say they could edit your calendar which would mean they could add they could delete, they could do anything they want or you can give them these are different roles another role is author to be able to add and delete only those things that they put in so they can delete something they put in but not something you put in so look at the different roles and maybe you know what I know I do have documentation on this even if it's not in this book let me just quickly check here tell me if you see sharing I knew I wrote it I just didn't know where I wanted you to see so see there's a tab called permissions when you're not a stand-alone like I am and when I was talking to you earlier about roles this is what I was talking to you about so you can assign roles so first of all what you would do is you would click on add here and it would show you a list of everybody in your company and you would double click on all the names of the people that you would like to give permissions to and then what you would do is you would click on the name that you would like to give permissions to and you would give them a role you know so reviewer which would just be to see it author those kinds of things now when you give them a role what's going to happen is you're going to see different items down here checked so for instance an editor would be able to edit items which means add and delete items you'd see both of them be all if you said author you would see these saying own which means they can only edit or delete the items they put in themselves so using these roles these roles will give you a default of what it is they can do but let's say you choose a particular role and these aren't exactly what you want let's say you do um editor but you don't want them to be able to delete well what you can do is you can take a check item you can change these so these are what most people use just as the default but if you want anything custom and you'll see this turn into custom when you do that you can select each individual item over here on its own and then you just click on OK and that would give them the ability to then open up your calendar and and do whatever permissions that you've told them they could have so here's one see this is the name of the person let's go down and here hopefully it'll show you it may show you that these are the different roles owner publishing editor editor that sort of thing and what they allow you to do did that help answer that question yes we got a few more questions here one of them is on order of contacts when I view them do they sometimes end up out of order I indicate how I want the name listed but it's listed another way asking but here is how is it being listed here if you open up a contact my goodness look at all of those what you want to do is you want to look at the file as is going to determine where it is in your in your listing okay it's going to be sorted by file as so if you click on the down arrow here often you will have different choices like first name last name last name first name if there's a company name that will be a choice so look here and see if you're talking about normally viewing that would be what would determine the normal view I don't know if you're talking about that or if you're talking about if I look at other views like list view this may be sorted in a completely different order in list view if you just click on the top of any one of these it'll sort by that so if I want to sort by file as I click on it it'll sort by file as if I want to sort by company I click on that and you'll see it sorted by company so in list view you can do that also in card or business card view if it's not sorting the way you want I was saying how it's normally sorted but again under view remember we were looking at view settings earlier there's a sort option here and so if you have changed the sort option from file as ascending you see file as ascending is always going to be the default but if you change the sort option you can sort by company here or by whatever it is you want you have many different sort options so I don't know that's the reason but often it's because people don't pay attention to the file as and a lot of times it's because names especially odd names or names like here which I shouldn't have done I put in both people's first name if you click on full name you'll see how Outlook always tries to figure out what you want as the first and the last name but it doesn't always do such a great job of it it especially doesn't I mean 90% of the time it does but when you do things like let me add a new contact this happens a lot when you add a comma like some people will say Sandy Ryland or comma space and AIA you know some sort of or MD or whatever it is some sort of thing when you do that and you click on full name you will see a total mess it does not respond well at all so if you want to do something first of all don't put in a comma what I would do is type in just the name or if you have any name you have any suspicions about then click on well see it's still messed up because of the way I did it but you can fix it either here just move cut and paste or do whatever you want here but make sure so that would be a suffix title would be like Mr. Mizz that sort of thing but anytime you've got something that's yielding strange results always click on check full name make sure these are done correctly and then go ahead and click on ok and then you know it's the right way so that could also be an issue did that help yes three more questions here one of them is I would like to see my calendar in email view but I use iCalendar and so the calendar is blank I'll try it one more time I'd like to see calendar in email view but I use iCalendar and so the calendar is blank not sure I completely get that question I don't either I'm sorry I can't answer it because I don't know exactly what's happened but the first one is to try to clarify please do that we'll move on to the next one can you journal function journal function what it is yeah because they hide on the down arrow you must have been used to using it or something if you click on the down arrow here and you see add or remove buttons you'll see there's a journal button that's deselected that you can click on and then you have