Transcript Slide 1
Microsoft Outlook 2007
WHAT IT DOES:
• Send and receive email • Schedule events and meetings • Store contact information • Create to-do lists • Create reminders • Subscribe to online content feeds • Get maps and directions for a contact
FEATURES:
• Personal Information Manger – Enables you to electronically store information about your contacts names & addresses, your calendar, and tasks • Outlook Today – Summary view of your schedule, tasks, and email for the current day • Reading Pane – Located on the right side (by default) of the Outlook screen when the Inbox & some other mail folders are open – Allows you to read an email item without actually opening it – Can be moved from the right side to the bottom or it can be turned off
TOOLBARS:
Menu Bar: Contains lists of commands grouped by category Standard Toolbar: Contains buttons for the most commonly used commands Navigation Pane: All Outlook areas can be accessed from here Web Toolbar: Outlook Today pane to function as a Web browser.
Contains buttons that allow the
EMAIL RIBBON:
– Business Card – Calendar – Signature – Spelling
EMAIL ADDRESSES:
• An e-mail address consists of a user ID and a host name, separated by the @ symbol • For example: – userID@hostname – [email protected]
EMAIL FORMATS:
• You can SEND AND RECEIVE e-mail in Outlook in 3 formats: – HTML (Hypertext Markup Language) – Rich Text Format – Plain Text Format
SETTING UP AN ACCOUNT:
• To SEND AND RECEIVE e-mail, you need to set up an Outlook MAIL ACCOUNT.
• Click on TOOLS > ACCOUNT SETTINGS • Here you can create a new account, or modify an existing account.
EMAIL BASICS:
• TO: main audience • CC: • BCC: Carbon Copy - others whom the author wishes to publicly inform of the message Blind Carbon Copy - others whom the author wishes to discreetly inform •
SUBJECT:
Make sure your subject line is informative • Message header: includes info about email like date sent, subject and sender’s name Note: The TO, CC, and BCC can have more than one recipient listed. Each email address is to be separated with a semi-colon
BUS2301 EMAIL PROCEDURES:
• EACH time you e-mail me: – Your
FIRST and LAST NAME MUST BE IN THE BODY OF THE E-MAIL
– The word
“SECTION” and Your Section Number must be in the subject line
of the e-mail • You must use your
ALGONQUIN COLLEGE e mail address
– This is Algonquin College policy – Any other e-mail addresses will not be accepted (Hotmail accounts, etc.)
MESSAGE OPTIONS:
• Click the
options tab
>
message options
– allows you to set message settings and delivery options.
EMAIL REVOLUTION:
•
Create
and
proof
your email message • Hit the
Send
button • Outlook files it away into the OUTBOX FOLDER; It then moves from the OUTBOX Folder to the SENT Folder after processing
ATTACHMENTS:
• To Send an attachment: – Click
the INSERT FILE button while selecting each file
(looks like a paper clip) on the Standard toolbar and select the file you wish to attach.
Multiple files can be selected by holding the Ctrl button
•
Outlook DOES NOT impose any size limit on attachments.
– However, most Internet service providers (ISPs) do set limits on the
overall message size, which is the sum of all attachments plus the content of the message itself.
• Good practice: If you are attaching a very large file, you should first compress the file by using a zip program. Outlook files that are saved in the default Open XML Formats with the following file extensions are automatically zipped: .docx, .dotx, .xlsx, .xltx, .pptx, .potx, and .ppsx.
SAVING ATTACHMENTS:
•
To save and view one attachment
1.
Right-click the icon representing the attachment. 2.
Select SAVE AS on the shortcut menu, select a storage location, and save the file. •
To save multiple attachments:
1.
On the Message tab, In the Actions group, click Other Actions, 2.
3.
4.
Ensure all attachments that you want to save are highlighted Click Save Attachments. Click OK, choose a folder location, and then click OK again.
SAVING ATTACHMENTS:
• Attachment preview allows users to view Office e-mail attachments in the reading pane rather than having to open another program! • Click on the attachment icon • Then click on: PREVIEW FILE
ATTACHMENT SAFETY CONCERNS:
• To help protect your computer, Microsoft Outlook does not allow you to receive files of certain types (such as .exe files) as attachments, because of their potential for introducing a virus into your computer. • Outlook blocks these files by default. If your organization uses Microsoft Exchange, only the e-mail server administrator can unblock these file types. End users of Outlook cannot unblock these file types.
PRINTING EMAIL MESSAGES:
• The default print style for individual Outlook messages is: Memo style.
DELAY
SENDING AN EMAIL MESSAGE
• In the message, on the
Options Options
group, click tab
Delay Delivery
, in the .
More
• Click
Message Options
. • Under
Delivery options
, select the
Do not deliver before
check box, and then click the delivery date and time that you want. • After you click
Send
, the message remains in the
Outbox
folder until the delivery time.
