Microsoft Office XP Illustrated Introductory, Enhanced

1. Microsoft Office XP Illustrated Introductory, Enhanced Getting Started with Outlook 2002

2. Objectives • Understand e-mail • Start Outlook 2002 • View the Outlook 2002 window • Add a contact to the Address Book • Create and send new messages Getting Started with Outlook 2002 Unit A

3. Objectives • Reply to and forward messages • Send a message with an attachment • Create a distribution list • Send a message to a distribution list Getting Started with Outlook 2002 Unit A

4. Understanding E-Mail • E-mail software lets you send and receive electronic messages, called e-mail, over a network and the Internet. • A network is a group of computers connected to each other with cables and software • The Internet is a network that connects millions of computers users around the world Getting Started with Outlook 2002 Unit A

5. Understanding E-Mail (cont.) • Benefits using e-mail. • Provides a convenient way to communicate (store and forward technology) • Can send large amounts of information • Lets you communicate with several people at once • Ensures delivery of information • Lets you communicate from a remote place • Provides a record of communication • Allows you to store information Getting Started with Outlook 2002 Unit A

6. Understanding E-Mail (cont.) Getting Started with Outlook 2002 Unit A

7. Understanding E-Mail (cont.) • Electronic mail etiquette. • Be careful what and how you express yourself in an e-mail • The recipient does not see your body language or voice tone to help interpret what you are saying • Don’t send confidential or sensitive material in an e-mail • E-mail messages are legally interpreted as property of the company for which you work Getting Started with Outlook 2002 Unit A

8. Starting Outlook 2002 • Start Outlook to read and send messages. • Outlook may prompt you to set up a profile • A profile is a set of information to identify individual e-mail users • Profiles allow more than one user to have individual e-mail accounts on the same computer Getting Started with Outlook 2002 Unit A

9. Starting Outlook 2002 (cont.) • Click the Start button on the Taskbar to open Outlook. Outlook program icon Start button Getting Started with Outlook 2002 Unit A

10. Viewing the Outlook 2002 Window • Main parts of the Outlook window. • The Inbox shows a list of message headers for the e-mail you have received • The Preview pane displays the e-mail messages you have received • The Outlook Bar contains shortcuts to frequently used folders Getting Started with Outlook 2002 Unit A

11. Viewing the Outlook 2002 Window (cont.) Folder banner Messages Outlook Bar Message header icons Preview pane Getting Started with Outlook 2002 Unit A

12. Viewing the Outlook 2002 Window (cont.) Message header icons Getting Started with Outlook 2002 Unit A

13. Adding a Contact to the Address Book • Add names and e-mail addresses of people to whom you frequently send messages to in the Address Book. • Address Book entries are known as contacts • Information you can enter in the Address Book include: • Name, e-mail address, mailing address, phone numbers, and other personal information • Enter information in the Contact window Getting Started with Outlook 2002 Unit A

14. Adding a Contact to the Address Book E-mail text box Name text box Getting Started with Outlook 2002 Unit A

15. Creating and Sending New Messages • Each e-mail message must have one or more recipients. • Use the Message window to create email messages • A message should have a meaningful subject • Enter the text of your message in the Message Body • Microsoft Word is the default text editor Getting Started with Outlook 2002 Unit A

16. Creating and Sending New Messages (cont.) Recipient Send button Receives a copy Subject Message body Getting Started with Outlook 2002 Unit A

17. Replying to and Forwarding Messages • To read a message, select it and then preview it in the preview pane. • After reading the message, you can delete it, store it, or leave it in the Inbox • You can respond to the message using the Reply button • The original sender’s e-mail address appears in the Message window • You can forward the message to another person Getting Started with Outlook 2002 Unit A

18. Replying to and Forwarding Messages (cont.) Click the message to view it in the preview pane Inbox folder Preview pane Getting Started with Outlook 2002 Unit A

19. Replying to and Forwarding Messages (cont.) RE indicates message reply Type reply message here Original message Getting Started with Outlook 2002 Unit A

20. Replying to and Forwarding Messages (cont.) • Emoticons. • An example of an emoticon in an e-mail messages is :-) • Emoticons are faces created by keyboard characters to show emotion • Emoticons are often used humorously in e-mail messages Getting Started with Outlook 2002 Unit A

21. Sending a Message with an Attachment • Attach any type of computer file to an e-mail message, including picture, video clips, and audio clips. • The recipient needs appropriate software in order to open the attachment Getting Started with Outlook 2002 Unit A

22. Sending a Message with an Attachment (cont.) Insert File button Attached document Getting Started with Outlook 2002 Unit A

23. Sending a Message with an Attachment (cont.) • Options when sending messages. • There are several options that affect how messages are delivered. • Click the Options button on the Message toolbar to open the Message Options dialog box • You can, for example, assign a level of message importance, encrypt messages, and request a message delivery receipt Getting Started with Outlook 2002 Unit A

24. Creating a Distribution List • A Distribution List is a collection of contacts to whom you regularly send messages. • Send groups of people messages at once • Distribution lists are automatically added to the Contacts folder Getting Started with Outlook 2002 Unit A

25. Creating a Distribution List (cont.) Distribution list name Select Members button Current contacts Click to add contacts Getting Started with Outlook 2002 Unit A

26. Creating a Distribution List (cont.) Distribution list Getting Started with Outlook 2002 Unit A

27. Sending a Message to a Distribution List • Distribution lists make it possible to send a message to the same group, without having to select each contact. • Add new members to the list • Delete members from the list • If you change information about a contact who is a part of a distribution list, the distribution list is updated automatically Getting Started with Outlook 2002 Unit A

28. Sending a Message to a Distribution List (cont.) Distribution list Message is addressed to the distribution list Getting Started with Outlook 2002 Unit A

29. Sending a Message to a Distribution List (cont.) • What is Microsoft Outlook Express? • Microsoft Outlook Express is an e-mail program that comes with Windows 2000 • It focuses primarily on e-mail, so it does not have the many features of Outlook Getting Started with Outlook 2002 Unit A