that option of clicking on journal and what it says is journal can automatically track office documents and email messages associated with contact if you want it to the problem is that'll just really increase the size of your mailbox because it's keeping all that information which is something I think your tech support department should probably decide whether they want you to be using it or not using it or whatever so here it says it can track those things if you want but the activities page in a contact also tracks it so when you go to your contacts if you look at the activities page you'll be able to see that and it's asking you do you want to turn journaling on so you can I don't so I'm going to say no but you could say yes there if you wanted to and it would show you different journal items you can also though you know and you can add journal entries yourself if you want to and the thing that I am not that I don't like so much about journal items is that they call you when you want to quickly look through journal items there is no such thing as quickly looking through them you have to open them and close them open them and close them if you want to print them same thing you have to print them one at a time I much prefer using instead of using journal I much prefer in the contact area if you open them up there is a notes area and I much prefer using this for my journal entries you can type in a date time at the beginning of each entry always make sure that you go to the top and type in new entries and that way when somebody calls you and wants to talk to you about something you can just quickly read down all of them you can print them all at once and that is the most current at the top to me that is much more effective than the journal feature it is just not used very much it is sort of a left over from older versions so the next question we have got on here is how do you import and export contact groups you don't no I am just kidding actually that is a really good question contact groups or categories I am not quite sure how to import a lot of times people will create lists in Excel and then at some point they realize that wasn't the wise thing to do that they should have put them in Outlook to be in with and so whether it is Excel or Word any table you can import if you go to File if I remember correctly File Open they always put it in different places you can import from another program or file so it really depends where you are importing from I don't really know what this person is doing but if it is from another program you can just click on Next and then notice it is going to give you Excel as an option from another Outlook PST from comma separated values then you would just click on Next once you pick that and then browse to the file notice then it will ask you to place duplicates allow duplicates do not import duplicates if I were you this feature scares me to some extent I am such a safety person that what I do and I do import contacts quite a bit for clients I would right click on contacts and remember that you can create a new folder and I would just call the new folder import let's say and then what I would do import folder and I would double click on an item to make sure everything imported correctly because let me go back to where I was talking about a second ago so I went to file open went to import import from another file let's say comma separated values now I am not sure if it is going to let me go to the next one without having a file to open and I don't know if I have any files to open but let me try really have anything that is going to happen next after we get if I found something and I clicked on next what would happen next it would say would you like me to go ahead and import or would you like me to map the fields what mapping the fields means is like on the left it may say zip code and on the right it may say postal code so let's say in your Excel spreadsheet or whatever what it is doing is it is going to look at the top line to see your headings like first name, last name phone number, zip that sort of thing if you happen to name them exactly the same as what Outlook is expecting then the import will go smoothly if not you need to make sure you take that extra step of what is called mapping the fields which all it says is if you called the field F name then you need to say that in Outlook it is named first name it is going to show you two columns and it is going to let you drag the one you called it over to the one that Outlook calls it and usually Outlook does a really good job mapping by itself but if it doesn't you are going to want to check that and what is so nice about importing into a second folder is if you screw it up you can just delete everything in that second folder and do it again and then once it looks perfect then let's say this is the import folder you created then you can just come in here do a control a to select all and just drag those into your contacts and at that point each time it hits something that it thinks is a duplicate it will say do you want to update the contact or do you want to create a new contact and I prefer that to do not allow duplicates because who is to say it really is a duplicate you have two John Doe's how do you know that that is a duplicate and I see them both on my screen which this allows you to do and then make choices realize we are at the end of our time but is there any other thing that you wanted me to cover Brian before we sign off this is great thank you so much for doing this again I just want to remind people this is the beginning of our webinar series for the year we have got about 13 more webinars coming up three more so please if you have got any feedback take the survey that is in the chat box there should be a link there and we hope to see you at future webinars also we will be looking into other systems if these continue to be as popular as they are so that we can support more people current system supports up to 250 but it looks like we could get over that later this year so thank you guys so much don't know what one note is it is such a phenomenal program thanks for coming and it is free with Microsoft Office so a lot of people have it and don't even realize it exactly you already own it ok thank you all