MS Outlook

(Electronic Mail & Scheduler)

Government of India Ministry of Communications and Information Technology Department of Information Technology National Informatics Centre Training Division New Delhi

Contents PART-I ( Electronic Mail )
q Introduction E About Email E Email Address E Basic Terms used in Email E Netiquette Getting Started E Composing an Email message E Sending a Message E Receiving a Message E Replying/Forwarding E Resending the Message E Saving an unfinished/Draft Message E Signature E Attaching File(s) to a Message E Setting Priority & Delivery Confirmation E Setting of Flags E Organizing Email E Deleting a Mail E Printing a Mail E Using the Address Book E Exiting MS Outlook 1



PART-II ( Scheduler)
q q Introduction Managing Contacts E Create a New Contact E Create a Contact List for a Group of People E Contacts Views E Printing Contacts Scheduling Activities through Calendar E Viewing and Navigating the Calendar E Scheduling Calendar Item E Adding Holidays E Calendar Views Managing Tasks E Introduction E Creating New Task E Tasks Views Working with Journal E Introduction E Manually Recording an event in the Journal E Inserting objects into a Journal Entry Making Notes E Introduction E Creating Note Annexure-I Information to the Participants Annexure-II Configuring your system for Email 35 37









q q

69 70


Electronic Mail

mainly educational institutes and defence organisations used Email. is a system for exchanging written messages electronically over computer networks. print. When you receive an Email message. a sound file. flag. a video clip or any other document along with the text in the message. 7 Training Division. the other user is using his/ her computer or not. answer. a spreadsheet. forward. In the early days.MS Outlook ( Electronic Mail ) q Introduction E About Email ö Definition Electronic mail or Email. or delete it. d. one of the most far-reaching applications of data communication. some systems allow the user to send attachments consisting of a picture. The Email message usually consists of text in the ASCII format. at that instant. While sending the Email. you can read. Some of the highlights of Email are as follows: a. c. NIC. which is both efficient and inexpensive. one need not worry about whether. User can send a message to one or more individual users. transfer to a folder. predefined group or to all users of the system. but today it has provided the business world with an entirely new and immensely valuable form of communication. b. However. New Delhi . It is something of across between the postal system and a telephone answering system. It has the potential to minimise printed correspondence.

and get connected to network only for sending the message. which provides Email facility. NIC. this whole process usually takes just a few minutes. 8 Training Division. With the Internet. When a letter or document is posted. Some Email software provides the option of encrypting the messages. which may vary from message to message. it makes stops at various postal stations along its way till it reaches the destination. Each computer analyses the destination address and then routes it to another computer till it reaches the destination. ö How Email works? The process of communication through Email is based on the Client-Server technology. Similarly Email is passed from one computer to another as it travels along the network. ö How private / confidential is an Email message? Email is less confidential than the conventional mail since its contents could be read by anyone who has access to recipient’s computer or recipient’s Email account. New Delhi . is called a Client. compared to the postal system. One has to be cautious regarding sending sensitive information through e-mail and appropriate security measures should be taken. who enters correctly the encryption key. The computer. Its advantage over telephonic communication is that the message can be communicated to people around the world in a quick & fast manner any time of the day or night. There could be various types of clientserver set-ups. It is possible to hack the Email message and change its contents before it reaches the recipient. Such messages can be opened only by that person.MS Outlook ( Electronic Mail ) ö Advantages over conventional system of communication The Email system is quite fast and cheap in comparison to postal system. which is relatively fast. which avails of this facility. The network connectivity can be obtained even through local telephone exchange at the cost of local call. One can type in the message off line. is called Server or Service Provider and the computer.

The client computer availing the Email facility should be either part of the Internet set up or should have the provision to get connected to the Internet server through dial up/leased line or VSAT etc. In addition. For availing the Email facility over Internet. Some of the Email softwares are as follows: Server Software: § § § § SMTP Server POP Server Microsoft Exchange Lotus Domino Client Software: § § § § § § § Eudora PINE MS Outlook Outlook Express Web Mail CC:Mail UUCP 9 Training Division.MS Outlook ( Electronic Mail ) One of the scenarios is where the server computer. for sending and receiving mail. NIC. New Delhi . the client computer should have suitable software to access Email. with UNIX operating system enables its multiple users to communicate with each other through dump terminals. the server should be a part of Internet. Users can also exchange the messages on LAN through general purpose Email client software installed on the individual computers in LAN.

The portions or fields making up the domain name are separated by periods (the periods are called dots). 10 Training Division. his /her Email address should be known. New Delhi .delhi. That is followed by the character @. So when mail is sent through group Email address. An Email address usually has the form: Local-address@domain-name Local-address part is often the user’s login name. sverma@ gamma. the name you give to get in touch with your mail server or Internet server on which you have the account. NIC. called the at sign. To its right is the domain name of the mail server.MS Outlook ( Electronic Mail ) E Email address (Individuals & Group) To send someone Email User name Domain Name of the Server Computer sverma@algorithmics. not the name of a computer For sending a mail to a group of people.nic. all the individuals defined in that address will receive copy of the same User name Domain name for site. the server system administrator can create a group email address of individuals who are already having individual Email addresses.

b.netmind. it is possible to create free Email accounts on Internet. without referring to the Administrator for the same. c.rocketmail. Further. deleted.MS Outlook ( Electronic Mail ) In the present day. www.lema. One can get subscribed to a particular group. 11 Training Lifetime Email ( Mailing lists ( Relay of messages to members of the mailing list) of special interest groups. Even customised local group address can be created by the clients themselves.mailcity. Email software on client system. d. NIC.conklyns. has a provision for permanently storing Email addresses in the form of an Address book. The Email addresses of individuals can be added. Some of the websites providing free Email facility are as follows: a. Discussion groups: Public Email discussion forums where participants can post their messages to be seen by all the readers of the discussion group. and modified very conveniently. Discussions groups are always subject oriented. (www. if a person gets the Internet connectivity on his/her system. Any one reading the message can choose to reply it either publicly ( to the newsgroup ) or privately ( to the originator of the message) . Mail City (http://www. New Delhi Rocket mail ( ö Customer Email services over Internet Finding Email address over Internet (Directory service containing e-mail addresses of registered personnel ) Reminder Service for automatically reminding through Yahoo! Mail (http://www.

