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  • Pg 388Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Refer to the next slide, if necessary, to point out where some of these items are. It isn’t necessary to go through these items other than very briefly as they introduce some of the benefits of Outlook.
  • Pg 389Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Take a few moments to review this screen with the class as there will be several references that appear through the rest of this Lesson that they will need to recognize when doing the exercises.Reiterate how not all e-mail programs offer the same items as shown here and some of these are very specific to Outlook.Include in your discussion why Outlook may be the most common e-mail program used for sending and receiving business e-mail, e.g., Microsoft product, relatively stable over many versions and editions, part of the Office product with common tasks/consistency in look and feel, etc.
  • Pg 390Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9You may want to keep the previous slide on screen as you briefly go through these definitions. It isn’t important for the students to commit these to memory as they will be using the e-mail module in this Lesson.
  • Pg 390Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Briefly discuss what else you can do in Outlook. As noted, these are not covered in this book but presents an opportunity for you to market your Outlook courses.
  • Pg 390Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9This is a general outline of the procedure to follow when sending a message. You may want to point out that any of the steps between 1 and 4 inclusive can be done in any order.Be sure to include a discussion of the different mail formats that appear when you send and receive messages. This may well explain to students as to why some messages come with no formatting whatsoever and when they reply, it doesn’t change either.
  • Pg 391Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Review the different methods of how to create a new message although they may wind up using the New E-mail button or pressing Ctrl+N as the consistent keyboard shortcut.Take a few moments to review the new message window so they are familiarized again with individual elements on the screen.
  • Pg 391Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Reiterate how each field differs from each other, especially the Cc and the Bcc fields. Give examples of when these are appropriate to use as needed.The Personal Address Book shown on this slide was created during development but not included with the data files.
  • Pg 392Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Discuss the reasons again for why you should enter something in the Subject Line and how long it needs to be.Review the difference between the Message tab versus the Format Text tab, and benefits of using either.Remind students that applying formatting after text has been typed requires you to select the text first.
  • Pg 392Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Stress how important it is to proof read your message before sending it, especially if it is being sent in a professional capacity. Nothing is less impressive to a prospective employer or a company you want to do business with when a message is received with typos or poor grammar!
  • Pg 393Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Take a few moments to go over when you might want or need to use the first two options, e.g., in the middle of writing a message but have to go to a meeting, not sure you want to send the response yet, etc.
  • Pg394Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Point out to students that Outlook will check for new messages automatically so long as they are not on a dial-up account. Usually once you start Outlook, it will then go and retrieve any new messages that exist on the mail server specified.Point out the visual clues to help identify the number of new messages, icons to identifying whether a message has been opened or not, how items appear in the Reading Pane are not considered “open” until you click another message, etc.
  • Pg394-395Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Remind students about using discretion when replying to one person or all the people in the original message. Who really needs to see the reply and for what purpose? Be sure to include a demo that shows them how the reply message appears when you choose Reply versus Reply to All.Point out the visual clues that Outlook provides to show you have replied to a message, not only with the icon next to the message but also if they open the message to view the contents again, the Information bar there reminds them a reply has been sent.
  • Pg395-396Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Remind students the difference between replying and forwarding, especially when further action is needed by someone else before you can complete your task.As with reply, point out the visual clues Outlook provides to show you forwarded a message.
  • Pg396-397Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Review the purpose of attaching files and when you may want to do so, including when it isn’t appropriate. Don’t go into a long discussion regarding the different file types although do caution about the types that may contain viruses and get blocked by Outlook, e.g., exe, com, etc.
  • Pg397Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Discuss the different ways Outlook reminds you there is an attachment for this message. Caution students about keeping all attachments with all messages as this can cause the Outlook PST file to grow large quickly. If the message or attachment is not needed, delete it to keep the file relatively small.You may also want to tell students that they can also double-click the attachment to see the same options to Open or Save the attachment. This can be done in both the Reading Pane as well as opening the message.Point out to students how one click on the attachment in the Reading Pane displays a Preview button they can use to view the contents of the attachment.
  • Pg398Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Remind students how consistent the Microsoft products are for selecting multiple consecutive and non-consecutive items.Go through some of the options for changing the view; some people prefer groups while others prefer to sort by other options. In your demo, choose some different ones so they can decide for themselves as they begin working in Outlook.
  • Pg398Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Provide examples of why you might want to use this option instead of just reading the messages or using the Reading Pane to view the contents. Especially provide examples of why you might want to mark a message as Read or Unread, e.g., as a reminder to yourself to look at this message again as you tend to look for new messages first, deleted message that shows up in bold in Deleted Items folder, etc.
