Using Microsoft Outlook: E-mail Basics

Using Microsoft Outlook:

E-mail Basics

Objectives• Guided Tour of Outlook

– Identification– Views

• E-mail Basics– Contacts– Folders – Web Access

• Q&A

Title Bar

Menu BarTool Bars

Navigation Pane

Folder List

Preview Pane

Status Line

Next

Use your mouse to click through various identification markings on this screen.

Then click Next.

Task Pane

Modifying What You See

To move the Preview Pane, simply:

• Click View, Reading Pane.

Then choose Right (or Off) from the drop-down menu to modify the location of the pane.

Back NextCompare to GroupWise

Modifying What You See

Let’s try it!

Move your

Preview pane

to the right

side of the

screen.

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What Else Can We Change?

• Remove preview pane completely• Arrange your inbox• Size your navigation pane• Add a toolbar• Remove a toolbar• Follow the status line through

these moves

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Navigation

Let’s practice!

• Calendar

• Contacts

• Mail

• Journal

• Notes

• Tasks

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E-mail Basics

Composing:Click the New

button or

choose File,

New, Mail

Message.


Use this space for your message.

Be sure to check spelling and proofread your message. Then click the Send button.


Enter recipient address(es) here.Enter secondary recipient address(es) here.

Handling Blind Copies

To send a blind copy in Outlook, click onOptions, then choose Bcc from the menu.

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Outlook automatically adds a line for the blind copy address.

Handling AttachmentsTo attach a document to your message,

click on the Insert Tab and then the Attach File button. It resembles a paper clip.

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Handling AttachmentsChoose a file,

then click the Insert button.

Outlook inserts the file into your message.


GroupWise ComparisonThe process is identical in GroupWise. Click on the Attachment button (paper clip). Then choose the file to attach and click OK.

GroupWise uses a graphical display for the attachment.

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Send Options

• HTML

• Plain Text

• Rich Text

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More Send Options

Click on the Options button.


GroupWise Comparison

Click the Options tab.

Back

Select the appropriate options, then click the Mail tab to return to the message.

Reading Messages

Without the Preview Pane:

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Simply double-click on the message.

Reading Messages• With the Preview Pane:

A single click on the message will cause it to be displayed in the Preview Pane.



It works exactly the same way!

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A single click, when Quick Viewer is used.

Or a double-click when Quick Viewer is off.

Replying/Forwarding

Whether or not you are using the Preview Pane, the Reply, Reply to All, and Forward options will be displayed.

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The Reply and Reply to All options automatically fill in the addressees.


• Again, Outlook works the same way as GroupWise with only one exception.

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When you click the Reply button, a second window appears in which you must select whether you wish to reply to a single person or to all recipients.

Adding a Signature

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Click on Tools, Options.

Then choose Mail Format and click on the signature button.

Creating a Signature

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Assign a brief description to the signature (first name, or internal use) then click OK.

Then simply create the information you want to include in the edit signature box, and click OK.


Back

In GroupWise, only one signature can be created. Click Tools, Options, Environment, then the Signature tab.

Supply the information you wish to include in the signature and click OK.

Out of Office Assistant

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On the Tools menu, click Out of Office Assistant. In the Out of Office Assistant dialog box, click Send Out of Office auto-replies. If desired, select Only send during this time range, and then set the appropriate Start and End dates and times.

Out of Office Assistant

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In the Out of Office Assistant dialog box, there are two tabs for messages: Inside My Organization and Outside My Organization.

To send an Out of Office reply for messages originating within the college, create your reply in the text window of Inside My Organization.

To send an Out of Office reply for messages originating within the college, create your reply in the text window of Outside My Organization.

Recalling Messages

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To recall a message you have sent, open (double-click) the message from your Sent Items folder.

Then click Other Actions, then click on Recall This Message.

Recalling Messages


Specify the recall options, and click OK.


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In GroupWise, deleting the message from your Sent Items folder provides you the option of deleting it from other recipients’ folders.

There is no confirmation option available in GroupWise.

Managing Mail Folders

• If you have been using folders to organize your mail in GroupWise, you understand how their function and benefit.

• Outlook folders function in much the same way.

• Specific comparisons to GroupWise will not be made in this section.

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Creating FoldersIn the Navigation Pane, choose the parent folder. (Ex.: Inbox)

Right-click the parent folder, then choose New Folder from the drop-down list.

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Creating Folders

Give the folder a name.

Describe its contents.

Click OK.

It’s that simple!

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Using FoldersUsing folders is even easier than creating them!

Simply drag items from the Inbox (or other location) to the folder in which you wish to store them.

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Tracking Sent Messages

In Outlook, as in GroupWise, certain information about your message can be tracked using “Properties.”

In Outlook, you must open the item, click the Office Button, then Properties.

(GroupWise item properties can be displayed by simply right-clicking on the item and choosing Properties.)

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Deleting Messages and FoldersThis is the easiest part yet!

Simply click on any item – message, folder, task, etc. – and press the Delete key.

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Summary

• Outlook e-mail is simple to use

• Outlook views can be customized

• Using Outlook e-mail is very similar to using GroupWise e-mail

BackNext topic: Managing Contacts

Managing Contacts

• Versatile tool for managing people data

• Initialized for NRCC contacts (similar to the GroupWise Address Book)

• Usable across applications

• Searchable

• Share-able

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Click on Contacts.Or choose Go, Contacts.

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Contacts ViewContact record (can be much larger)

Sorting options

Directory buttons

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The General Tab

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Next

This is the same information you find in the GroupWise Address Book.

The Details Tab

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The Details Tab provides some additional information that can be useful in maintaining contacts.

The All Fields Tab

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The All Fields Tab provides customizable search options.

Users can select the fields to display for Contacts records, or use the fields to search for specific information.

Creating New Contacts

Outlook provides three ways to create contacts:

• Importing information to the Contacts database

• Manually creating new records

• Creating new records from incoming messages.

Next

Back

Importing New Contacts

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Next

From any Outlook view, click File, then Import and Export, to launch the Wizard displayed here.

Let’s try importing some data, using:

Q:\itclab\itc\outlookdata.accdb

as the data source.

Follow the instructions in the Wizard.

Manually Creating ContactsTo manually create a new contact…

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Next

1. Open the Contacts folder.

2. Click the New Contact button.

3. Enter as much or as little information as you need for the new contact.

4. Click the Save and Close button.

Using E-mail to Create Contacts

Perhaps the easiest method…

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Next

While reading a message, right-click on the sender’s name, then choose Add to Contacts.

Using Contacts

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Next

There are multiple uses for your Contacts database. Examples include:

• Search/sort

• Create messages

• Integrate with other Office applications

Sorting Contacts

One option for sorting Contacts is displayed.

Click on the other options and observe changes in the listing.

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Searching Contacts

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Next

Option 1: QuickFind

Simply click inside the QuickFind box and type all or part of the contact’s name.

Searching Contacts

Option 2: Find

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Next

Click on the Find button.

Type all or part of the contact’s name, address, category, company or other field data.

Removing Contacts

To remove/delete a contact, simply click on the contact’s name (which turns blue), and press the Delete key on your keyboard.

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Next

Outlook Web Access

https://webmail.nr.edu/exchange

Questions??

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What’s Next?

Intermediate Outlook training covers:

• Using the Outlook calendar

• Tasks

• Outlook’s Journal feature

• Notes and Reminders

Using Microsoft Outlook: E-mail Basics

Documents

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