MS Outlook ( Electronic Mail ) E Basic Terms used in Email Inbox Sent items Outbox Compose Send Deleted Items Check for Email Signature Folder containing all incoming Emails Folder containing all the sent messages Folder containing all mails yet to be sent Option to be clicked to prepare an Email message Button to send Email Folder containing all deleted mails Option to be clicked to check for new Email Information about the sender. for example. New Delhi . 12 Training Division. Files can be sent through Email as an attachment. address. File similar to a telephone directory containing e-mail addresses ( frequently used or otherwise) Attachment Address Book E Netiquette Netiquette or network etiquette are written and unwritten conventions of polite conduct in cyberspace. NIC. designation. his/her name. A few of them are mentioned below: l Manage your mailbox by creating appropriate folders and cleaning of unwanted Emails from time to time. phone no. etc.

Apologize: If you have. Keep in mind that the recipient may be too busy to read the whole content. Be short and specific in writing the message. Don’t write endless essays. if you have to deal with the same person face to face one day. New Delhi . which may embarrass you later. Emails are as permanent as paper. Use proper degree of formality.MS Outlook ( Electronic Mail ) l Check for new Email(s) frequently in a day. there is a possibility that you may become less formal while writing it. Hence while replying to an Email. NIC. Sarcasm doesn’t work on Email. . l l l l l l 13 Training Division. but also makes it difficult to read the mail. Make sure you do not write anything. you are losing the advantage of quick delivery of Email messages. but you never know. While replying an Email message keep in mind the following: . . apologize for it as soon as you notice it. by mistake. Not only does this waste a lot of bandwidth. we intend to type in the reply for a mail above the original message itself. type your answer below the paragraph you are replying to and delete the parts of the e-mail you are not referring to. Recipient may know you through Email only. Be prompt in acknowledging and sending the reply. sent a wrong mail to some one.Usually. and leave the original message untouched. If you do not do so.Don’t shout: Words written totally in CAPITAL LETTERS are considered as shouting with a touch of anger. Since Email is written faster than a paper mail.

check it for virus. If a message you receive seems odd or out of character. Do not send big files as attachments without prior consent of recipient. A Microsoft Word or Excel spreadsheet attachment can carry a dangerous “macro virus”. A classic attack is to send someone a forged Email. as downloading of big files may be difficult using modem. l l Be careful about opening an Email attachment. Use descriptive subject lines consisting of 5-6 words only. The forged message can be from a trusted associate. with a harmful program attached. confirm it by other means. or there may not be enough disk space on client’s system. and the program disguised as something benign. New Delhi .MS Outlook ( Electronic Mail ) l l l Your signature with Email message should not be more than 3-4 lines. 14 Training Division. before sending/ opening an attachment. Hence. Don’t send something by Email that you wouldn’t want everyone in the world to see. NIC.

for example: Ø Select the File >> New option. It is therefore important that you follow the sequence of steps given in the work book. The matter to be typed by the user appears in this typeface. the user has to perform. Additional information. For example: Ø Type My First File. if desired. if any. are preceded by the symbol Ø. The options/sub options to be selected or the messages given by the system. (iv) The button to be selected appears in Bold font and the selection is through clicking the mouse. appear in the Bold font. is mentioned in the boxes. NIC. For example: Ø Click the Cancel Button. (ii) (iii) (v) (vi) Kindly note that these work books are designed for self learning. Happy Learning!!! (NIC Faculty) 15 Training Division. which can be skipped by the first timers. This means that first click on the File menu and then click on the sub option New from its drop down menu.MS Outlook ( Electronic Mail ) A Word with the Participant The conventions followed in this workbook are given below: (i) The steps/commands. for example: Ø Press the Enter key. New Delhi . The keys to be pressed on the keyboard are shown in Italic font. for example: Ø Switch on the Computer.

OR Ø Start MS Outlook by clicking Start>>Programs>>Microsoft Outlook. you will have a screen similar to the following one. NIC. Ø After sometime.MS Outlook ( Electronic Mail ) q Getting Started E Composing an Email message Ø Click on the picture on the desktop. New Delhi . Figure 1 16 Training Division.

NIC. . which is below the File option in the menu bar In all the cases. the following Message Window will appear: Message Area Figure 2 Ø Click the left mouse button at To field to type the recipient address. indicating that user1 is the recipient. or user60 to send the mail to user2. use any of the following options: Ø Click Actions >> New Mail Message OR Press Ctrl+n OR Ø Click on the following icon.delhi. New Delhi .in.…. You may type the address as user1@gamma. (User1 in this address may be replaced by user2. … or user20.nic. user3.MS Outlook ( Electronic Mail ) To compose a message.) 17 Training Division. respectively. user3.

then you can make it visible by clicking View>>Bcc Field. your address will be user32@gamma.) Ø Move the cursor to Cc field to type the address (es) of the person(s) to whom copy is to be sent. (Optional) Ø Move the cursor to Bcc (Blind copy) field to type the address (es) of the person to whom copy will be sent without the recipient being shown those addresses. 18 Training Division. You may send mails to more than one person by separating their addresses with commas. For example. in case you find some name (Signature) automatically appearing. (Address Book is being discussed later. user1@gamma. For example.delhi. user2@gamma. Your system is configured with the same user no. then either delete it or ignore it at this stage.nic.delhi. (Optional) Note. Signature is being covered separately. NIC. If Bcc field is not displayed in the Message window. as that of your cabin No. if you are in Cabin 32.delhi. (ii) You can even select Email address of recipient from Address book by clicking on Address book option in Menu bar or the Address book new. by typing the same address in which Outlook on your system is Outlook ( Electronic Mail ) Note: (i) You can send the Email message to yourself.nic. i. ii. Ø Again press the Tab key to move to the Message area below the Subject to type the message body. Note: In the Message New Delhi . Type a short subject for the message. Ø Move the cursor to Subject field by pressing Tab key or clicking in the Subject .

