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Outlook Module 1 Sept 28, 2007


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Outlook Module 1 Sept 28, 2007

  1. 1. MS Outlook for Teachers Module 1
  2. 2. Module 1 Tutorial <ul><li>Welcome to the tutorial for Module 1. </li></ul><ul><li>The purpose of this tutorial is to help you use Outlook to do more than just check your mail and use it more efficiently. </li></ul><ul><li>The items addressed in this tutorial are simple and easy to add to many documents. </li></ul>
  3. 3. Objectives: <ul><li>Enter the To, CC, and Subject fields of a new mail message. </li></ul><ul><li>Type a message and edit the text. </li></ul><ul><li>Attach a picture or other file to your email message to show and share information. </li></ul><ul><li>Create and manage e-mail signatures. </li></ul>
  4. 4. Before we get started . . . <ul><li>This is just a reminder that the screens of different computers can display items with a slightly different look. </li></ul><ul><li>The version of MS Office that you are using will also display with slight differences, and any additional programs accessed through Office programs will alter the appearance. </li></ul><ul><li>Don’t let a slightly different look throw you off! </li></ul><ul><li>All the basic components are present and have the same functions. </li></ul><ul><li>Let’s begin . . . </li></ul>
  5. 5. Sample Document <ul><li>I’ve chosen a blank email message to work with. </li></ul><ul><li>This is the most basic function for which MS Outlook is used. </li></ul>Currently it has no data entered. We will do that next.
  6. 6. To, CC, and Subject Fields
  7. 7. To:, Cc:, and Subject: Fields <ul><li>The To:, Cc:, and Subject: fields are the three blank boxes at the top of a new mail message. </li></ul><ul><li>The “To:” field is the only one that is absolutely necessary in sending an email. The “Cc:” field and the “Subject:” field are frequently used, but are not necessary. </li></ul><ul><li>The email address of the recipient goes in the “To:” field (multiple addresses should be separated by a semi-colon). </li></ul><ul><li>In the “Cc:” field you can enter additional email addresses to send the message to and a general description of what the email is about should go in the “Subject:” field. </li></ul>
  8. 8. To:, Cc:, and Subject: – Example The To:, Cc:, and Subject: fields are filled in to provide an example. Notice that multiple addresses are separated by a semi-colon.
  9. 9. Type a Message and Edit the Text
  10. 10. Type a Message & Edit the Text <ul><li>The body of the email is located just below the “Subject:” field. This is where you will type the message. </li></ul><ul><li>Just like in a Word document, you can format the text in an email as you like. You can use various fonts styles, colors, and sizes. In addition, you can use bold, italics, underline, alignment, etc. </li></ul>
  11. 11. Message/Text Editing – Example Without formatting
  12. 12. Message/Text Editing – Example With formatting
  13. 13. Message/Text Editing – How To <ul><li>Place the cursor in the body of the email. </li></ul>
  14. 14. Message/Text Editing – How To <ul><li>Type your message. </li></ul>
  15. 15. Message/Text Editing – How To <ul><li>You can edit the text as you would in a Word document by using the shortcut icons on the toolbar. </li></ul><ul><li>You can also choose Format, Font to edit the text. </li></ul>
  16. 16. Message/Text Editing – How To <ul><li>This email has the defaults that are preset by Outlook. </li></ul><ul><li>The default font in Outlook is Arial, 10 pt, black, left aligned. </li></ul>
  17. 17. Message/Text Editing – How To <ul><li>Here is the document with the formatted text. </li></ul><ul><li>The text is now a bit more attractive. </li></ul>
  18. 18. Attach a File
  19. 19. Attach a File <ul><li>Outlook lets you send previously created files such as documents and pictures with your email messages. </li></ul><ul><li>The first step you'll take when you send a picture or a file will be to create the e-mail message. </li></ul><ul><li>After the message is created you should click Insert, File. </li></ul><ul><li>You can also click the paperclip icon if you prefer the shortcut. </li></ul>
  20. 20. Attach a File – Example Paperclip icon Insert menu
  21. 21. Attach a File – How To <ul><li>I want to attach a copy of my dentist appointment reminder to this email. It is saved as dentist.doc. </li></ul><ul><li>I click Insert, File and locate the saved file called dentist.doc. </li></ul>
  22. 22. Attach a File – How To <ul><li>Once you have located the file you want to attach, select the file and click Insert. </li></ul>
  23. 23. Attach a File – How To <ul><li>The attached file is now listed in the “Attach…:” field of the email message. You can attach additional files by repeating the process. </li></ul>
  24. 24. Email Signatures
  25. 25. Email Signatures <ul><li>Like a signature in a letter, an e-mail signature is added to the end of your message. In addition to a complimentary closing, your signature can contain information about you. It depends on the type of correspondence. Many professionals like to include their business contact information so that clients and business partners can reach them easily. Just keep in mind that it's best to be as brief as possible. You don't want to annoy recipients with a signature that is overly long or distracting, especially recipients who get e-mail messages from you regularly. </li></ul>
  26. 26. Email Signatures <ul><li>Information in an e-mail signature might include: </li></ul><ul><ul><li>Your name </li></ul></ul><ul><ul><li>Your title </li></ul></ul><ul><ul><li>Your physical business address and phone </li></ul></ul><ul><ul><li>Your e-mail address </li></ul></ul><ul><ul><li>Your Web address </li></ul></ul><ul><ul><li>A marketing message or favorite quotation </li></ul></ul><ul><ul><li>A graphic, photo, or sound </li></ul></ul><ul><ul><li>Your vCard attachment (see the Quick Reference Card for information about vCards) </li></ul></ul>
  27. 27. Email Signatures– Example
  28. 28. Email Signatures – How To <ul><li>First: </li></ul><ul><li>Close any email messages that are currently open. From the main Outlook window choose Tools, Options, and then the Mail Format tab. </li></ul>
  29. 29. Email Signatures – How To <ul><li>At the bottom in the Signature section, click the Signatures button. </li></ul><ul><li>Dialog boxes will look a bit different from computer to computer. </li></ul><ul><li>Just look for the Signatures section! </li></ul>
  30. 30. Email Signatures – How To <ul><li>A “Create Signature” box will appear. Click the “New” button and begin typing your signature in the “Signature text” box. </li></ul>
  31. 31. Email Signatures – How To After you have typed the desired text you can use the font buttons to format the text as you like.
  32. 32. Email Signatures – How To <ul><li>Click Finish and then OK when you are done and you will be taken back to the main Outlook window. Now whenever you begin a new mail message the signature you just created will be displayed at the bottom of the email. </li></ul>
  33. 33. Email Signatures <ul><li>If you want to make some changes to your signature you can always go back to the Tools menu, choose Options, and then the Mail Format tab. From the Signatures section you can edit previously created signatures or you can create new ones. </li></ul><ul><li>Now you know all the basics of sending a professional looking email! Let’s look at the finished product one more time. </li></ul>
  34. 34. Finished Product
  35. 35. Finished Product <ul><li>My email is finished, and I’m happy with how it looks. </li></ul><ul><li>Now it’s ready to be sent! </li></ul>
  36. 36. Review
  37. 37. Review <ul><li>In Module 1, you learned how to: </li></ul><ul><li>Enter the “To:”, “Cc:”, and “Subject:” fields of a new mail message </li></ul><ul><li>Type a message and edit the text </li></ul><ul><li>Attach a file to your email message to show and share information </li></ul><ul><li>Create and manage email signatures </li></ul>