Outlook Lesson 1 Outlook Basics and E-mail

1. Outlook Lesson 1Outlook Basics and E-mail Microsoft Office 2007: Introductory

2. Objectives • Start Outlook. • Create a list of contacts and add contacts. • View, sort, and print the Contacts list. • Send, receive, and print e-mail messages. • Create and use an Address Book. Microsoft Office 2007: Introductory

3. Objectives (continued) • Create a distribution list. • Create a signature. • Attach files to e-mail messages. • Create, move, and archive folders. • Search, save, and delete e-mail messages. Microsoft Office 2007: Introductory

4. Address Book Archive Bcc Contact Distribution list E-mail Keyword Ribbon Signature Spam To-Do Bar Vocabulary Microsoft Office 2007: Introductory

5. Introducing Outlook • Outlook is a desktop information manager that helps you organize information, communicate with others, and manage your time. • You can use Outlook to send and receive e-mail, schedule events and meetings, store contact information, create to-do lists, record information, create reminders, and subscribe to online content feeds. Microsoft Office 2007: Introductory

6. Introducing Outlook (continued) • You can group together information. For example, you can create a category named Key Customers for your most important clients. • You can also arrange Outlook to show your activities, appointments, and messages for the day. • Outlook is integrated with other Office 2007 programs, which makes it easy to share information for different tasks. Microsoft Office 2007: Introductory

7. Starting Outlook • To start Outlook, click the Start button on the taskbar. Click All Programs on the Start menu, click Microsoft Office on the submenu, and then click Microsoft Office Outlook 2007. • The Outlook window opens with the Outlook Today pane opened. Outlook Today gives you a summary of your day’s activities. Microsoft Office 2007: Introductory

8. Starting Outlook (continued) • The Navigation Pane is located on the left side of the Outlook window and provides centralized navigation to all parts of Outlook. • The To-Do Bar, located on the right, includes a Date Navigator, Appointments section, Task Input section, and a task list. You can view a specific component by clicking its icon in the Navigation Pane. Microsoft Office 2007: Introductory

9. Creating a Contacts List • With a Contacts list you can store information about the people or organizations with whom you communicate. • A contact is any person or company in your Address Book. • Your Contacts list can contain e-mail, address, phone, and other information. • To add a contact, click the Contacts folder button in the Navigation Pane and then click the New Contact button on the Standard toolbar. Microsoft Office 2007: Introductory

10. Creating a Contacts List (continued) • The top of the Contact window contains the Ribbon, which is organized into four tabs: • The Contact tab contains tools for customizing the information that appears and for communicating with your contact. • The Insert tab allows you to attach files to e-mail messages or text/media to the Notes section of the Contact window. • The Format Text tab allows you to modify the font, layout, and style of the contact information. • The Developer tab contains advanced options for customizing contact information. Microsoft Office 2007: Introductory

11. Creating a Contacts List (continued) • To change your view of the contacts, click the Navigation Pane, then click a view option in the Current View section. • To sort your Contacts list, click View, point to Arrange By, and then click a field or column. • To print your Contacts list in the current view, click File on the menu bar, and then click Print. Microsoft Office 2007: Introductory

12. Using E-mail • E-mail uses a computer network to send and receive messages. • To use e-mail you need an e-mail address that includes your name; your host/server/domain name; and an extension. • For example: • yourteacher@yourschool.edu • tickets@comedycentral.com • You can send e-mail to people on your intranet or across the Internet. Microsoft Office 2007: Introductory

13. Using E-mail (continued) • Click the New Mail Message button on the Standard toolbar, and a New Message window opens. • You can set the importance of your message and also assign a category. • The Mail section of the Navigation Pane contains folders, such as Drafts, Inbox, Junk E-mail, Sent Items, and Deleted Items. Microsoft Office 2007: Introductory

14. Using E-mail (continued) • To create and send an e-mail message, open a new Message window. In the To box type the e-mail address of the recipient. • You can send a copy to someone by filling in the Cc box. You can also send a blind carbon copy (Bcc) which means that the person’s name will not be visible to other recipients. • You can modify the formatting including font, size and color. • To open an e-mail message, double-click the message in the Inbox. Microsoft Office 2007: Introductory

15. Creating an Address Book • To make sending e-mail messages easier you can access their address from the Address Book. • The Address Book contains a contact’s name and e-mail address. • To display the Address Book, click the Address Book button on the toolbar in the Mail Pane. • If you want more detailed information about a contact, double-click their name to open the Contact window. Microsoft Office 2007: Introductory

16. Creating an Address Book (continued) • To open the Address Book while creating an e-mail message, click the To button in the Message window, and select a contact. • You can save time using a Distribution list, which is a collection of contacts. The Distribution list provides an easy way to send messages to a group. • To create a distribution list, click File, point to New, and then click Distribution List. Microsoft Office 2007: Introductory

17. Creating an Address Book (continued) • You can create a signature to add to the end of your messages by clicking Signatures in the Include group on the Ribbon. • Outlook enables you to attach files to e-mail messages. • The process of organizing, storing, and saving old documents is called archiving. • You can create new folders from the Inbox pane. • You can transfer old files to a storage file by clicking Archive on the File menu. The Archive dialog box will open. Microsoft Office 2007: Introductory

18. Creating an Address Book (continued) • To save an email for further reference, you can save it as a document or Web page. Click File, and then click Save As. • To search for a message, click the Inbox, type in keywords in the Instant Search box, and then press Enter. • To delete a message, select the message in the Inbox and then click the Delete button. The message will be in the Deleted Items folder and can be retrieved until you permanently delete it. Microsoft Office 2007: Introductory

19. Summary • Outlook is a desktop manager that helps you organize information, communicate with others and manage your time. • You can use Outlook for e-mail, scheduling meetings, storing contact information, creating to-do lists, creating reminders, and subscribing to online content feeds. • In the Contacts list, you can store contact information. • E-mail is an important tool. Often you will send e-mail to the same people, so an Address Book listing these addresses is helpful. Microsoft Office 2007: Introductory

20. Summary (continued) • You can use a distribution list to send the same message to several people. • You can create an electronic signature to add to your e-mails that include photos and logos. • You can use Outlook to send e-mails on an intranet or Internet, including attachments. • You can view and organize your messages, as well as archive them and save them to your computer. Microsoft Office 2007: Introductory