NIC. OR Ø Click on the following icon below the File option in the menu bar. use any of the following options: Ø Click File>>Send. as the case may be. Ø Click on the message you want to send reply to or forward. 19 Training Division.MS Outlook ( Electronic Mail ) E Sending a Message After writing the address (s) of recipients and the body of the message. E Receiving a message Ø Click Tools>>Send/Receive or Press F5 or click on toolbar. Ø Click on Actions >> Reply or Forward. OR Ø Press Ctrl + Enter. New Delhi . it will be appearing in the Inbox with its subject in bold letters. Ø Double click the new message to view its contents. tab on the E Replying / Forwarding Now you may like to reply a message. Ø In case there is a new message. you would like to send it. To send the message.

to whom the reply is being sent. will automatically appear at the To: field.MS Outlook ( Electronic Mail ) Screen similar to the following one will appear: Figure 3 It contains the following information: (i) The original message to which you want to send the reply. you will have to type the desired address of the recipient against the To: field. However. New Delhi . 20 Training Division. Ø After completing your reply. in case of replying the message. Ø At the beginning of the message. click Send button. you may press the Enter key and then start typing your reply text. (ii) The Email address of the person. in case of forwarding the selected message. NIC.

press the Send button. Click Sent Items. you may save it as follows: Ø Click File>>Save Ø In the Drafts. Select Actions >> Resend This Message and after making changes. In that case.MS Outlook ( Electronic Mail ) E Resending the message If the mail sent is bounced back due to any reason. Open the message you want to resend. Next time you can invoke the same message by clicking on this icon in the Drafts folder and resume typing or do modifications as required. in the message that appears. click My Shortcuts. you may have typed a message and may like to hold it for some reason. it will come in the Inbox with the following symbol in front of it: Ø Select the message. New Delhi . and Open it. Ø Ø Ø Ø E Saving an unfinished/Draft Message Sometimes. but you have come to know that the message has not been received at the other end. NIC. Ø Click on Send button. such a message gets listed with the following icon. which is to be resent. before sending. 21 Training Division. if any. It may also be possible that the message sent by you has not bounced back. like incorrect address or unavailability of the server. Ø Click Actions >>Resend This Message. For this: On the Outlook Bar. you may like to resend the message. In such cases also. Ø Now you may make the appropriate changes in the message. if required.

his/her Email address.. For this. one time setting has to be done in MS Outlook. Signatures can be automatically placed at the end of every message composed or replied or forwarded. However. phone no. New Delhi . Fax no etc. NIC. can be done as follows: Ø Click Tools>> Options >> Mail Format You will get the following screen. one is free to include. Figure 4 22 Training Division. The signature generally consists of your name and designation. you may like to have your identity appear in the form of signatures automatically.MS Outlook ( Electronic Mail ) E Signature At the end of each message being sent. name of the Organisation. which.

enter a name. Ø In the box titled Enter a name for your new Signature. your name & designation and/or any other information you want to enter. Ø Click Signature Picker >> New. Ø In the Signature text box. New Delhi . select whether to ( i ) start with a blank signature ( ii ) or use an existing signature. Ø Click Next. Ø Under Choose how to create your Signature.MS Outlook ( Electronic Mail ) Ø In the Send in this message format box as shown in the above figure. Ø In case (ii ) is selected. click the message format you want to use the signature with. click Use this file as a template and type the path and file name in the box. NIC. or click Browse to select from a list. as shown below: Figure 5 23 Training Division.e. type the text you want to include in the signature i. to select a file to base your signature on.

OR Ø Click on the following icon. ö Deleting the Signature Ø Click Tools >> Options >> Mail Format tab. Select the Don’t use when replying or forwarding check box. Ø To change the paragraph or font format. in the Use this signature by default box. Ø Click on OK button. Ø Next Click on Apply button and the OK button. 24 Training Division. These options are not available if you use plain text as your message format. and then select the options you want. New Delhi . click Font or Paragraph. Ø To turn off a signature for messages you reply to or forward. Ø To stop using a signature. Ø Now you can see your signatures appearing in the signature picker dialog box. Now. Ø Select the File name from the dialog box.MS Outlook ( Electronic Mail ) Ø You can also paste text to the Signature text box from another document. Select <None> from the drop down list. NIC. Ø Click on Finish button. on your tool bar. Ø Click Apply >>OK. click Insert>>File. select the text. Ø To attach a file with the message. your signature will be placed at the end of every message. E Attaching file(s) to a Message Ø Compose a new message as before.

can be inserted in the message.MS Outlook ( Electronic Mail ) Ø Click Insert button. You will get the following screen. Ø Click View>> Options. New Delhi . MS Outlook provides the facility for the same. In the similar way. picture and objects etc. Ø Now you may send the message by clicking the Send button. Also you may like to have a confirmation regarding the delivery of your message. Note: File icon along with the name will appear in the message body window. Figure 6 25 Training Division. While composing the mail message. E Setting Priority & Delivery Confirmation You may like to set priority to your message or mask it with some importance level. NIC.