  • Pg399-400Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Provide examples of why, or why not, you would want to flag a message other than for follow-up, e.g., reminder of further action, set “priority” without changing message, etc.
  • Pg400Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Do a review of managing information and the importance of finding a filing structure that works for each person, e.g., creating folders for each person who sends you a lot of messages, folders by project type, by date, etc.Remind students of the consistency between programs such as the Expand and Collapse buttons (this can be an introduction if you are teaching this module first).
  • Pg401Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Use this as another example of consistency between Windows products for cutting, copying, or pasting items from one location to another. Point out how the shortcut keystrokes are the same between programs, which easily lends itself to remembering these keystrokes instead of trying to remember the full command in each program.Make sure your demo includes an example of why you might want to copy a message from one folder to another, e.g., want copy of message in a folder with the person’s name as well as the project.
  • Pg401Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Provide examples of when or why you might want to sort your messages other than by date, e.g., by person to find message, organize by file size, etc.
  • Pg402Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Discuss the benefit of being able to quickly search for items for any or all folders. Be prepared to discuss the difference between doing a search versus just sorting the messages to find a particular item, e.g., the former option displays only those messages that match the criteria versus showing all messages and you still have to move to the one you want to view, etc.
  • Pg403-404Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9As with other file management tools, discuss why it is important to delete items no longer in use or needed, not only to keep the Outlook file small but also to keep the Inbox clean so you only have those messages you want to use.Go through the option about emptying the Deleted Items folder every time you exit Outlook versus doing it manually, e.g., what do you do if you need something you deleted last week and have no archive version?
  • Pg404-405Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Give examples of why and when you should archive messages. If possible, have an example of an Archive Folders folder in the Navigation Pane to show students how you can still access older items without needing to keep them as part of the Inbox forever.
  • Pg405-406Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Discuss how the Contacts group works and what you can do with it, i.e., set up groups for those people you send messages to a lot, add people you e-mail a lot, add people who are business associates, separate people into categories, etc.Don’t spend any time talking about the enhanced features on setting up contacts as this is a digital literacy course. It does lend itself well to a marketing opportunity for full Outlook course.
  • Pg406Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Go over the most common fields that people use in this form; it isn’t necessary to go through every field, as that will take it beyond the scope of this course.Mention the minimal amount of information needed is (i.e., one field) but they can add as many as they like, including notes.
  • Pg407Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Demo the different field options with explanations of when or why you might use them.Be sure to discuss the different ways to save the contact information and enter more contacts, either for the same company or another contact.The last tip on how to create a contact from an e-mail is one that a lot of people find very handy, especially when they want to keep the information with notes, e.g., speaking to Tech Support person regarding problem with device or product, etc.
  • Pg408Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Discuss how groups work and when or why you might want to set them up, including for those contacts where all you have is an e-mail address.Discuss how there are no restrictions on the number or types of groups you set up, or who you can add or remove from the groups.
  • Pg409Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9As with deleting other unwanted items, contacts should be removed from the list when they are no longer required. This not only keeps the size of the PST file down, it also keeps the list of contacts fresh and up to date.
  • Pg409Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Mentioned a bit earlier, you can now expand on this topic as needed. Alternatively, do a review with them on how to change for one message versus all messages.
  • Pg409Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Discuss the pros and cons of tracking messages, e.g., too many messages in your Inbox, may not get response from recipient, etc.
  • Pg410Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Explain what a signature is and how this may already be familiar to them if they currently use e-mail. Many business e-mails include signatures at the bottom of the message to remind you of the company and contact information.Give examples of different types of signatures you can set up and why, e.g., one with “quote of day” for personal e-mails, one for special projects you are involved in, etc.Include in your demo how to select a different signature in a new message.
  • Pg411Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Not all e-mail programs are set up to automatically respond when an e-mail is received. This sometimes requires setup within the mail server, either through Web server access or via the network administrator using a server option such as Exchange. However, the focus here is using this option if available in order to let people know that you are not available, whether you do it manually using the groups set up or with an auto responder.This is more of a courtesy gesture when working with e-mail; there are pros and cons for this setup. Be prepared to provide examples for both (i.e., courtesy versus responding to junk mail).Discuss the pros and cons of setting up out-of-office notices as well as sending to others, business or personal. Build into the discussion whether it is important to send these to personal contacts.