RULES:
• Rules can be established with several different criteria's such as Senders or Subjects. • Rules allow you to perform a number of tasks such: – deleting messages – moving messages to specific folders – creating alerts
TO DO BAR:
• VIEW >TO-DO BAR: – Normal, Minimized, or Off • Click in the ‘Type a new task” textbox: • After you create a task, here, it will appear in the list below it – You can then double-click the task to set a date or change options
TO DO BAR:
• In the to do list pane, when you click on the red flag, the flag disappears. • When you right mouse click on the flag, you can set the following options
CREATE CONTACTS:
Outlook's CONTACTS folder is an electronic address book in which you can store information (e.g. phone numbers, addresses) about individuals or businesses 1. Click the contacts folder button in the navigation pane 2. Click the new contact button on the standard toolbar 3. Add the information 4. On the ribbon, in the actions group, click the save and close button – a ribbon is the toolbar that contains frequently used commands
CREATE CONTACTS SHORTCUTS:
• if a person is in your “Contact List”: • key in their name • Ctrl + K (OUTLOOK will automatically insert the e-mail address) • You can also create a new contact
from an open email.
R ight click the sender’s e-mail address on the From line, and then click Add to Outlook Contacts
FILTER AND SORT CONTACT LISTS:
• A
FILTER
, which always applies only to the
current view
, displays items that match specific
criteria
. • It
hides
, rather than removes, items that don't match.
• You can filter contacts by criteria such as
key words
or
e-mail addresses
. • You can also use different criteria to sort
CONTACTS
in ascending or descending order.
USING FILTERS:
• Click the folder you want to apply a filter to. • IN “
CONTACTS
” VIEW OR “
” VIEW : –
VIEW
>
ARRANGE BY
>
Custom >
– Click on the
FILTER
button
• Select the filter options you want. • To filter using additional criteria such as a category or importance level >
MORE CHOICES
tab
MAPPING YOUR CONTACT:
• Get maps and directions to your contacts by opening a contact with an address • Click on the map button on the contact tab, communicate group • MSN maps will immediately open in your default browser, centered on the address found in the contact information.
ORGANIZING YOUR CONTACTS:
• To create additional contact folders: 1. Click FILE > NEW > FOLDER 2. Enter the name for the folder 3. Select Contact Items in the Folder Contains drop down 4. Select Contacts for where the folder is to be placed 5. Click OK
NEW
MESSAGES:
• An e-mail message that has not been opened or read is represented by a closed envelope icon.
• The bracketed number in blue beside the inbox represents the number of all unread emails sitting in the inbox
KEEP
YOUR EMAILS ORGANIZED:
• It is much easier to locate an earlier message if you create folders or sub-folders for organizing and storing e-mail messages. • To CREATE a folder: – Right-click the folder in which you want to create the sub-folders • Select NEW FOLDER and complete the New Folder dialog box • To FILE messages in your folders, select one or more messages in the view pane and drag them to the new folder in the Folder List.
ARCHIVE MESSAGES:
• When mail messages become old, but you do not want to delete them, you can ARCHIVE the messages. • Go to: – FILE > ARCHIVE – If necessary, click the ARCHIVE THIS FOLDER AND ALL SUBFOLDERS BUTTON – If necessary, click the + sign beside the INBOX to display subcategories – Select the date from the: ARCHIVE ITEMS OLDER THAN drop-down box – OK
ARCHIVING:
• When you archive Outlook information, items are saved in a .pst file.
• When you archive – Outlook will keep ONLY the following – E-mail messages – Calendars – Contacts – Tasks – Notes
SIGNATURES:
• Signatures are NOT archived • When you create your first e-mail signature, that signature will automatically be applied to all new messages.
SIGNATURES:
– TOOLS > OPTIONS > MAIL FORMAT tab > click on the SIGNATURES button – Click on the NEW button > give the signature a name, then select OK – In the EDIT SIGNATURE textbox, key in the signature, and make any formatting changes – you then have to select your: e-mail account, the signature you want for your ` New Messages & Replies forwards
SIGNATURES:
• IF you have a number of signatures & want to apply a different one, to a specific message, “on the fly”, in your message, click on the SIGNATURES icon: • You CAN NOT have multiple signatures on any one email
DISTRIBUTION LISTS:
• A distribution list is a collection of contacts.
• It provides the ability to send an email message to a group of people all at once.
• To create a distribution list:
1. File
>
New
>
Distribution List
2. Type a name for your new list 3. Select the members 4. Click Okay
NOTES:
• Notes are an electronic version of “
sticky notes ” yellow
•
Outlook automatically saves notes. You DO NOT have to hit Ctrl + S
• Each
NOTE
button. will remain open until you click its
CLOSE
CREATING NOTES:
• To
create
a
NOTE
: – Click the
NEW NOTE
option button on the Standard toolbar and select the – A small
yellow
be displayed window, with a date and time stamp, will – Type the information you want to store in the window • To
open
a
NOTE
: – click
NOTES
– in the
Folder List (OR, just above the taskbar) double
-click a
closed
note in the
VIEW
pane to
open
it.