Ø Click Send button to send the message. The confirmation of delivery means that the sender automatically receives a mail when the recipient of his message receives/reads the mail. for which confirmation is desired. This option should be used only for those messages. by putting flags for further action. While Sending While composing the mail click Actions >>Flag For Follow Up. NIC. Ø Select the desired Delivery and Tracking options.MS Outlook ( Electronic Mail ) Ø Select the desired Importance and Sensitivity from the drop-down lists. E Setting of Flags You may like to earmark your messages. 26 Training Division. Ø Click Close. received or sent. New Delhi . Following window will appear: Figure 7 Ø Select the flag type from the list available.

select the date till the flag will be there. After Receiving Ø Select the message. 27 Training Division. (Note : The words “Email” & “messages” are being used synonymously) Ø Click Tools >> Organize button. NIC. New Delhi . Ø Flagged message will be flashed at top of mail dialog box as a highlighted text. Ø Click the OK button.MS Outlook ( Electronic Mail ) Figure 8 Ø In Due by column. E Organizing Email Outlook has many options for you to organize your Email.

and Junk Email. Figure 9 Using the Organize page. you can create folders for message management. Using Views. NIC. You will get the following screen. The organize page has four tabs: Using Folders. New Delhi . Using Colors. 28 Training Division. or open the Rules Wizard and automate the management of the messages you receive. change inbox view.MS Outlook ( Electronic Mail ) OR Ø Click on the icon. create rules to color code your messages.

ö Using Folders to Organize Messages To organize your mail.MS Outlook ( Electronic Mail ) To move messages to a particular folder. You can move the junk e-mail to another folder to view later. A view in Outlook gives you a way to change how information is organized and formatted. you may like to keep it into different folders. or you can color-code the junk e-mail so it’s easy to identify. Move it to your Deleted Items Folder. You can choose from the views available. you can set up a rule so that all messages you receive from your friends appear in maroon text. New Delhi . NIC. These folders are created in Outlook as follows: Ø Click File>>Folder>> New Folder. For example. To filter out commercial and other unwanted junk e-mail so it doesn’t clutter your Inbox. 29 Training Division. To color-code messages that meet criteria you specify. To change the way you view your messages. Or set up a rule to automatically move all future messages that you receive from someone into a folder.

NIC. You will be able to see the new folder you have created.MS Outlook ( Electronic Mail ) A new screen appears as follows: Figure 10 Ø In the “Create New Folder” window. New Delhi . Ø Select also the Folder type from the list. in which you want to create the folder. Sent Items etc. Ø Click OK. assign Folder name. Inbox. Outbox. 30 Training Division.e. Ø Select the group i.

NIC. Ø Click Edit>>Move to Folder. New Delhi . 31 Training Division. Figure 11 Ø Select the folder name. You will get the following screen.MS Outlook ( Electronic Mail ) ö Transferring of mails to respective folders Ø Select the mail to be transferred to a folder. Ø Click OK.

MS Outlook ( Electronic Mail ) ö Rules Wizard Rules Wizard helps Microsoft Outlook to automate processes like: Ø Assign categories to messages based on the contents of the messages. Ø Move messages to a particular folder based on who sent them. Ø Flag messages from a particular person. Ø Set up a notification. when important messages arrive. Rules can be set for those messages that are already in the Inbox or other folder. To set the rules. Ø Redirect a message to a person or distribution list. NIC. such as a message or a sound. Ø Delay delivery of messages by a specified amount of time. the following screen (figure 12) will appear: 32 Training Division. Ø Assign categories to your sent messages based on the contents of the messages. On creating the rule. Ø Ask the server to automatically reply to a certain type of message by using a message you’ve created. Outlook applies it to messages that arrive in your Inbox or when a message is sent. New Delhi . Click Tools >> Rules Wizard.

New Delhi . NIC.MS Outlook ( Electronic Mail ) Figure 12 Ø Click New button. the screen shown in Figure 13 will appear. Figure 13 33 Training Division.

34 Training Division. Ø Click Next button. New Delhi . Ø Check appropriate conditions. it gets highlighted. Ø Specify name for this rule. NIC. Ø Add any exceptions. you will not be able to retrieve your deleted messages. Ø Click Finish button. click on an underlined value to edit it. select the desired condition? Ø Click Next button.MS Outlook ( Electronic Mail ) Ø Select the appropriate rule from the list. Ø Press the Del key. In this folder all your deleted messages are kept safe. Ø Click Next button. Ø Click OK button. After you have deleted some messages. Ø In What do you want to do with the message. Ø In the Rule description. they all are stored in a folder called Deleted Items. E Deleting a mail Ø Select the message you want to delete. Note: Once the folder has been emptied. Ø Click Run Now button to apply this rule. Ø Click Next Button. Ø Click on Tools>>Empty “Deleted Items” Folder. it is advisable to empty the “Deleted items “ folder on regular basis to make the system memory available. However.

To open the Address Book dialog box. Email addresses and fax phone numbers of individuals. NIC. Ø In the Print dialog box that appears. Ø Click Edit>>Copy. Ø Save the Notepad file. E Using the Address book An address book is like your diary containing the telephone numbers. Click Address Book icon. click OK button. either from Inbox window or from Sent Items or from Outbox window. Ø Click Edit>>Paste. Ø Click File >> Print. Ø Select the message contents. street addresses. ö Copy of mail message to Notepad Ø Double click the mail to be copied to Notepad. Ø You will find a dialog box similar to the one given below: 35 Training Division.MS Outlook ( Electronic Mail ) E Printing a mail (Note: Please do not try this command in the Lab Session ) Ø Select any one message. Ø Open the Notepad by clicking Start>>Programs>>Accessories>>Notepad. OR Ø Click Tools >>Address Book. New Delhi .

