You have selected free tutorial of the Microsoft Corporation for the Microsoft Office Specialist (MOS) :
77-423: Outlook 2013
Topics : Manage the Outlook environment (25–30%): Print and save information in Outlook •Print messages, print calendars, save message attachments, preview attachments, print contacts, print tasks, save messages in alternate formats, create data files
Although electronic communications certainly have less environmental impact than paperbased communications, you might at times want or need to print an email message—for example, if you want to take a hard copy of it to a meeting for reference, or if you keep a physical file of important messages or complimentary feedback. You can print the message exactly as it appears in your Inbox or embellish it with page headers and footers. Outlook prints the message as shown on the screen, including font and paragraph formats.
- In the message window, display the Print page of the Backstage view. (The right pane displays the message as it will appear when printed, if you click the Print button without changing the settings shown in the center pane. If necessary, you can adjust the following settings: )
- Printer Select an installed printer or add a new one (if no rinter installed).
- Print Options Change the default printing options in the Print dialog box before printing. You can also change an existing print style (the way the message is presented on the printed page) or create a new one.
- Settings Choose from the existing print styles available for the selected message or other Outlook item. The default print style is Memo style, which prints your name, the message header information, and then the message content.
- Click the Print Options button to open the Print dialog box and display your default printer settings, which you can change before printing. Clicking OK prints the message with the current settings.
- In the Print dialog box, click Page Setup to open the Page Setup: Memo Style dialog box. You can change the font, paper size, page margins, header, and footer from this dialog box.
- On the Format page of the dialog box, click the Font button to the right of the Title setting. In the Font dialog box that opens, click Impact in the Font list, click Oblique in the Font style list, and then click OK.
- Click the Font button to the right of the Fields setting. In the Font dialog box, click Impact in the Font list, and then click OK.
- In the Page Setup: Memo Style dialog box, click OK, and then in the Print dialog box, click Preview.
- In the lower-right corner of the Print page of the Backstage view, click the Actual Size button to display the message at 100 percent of its size. The right pane of the Print page displays the message as it will appear when printed, with the header text in the selected font. Notice that the Print Options button is shaded to indicate that the options have been modified.
- Click Print Options, click Page Setup, and then in the Page Setup: Memo Style dialog box, click the Paper tab to display the available options.
- Click the Header/Footer tab. 10 In the Header area, enter For Your Information in the center box, and then click the Font button above the box. In the Font dialog box, in the Size area, click 12, and then click OK. The text you entered doesn’t reflect the font size change, but the Header box to the left of the Font button indicates the current font selection.
- In the Footer section, select the default text (the page number) that appears in the center box. Then in the AutoText box that appears near the bottom of the Page Setup dialog box, click the User Name button (labeled with a person’s profile) to print the previously specified text at the top of the page and your name (or user name, if different) at the bottom.
- In the Page Setup dialog box, click OK, and then in the Print dialog box, click Print to print the message, including your custom header and footer, to the active printer.
Points to remember:-
- You can filter and locate messages in your mailbox by using the Search feature.
- You can group and sort messages by sender, time, subject, size, category, or any other field.
- You can assign color-coded categories to messages and then group and sort items by using color categories. You can use the default Outlook categories or tailor them to fit your needs.
- You can record miscellaneous information in electronic notes. You can categorize, search, display, and sort notes, and send notes to other people.
- You can create folders to organize your mail, and move items to folders manually or automatically.
- You can print a message when you need a paper copy. You can select from several print styles and make modifications to the print styles to suit your needs.
- When you delete a message or other Outlook item, it moves to the Deleted Items folder and is not permanently deleted until you empty the folder.
You can print your Outlook 2013 appointment calendar, such as your daily or weekly appointments, meetings, and events, or you can print an individual calendar item such as a meeting item.
- Open the Calendar folder, click the File tab to display the Backstage view, and then click the Print tab.
- In the Printer section, choose a printer.
- In the Settings section, choose a calendar style.
- Preview the results.
- Click Print.
You can print your calendars in Daily, Weekly, Monthly, Tri-fold, Calendar Detail, and Memo Style. Try printing your calendar in each one of these styles and then pick your favorite one.
Print your appointment calendar at the beginning of each week so that you can keep track of all your upcoming events, appointments, and meetings. As schedules change, such as a meeting being delayed or canceled, make these changes on the hard copy as well as in Outlook. If too many changes occur, you might need to print a fresh calendar.
Print a calendar item
- Open the calendar item that you want to print.
- Click the File tab to display the Backstage view.
- Click the Print tab and then, in the Printer section, choose a printer.
- Choose other print options such as printing attachments in addition to the meeting item.
- Preview the results.
- Click Print.
Save Message Attachments
You can tell when someone sends you files along with an e-mail message because the paper clip icon appears in the Attachment column of the Inbox window (if column headings are displayed), The name of the file that was sent to you appears in the Reading pane (if the Reading pane is open) and in the Message window as well if you open the message in a window.
Saving a file you received Follow these instructions to save a file that was sent to you in a folder of your choice:
- Click to select the filename, and on the (Attachment Tools) Attachments tab, click the Save As button and save the file using the Save Attachment dialog box. Click the Save All Attachments button to save more than one file.
- Right-click the filename, choose Save As on the shortcut menu, and save the file in the Save Attachment dialog box. Right-click and choose Save All Attachments to save more than one file.
Opening a file you received Follow these instructions to open a file that was sent to you:
- Double-click the filename.
- Click to select the filename, and on the (Attachment Tools) Attachments tab, click the Open button.
- Right-click the filename and choose Open on the shortcut menu.
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