FOSSA COMPUTER TRAINING CENTER

Microsoft Outlook

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CENTER
P.O. BOX 21305 00505 NAIROBI KENYA
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STUDENTS MANUAL FOR CLASS

USE ONLY

PREPARED BY:

Reviewed By:

FOSSA CTC

Daniel D.

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Microsoft Outlook

Getting Acquainted with Outlook

1. The Outlook Environment
2. E-mail

Using Inbox

Reading Messages

Sending Messages

Selecting Recipients

Formatting Messages

Sending Attachments

Opening Attachments
3. Using the Calendar

The Calendar Window

Switching the Calendar View

Appointments, Meetings and Events

Selecting Calendar Objects

Setting an Appointment

Scheduling a Meeting
4. Making Contacts

The Contacts Folder

Changing the View

Creating Contacts

Editing Contacts

Selecting Contacts

Deleting Contacts

Writing letters to Contacts

5. Tasks

The Tasks Window

Changing the Tasks View

Creating a Task

Setting Task Recurrence

Creating a Task Request

Responding to Task Requests

Tracking Tasks

Managing Tasks

Deleting Task
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Microsoft Outlook

6. Using the Journal

The Journal Folder

Opening a Journal Entry

Opening the Journal Entry Document

Deleting Journal Entries

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Microsoft Outlook

INTRODUCTION TO OUTLOOK

Outlook

is the desktop information management application of the Microsoft office

suite used to offer email services & the following facilities.
Outlook's design mimics a daily planner with Email. Within the computer program lies
a daily task manager, a scheduling calendar, a list of friends or contacts, and serves as
an inbox to one or many email accounts. Additionally Outlook bridges the gap between
Excel spreadsheets, Access databases, and Word documents.

Outlook's Capabilities:

Scheduling Calendar
All things Email
Daily Journal/Planner
Task Manager/To Do Listing
Contact Manager
Surf the web

Outlook vs. Outlook Express

Outlook express includes just under half of the capabilities of Outlook. Outlook
Express is included free with most Microsoft operating systems offering convenient
email solutions, limited contacting capability, and a few other odd and end web
features. Though the names are easily confused, once you are familiar with Outlook
you will be forever grateful of the full featured Outlook program .

Outlook - Starting the program

Starting outlook yields entirely different results. Usually there are several pop-up
windows prompting you to set up an email account, or asking if you want to import
data from other office programs such as Outlook Express. If you have used Outlook
Express previously, go ahead and import your contact listings and email by the way. If
you have not, feel free to cancel or skip these stages, as we will be diving into them in
later lessons.

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Microsoft Outlook

Opening Screen:

Outlook - Mail/Email
Outlook's primary role is its phenomenal email capabilities. Aside from the casual
exchange of email between one or many of your contacts. Outlook offers emailing
solutions such as shared contact listings, the ability to import email lists from Excel
and Access, as well as the ability to send/receive email from multiple email accounts
such as Google's, Gmail and Yahoo Mail.

Outlook - Email Accounts

Setting up email accounts is the bread and butter of Outlook. Outlook connects to any
kind of mail server including POP3, SMPT, Exchange Servers, and HTTP accounts
allowing you to send and receive email from multiple email accounts. For instance, if
you have a free Yahoo Mail account and a Google Gmail account, You may find it
useful to configure Outlook to send/receive email from both accounts - essentially
combining the inboxes of each account into one endless inbox.
Once the email accounts have been configured, they are a number of options such as
carbon copying, forwarding, and folder organization. Additionally we could create a
custom signature for each email.

Outlook - Email Types

There are three types of email to be sent and received:
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Microsoft Outlook

HTML Email

Rich Text Email

Plain Text Email

Changing this option is relatively simple.

Rich Text, Plain Text, HTML:

1. Click view>options.
2. Select the middle tab named Mail Format.

3. Use the selection list there to select rich text, plain text, or use the default

Setting of HTML.

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Microsoft Outlook
Plain Text - email is the safest type of email. Sending and receiving email in plain text
assures that no Trojans, viruses, or scripting can occur with an email. Plain text is
simply plain text.
Rich Text - email is safer than HTML emailing, and offers several options such as
bold, italics, or underlined text to be sent via email. Bulleting and paragraph alignment
is also possible using a rich text editor.
HTML Email - allows for HTML tags to be placed into emails. Often web newsletters
are sent out as HTML emails as it allows the publisher to completely customize the
look of the email. HTML emails are essentially small web pages viewed through your
email application.