  • Pg411Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Discuss how there are different ways to stay up to date with your e-mail using a synchronization feature. There are other ways such as a having Web access to your messages. The latter option enables you to choose to set up options so you can leave the messages on the server, regardless if you plan to download the messages to the computing device as well. This gives you the benefit of being able to see all your messages regardless of where you are.
  • Pg411Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9All users will eventually begin to receive junk mail, and these will be discretionary. Explain how junk mail is any mail you are not interested in receiving but appear in your Inbox even though may not have signed up for anything. Remind students as to how these types of messages can appear, e.g., sign up for magazine subscription, join the mailing list for a cause, etc.It isn’t necessary to go through all of the features about Junk Mail as this is an introduction to what you can do to reduce the number of messages you get. If students are interested, you may want to market your advanced Outlook course to them.
  • Pg411Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9Provide examples of why you might want to consider making copies of your e-mail data file and contacts list. Some people assume the information is fine on their system and don’t feel this process is necessary. Be sure to introduce situations such as hard drive failing, deleting items that cannot be retrieved without another copy, theft, etc.Backup copies are really meant as “insurance” against the loss of data for whatever reason. Similar to having hard copies of information, having an electronic copy somewhere other than the computer makes sense, especially if you have very important information that will be difficult to reproduce if it is lost.You may want to introduce other methods other than using the compact option or making a backup copy, e.g., archiving, writing to CD, saving the data file to a network drive instead of local, etc.
  • Pg412Objective 3-2.2.3, 3-2.2.4, 3-2.2.5, 3-2.2.6, 3-2.2.7, 3-2.2.8, 3-2.2.9This has become a big concern over the last few years and will continue to be so as technology advances. Be prepared to discuss the types of security issues that arise and why you need to address them. Even though a student may only be sending personal e-mails, they should still protect themselves by having backups and blocking messages they are not interested in receiving.A digital signature is only one way to secure messages for business messages. You may want to look at other options with the class, especially if their intent is mostly personal initially. Most businesses will have a policy in place so they will just need to be aware of it in the workplace.
  • Pg412As time permits, go over these questions with the class to ensure they have a good grasp of the concepts learned in this lesson.Answers are found on the CCI microsite (ic3.ccilearning.com); you must be logged in as an instructor. Alternatively, if you received the instructor resources in electronic form, they will be located in the root folder.On completion of the Review Questions, have students navigate to the CCI microsite to begin the additional review there.
  • Pg412As time permits, go over these questions with the class to ensure they have a good grasp of the concepts learned in this lesson.Answers are found on the CCI microsite (ic3.ccilearning.com); you must be logged in as an instructor. Alternatively, if you received the instructor resources in electronic form, they will be located in the root folder.On completion of the Review Questions, have students navigate to the CCI microsite to begin the additional review there.
  • L43 slides

    1. 1. Lesson 43: Using Microsoft Outlook 2010 • what Microsoft Outlook is • recognize elements on the screen • how to send and receive messages • how to reply or forward a message • how to send an attachment with a message • work with attachments • sort and manage your messages • work with the address book • understand mail maintenance options© CCI Learning Solutions Inc. 1
    2. 2. What is Microsoft Outlook? To-Do Bar Integrates tasks, flagged e-mail messages, appointments, and calendar information in one convenient place. Tasks integrated Can be viewed in Tasks module, on To-Do Bar, and in Daily with Calendar Task List of calendar. Color categories Categorize e-mail, tasks, and other items by color to find and identify. Instant Search Find information quickly. Attachment View e-mail attachment without opening it. Preview Calendar Overlay multiple calendars to find time to meet without overlays double-booking. Sharing your Create snapshot of calendar and e-mail to others or publish calendar to share calendar on Microsoft Office Online. E-mail Postmark Helps prevent receipt of spam or junk e-mail messages.© CCI Learning Solutions Inc. 2
    3. 3. Looking at the Outlook Screen 1 2 3 5 6 4 7 8 10 9 1 Contents Pane 2 Search 3 To-Do Bar 4 E-mail List 5 Reading Pane 6 Date Navigator 7 Vertical Split Bar 8 Appointments 9 Task List 10 Navigation Pane© CCI Learning Solutions Inc. 3
