Outlook Module 2 Sept 28, 2007


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Outlook Module 2 Sept 28, 2007

  1. 1. MS Outlook for Teachers Module 2
  2. 2. Module 2 Tutorial <ul><li>Welcome to the tutorial for module 2. </li></ul><ul><li>The purpose of this tutorial is to help you organize your mailbox by using folders. </li></ul><ul><li>This is an easy project that will allow you to file and store your email in places that will make it easier to use as well as save space on the server and speed up your computer. </li></ul>
  3. 3. Before we get started . . . <ul><li>Remember that my toolbar may look a bit different from yours. Don’t let that throw you off. </li></ul><ul><li>In Module 1, we covered: </li></ul><ul><li>Enter the “To:”, “Cc:”, and “Subject:” fields of an email 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>
  4. 4. Objectives: <ul><li>Create folders to organize mail messages. </li></ul><ul><li>Move mail messages to folders. </li></ul><ul><li>Empty your Sent mail folder. </li></ul><ul><li>Empty your Deleted mail folder. </li></ul>
  5. 5. My Mailbox <ul><li>I often have each of my classes send me Power Point Presentations that they will later present to the class. In order to organize these better, I create folders for each of my classes in which to store their emails. This way I can easily find their project on presentation day. </li></ul><ul><li>I think I’ll create three folders. One for each middle school class. I’ll call them: </li></ul><ul><ul><ul><li>6 th grade </li></ul></ul></ul><ul><ul><ul><li>7 th grade </li></ul></ul></ul><ul><ul><ul><li>8 th grade </li></ul></ul></ul><ul><li>To start, I’ll click the drop down arrow next to the “New” button on the toolbar and select folder. </li></ul>
  6. 6. Create Folders
  7. 7. Create Folders <ul><li>In Outlook you can create folders within any of the other existing folders. It makes the most sense to create your folders within the Inbox so that’s where we’ll start. </li></ul><ul><li>First, click the drop down arrow next to the “New” button on the toolbar. Then select “Folder”. A “Create New Folder” dialog box appears. </li></ul>
  8. 8. Create Folders – Example Staff Development Folder Placed in the Inbox
  9. 9. Create Folders – How To <ul><li>I will click New, Folder and enter “6 th grade” to name my first folder. Now, I click Inbox to make sure that the new folder is placed inside of my Inbox. Last, I click OK. </li></ul><ul><li>I will follow these same steps for the 7 th grade and 8 th grade folders. </li></ul>
  10. 10. Create Folders – How To <ul><li>Now I have three folders inside my Inbox. One is for 6 th grade projects; one is for 7 th grade projects; and one is for 8 th grade projects. </li></ul><ul><li>You can see the folders by clicking the plus sign beside Inbox in the folder list. </li></ul>
  11. 11. Move Mail Messages
  12. 12. Move Mail Messages <ul><li>You can now place mail messages in the folders to organize them. </li></ul><ul><li>Simply drag the email messages from their location in the Inbox on the right to the appropriate folder on the left in the folder list. </li></ul>
  13. 13. Move Mail Messages – Example <ul><li>Let’s assume that Michael is a student in the 7 th grade. To move his email containing his Power Point project I will just drag the email from the right side of the window and drop it on the 7 th grade folder under Inbox in the folder list. </li></ul>
  14. 14. Move Mail Messages – How To
  15. 15. Empty Sent Mail
  16. 16. Empty Sent Mail <ul><li>Every time you send an email message MS Outlook stores a copy in your Sent Items folder. </li></ul><ul><li>This can be helpful, but it can also take up a lot of unnecessary space on your computer. </li></ul><ul><li>Therefore your Sent folder should be emptied often. </li></ul>
  17. 17. Empty Sent Mail – How To <ul><li>Click on the Sent Items folder on the left side of the screen (in the folder list) to select it. </li></ul><ul><li>You will see copies of all of the messages you have sent. </li></ul>
  18. 18. Borders and Shading – How To <ul><li>Press Control + A on the keyboard to select all of the messages. Then press delete on the keyboard to delete them. </li></ul><ul><li>If you are prompted about deleting the messages, just click Yes. </li></ul>
  19. 19. Empty Deleted Mail
  20. 20. Empty Deleted Mail <ul><li>When you delete a message in MS Outlook the message is simply moved to the Deleted Items folder until you have permanently deleted the message. In other words, the message is not really deleted until you have cleaned out the Deleted Items folder. </li></ul><ul><li>For the same reasons that we should empty out our Sent Items folder, we should also empty our Deleted Items folder. This will make our computer work faster because our Deleted Items folder is not filled with messages taking up room on our computer. </li></ul>
  21. 21. Empty Deleted Mail – How To Right click on the Deleted Items folder on the left (in the folder list). Select Empty “Deleted Items” Folder. If prompted, click Yes.
  22. 22. Review
  23. 23. Review <ul><li>In Module 2, you learned how to: </li></ul><ul><li>Create folders to organize mail messages. </li></ul><ul><li>Move mail messages to folders. </li></ul><ul><li>Empty your Sent Items folder. </li></ul><ul><li>Empty your Deleted Items folder. </li></ul>