Using Microsoft Outlook: E-mail Basics provides an overview of using Outlook for e-mail. It covers navigating the Outlook interface, composing and sending e-mails, reading and replying to messages, adding attachments and signatures, and using folders to organize emails. The document also compares Outlook e-mail features to the similar features in GroupWise and provides instructions for using Outlook's contacts manager.

1. Using
Microsoft Outlook:
E-mail Basics

2. Objectives
• Guided Tour of Outlook
– Identification
– Views
• E-mail Basics
– Contacts
– Folders
– Web Access
• Q&A

3. Title Bar
Menu Bar
Tool Bars
Navigation Pane
Folder
List
Preview
Pane
Status Line
Next
Use your mouse to
click through various
identification
markings on this
screen.
Then click Next.
Task Pane

4. Modifying What You See
To move the Preview Pane, simply:
• Click View, Reading Pane.
Then choose Right
(or Off) from the drop-
down menu to modify
the location of the
pane.
Back Next
Compare to GroupWise

5. Modifying What You See
Let’s try it!
Move your
Preview pane
to the right
side of the
screen.
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6. What Else Can We Change?
• Remove preview pane completely
• Arrange your inbox
• Size your navigation pane
• Add a toolbar
• Remove a toolbar
• Follow the status line through
these moves
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7. Navigation
Let’s practice!
• Calendar
• Contacts
• Mail
• Journal
• Notes
• Tasks
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8. E-mail Basics
Composing:
Click the New
button or
choose File,
New, Mail
Message.
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Compare to GroupWise

9. Use this space for your message.
Be sure to check spelling and proofread
your message. Then click the Send button.
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Compare to GroupWise
Enter recipient address(es) here.
Enter secondary recipient address(es) here.

10. Handling Blind Copies
To send a blind copy in Outlook, click on
Options, then choose Bcc from the menu.
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Outlook automatically adds a line for the
blind copy address.

11. Handling Attachments
To attach a document to your message,
click on the Insert Tab and then the Attach
File button. It resembles a paper clip.
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12. Handling Attachments
Choose a file,
then click the
Insert button.
Outlook inserts
the file into your
message.
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Compare to GroupWise

13. GroupWise Comparison
The process is identical in
GroupWise. Click on the
Attachment button (paper
clip). Then choose the file to
attach and click OK.
GroupWise uses a graphical
display for the attachment.
Back

14. Send Options
• HTML
• Plain Text
• Rich Text
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15. More Send Options
Click on the Options button.
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Compare to GroupWise

16. GroupWise Comparison
Click the Options tab.
Back
Select the
appropriate
options, then click
the Mail tab to
return to the
message.

17. Reading Messages
Without the Preview Pane:
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Simply
double-
click on
the
message.

18. Reading Messages
• With the Preview Pane:
A single click
on the
message will
cause it to be
displayed in
the Preview
Pane.
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Compare to GroupWise

19. GroupWise Comparison
It works exactly the same way!
Back
A single click,
when Quick
Viewer is used.
Or a double-click
when Quick
Viewer is off.

20. Replying/Forwarding
Whether or not you are using the Preview
Pane, the Reply, Reply to All, and Forward
options will be displayed.
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The Reply and Reply to All options
automatically fill in the addressees.

21. GroupWise Comparison
• Again, Outlook works the same way as
GroupWise with only one exception.
Back
When you click the Reply
button, a second window
appears in which you
must select whether you
wish to reply to a single
person or to all recipients.

22. Adding a Signature
Next
Back
Click on
Tools,
Options.
Then
choose
Mail
Format
and click
on the
signature
button.

23. Creating a Signature
Compare to GroupWise
Back Next
Assign a brief
description to the
signature (first name,
or internal use) then
click OK.
Then simply create
the information you
want to include in
the edit signature
box, and click OK.

24. GroupWise Comparison
Back
In GroupWise, only
one signature can be
created. Click Tools,
Options,
Environment, then
the Signature tab.
Supply the
information you wish
to include in the
signature and click
OK.

25. Out of Office Assistant
Back Next
On the Tools menu,
click Out of Office
Assistant. In the Out
of Office Assistant
dialog box, click Send
Out of Office auto-
replies. If desired,
select Only send
during this time
range, and then set
the appropriate Start
and End dates and
times.

26. Out of Office Assistant
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In the Out of Office Assistant
dialog box, there are two tabs for
messages: Inside My Organization
and Outside My Organization.
To send an Out of Office reply for
messages originating within the
college, create your reply in the text
window of Inside My Organization.
To send an Out of Office reply for
messages originating within the
college, create your reply in the text
window of Outside My
Organization.