    4. 4. Looking at the Outlook Screen Instant Search Enter search criteria and see results display as you type. Type a Question Enter question or keyword to get help on Outlook topic. Vertical Split Bars Drag to show more or less of pane on either side. Navigation Pane Move between different modules or components of Outlook. E-mail List Displays information for each module or folder. Reading Pane Displays contents of e-mail highlighted in E-mail List pane. To-Do Bar Displays date navigator, appointments, and task list. Date Navigator Switch to Calendar and view schedule for selected date. Appointments Displays list of upcoming appointments. Task List Displays list of all tasks arranged in sort order you select.© CCI Learning Solutions Inc. 4
    5. 5. Looking at the Outlook Screen Mail Compose, send, read, or manage e-mail messages. Calendar Schedule appointments, meetings, or events. Contacts Manage contact list, as with address book. Tasks Track and prioritize your activities. Outlook Preview brief summary of appointments, tasks and Today e-mails. Journal Track Outlook activities you specify in timeline view. Notes Enter brief notes, similar to sticky notes. Folders list Display folders in top portion of Navigation pane.© CCI Learning Solutions Inc. 5
    6. 6. Creating New Messages • Sending e-mail similar to when you send letter: 1. Create new mail message. 2. Address message to recipient. 3. Type text for message and apply formatting as required. If need to include file, attach to message. 4. Use spell checker and proof read message to eliminate spelling or grammatical errors. 5. Send message. • Once sent, temporarily stored in Outbox until mail server retrieves for delivery • HTML is default format for new mail messages – To change in message, click Options tab, in Format group, click mail format – To change for all messages, select Tools, Options and on Mail Format tab, choose mail format© CCI Learning Solutions Inc. 6
    7. 7. Creating New Messages • To create new message from main Outlook window: – Home tab, in the New group, click New E-mail – Home tab, in the New group, click the arrow for New Items and then click E-mail Message 1 – Press + 2 3 1 New Message Ribbon 2 Recipient(s) of New Message 3 Message Pane© CCI Learning Solutions Inc. 7
    8. 8. Creating New Messages • Addressing the Message – To access list of contacts, click or – To include everyone in range of names, click first name in list, press as you click last name you want – To select individual names, click first person, press as you click name of each person to select • Need to select names for each address field© CCI Learning Solutions Inc. 8
    9. 9. Creating New Messages • Adding a Subject Line – Be brief, but succinct, when entering text in Subject field • Formatting the Message Text – Message tab contains formatting features in New Message – Format Text tab contains commonly used formatting features – Can be applied as you type or after text entered – Gives message professional appearance to emphasize specific areas© CCI Learning Solutions Inc. 9
    10. 10. Creating New Messages • Proofing Your Message – Check for misspelled words or words not commonly found in dictionary – To activate thesaurus or other proofing tools, click arrow for Spelling – Always try to maintain professional manner in messages – To activate spelling feature: – On Message tab, in Proofing group, click Spelling – Press© CCI Learning Solutions Inc. 10
    11. 11. Creating New Messages • Setting the Priority – To set priority, on Message tab, in Tags group, click or • Saving the Message – Save contents of message to Drafts folder for retrieval later – To open message in Drafts folder, click Drafts folder in Folder list and double-click message to edit • Sending the Message – To send message: – At left of addressing fields, click Send© CCI Learning Solutions Inc. 11
    12. 12. Receiving Messages • To check if received any messages: – On Send/Receive tab, in Send & Receive group, click Send/Receive All Folders – Press • New messages appear in Contents Pane • Inbox folder displays number in brackets of total new messages received • Contents of message appears in Reading Pane • Envelope icon changes from to when you open or view new message • Use split bar to show more or less of each pane • Double-click message to view contents in separate window© CCI Learning Solutions Inc. 12
    13. 13. Replying to a Message • Can reply to sender or all recipients of original message • To reply to message: – On Home tab, in Respond group, click Reply – Press + – If viewing message, on Message tab, in Respond group, click Reply • To reply to everyone addressed in original message: – On Home tab, in Respond group, click Reply to All – Press + + – If viewing message, on Message tab, in Respond group, click Reply to All • Copy of original message included • RE: added to subject line • appears next to message© CCI Learning Solutions Inc. 13
    14. 14. Forwarding a Message • Send message to someone else for further action or reference • To forward message: – On Home tab, in Respond group, click Forward – Press + – If viewing message, on Message tab, in Respond group, click Forward • FW: added to original message • Address fields blank • displays next to message© CCI Learning Solutions Inc. 14
    15. 15. Attaching Files • Send file to e-mail recipient for reference, or to supplement information provided – File can be any type, as long as recipient has appropriate software to open it • To attach or insert file with message: – On Message tab, in Include group, click Attach File – On Insert tab, in Include group, click Attach File • To remove attachment from message: – Select file name in the Attached field and press – Right-click file name in the Attached field and click Remove© CCI Learning Solutions Inc. 15
