Transcript Outlook 2000 - Vicki Blackwell

Outlook 2000
Summertime Technology 2002
Vicki Blackwell
Tangipahoa Parish Schools
Managing E-mail
In and Out of the
Classroom
Outlook 2000
 Flag, filter, organize, delete, reply to, print, compose, format,
send, send CC or BCC attach files, attach signatures;
 Four display options, 1 day, 5 day, 7 day, 31 day month; all but
monthly display also show Tasks Pad;
 Full featured address book; dozens of fields of information
available;
 Create, assign start and due dates; assign status, priority;
create reminders; schedule recurrence;
 Record notes; color code notes; use as a temporary holding
space;
 Web Functions directly from Outlook 2000 without launching your
Internet browser; browse, search, print, send webpages and
organize Favorites.
Two Types of Email Servers
1. POP server – receives incoming email
messages. (POP = post office protocol)
2. SMTP server – handles outgoing email
messages. (SMTP = simple mail
transfer protocol
Configuring your Email
Email Configuration
Information
Description
Example
POP server address
Incoming mail server address
Supplied by your ISP; typically the
same for all
mail.tangischools.org
SMTP server address
Outgoing mail server address
Supplied by your ISP; typically the
same for all
mail.tangischools.org
User name
Unique to your account
Part of address to the left of the @
sign
Email account user names are often
called account names, login, or user;
[email protected]
Password
Unique to your account
Should be kept secret
Typically displayed as asterisks (*)
for security purposes.
abc123
POP server address
SMTP server address
User name (login)
Password
Header
Body
Signature
Attachments
“at” symbol
[email protected]
username
Domain name
Domain
extension
Outlook
Shortcut
Bar
To turn off the Outlook Shortcut
Bar click “View” then “Outlook
Bar”
Sending Messages
 Tab between fields
 Always use Subject Line
 Separate multiple email address with a comma (,)
 CC - carbon copy will be seen by all
 BCC – blind carbon copy will NOT be seen by all
 From the Untitled Message window click “View” and
“BCC” if you want the BCC line to appear in your
email messages.
 Click “Send” when finished
Automating Email
From Outlook’s Inbox folder
click:
 On the top Menu bar,
click “Tools” > “Options”
 Click the “Mail
Delivery”tab
 In the Mail Account
Options, click “Send
messages immediately
when connected.”
 In “Check for new
messages every ____
minutes” change that to
“5” by clicking the down
pointing arrow.
 Click “OK”
Sending Email attachments
 Attachments on both incoming and outgoing
messages can be found in a pane at the bottom of
the message.
 You can attach multiple files to one email message.
 It is good netiquette to tell the recipient that
there is a file attached and what it is.
 Three ways to attach a file:
1. Click “Insert” > “File” … now navigate to the file
you want to attach.
2. Click the paperclip button on the toolbar… now
navigate to the file you want to attach.
3. Drag-and-drop a file from your desktop or
Windows Explorer to the body are of the
message.
Opening Email attachments
 Double click the message to open it.
 In the attachment pane at the bottom of the
message you will see the attachment.
 Double click the attachment will open this
dialog box.
 By saving the
attachment before
opening, your virus
protection software
will scan it before you
open it.
Creating Signatures
 Click “Tools” >
“Options”
 Click the
“MailFormat” tab.
 In the Signature
section at the
bottom, click the
“Signature Picker”
button.
 Click “New”
Creating Signatures
 Enter a name for your
signature.
 Click “Start with a blank
signature”
 Click “Next”
 Type the Signature text you
want.
 Click “Finish” > “OK”
 The “Use this signature by
default” field in the “Options”
box should display your name.
 Click “OK”
Changing E-mail Views
The Inbox can be displayed in several
different views.
With a Preview Pane
Without a Preview Pane
With an AutoPreview feature that displays
the first three lines of any message.
With or without the message header,
(when off, it will display only the email
address of the sender)
Inbox with Preview Pane
Inbox without Preview Pane
Inbox with AutoPreview
Changing E-mail views
On the Menu bar, click View >
Preview Pane to toggle the Preview
Pane on and off.
To get the AutoPreview feature, click
View > AutoPreview. With this
feature the first three lines of each
email message are displayed in blue
text in the list section of the Inbox.
Formatting E-mail options
When creating a message,you have three options
regarding the manner in which you format the body
of the message.
 Plain text – any email program can read this type of
message.
 HTML – formats your message as an HTML
document. If the recipient’s email program does not
support HTML messages, they will see the HTML
code along with the text of the message.
 Rich text format (RTF) – if the recipient’s email
program does not support RTF messages, the message
will be treated as an attachment.
Outgoing Message Options
Importance: High button (red exclamation
point)
Flags are a way to capture the readers
attention. Flag options are call, read, do
not forward, reply to all, follow up, reply,
for your information, no response is
necessary, forward, or review.
Flagged messages can also have a due
date.
Adding a New Entry to the
Address Book
 Click the Address Book button on the toolbar.
 Click “New” then “New Contact”.
 Under the Name tab enter first name, last name, title,
nickname, etc.
 Using the Display dropdown box, you can select how you want
the new record’s name displayed in your Address Book.
 In the E-Mail addresses field, type the person’s email address
and click the “Add” button.You can enter more than one email
address for a person.
 Using the Home, Business, and Personal tabs, you can enter
additional information for that Contact.
 Click “OK” when you get all the info entered.
 You can enter email addresses to a new message by just
clicking on the To: CC: or BCC: button which will automatically
open your address book and you just click on the address you
want to send to…. This avoids typos.
Sorting Your Email
You can sort your email by clicking on
any one of the header buttons.
Creating Email folders
Just as you should not keep all of your paperwork in one pile on
your desk, you should not keep all of your email in your
Inbox.Create folders to organize your email.
 Click the down pointing arrow to the right of the NEW button
on the Standard toolbar, and choose “Folder” to open the
Create New Folder dialog box.
 Give the folder a name and then determine the location of the
new folder.
 Now click and drag items from your Inbox into the appropriate
folder to help organize your email.
No Fuss E-mails (OE)
If you're working in Internet Explorer and
you want to send some quick e-mail without
stopping to start up Outlook, just click the
Mail button on the toolbar (it's the one
that looks like an envelope next to a piece
of paper). Then choose New Message from
the pop-up menu that appears. The New
Message command takes you straight to a
New Document window, where you can
compose and deliver your message without
starting Outlook.