27. Recalling Messages
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To recall a
message you
have sent, open
(double-click) the
message from
your Sent Items
folder.
Then click Other
Actions, then
click on Recall
This Message.

28. Recalling Messages
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Compare to GroupWise
Specify the recall options, and click OK.

29. GroupWise Comparison
Back
In GroupWise,
deleting the
message from your
Sent Items folder
provides you the
option of deleting it
from other
recipients’ folders.
There is no
confirmation option
available in
GroupWise.

30. Managing Mail Folders
• If you have been using folders to
organize your mail in GroupWise,
you understand how their function
and benefit.
• Outlook folders function in much the
same way.
• Specific comparisons to GroupWise
will not be made in this section.
Next
Back

31. Creating Folders
In the Navigation Pane,
choose the parent folder. (Ex.:
Inbox)
Right-click the parent folder,
then choose New Folder from
the drop-down list.
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32. Creating Folders
Give the folder a
name.
Describe its contents.
Click OK.
It’s that simple!
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33. Using Folders
Using folders is
even easier than
creating them!
Simply drag items
from the Inbox (or
other location) to
the folder in
which you wish to
store them.
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34. Tracking Sent Messages
In Outlook, as in GroupWise,
certain information about your
message can be tracked using
“Properties.”
In Outlook, you must open the
item, click the Office Button,
then Properties.
(GroupWise item properties can
be displayed by simply right-
clicking on the item and
choosing Properties.)
Next
Back

35. Deleting Messages and Folders
This is the easiest part yet!
Simply click on any item – message, folder,
task, etc. – and press the Delete key.
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36. Summary
• Outlook e-mail is simple to use
• Outlook views can be customized
• Using Outlook e-mail is very
similar to using GroupWise e-mail
Back
Next topic: Managing Contacts

37. Managing Contacts
• Versatile tool for managing people data
• Initialized for NRCC contacts (similar to
the GroupWise Address Book)
• Usable across applications
• Searchable
• Share-able
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38. Click on Contacts.
Or choose Go, Contacts.
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39. Contacts View
Contact record
(can be much
larger)
Sorting
options
Directory
buttons
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40. The General Tab
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Next
This is the same
information you
find in the
GroupWise
Address Book.

41. The Details Tab
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Next
The Details Tab provides some
additional information that can be useful
in maintaining contacts.

42. The All Fields Tab
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Next
The All Fields Tab
provides
customizable
search options.
Users can select
the fields to
display for
Contacts records,
or use the fields
to search for
specific
information.

43. Creating New Contacts
Outlook provides three ways to create
contacts:
• Importing information to the Contacts
database
• Manually creating new records
• Creating new records from incoming
messages.
Next
Back

44. Importing New Contacts
Back
Next
From any Outlook view,
click File, then Import and
Export, to launch the
Wizard displayed here.
Let’s try importing some
data, using:
Q:itclabitcoutlookdata.ac
cdb
as the data source.
Follow the instructions in
the Wizard.

45. Manually Creating Contacts
To manually create a new contact…
Back
Next
1. Open the Contacts folder.
2. Click the New Contact
button.
3. Enter as much or as little
information as you need
for the new contact.
4. Click the Save and Close
button.

46. Using E-mail to Create Contacts
Perhaps the easiest method…
Back
Next
While reading a
message, right-click on
the sender’s name,
then choose Add to
Contacts.

47. Using Contacts
Back
Next
There are multiple uses for your
Contacts database. Examples include:
• Search/sort
• Create messages
• Integrate with other Office applications

48. Sorting Contacts
One option for
sorting Contacts
is displayed.
Click on the
other options
and observe
changes in the
listing.
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49. Searching Contacts
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Next
Option 1: QuickFind
Simply click inside the QuickFind box
and type all or part of the contact’s
name.

50. Searching Contacts
Option 2: Find
Back
Next
Click on the Find button.
Type all or part of the contact’s name, address,
category, company or other field data.

51. Removing Contacts
To remove/delete a contact, simply click on
the contact’s name (which turns blue), and
press the Delete key on your keyboard.
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Next

52. Outlook Web Access
https://webmail.nr.edu/exchange
Questions??
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53. What’s Next?
Intermediate Outlook training
covers:
• Using the Outlook calendar
• Tasks
• Outlook’s Journal feature
• Notes and Reminders