FIRST COURSE

Outlook Tutorial 1

Communicating with
Outlook 2007
XP XP
Objectives
Start and exit Outlook
Explore the Outlook window
Navigate between Outlook components
Create and send e-mail messages
Create and edit contact information
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Objectives
Read and respond to e-mail messages
Attach files to e-mail messages
File, sort, save, and archive messages
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Exploring Outlook
Outlook is a powerful information manager
You can use Outlook to perform a wide range of
communication and organizational tasks, such as
sending, receiving, and organizing e-mail;
organizing contact information; scheduling
appointments, events, and meetings; creating a
to-do list and delegating tasks; and writing notes
Six main components
Mail, Calendar, Contacts, Tasks, Notes, and Journal
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Starting Outlook
Click the Start button on the taskbar, click All
Programs, click Microsoft Office, and then click
Microsoft Office Outlook 2007
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Navigating Between Outlook
Components
You can click any button in the Navigation Pane
to display a folders contents in the main window
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Creating and Sending E-mail
Messages
E-mail, the electronic transfer of messages
between computers, is a simple and inexpensive
way to communicate with friends around the
corner, family across the country, and colleagues
in the same building or around the world
An e-mail address is a user ID and a host name
separated by @
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Choosing a Message Format
Outlook can send and receive messages in three
formats: HTML, Rich Text, and plain text
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Adding a Signature
A signature is text that is automatically added to
every e-mail message you send
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Using Stationery and Themes
Stationery is an HTML file that includes
complementary background colors, images, or
patterns
A theme includes complementary backgrounds
as well as other design elements such as fonts,
bullets, colors, and effects
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Creating an E-mail Message
Click the New button arrow on the Standard toolbar,
and then click Mail Message
Type recipient e-mail address(es) in the To box
(separate by semicolons)
Type recipient e-mail address(es) in the Cc box and the
Bcc box, as needed
Type a topic in the Subject box, and then type the
message body
Format the message as needed
Click the Send button
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Setting the Importance
and Sensitivity Levels
You can add icons that appear in the message
pane of the Inbox to provide clues to the
recipient about the importance and sensitivity of
the message
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Creating a Contact
Click the New button arrow on the Standard toolbar, and then click
Contact
On the General page, enter the contacts name, job title, company,
mailing address, phone numbers, e-mail addresses, and Web site (click
the down arrow to select other address, number, or e-mail options)
In the Show group on the Contact tab, click the Details button, and then
enter other business or personal data as needed
In the Actions group on the Contact tab, click the Save & New button to
create another contact or click the Save & Close button if this is the last
contact
If the Duplicate Contact Detected dialog box opens, select whether to
add the contact anyway or merge with existing contact, and then click
the OK button
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Creating a Contact
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Switching Contact Views
All of the information about a contact is called a
contact card
Views specify how information in a folder is
organized and which details are visible
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Creating and Modifying Distribution Lists
A distribution list is a group of people to whom you frequently send
the same messages, such as all suppliers
Click the New button arrow on the Standard toolbar, and then click
Distribution List
In the Members group on the Distribution List tab, click the Select
Members button
Click the Address Book arrow, and then click Contacts
Double-click the names you want to add to the distribution list, and
then click the OK button
Click in the Name text box, and then type a contact name for the
distribution list
In the Actions group on the Distribution List tab, click the Save & Close
button
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Creating and Modifying
Distribution Lists
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Receiving E-mail
You check for new e-mail messages by clicking
the Send/Receive button on the Standard
toolbar
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Replying to and Forwarding Messages
Reply responds to the sender, and Reply to All
responds to the sender and all recipients
(including any Bcc recipients)
Forward sends a copy of the message to one or
more recipients you specify; you enter the e-mail
addresses in the To or Cc box
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Working with Attachments
An attachment is a file that you send with an
e-mail message
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Flagging and Color Coding Messages
Some messages you receive require a specific response or
action
A flag is an icon that appears in the message header to
indicate the item has been added as a task
You can also choose six preset color categories or add
others to better organize or rank your messages
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Organizing and Managing Messages
You should create a logical folder structure in which to
store your messages
One method for keeping messages organized and the
Inbox uncluttered is to move a message out of the Inbox
as soon as you have dealt with it
Rather than manually filing messages, you can create
rules that specify how Outlook should process and
organize them
Each rule includes three parts: the conditions that determine if a message
is to be acted on, the actions that should be applied to qualifying
messages, and any exceptions that remove a message from the qualifying
group
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Organizing and Managing
Messages
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Rearranging Messages
Rather than searching through multiple folders,
you can have Instant Search find the desired
message (or any other Outlook item)
Open the folder you want to search
Type the search text in the Instant Search box.
To narrow your search, you can click the Expand
Query Builder button, and then enter additional
criteria
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Rearranging Messages
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Using Search Folders
Search Folders are folders that display any e-mail
messages that match specific search criteria
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Sorting Messages
Sorting is a way to arrange items in a specific
ordereither ascending or descending
Ascending order arranges messages
alphabetically from A to Z, chronologically from
earliest to latest, or numerically from lowest to
highest
Descending order arranges messages in reverse
alphabetical, chronological, or numerical order
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Sorting Messages
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Coloring Messages
Sometimes youll want messages that you send to a
certain person or that you receive from a certain person
to stand out from all the other messages
A simple way to do this is to create a rule to change the
color of the message headers in the Inbox for those
messages
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Storing Messages
You can store messages by saving them in other file
formats or by archiving them
You can use the Save As command to save messages
and other Outlook items in other file formats
When you archive a folder, you transfer messages or
other items stored in a folder (such as an attachment in
the e-mail folder) to a personal folder file when the
items have reached the age you specify
A personal folders file is a special storage file with a .pst
extension that contains folders, messages, forms, and
files
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Deleting Items and Exiting Outlook
After you finish working with Outlook, you
should exit the program
Unlike other programs, you dont need to save or
close any files
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