MS Outlook ( Electronic Mail ) Figure 14 Note: In case you do not find addresses in the format shown above. select Contacts from the Show Names from the box. E Exiting MS Outlook After you have finished sending mail. New Delhi . 36 Training Division. NIC. Ø Click File>>Exit. you may like to come out of Outlook.

Notes .

Notes .



MS Outlook ( Scheduler )

q Introduction
Outlook 2000, besides being a mail software, also provides us the facility of organizing our personal Information. That is, scheduling our activities and managing contacts such as record names, addresses and other information related to personal and business contacts. Primarily Outlook is made up of six components: Inbox, Calendar, Contacts, Tasks, Journal and Notes. Outlook Bar is a tool for navigating through these primary components. By default this Outlook Bar shows three groups of information: Outlook Shortcuts, My Shortcuts and Other Shortcuts as shown in Figure 15 below:

Outlook Bar

Figure 15

Information Viewer

Training Division, NIC, New Delhi


MS Outlook ( Scheduler ) To open a particular group, click the associated shortcut button. Each group contains folders, which are either part of Outlook or the ones present on the hard disk. For example, the My Shortcuts group contains the Inbox folder. Icons appearing under Outlook Shortcuts provide a powerful tool for managing the personal information. These icons collectively constitute the scheduler. In short, all the components of Outlook can be shown hierarchically as follows (Figure 16):
Outlook 2000

My Shortcuts ( e-mail )

Outlook Shortcuts ( Scheduler )

Other Shortcuts ( File Management )

Sent Items


Deleted Items

My Computer Favorites









Figure 16


Training Division, NIC, New Delhi

MS Outlook ( Scheduler )

q Managing Contacts
In Outlook, Contact is a person or organization you correspond with. You can store information about contacts such as job titles, phone numbers, addresses, e-mail addresses, and notes. You can link any Outlook item or Office document to a contact to help you track your activities associated with a contact. E Create A New Contact Ø Click the Contact icon in the Outlook Shortcut bar. Contact screen with list of contacts ( if already created ) is displayed.

Figure 17

Ø Click New icon OR Ø File >>New >>Contact.

from the toolbar.

Training Division, NIC, New Delhi


On the Details page. address. you will record less-frequently used information about your contact. his profession. Activities. displays both automatic and manual entries related to the contact in a table. 2. 5. The Activities page of the Contact form. NIC. Digital ID has two parts: Private key. with tabs labeled General. etc. 1. 44 Training Division. New Delhi . Details. stored in the owner’s computer. such as the department the person works in. 4.MS Outlook ( Scheduler ) You will get the following screen: Figure 18 Note: The Contact form is a multi-page form. phone numbers. is used to verify the identity of the person who sends an e-mail message. All Fields page can display groups of fields in a table format. Certificates and All fields. General page is where the address book-type information is found: name. and a public key that others use to send messages to the owner and verify the authenticity of messages from the owner. and name of his manager. and other contact information. A Certificate. 3. or Digital ID.

Ø Type the information you want to include for the contact. In the window that appears. Ø Click File >> Save and New for entering new entry. For entering new contact. Ø Click Save and Close icon. ö Create A Contact from The Same Company As Another Contact Ø Select an existing contact from the same company as the contact you want to create. note that all the details related to the company are already filled up. Ø Click File >> Save & File >> Close. Training Division. Ø When you have finished entering information in the Contact form: Ø Click Save and Close icon OR Ø Click File >> Save & File >> Close. type a name for the contact. NIC. in the toolbar.MS Outlook ( Scheduler ) ö Saving Contacts Ø Enter the contact details. Ø In the Full Name box. Ø Click Actions >>New Contact from Same Company. New Delhi 45 .

Ø Click the Select Members button. New Delhi . The Untitled-Distribution List window appears. The Select Members window appears. 46 Training Division. Select File >>New>>Distribution List. NIC.MS Outlook ( Scheduler ) E Create A Contact List for a Group of people To create a list for a group of people: Ø While viewing your contacts folder. Figure 19 Ø In the Name text box. type the name for the list of people. Ø Select the person(s) you would like to include in your list.

The person adds to the box on the right of the window. Training Division. you get list of all contacts. Ø Click Save and Close icon. Ø Click Add button. The distribution list appears in your Contacts. Ø Click Save and Close icon.MS Outlook ( Scheduler ) In case more than one person is to be selected. Ø Select the contact you want to delete. NIC. update the information you want. · Opening Contact With Contact window. New Delhi 47 . Ø On the General and Details tabs. Ø Click OK. you get list of all contacts. · Deleting Contact With Contact window. keep the Ctrl key pressed while clicking on the persons to be selected. Ø Edit>> Delete · Updating Contact Ø Open the desired contact. Ø Select & Double click the contact you want to open.

New Delhi . A new screen section appears. Figure 20 48 Training Division. Ø To change your contacts view. Ø Click on Using Views. NIC. Click on Organize.MS Outlook ( Scheduler ) E Contacts Views The Contact view in Outlook gives you a way to change how contact information is organized and formatted.

and additional details. Table 1 By Location By Follow Up Flag E Printing Contacts Outlook includes a number of printing options that will help you quickly and easily create directories. NIC.MS Outlook ( Scheduler ) In the Change your view box. On individual cards with business and home addresses. Click this view Address Cards Detailed Address Cards Phone List By Category By Company To see contacts On individual cards with one mailing address and business and home phone numbers. Training Division. and home phone number. In a list grouped by country with company name. In a list grouped by categories and sorted by the names the contacts are filed under within each category. business fax number. New Delhi 49 . In a list with company name. and other print resources that formally took hours or days to create. department. country. phone lists. business phone number. company name. In a list grouped by company with job title. you can choose any of the views given in Table-1 and see the difference between them. and business fax number. phone numbers. In a list grouped by flag. and phone numbers. state. business phone number. Also shows the due date for followup action for the flag.

