Using Microsoft Outlook: E-mail Basics

1. Using Microsoft Outlook:E-mail Basics

2. Objectives • Guided Tour of Outlook • Identification • Views • E-mail Basics • Contacts • Folders • Web Access • Q&A

3. Title Bar Menu Bar Preview Pane Tool Bars Folder List Navigation Pane Status Line Task Pane Use your mouse to click through various identification markings on this screen. Then click Next. Next

4. Modifying What You See To move the Preview Pane, simply: • Click View, Reading Pane. Then choose Right (or Off) from the drop-down menu to modify the location of the pane. Back Compare to GroupWise Next

5. Modifying What You See Let’s try it! Move your Preview pane to the right side of the screen. Back Next

6. What Else Can We Change? • Remove preview pane completely • Arrange your inbox • Size your navigation pane • Add a toolbar • Remove a toolbar • Follow the status line through these moves Back Next

7. Navigation Let’s practice! • Calendar • Contacts • Mail • Journal • Notes • Tasks Back Next

8. E-mail Basics Composing: Click the New button or choose File, New, Mail Message. Back Compare to GroupWise Next

9. Enter recipient address(es) here. Enter secondary recipient address(es) here. Use this space for your message. Be sure to check spelling and proofread your message. Then click the Send button. Back Compare to GroupWise Next

10. Handling Blind Copies To send a blind copy in Outlook, click on Options, then choose Bcc from the menu. Outlook automatically adds a line for the blind copy address. Back Compare to GroupWise Next

11. Handling Attachments To attach a document to your message, click on the Insert Tab and then the Attach File button. It resembles a paper clip. Back Next

12. Handling Attachments Choose a file, then click the Insert button. Outlook inserts the file into your message. Back Compare to GroupWise Next

13. GroupWise Comparison The process is identical in GroupWise. Click on the Attachment button (paper clip). Then choose the file to attach and click OK. GroupWise uses a graphical display for the attachment. Back

14. Send Options • HTML • Plain Text • Rich Text Back Next

15. More Send Options Click on the Options button. Back Compare to GroupWise Next

16. GroupWise Comparison Click the Options tab. Select the appropriate options, then click the Mail tab to return to the message. Back

17. Reading Messages Without the Preview Pane: Simply double-click on the message. Back Next

18. Reading Messages • With the Preview Pane: A single click on the message will cause it to be displayed in the Preview Pane. Back Compare to GroupWise Next

19. GroupWise Comparison It works exactly the same way! A single click, when Quick Viewer is used. Or a double-click when Quick Viewer is off. Back

20. Replying/Forwarding Whether or not you are using the Preview Pane, the Reply, Reply to All, and Forward options will be displayed. The Reply and Reply to All options automatically fill in the addressees. Back Compare to GroupWise Next

21. GroupWise Comparison • Again, Outlook works the same way as GroupWise with only one exception. When you click the Reply button, a second window appears in which you must select whether you wish to reply to a single person or to all recipients. Back

22. Adding a Signature Click on Tools, Options. Then choose Mail Format and click on the signature button. Back Next

23. Creating a Signature Assign a brief description to the signature (first name, or internal use) then click OK. Then simply create the information you want to include in the edit signature box, and click OK. Back Compare to GroupWise Next

24. GroupWise Comparison In GroupWise, only one signature can be created. Click Tools, Options, Environment, then the Signature tab. Supply the information you wish to include in the signature and click OK. Back

25. Out of Office Assistant On the Tools menu, click Out of Office Assistant. In the Out of Office Assistant dialog box, click Send Out of Office auto-replies. If desired, select Only send during this time range, and then set the appropriate Start and End dates and times. Back Next

26. Out of Office Assistant In the Out of Office Assistant dialog box, there are two tabs for messages: Inside My Organization and Outside My Organization. To send an Out of Office reply for messages originating within the college, create your reply in the text window of Inside My Organization. To send an Out of Office reply for messages originating within the college, create your reply in the text window of Outside My Organization. Back Next

27. Recalling Messages To recall a message you have sent, open (double-click) the message from your Sent Items folder. Then click Other Actions, then click on Recall This Message. Back Next

28. Recalling Messages Specify the recall options, and click OK. Back Compare to GroupWise Next

29. GroupWise Comparison In GroupWise, deleting the message from your Sent Items folder provides you the option of deleting it from other recipients’ folders. There is no confirmation option available in GroupWise. Back

30. Managing Mail Folders • If you have been using folders to organize your mail in GroupWise, you understand how their function and benefit. • Outlook folders function in much the same way. • Specific comparisons to GroupWise will not be made in this section. Back Next

31. Creating Folders In the Navigation Pane, choose the parent folder. (Ex.: Inbox) Right-click the parent folder, then choose New Folder from the drop-down list. Back Next

32. Creating Folders Give the folder a name. Describe its contents. Click OK. It’s that simple! Back Next

33. Using Folders Using folders is even easier than creating them! Simply drag items from the Inbox (or other location) to the folder in which you wish to store them. Back Next

34. Tracking Sent Messages In Outlook, as in GroupWise, certain information about your message can be tracked using “Properties.” In Outlook, you must open the item, click the Office Button, then Properties. (GroupWise item properties can be displayed by simply right-clicking on the item and choosing Properties.) Back Next

35. Deleting Messages and Folders This is the easiest part yet! Simply click on any item – message, folder, task, etc. – and press the Delete key. Back Next

36. Summary • Outlook e-mail is simple to use • Outlook views can be customized • Using Outlook e-mail is very similar to using GroupWise e-mail Next topic: Managing Contacts Back

37. Managing Contacts • Versatile tool for managing people data • Initialized for NRCC contacts (similar to the GroupWise Address Book) • Usable across applications • Searchable • Share-able Back Next

38. Click on Contacts. Or choose Go, Contacts. Back Next

39. Contacts View Contact record (can be much larger) Directorybuttons Sorting options Back Next

40. The General Tab This is the same information you find in the GroupWise Address Book. Back Next

41. The Details Tab The Details Tab provides some additional information that can be useful in maintaining contacts. Back Next

42. The All Fields Tab The All Fields Tab provides customizable search options. Users can select the fields to display for Contacts records, or use the fields to search for specific information. Back Next

43. Creating New Contacts Outlook provides three ways to create contacts: • Importing information to the Contacts database • Manually creating new records • Creating new records from incoming messages. Back Next

44. Importing New Contacts From any Outlook view, click File, then Import and Export, to launch the Wizard displayed here. Let’s try importing some data, using: Q:\itclab\itc\outlookdata.accdb as the data source. Follow the instructions in the Wizard. Back Next

45. Manually Creating Contacts To manually create a new contact… • Open the Contacts folder. • Click the New Contact button. • Enter as much or as little information as you need for the new contact. • Click the Save and Close button. Back Next

46. Using E-mail to Create Contacts Perhaps the easiest method… While reading a message, right-click on the sender’s name, then choose Add to Contacts. Back Next

47. Using Contacts • There are multiple uses for your Contacts database. Examples include: • Search/sort • Create messages • Integrate with other Office applications Back Next

48. Sorting Contacts One option for sorting Contacts is displayed. Click on the other options and observe changes in the listing. Back Next

49. Searching Contacts Option 1: QuickFind Simply click inside the QuickFind box and type all or part of the contact’s name. Back Next

50. Searching Contacts Option 2: Find Click on the Find button. Type all or part of the contact’s name, address, category, company or other field data. Back Next