    16. 16. Attaching Files • Message with attachment displays with • Reading Pane displays file name attached • Right-click attachment to display options for handling attachment: – Click Preview to display preview of attachment in Reading Pane or message window – Click Open to open file in program that recognizes file type – Click Save As to save attachment • To remove attachment from message, right-click attachment in message and click Delete© CCI Learning Solutions Inc. 16
    17. 17. Using the Inbox • Selecting Items – To select one message, click it – To select multiple consecutive messages, click first message, press and then click last message in list – To select multiple non-consecutive messages, click first message, press as you click each message to select • Changing the View for Messages – Adjust view using Current View on View tab – Can arrange view of messages by specific items and groups, or customize fields used© CCI Learning Solutions Inc. 17
    18. 18. Using the Inbox • Marking Messages – To mark selected message as read, in main Outlook screen: – Press + – Right-click message and click Mark as Read – To mark all messages as read, in main Outlook screen: – Right-click selected messages and click Mark as Read – To mark message as unread, select the message and then: – Press + – Right-click message and click Mark as Unread – In open message window, on Message tab, in Tags group, click Mark Unread© CCI Learning Solutions Inc. 18
    19. 19. Using the Inbox • Flagging Messages – To flag message in main Outlook screen: – On Home tab, in Tags group, click Follow Up – Right-click flag at far right side of message and click appropriate option – To flag message with message open, on Message tab, in Tags group, click Follow Up – To add reminder to flag, click Add Reminder© CCI Learning Solutions Inc. 19
    20. 20. Using the Inbox • Creating Folders – To create new folder in Inbox: – On Folder tab, in New group, click New Folder – right-click folder where inserting new folder, and click New Folder – Press + + – Use (Expand) or (Collapse) to show folder structure – Delete folders as if deleting messages – Select folder and press – Drag folder to Deleted Items folder© CCI Learning Solutions Inc. 20
    21. 21. Using the Inbox • Copying or Moving Messages – To move messages to folder, after selecting messages: – Press + – Drag to folder – To copy messages to folder, select messages and then: – Press + – Right-click message, click Copy – Press and drag message to folder – To paste message in folder, click folder and then: – Press +© CCI Learning Solutions Inc. 21
    22. 22. Using the Inbox • Sorting Messages – To sort messages: – Click column headings in Contents Pane – Right-click column field and then choose appropriate sort option – When using column heading as sort criteria, indicates ascending order and indicates descending order – Can arrange fields in Contents Pane using View tab© CCI Learning Solutions Inc. 22
    23. 23. Using the Inbox • Finding Messages – To perform search, type search criteria in Search Inbox field – Search occurs in all parts of message – By default, search specific to current folder but can change: – To search all mail folders, click Try searching again in All Mail Items link, or – Use options in Search Tools ribbon – To clear results from search: – In Search field, click (Clear Search) – Press© CCI Learning Solutions Inc. 23
    24. 24. Using the Inbox • Deleting Messages – All deleted messages placed in Deleted Items folder – To delete items from folder, select item and then: – On Home tab, in Delete group, click Delete – Press + or – Drag message to Deleted Items folder – Deleted Items folder provides resource to restore deleted item later – To empty contents of Deleted Items folder every time you exit Outlook, click File tab, click Options, in Advanced category, click Empty the Deleted Items folder upon exiting – To empty contents of Deleted Items folder manually, right-click Deleted Items folder and click Empty ‘Deleted Items’ Folder© CCI Learning Solutions Inc. 24
    25. 25. Using the Inbox • Archiving Messages – Keep all messages but stored in separate file – Can click archive file to refer to older message – To archive messages any time manually, click File tab, with Info category selected, click Cleanup Tools and then Archive – After setting options for archiving process, status bar displays – On completion, Archive Folders appears in Navigation Pane – To automatically archive items, click File tab, click Options, in the Advanced category, click AutoArchive Settings© CCI Learning Solutions Inc. 25
    26. 26. Working with Contacts • To access Contacts feature, click Contacts group© CCI Learning Solutions Inc. 26
    27. 27. Adding a Contact • To create new contact, select Contacts: – On Home tab, in New group, click New Contact – On Home tab, in New group, click arrow for New Items, click Contact – Press +© CCI Learning Solutions Inc. 27