On the Header/Footer Page. 2. a dialog box appears. you can create header and footer that contain text and document information. 50 Training Division. NIC. (a) Sections: To have each letter of the alphabet begin on a new page. (d) Letter tabs on side: This check box will generate an index. (c) Blank form at end: This option allows users to add new entries in the correct section. with the section’s letters highlighted. 3. (e) Heading for Each Letter: This feature gives you a highlighted letter at the beginning of each alphabetic section. In Paper Page. The Dialog box has three pages: Format. New Delhi . and Header/Footer. Now you are ready to take the printout. (f) Fonts: Choices of fonts for the letter headings and body. choose the format options you would like to apply to the style. In Format page. letter headings. choose Start on a new page. Based on the style chosen. and contact names. Outlook decreases the font size. Paper.MS Outlook ( Scheduler ) Ø Choose File>>Page Setup. (g) Print Using Grey Shading: This check box enables or disables grey shading in the letter tabs. Ø Select any of the style from the menu. choose the settings that describe the dimensions of the paper you’re going to use. (b) Number of columns: As you increase the number of columns. 1.

Calendar keeps track of your schedule. NIC. and allows you to plan meetings with others. Figure 21 Training Division. The Calendar appears in the information viewer (Figure 21). E Viewing and Navigating the Calendar Ø Click the Calendar icon on the Outlook bar. OR Ø Click View>>GoTo>>Calendar from menu. New Delhi 51 . Outlook can even remind you of upcoming items. and events. meetings.MS Outlook ( Scheduler ) q Scheduling Activities through Calendar The Calendar in Outlook can help you manage your appointments.

NIC. while an event occurs once and can last for one day or several days.MS Outlook ( Scheduler ) You can schedule three types of activities with the help of your calendar: Appointments. or a seminar. l Appointments can have reminders attached to them. l Events and annual events do not occupy blocks of time in Calendar. and events. When you create a meeting. l You can also add people to an existing meeting. occurs yearly on a specific date. a vacation. ö Appointments l An Appointment is an activity that you schedule in your Calendar and it does not involve inviting other people. l To create an online meeting. meetings. Examples include a trade show. the Olympics. 52 Training Division. or schedule recurring meeting. You can schedule recurring appointments. reschedule a meeting. they appear in banners. l An annual event. you identify the people to invite and pick a meeting time. while an event or annual event shows time as free when viewed by others. instead. Responses to your meeting request appear in your Inbox. l An all-day appointment shows time as busy. select the This is an Online Meeting check box on the Appointment tab of your meeting request. such as a NetMeeting. such as a birthday or anniversary. New Delhi . ö Events l l An Event is an activity that Lasts 24 Hours or Longer. ö Meetings A Meeting is an appointment to which you invite other people.

ö Schedule an Appointment Ø Select File >>New >> Appointment. When you select start and end times. You will get following Screen. type a description. NIC. you can take advantage of Auto date functionality by typing text such as “next Tuesday” or “noon” instead of selecting a date or time. Ø In the Location box. Ø Select start time and end time. Follow the instructions below to create your calendar item.MS Outlook ( Scheduler ) E Scheduling Calendar Item There are many ways to schedule a calendar item. type the location. New Delhi 53 . Figure 22 Ø In the Subject box. Training Division.

To schedule a Recurring Appointment follow the steps given below: Make sure you are in the calendar. Ø Select start time and end time. ö Schedule a Recurring Appointment You probably have a number of appointments that occur on a regular basis for example. Ø In the Subject box. Ø In the Location box. An Untitled Appointment window appears. Make sure you are in the calendar. In the Recurrence pattern. a weekly staff meeting. Outlook sends the people on your list an Email message asking if they can come. New Delhi .MS Outlook ( Scheduler ) Ø Select other options you want. or a monthly district sales meeting. a daily project review meeting. NIC. type a description. The appointment appears on the calendar. The appointment appears on the calendar. A dialog box gets displayed. Ø Click OK. select the options for the recurrence. and type information in the open space. 54 Training Division. Ø Click Save and Close. ö Schedule a Meeting When you schedule a meeting. type the location. Ø Select Action >>New Recurring Appointment. Ø Click Save and Close. Ø Select other options you want.

A dialog box appears. Ø Click on Make Meeting. Optional. NIC. Ø If you need to invite people not listed. Ø Select a name from the list. Training Division. Ø Click on Invite Others.MS Outlook ( Scheduler ) Ø Select Actions >>Plan a meeting. Ø Click OK. New Delhi 55 . or Resources. Ø For each name selected. Ø Choose the Meeting start time and Meeting end time from the dialog box. as the case may be. Ø Click New>>Contact to add new contact. A new screen appears as follows: Figure 23 To invite attendees and resources. Ø Click Required.

The appointment appears on the calendar and Outlook sends an e-mail invitation to each person. Ø Select the Recurrence pattern and Range of recurrence options you want. On the Actions menu. Ø Select other options you want. Select New All Day Event. type a description. Select the Actions >>Recurrence. A new screen appears as follows: Figure 24 56 Training Division. Ø Click OK. New Delhi . NIC. ö Schedule an Event Ø Make sure you are in the calendar. type the location in the Location box. Ø If the meeting is recurring. Ø Click Send.MS Outlook ( Scheduler ) Ø In the Subject box. Ø If you did not schedule a room.