TASKS
•
Tasks are not only to-do lists – they are history.
–
Can be tracked until completed
•
You can mark a task as completed and view all completed tasks.
•
Completed tasks change to light grey and have a strike through them
•
You can enter a task with a scheduled start date and due date. If you don't complete a task on its due date it will automatically move forward and appear on the current day until you reschedule it or check it off
CREATE TASKS:
• You can use Outlook's TASKS feature to keep track of your
to-do
list. • 2
ND icon at bottom of screen
• You can create a TASK from scratch (use the Task pane), OR – you can
drag an existing item , (such as a NOTE), into the TASKS folder to create the task.
• Any of your e-mails which have a “
Flag
” attached to it will automatically appear in your TASK list! • If you start with an existing item – Outlook will insert relevant information into the appropriate fields – and store the contents of the original item in the text box.
ASSIGN TASKS:
• You can also ASSIGN a task to someone else to complete. • Double-click on
TASK
—brings up dialog box • This requires 2 e-mail addresses. • One individual will
send the task
the
recipient
.
request via e-mail, transferring ownership to • The
recipient
responds to the task request. • The 1st individual can keep the task on the
task list
and receive status reports.
CATEGORIES:
• A
CATEGORY
is a keyword/phrase you can assign to items in order to
group
them. • Colored categories can be used to color code calendar entries • You could assign the
CATEGORY name
– – – –
notes, meetings, tasks
, and
e-mail messages
associated with that
name
to any:
ORGANIZE TASKS by CATEGORIES:
• After
TASKS
have been
assigned
to
CATEGORIES
, you can choose to
VIEW TASKS BY CATEGORIES,
by clicking on: –
VIEW > CURRENT VIEW
CALENDAR BASICS:
• The
CALENDAR
is a scheduling tool you can use to plan appointments, events, and meetings. – An
appointment not
is an activity you can schedule, but it does involve other participants, items, or locations – A
meeting
is an activity that involves items, or locations
other
participants, – An
event
is an activity that does have a set time or location. –
In your calendar, you can tell the difference between a meeting and an appointment by the information in the meeting entry. In a meeting you'll see the location of the meeting and the meeting organizer's name.
CALENDAR FOR SCHEDULING:
•
Automatic reminder
time is 15 minutes. However, it is possible to change this •
Date Navigator:
A view of the calendar that you can use to display specific days in a month
Different Calendar views:
You can select from a daily view, weekly view or monthly view.
•
Daily Style
: – A
style that shows calendar appointments for the currently selected day
MORE THAN ONE CALENDAR:
• Outlook supports
multiple
with simultaneously calendars being worked • includes a
side-by-side
view for calendars – each calendar is displayed in a
different tab
OTHER PEOPLES CALENDARS:
• You can give
other people access
to your
CALENDAR
(NOT to any additional calendars) so they can see when you are available for meetings. •
Depending on the level of access
that you permit, other people can schedule appointments in your calendar. • Schedule an
APPOINTMENT FOR A TASK task
from the – by
dragging TASKS folder
or
CALENDAR TASKPAD
to the
CALENDAR
. the • Use the same methods to schedule a
recurring appointment,
but click the
RECURRENCE
button to enter information in the Appointment Recurrence dialog box.
SCHEDULE A MEETING:
• To
SCHEDULE A MEETING
(
in “ CALENDAR ” view)
click: –
ACTIONS
>
PLAN A MEETING
.
•
Meeting tab > Show group > Scheduling Assistant
– helps to find the best time for your meeting.
• When you click on the:
Address Book ,
you can select if the recipient is
Required , or Optional, or Resources
–
Required
and
Optional
tab, and
Resources
attendees appear in the appear in the
Location
box.
To
box on the
Meeting
CALENDAR AVAILABILITY:
• The
“ free/busy grid ”
shows the
availability
attendees of • The
green vertical line
represents the
start
of the meeting • The
red vertical line
represents the
end
meeting.
of the
RECURRING CALENDAR ITEMS:
• Tell Outlook that a calendar item occurs over, and over use the
Recurrence
feature. • To set up a recurrence pattern, open the appointment and click the
Recurrence
button in the
Options
group of the
Appointment
tab. Enter the information and Save.
• • • Change a recurring calendar entry by double-clicking it. You have two options: –
Open this occurrence
not the entire series.
Choose this option when you want to see or change one instance, –
Open the series
Choose this option when you want to see or change the entire series
SAVE PAGE
: A
CALENDAR AS
A
WEB
• You can
save
a
CALENDAR
as a
Web page
make the information available to others. to • When you do so, you specify the
time period available
and the
name
of the calendar. • You can then share the information by distributing the URL to groups or individuals.
RECORD ACTIVITIES
JOURNAL
:
IN THE
• • The
JOURNAL
is similar to a
diary
.
FILE > NEW > JOURNAL ENTRY
• It can
automatically record
the: – date and time of • • • • all your:
interactions, items,
documents, and
Activities
You can also click the
NEW
button to make a manual entry.