    28. 28. Adding a Contact • Field with arrow displays list of other field names to use • Click field name button to display dialog box to enter more information • When finished entering information, to save contact: – To save this contact, on Contact tab, in Actions group, click Save & Close – To save contact and enter another, on Contact tab, in Actions group, click Save & New – To save contact and enter new one at same company, on Contact tab, in Actions group, click arrow for Save & New and click Contact from Same Company • Can also create new contact using e-mail address shown in message – Right-click e-mail address and then click Add to Outlook Contacts • To edit contact information, double-click contact© CCI Learning Solutions Inc. 28
    29. 29. Using Groups • Contact Group is address list containing group of people you send messages often to • To create Contact Group: – On Home tab, in New group, click New Contact Group – On Home tab, in New group, click arrow for New Items, click Contact Group – Press + + • Once group created, can add or remove members© CCI Learning Solutions Inc. 29
    30. 30. Using Groups • Deleting Contacts or Groups – When contact no longer needed, delete from list – Cannot recover deleted group from Deleted Items folder – To delete contact or group in the Contacts Pane, select contact or group: – On Home tab, in Delete group, click Delete – Press© CCI Learning Solutions Inc. 30
    31. 31. Maintaining Outlook • Changing the Mail Format – Could be HTML or Rich Text as both formats display text formatting – Control mail format for all new messages by changing default options in File, Options, and in Mail category, choose format from Compose messages – To change mail format while creating message, click in message body area; on Options tab, in Format group, click mail format to use© CCI Learning Solutions Inc. 31
    32. 32. Maintaining Outlook • Tracking Options – Can set Outlook to send notices when message received or read by others – To set receipts for every message you send, select File, Options, and in Mail category, click items from Tracking area – To set receipts for message, in new message window on Options tab, in Tracking group, select tracking option to use – Recipient’s e-mail system may not be able to track e-mail messages, and hence may not send notices© CCI Learning Solutions Inc. 32
    33. 33. Maintaining Outlook • Using Signatures – Piece of text that automatically appears when you create new message – Can create as many signatures, but only one set as default – To create signature, select File, Options, in Mail category, in Compose messages area, click Signatures – Can enter as many signatures as need – To choose different signature in new message, on Message tab, in Include group, click arrow for Signature, and click signature to use© CCI Learning Solutions Inc. 33
    34. 34. Maintaining Outlook • Sending Out-of-Office Notices – As business practice and courtesy, if away from office, send message in advance to those you deal with regularly – Out-of-office notices should provide details regarding dates you are away and who is handling your work during absence – Some e-mail programs and mail servers provide option to send out-of-office response automatically to anyone who sends you e-mail during this time© CCI Learning Solutions Inc. 34
    35. 35. Maintaining Outlook • Staying Up to Date – If Outlook installed on computer and PDA, can stay up to date with all messages on both devices – Use synchronization feature available in Outlook – New computing devices enable you to synchronize from different Outlook modules to the device© CCI Learning Solutions Inc. 35
    36. 36. Maintaining Outlook • Blocking Messages – Use Junk E-mail feature to reduce number of junk messages you receive – To block messages from e-mail address, on Message tab, in Delete group, select Junk, Junk E-mail Options – Can add or remove items using Edit or Remove© CCI Learning Solutions Inc. 36
    37. 37. Maintaining Outlook • Backing Up Your E-mail Items – Outlook saves all e-mail information in data file – Can compact data file – Can make backup copy of data file – If data files quite large, archiving files on CD or other external storage media at set intervals – Then delete unnecessary items to reduce size of data file© CCI Learning Solutions Inc. 37
    38. 38. Maintaining Outlook • Security Issues – Many ways for individuals with malicious intent to hack into mail servers or intercept messages during transmission – Adding digital signature to outgoing messages tells recipient you are originator and message not tampered with – To digitally sign message, must have digital ID certificate – On Message tab, in Tags group, click Dialog box launcher, click Security Settings© CCI Learning Solutions Inc. 38
    39. 39. Review Questions 1. The Reply function enables you to send a message to all recipients of the original message. a. True b. False 2. Which symbol appears in Outlook to indicate there is an attachment included with the message? a. c. b. d. 3. Adding a contact helps to reduce the amount of time spent entering e-mail addresses in messages. a. True b. False© CCI Learning Solutions Inc. 39
    40. 40. Review Questions 4. A group is a distribution list consisting of names from your contact list so you can send messages to everyone in this group instead of having to type each name individually. a. True b. False 5. Which option would you use to prevent spam messages from being delivered to your Inbox? a. Security Issues b. Junk E-mail c. Block Spam d. Mail Format© CCI Learning Solutions Inc. 40

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