Outlook Lesson 1 Outlook Basics and E-Mail

1. Outlook Lesson 1Outlook Basics and E-Mail Microsoft Office 2010 Introductory Pasewark & Pasewark

2. Objectives • Start Outlook. • Create a list of contacts. • View, sort, and print the Contacts list. • Send, receive, and print e-mail messages. • Create and use an Address Book. 2 2

3. Objectives (continued) • Create a contact group. • Create a signature. • Attach files to e-mail messages. • Create, move, and archive folders. • Search, save, and delete e-mail messages. 3 3

4. Address Book archive contact e-mail Navigation Pane Quick Steps Reading Pane Ribbon signature Spam Vocabulary 4 4

5. Introducing Outlook • Outlook is a desktop information manager with features that allow you to: • Send and receive e-mail • Schedule events and meetings • Store information about contacts • Create to-do lists • View interactions such as e-mail, instant messaging, and Voice over Internet Protocol (VoIP) phone calls 5 5

6. Starting Outlook • To start Outlook, click All Programs on the Start menu, click Microsoft Office on the submenu, and then click Microsoft Office Outlook 2010. • In Outlook, the Ribbon places the basic commands you use the most on tabs. • The Navigation Pane provides centralized navigation to all parts of Outlook. 6 6

7. Starting Outlook (continued) • Outlook window

8. Creating a Contacts List • A contact is any person or company in your Address Book. • Your Contacts list can contain e-mail, address, phone, a picture, video, and other information and activity. • To add a contact, click the Contacts view button in the Navigation Pane. On the Ribbon, click the Home tab, and then click the New Contact button. 8 8

9. Creating a Contacts List (continued) • New Contact window

10. Creating a Contacts List (continued) • To change how you view all your contacts, on the Home tab, in the Current View group, click a view option. 10 10

11. E-mail (electronic mail) uses a computer network to send and receive messages. To use electronic mail, you need an e-mail address such as: yourname@school.edu. Outlook provides settings that you can modify when sending and receiving messages, such as the message’s importance level. Using E-Mail 11 11

12. You can modify the basic formatting features of your message, such as the font, size, color, and text alignment. The Mail section of the Navigation Pane contains mail folders, such as the Inbox folder for incoming mail, and the Outbox folder, which stores outgoing mail. Using E-Mail (continued) 12 12

13. Using E-Mail (continued) • New Message window

14. To make sending an e-mail message easier, you can access names and addresses from the Address Book, a collection of personal and professional contact information. To display the Address Book, make sure the Mail Pane is open and then on the Ribbon, on the Home tab, in the Find group, click the Address Book button. Creating an Address Book 14 14

15. Creating an Address Book (continued) • View contacts in the Address Book window

16. To open the Address Book while creating a new e-mail message, click the To button in the Message window. Contact groups are collections of contacts that make it easy to send a message to a group. To add a unique look to your messages, create your own signature. Creating an Address Book (continued) 16 16

17. Outlook enables you to attach a variety of files to e-mail messages and send them to others. The process of organizing, storing, and saving old documents is called archiving. You can save your e-mails in different file formats such as text and HTML. You can use the Search Inbox box to find e-mail messages matching specific criteria. Creating an Address Book (continued) 17 17

18. Summary In this lesson, you learned: • Outlook is a desktop information manager that helps you organize information, communicate with others, and manage your time. You can use the various features of Outlook to send and receive e-mail, schedule events and meetings, store information about business and personal contacts, create to-do lists that integrate with your appointments, record information about interactions, create reminders, and subscribe to online content feeds. 18 18

19. Summary (continued) • The Contacts list is a useful tool where you can store mail, phone, and other information about people and companies. You can view or print your contacts in several ways, including as address cards or as a phone list. • E-mail has is an essential global communications tool, accessible from many different devices. In addition to your computer, you can use e-mail from pocket PCs that can also play games, or smartphones, such as Blackberries and iPhones. 19 19

20. Summary (continued) • Most of the time you will be sending e-mail messages to the same people. To make sending an e-mail message easier, you can use an Address Book, listing the addresses that you use most often. • Using contact groups to send the same message to several people is efficient and allows you to use or modify the list however you need. 20 20

21. Summary (continued) • Adding an electronic signature to your e-mail messages helps set the right tone for your contacts and correspondence. Outlook allows you to attach background color, photos, and graphics for a distinctive touch. 21 21

22. Summary (continued) • Using Outlook, you can send e-mail messages to others connected to your network or to anyone around the world with an Internet connection. Outlook enables you to attach a variety of files to e-mail messages and send these files to others. You can view and organize your messages in a variety of ways, as well as archive them and save them to your computer. 22 22