MS OUTLOOK 2007 E-MAIL CREATE, SEND, READ, AND RESPOND TO E-MAIL MESSAGES • An e-mail address consists of a user ID and a host name, separated by the @ symbol – ([email protected] name). • You can SEND AND RECEIVE e-mail in Outlook in 3 formats: – HTML (Hypertext Markup Language) – Rich Text Format – Plain Text Format SET UP AN OUTLOOK MAIL ACCOUNT • To SEND AND RECEIVE e-mail, you need to set up an Outlook MAIL ACCOUNT. • Click on TOOLS > E-MAIL ACCOUNTS • You can create a new account, or modify an existing account. E-MAIL EVOLUTION • CREATE an e-mail message • Hit Send – Outlook files it away into the OUTBOX FOLDER – It then moves from the OUTBOX Folder to the SENT Folder after processing OUTLOOK 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 of the Outlook screen when the Inbox & some other mail folders are open – Allows you to read an email item without actually opening it 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 the Navigation Pane • Web Toolbar – Contains buttons that allow the Outlook Today pane to function as a Web browser. CREATING E-MAIL MESSAGES • To CREATE an e-mail message: – Click the New Mail Message button on the Standard toolbar – Enter the header information • TO: • CC: (Carbon Copy) • BCC: (Blind Carbon Copy) – If you want to send a copy to someone; maybe your boss, without the recipient knowing that you are sending it to this person. • SUBJECT: – Make sure your subject line is informative – Type your message – Click the SEND button NEW MAIL MESSAGE TOOLBAR • NEW: – Business Card – Calendar – Signature – Spelling E-MAILING ME • EACH time you e-mail me, the following must be in the BODY OF THE E-MAIL: 1. Your FIRST and LAST NAME • in the SUBJECT LINE OF THE E-MAIL: 2. The word: "SECTION" AND 3. Your SECTION NUMBER • You must use your ALGONQUIN COLLEGE e-mail address – [email protected] – This is Algonquin College policy – Any other e-mail addresses will not be accepted (Hotmail accounts, etc.) OUTLOOK WHICH MAIL FOLDER DO YOU WANT TO OPEN WITH • TOOLS > OPTIONS > OTHER tab > ADVANCED OPTIONS button: • Click on the BROWSE button > navigate to which FOLDER you want Outlook to open with > OK Adding High Importance and Read Receipts HOW TO SEND AN ATTACHMENT • To SEND an ATTACHMENT : – Click the INSERT FILE button (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 while selecting each file • 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. HOW TO SAVE ATTACHMENTS • To save and view ONE ATTACHMENT right-click the icon representing the attachment. – Select SAVE AS on the shortcut menu, select a storage location, and save the file. • To save multiple attachments: – – – – On the Message tab, In the Actions group, click Other Actions, Ensure all attachments that you want to save are highlighted Click Save Attachments. Click OK, choose a folder location, and then click OK again. ATTACHMENT cont.: • 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 cont.: PREVIEW of file attachment inside of MS Outlook! ATTACHMENTS - SOME SAFETY • 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 • The default print style for individual Outlook messages is: Memo style. DELAY SENDING A MESSAGE • In the message, on the Options tab, in the More Options group, click Delay Delivery . • 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. 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 CONT. • 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 about individuals or businesses • To create a contact, click CONTACTS in the Folders List pane • OR: “ICON” at bottom of screen – click the NEW button on the Standard toolbar. – if a person is in your “Contact List”: • key in their name + Ctrl + K – OUTLOOK will automatically insert the e-mail address – Add other information – On the ribbon, in the actions group, click the save and close button • You can also create a new contact from an open email. Right click the sender’s e-mail address on the From line, and then click Add to Outlook Contacts 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. FILE AND SAVE MESSAGES IN FOLDERS • An e-mail message that has not been opened or read is represented by a closed envelope icon. • If you leave all the messages in your INBOX, you will have to dig through the list to find a specific message. • 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. KEEP YOUR EMAILS ORGANIZED • The bracketed number in blue beside the inbox represents: –The number of all unread emails sitting in the inbox 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 the following – E-mail messages – Calendars – Contacts – Tasks – Notes STATIONERY • TOOLS > OPTIONS > MAIL FORMAT tab > STATIONERY PICKER • Select the stationery you would like • OK > APPLY > close the dialog box. 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 & Repliesforwards 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: MS OUTLOOK 2007 NOTES NOTES yellow • an electronic version of “sticky notes” • To create a NOTE: – Click the NEW button on the Standard toolbar and select the NOTE option – A small yellow window, with a date and time stamp, will be displayed – Type the information you want to store in the window • Each NOTE will remain open until you click its CLOSE button. • 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. CREATE TASKS • You can use Outlook's TASKS feature to keep track of your to-do list. • 2ND icon at bottom of screen • You can create a TASK from scratch, 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. TASKS • Tasks are not only to-do lists – they are history. • 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 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 request via e-mail, transferring ownership to the recipient. • The recipient responds to the task request. • The 1st individual can keep the task on the task list and receive status reports. ORGANIZE TASKS BY CATEGORIES • A CATEGORY is a keyword/phrase you can assign to items in order to group them. • You could assign the CATEGORY name to any: – – – – notes, meetings, tasks, and e-mail messages associated with that name ORGANIZE TASKS BY CATEGORIES CONT. • After TASKS have been assigned to CATEGORIES, you can choose to: • VIEW TASKS BY CATEGORIES, by clicking on: – VIEW > CURRENT VIEW USE THE CALENDAR FOR SCHEDULING The CALENDAR is a scheduling tool you can use to plan appointments, events, and meetings. – An appointment is an activity you can schedule, but it does not involve other participants, items, or locations – A meeting is an activity that involves other participants, items, or locations – An event is an activity that does have a set time or location. – 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 Daily Style: – A print style that shows calendar appointments for the currently selected day USE THE CALENDAR FOR SCHEDULING • Automatic reminder time for meetings and appointments is 15 minutes. However, it is possible to change the automatic setting so that the reminder will alert you one day before the meeting or appointment • supports multiple calendars being worked with simultaneously • includes a side-by-side view for calendars – each calendar is displayed in a different tab SCHEDULE APPOINTMENTS/ EVENTS IN THE CALENDAR • 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 by dragging the task from the – TASKS folder or CALENDAR TASKPAD to the CALENDAR. • Use the same methods to schedule a recurring appointment, but click the RECURRENCE button to enter information in the Appointment Recurrence dialog box. SCHEDULE APPOINTMENTS/ EVENTS IN THE CALENDAR • You can give other people access to your CALENDAR 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 by dragging the task from the – TASKS folder or CALENDAR TASKPAD – to the CALENDAR. • 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 attendees appear in the To box on the Meeting tab, and Resources appear in the Location box. SCHEDULE A MEETING CONT.: • The “free/busy grid” shows the availability of attendees • The green vertical line represents the start of the meeting • The red vertical line represents the end of the meeting. SCHEDULE • In “MAIL” view: FILE > NEW 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. • • • Change a recurring calendar entry by double-clicking it. You have two options: – Open this occurrence Choose this option when you want to see or change one instance, not the entire series. – Open the series series Choose this option when you want to see or change the entire SAVE A CALENDAR AS A WEB PAGE • You can save a CALENDAR as a Web page to make the information available to others. • 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. 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. FILTER CONT.: • Click the folder you want to apply a filter to. • IN “CONTACTS” VIEW OR “MAIL” 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 RECORD ACTIVITIES IN THE JOURNAL • 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.