Chapter 6: Microsoft Outlook

Introduction To Computers Applications

Course Code: 114

‫عا ل‬
Applied College
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 Outline
• Creating emails.

• Attaching files to messages.

• Making appointments and changing them as needed.

• Customizing the ribbon.

• Using reminders.

• Moving emails between folders.

• Creating signatures.

• Searching for messages.

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 Outlook Overview

• Outlook is an e-mail program developed by Microsoft that enables

users to send and receive e-mail on their computer.

• With Outlook on your PC, Mac or mobile device, you can:

1) Organize email to let you focus on the messages that matter most.

2) Manage and share your calendar to schedule meetings with ease.

3) Share files from the cloud so recipients always have the latest version.

4) Stay connected and productive wherever you are.

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Outlook User Interface

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 Create And Send Email
1.Choose New Email to start a new
message.
2.Enter a name or email address in
the To, Cc, or Bcc field. (If you don't
see Bcc, see Show, hide, and view the
Bcc box.)
3.In Subject, type the subject of the email
message.
4.Place the cursor in the body of the email
message, and then start typing.
5.After typing your message,
choose Send.

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 Create And Send Email (cont’d.)

• Types of Recipients: When composing a new email, enter email

addresses in the address fields.
• To contains the primary recipients, whom the message is directed to.
• Cc (Carbon Copy) sends a copy of the message. While not the
primary audience, these recipients may want to see the information
presented. The Cc field is visible to all recipients.
• Bcc (Blind Carbon Copy) sends a copy of the message, while keeping
the Bcc field secret to other recipients.

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 Attaching Files To Messages

1.While composing an
email, click the Attach
File button.
2.Navigate to the file
and select it.
3.Click Insert.
4.Click Send.

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 Read And Replay Email
• Reading email is almost self-explanatory; simply select the email you
want to view, and it will appear in the Reading Pane.

• View an Email in the Reading Pane: Select an email from the inbox to
display it.

• Open an Email in a New Window: Double-click an email in the inbox.

• Mark an Email Read or Unread: Opening an email, or displaying it in

the Reading pane, will automatically mark an unread email as read.
Click the Unread/Read button on the Home tab to toggle an email read
or unread.

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 Replay Email
1.With an email selected, click either:
• Reply: Send a reply to only the message sender.
• Reply All: Send a reply to the message sender and everyone else who received the message. Be
very careful when using this option!
2.Enter a reply.
3.Click Send.

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 Forward Email
You can also forward emails you receive to someone who wasn’t an
original recipient.
1.With an email selected, click the Forward button.
2.Enter the recipient’s address in the To field.
3.(Optional) Enter your own message above the original.
4.Click Send

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 Moving Emails Between Folders

1.To move an email from your Inbox to

another folder, right-click on the email
and select Move > Other Folder…

2.Now select the folder you want to

move email to from the folder list
shown. Select OK.

Another way of moving mail is to drag

the email you want to move and drop it
into the desired folder.

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 Creating Signatures
• Mail signatures are reusable text or images that you can include in
outgoing mail
• Signatures typically provide additional methods of contacting the
sender, such as website links, phone numbers, or email addresses
• Create a Signature:

1. Start composing a new email.

2. Click the Signature button in
the Include group.
3. Select Signatures from the
menu.
4. Click New.
5. Type a name for this signature
and click OK.
6. Enter the signature in the Edit
signature area.
7. Click OK.
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 Creating Signatures (cont’d.)
• Add a Signature
Once a signature has been created, you can
insert it into an email. It will appear at the end
of the message.
1.From a new email, click the Signature button.
2.Select a signature from the menu.

• Set Signature Defaults

Rather than manually inserting a signature in
every email, you can make it appear by default
each time you compose a new email.
1.From a new email, click the Signature button.
2.Select Signatures from the menu.
3.Set up the options in the Choose default
signature area.
4.Click OK.

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Making Appointments And Changing Them As Needed
• An appointment is any scheduled activity that takes place within a
one-day period that doesn’t require reserving resources or inviting
attendees
• This could include setting aside time for research, a doctor’s
appointment, or an important dinner with friends or colleagues

Create an Appointment
1. While viewing the
calendar, click the New
Appointment button on
the Home tab.

2. A new appointment
window opens, ready for
you to fill in the
appointment’s details.

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 Making Appointments (cont’d.)
3. Enter the appointment information:
• Subject
• Location
• Start and End date and time
• Notes
4. Click Save & Close.

Categorize Appointments

As your calendar starts filling up, it may be hard

to tell your appointments apart at a glance.
Tagging them with a category can help.
1.Select a calendar appointment.
2.Click the Categorize button on the ribbon. A
list of categories appears. If you need to
create a new category, you can select All
Categories.
3.Select a category.

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 Making Appointments (cont’d.)
• Edit an Appointment
To edit an appointment or event, open it in its
own window.
1.Double-click an Appointment.
2.Edit the appointment details.
3.Click Save & Close.

• Reschedule an Appointment : Click and drag the

appointment to a new day or time.

• Delete an Appointment
1.Select the appointment.
2.Click the Delete button on the Appointment tab.

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 Using Reminders
• By default, a reminder will appear 15
minutes before a scheduled appointment
or meeting, and 18 hours before an all-day
event. However, you can adjust when a
reminder appears.

1.From within an appointment window,

expand the Options group on the Event
tab, if necessary.
2.Click the Reminder list arrow. Various
options appear in the list, from a few
minutes to several weeks.
3.Select an option. The reminder time is set.
4.Click Save & Close.
• A reminder will now appear the set time
before the appointment.
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 Using Reminders Customizing
• It can personalize your ribbon to arrange tabs and commands in the order
you want them, hide or unhide your ribbon, and hide those commands
you use less often. Also, you can export or import a customized ribbon
• Customize the tabs: change , add , hide , remove
1.Open the app you want to customize your ribbon in, such
as PowerPoint or Excel
2.Place your mouse in any empty space in the ribbon and then right-click
3.Click Customize the Ribbon

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Using Reminders Customizing (cont’d.)

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 Searching For Messages
• It has a lot of items in
Outlook and want to find
something specific, you can
search for it. Search works
the same everywhere in
Outlook: Mail, Calendar,
People, Tasks, or Notes.
• The Search field can be
found at the top of the
Inbox.
1.Click in the Search field.
2.Type your search term.

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 Searching For Messages (cont’d.)
• Refine Search Results
1.Click in the Search field.
2.Type your search term.
3.Select a search scope in the Scope group on
the Search tab.
• Current Folder: Restricts the search to the
currently selected folder.
• Subfolders: Searches the selected folder as well
as any of its subfolders.
• All Outlook Items: Searches all Outlook Items,
including Mail, Calendar, Contacts, and Tasks.

4.Click a button in the Refine group on the

Search tab.
The options available here depend on which
view you are in. Usually, you will be able to
sort by Subject, Category, Attachments,
or Status.

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The end

Any Question???

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