Ø Click Save and Close. Ø IntheLocation box. Ø Select other options you want. NIC. New Delhi 57 . type the location.MS Outlook ( Scheduler ) Ø In the Subject box. These holidays are set up as recurring events in your calendar. The event appears on your calendar. type a description. Figure 25 Training Division. To add holidays to a calendar other than your Outlook Calendar. E Adding Holidays You can automatically add the holidays for a particular country to your calendar. Ø Select Tools >>Options >>Calendar Options. manually copy the holidays to the other calendar.

Ø Click OK>>OK>>OK. Ø Click Save and Close icon. The item opens for you to make changes. The holidays appear on your calendar. Figure 26 Ø Select the check box next to the country with the holidays you want to add to your Calendar. ö Editing Calendar item Ø Double-click the desired appointment in the calendar. 58 Training Division.MS Outlook ( Scheduler ) Ø Click on Add Holidays. NIC. After making the changes. New Delhi .

Training Division. hold down the mouse button to drag it to a new day. besides the Day/ Week/Month. Each view. and release the mouse button. you can view the Calendar in many ways. Ø Click Using Views. Ø Click Edit >>Delete. For example. and Click the Delete button. you must highlight the item in the Deleted Items folder. If you would like to permanently remove the item. start and end times. or click Tools>>Organize. E Calendar Views As with the Inbox. to move an appointment to a new day. click the appointment in your calendar. ö Deleting Calendar item Ø Select the item you want to delete. you could go to your Deleted Items folder and recover the item. The appointment moves to the new day. also shows attachments. At this point. Ø To change your view. recurrence information. NIC.MS Outlook ( Scheduler ) Note: Outlook allows you to drag items around the calendar. click Organize. location. and categories. New Delhi 59 . subject. Note: This moves the item to your Deleted Items folder.

New Delhi .MS Outlook ( Scheduler ) A new screen section appears. 60 Training Division. NIC. Figure 27 In the Change your view box. you can choose any of the views given in Table-2 and see the difference between them.

Task Pad. Task Pad. and Date Navigator. Recurring A list of recurring appointments and details about them. Also includes a list of tasks. Active Appointments A list of all appointments and meetings beginning today and going into the future and details about them. Events A list of all events and details about them. Displays one work week (Mon-Fri). This view looks like a paper calendar or planner. Annual Events A list of events that happen once a year and details about them. events. Displays one day of the selected month. New Delhi 61 . click one of the buttons given in the Table-3 in the menu bar. and Date Navigator. Ø To change the Day/Week/Month calendar display. close the organizer. Day/Week/Month Same as the Day/Week/Month view. by clicking close button on the right hand side of organize window. NIC. and meetings for one or more days or weeks or for a month. Table 3 Training Division. and Date Navigator. Table 2 Ø After selecting the view. Displays one week of the selected month. Appointments By Category A list of all Calendar items grouped by category and details about them.MS Outlook ( Scheduler ) Click this view Day/Week/Month To see Appointments. Displays five weeks of the selected month. except the first lines of the with Auto Preview text appear in items. Task Pad.

You will get following screen. A task can occur once or repeatedly (a recurring task).MS Outlook ( Scheduler ) q Managing Tasks E Introduction Outlook Tasks can help you manage your various duties and projects. and due dates. E Creating New Task Ø Click the Tasks icon on the outlook bar. You can use it to record your tasks. set priorities. NIC. Recurring tasks are added one at a time to the task list. you might want to send a status report to your manager on the last Friday of every month. For example. New Delhi . When you mark one occurrence of the task complete. the next occurrence appears in the list. A recurring task can repeat at regular intervals or repeat based on the date you mark the task complete. A task is a personal or work-related errand you want to track through completion. Figure 28 62 Training Division.

MS Outlook ( Scheduler ) If you wanted to create a New Task then. Training Division. NIC. Ø Click on New button. Figure 29 Ø In the Subject box. New Delhi 63 . click the Recurrence button. Ø Select the options you want. type a task name. Ø If the task is recurring. A new window appears ( figure 30 ). An empty Task window appears as follows. Select the options you want.

Ø Outlook adds the new task to your task list Note: Tasks can be recurring or non-recurring. A recurring task is a task that you must complete on a regular basis. a weekly agenda. NIC. Ø Click Save and Close. E Tasks Views Once you have many tasks in Outlook you may want to see them in a special format.such as monthly report. (To set up a recurring task.MS Outlook ( Scheduler ) Figure 30 Ø Click OK. New Delhi . Ø To change your view. click the recurrence button on the standard tool bar within the Task form). 64 Training Division. and a quarterly tax submission. click Organize Ø Click Using Views.

you can choose any of the views given in Table-4 and see the difference between them.MS Outlook ( Scheduler ) A new screen section appears. Training Division. New Delhi 65 . NIC. Figure 31 In the Change your view box.

In a list that shows only the tasks that are due in the next seven days. grouped by task owner and sorted by due date for each task owner. grouped by category and sorted by due date within each category. In a list that shows only the tasks that have been marked complete. In a list that shows only the tasks that are overdue. sorted by task owner and due date. New Delhi . NIC. Table 4 66 Training Division. In a list. including priority and percentage complete. Represented by icons arranged in chronological order by start date on a timeline.MS Outlook ( Scheduler ) Click this view Simple List Detailed List Active Tasks Next Seven Days Overdue Tasks By Category Assignment By Person Responsible Completed Tasks Task Timeline To see tasks In a list with only a few details so you can see at a glance the tasks that are complete. In a list that shows many details about each task. In a list. In a list that shows only the tasks that have been assigned to others. Tasks without start dates are arranged by due date. In a list that shows only incomplete tasks (including ones that are overdue).

Figure 32 Training Division. New Delhi 67 . E Manually Recording an Event in the Journal Ø Click Journal icon on the My Shortcuts Outlook Bar. and to keep a running history of your daily activities. the Journal’s purpose is to record the work you have done. NIC. You can use journal to generate reports. to confirm conversations with your clients.MS Outlook ( Scheduler ) q Working with Journal E Introduction While Tasks and Calendar are intended to help you plan your upcoming activities. Journal opens in the information viewer.