Outlook - Calendar
Switch to the Calendar by clicking the calendar tab located toward the bottom left of
the screen. Alternatively, you may also select Go>Calendar from the menu at the top
of the screen or by pressing Ctrl+2.

Switch to Calendar Mode:

1.

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Microsoft Outlook

2.
Use the calendar to keep track of appointments, meetings, seminars, birthdays, and all
those important dates. Also, you may create a global or local calendar. The difference
is that a global calendar can be accessed and modified by your contacts allowing your
friends and contacts to edit or see your calendar.

Outlook - Calendar Views

Upon switching to calendar mode in Outlook, you will find yourself starring at the
current day broken down hour by hour. Click through the tabs at the top to switch
views from a daily view to a weekly or monthly view.

Calendar Views:

Use the arrows to thumb through days, weeks, or months depending on the current
calendar view.

Days, Weeks, Months:

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Microsoft Outlook

Outlook - Schedule Events

The time has come to learn how to populate a calendar with appointments, meetings,
and other important to remember events. An appointment or meeting is very simple,
there's a couple of ways to add a new appointment. While in Calendar Mode in
Outlook pressing the New button or Ctrl+N brings up the New Appointment Window.

New Appointment Button:

Set up a simple appointment with a reminder by populating the fields of the New
Appointment Window. The bare minimum for this form requires a title, time, date, and
duration.

New Appointment Window:

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After filling in the requires forms, Click the OK button and the new appointment is
added to your calendar.

Outlook - Calendar Options

The Outlook calendar offers a whole mess of configuration options to be
covered. A lot of them are self explanatory and can be turned on/off simply
by checking a check box. Access the calendar options viaTools>Options
and pressing the Calendar Options Button.

Calendar Options:

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Microsoft Outlook

1.

2.

Outlook - Contacts
Outlook provides a wonderful means of listing contacts. Either personal friends,
relatives, or business contacts may be entered into your own personal contact list
which can be picked apart and sorted to your liking.
Switch Outlook to "Contact Mode" by clicking on the Contacts Tab. You may also use
the nav menu at the top of the screen Go>Contacts or press Ctrl+3.

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Microsoft Outlook

Contacts Mode:

1.

2.
By switching to "Contact Mode" you are now ready to begin managing your contact
listings.

Outlook - New/Adding Contacts

As always, the first thing to do is to grab that little black book that you keep
around with phone numbers, address, and emails of all your personal
contacts and start adding these contacts.
Start the process by clicking the New button near the top left of your program.

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Microsoft Outlook

New Contact Button:

This or course, opens up the New Contact Form.

This form is huge and probably asks you for more information about your contact than
you care to know. It's a good thing not every field is required, just a name. Take a
moment and note the different options available, eventually you may want to sort your
contacts by relation such as "business" or "personal". The form even offers a spot to
upload a business card or personal photo of your contact. Fill out the form as you
please and press the Save & Close Icon at the top left of the form.

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Microsoft Outlook

Save & Close:

Feel free and add a few additional contacts at this time - populate that contact listing
but don't spend a whole lot of time yet.

Outlook - Contact View(s)

With a few contacts you may now appreciate the built-in views Outlook provides for
viewing your contact lists. Along the left hand side of the program lies a tab termed
"Current View". Press the arrow to the right of the tab if it hasn't already been
expanded and then cycle through a couple of the views and note the changes.

Current View Tab:

A few small clicks can provide you with phone listings, emails, or even business card
listings.
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Microsoft Outlook

A few small clicks can provide you with phone listings, emails, or even business card
listings.

Outlook - Tasks
Outlook - New/Add Tasks
Micro manages your day(s) - anything from house chores to daily office
tasks. Plan weeks ahead and micro manage your work week adding daily
chores hour by hour. Add a new task by clicking the New Button near the
top left of your Outlook program or pressing Ctrl+N.

New Task Button:

As you may have guessed, clicking the New button brings up the New Task Form. Set
up a task and edit several options related to the task from the inside of this form.
Schedule a task by naming it and setting a time, also you have the option to set up
reminders with a sound file or not. Fill in the fields that work for you.

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Microsoft Outlook

Outlook - Task View(s)

There are a number of views for you to choose from when viewing your "to do" list.
Locate the Current View Tab along the left hand column. Switch the bullet between
options to change the task view.

Task View:

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