Figure 33 Ø In the Subject box. New Delhi . Ø Select the options that you want. OR Click File >> New >> Journal Entry. A new journal entry form appears. Ø Click Save and Close. The entry is added to your journal. type the name of the journal entry.MS Outlook ( Scheduler ) Ø Ø Click the New button. NIC. 68 Training Division. Click the type of journal entry you are recording. Ø In the Entry Type box.

Ø In the Preferences Tab. Ø Click Ok. Training Division. The Insert Object dialog box opens. New Delhi 69 . ö Automatically Recording Journal Events Ø Select Tools >>Options. Word document. OR Ø Select Create from file and choose the file to be inserted.MS Outlook ( Scheduler ) E Inserting Objects into a Journal Entry To manually insert an object such as bitmap. The Options window appears ( Figure 34 ). Choose the type of object you would like to insert. NIC. click the Journal Options button. or Access database into a journal entry. follow these steps. Ø Choose Insert >> Object. Ø Open the desired journal entry.

it is nice to look in one place for all information. select the check boxes for the items you want automatically recorded in Journal. Ø Click on Outlook shortcuts bar>>Contacts. Ø Select a contact and double click it. New Delhi . 70 Training Division. ö Relating Journal Entries to Contacts Journal entries can be linked directly to contacts. select the check boxes for the contacts you want the items automatically recorded for. NIC. Ø Click Ok.MS Outlook ( Scheduler ) Figure 34 Ø In the Automatically record these items box. It is therefore required that the journal entries are viewed for a contact. Instead of searching through all of your files. Ø In the For these contacts box.

ö Delete a journal entry Ø In Journal. the journal entry for that item or document is not deleted. document. New Delhi 71 . A list of journal for that particular contact willm displayed. Ø Select Edit >> Delete. Ø Type a key word or name into Look For text box. Similarly. Ø Click Find button on the toolbar. Ø Close the dialog box. Outlook searches the subject and body of the entries for the text you entered and returns the result in the information viewer. select the journal entry. when you delete an item or document that has been recorded in Journal. click Journal. Training Division. ö Locating Events in the Journal If you are looking for a particular Journal entry. or contacts that the journal entry refers to. Ø Click Find Now button. NIC. Note: Deleting a journal entry does not delete the item. Ø In the Show box.MS Outlook ( Scheduler ) Ø Click the Activities tab.

New Delhi . Use notes to jot down questions. When you change a note. the changes are saved automatically. You can leave notes open on the screen while you work. NIC. E Creating Note Ø Click on Notes icon in the Outlook Shortcut bar.MS Outlook ( Scheduler ) q Making Notes E Introduction Notes are the electronic equivalent of paper sticky notes. Notes are also useful for storing bits of information you may need later. and anything you would write on notepaper. such as directions or text you want to reuse in other items or documents. reminders. ideas. Figure 35 72 Training Division. Ø Note screen with list of Notes (if already created ) is displayed.

Figure 36 Ø Type the text of the note. Otherwise. enter a title for the note and then press enter before entering contents of the note. Ø To close the note. click the Note icon in the upper-left corner of the Note window. and then click Close. Ø Click on File >>New >>Note. OR Ø Click on New icon. New Delhi 73 . Note: When you are entering a note.MS Outlook ( Scheduler ) To create a new Note. Training Division. the entire text of the note will be visible in the Notes Information Viewer. NIC.

OR Ø Double Click on the desired Note. NIC. New Delhi . Ø Under Notes appearance. ö Delete a note Ø Select the notes you want to delete. Ø Click OK. and then click the color you want. Ø Point to Color. Ø Click on the upper left corner of the Note. and then click the color you want.MS Outlook ( Scheduler ) ö Change the color of a note Ø Select the desired Note. Ø Click the Preferences tab. ö Change format options for new notes Ø On the Tools menu. Ø Point to Color. 74 Training Division. click Options. Ø Click Note Options. Ø Right Click on the Note. Ø Click Edit >>Delete. select the options you want.

beforehand. that. you can type a description of the date or time in words. until Note: If you type something in a date or time field and later change your mind. this. NIC.MS Outlook Annexure-I E Information to the Participants ö What you can type in date and time fields? Instead of typing numbers for a date or time. ending. five twenty · Descriptions of times and dates now yesterday. till. day. The following list provides examples of what you can type in date and time fields. midnight nine o’clock am. March 28th. · Dates spelled out July twenty-third. end. next week · One month from today Times spelled out noon. This conversion is called Auto Date. try typing abbreviations. through. For example. if you type one week from today in a date field. Also. For example. Outlook displays the numbers that represent the correct month. tomorrow next. last ago. Training Division.after. and year. you can delete the entry or type none. before. New Delhi 75 . two days from now. you can type Feb instead of February. following . start . sixty days after Three wks ago. from. and then try to type some descriptions yourself. Outlook then converts the description to a number format for you.for. today. beginning. first of September This Fri. Use this list for ideas. previous.

New Delhi 76 . Ø Select Mail tab.MS Outlook Annexure II E Configuring your System for Email S/W (MS Outlook) Ø Start MS Outlook by clicking Start>>Programs>>Microsoft Outlook. Case-I Figure 37 Training Division. Ø In the Outlook window. NIC. click Tools>>Accounts.

Ø Click Next button. then you can enter user1 (optional) as display name. if your Email address is “user1@gamma.MS Outlook Ø Click Add>>Mail button. Training Division. For example. Figure 38 Ø Enter the display” . NIC. New Delhi 77 .nic.

Training Division. NIC.MS Outlook Figure 39 Ø In the E-mail address textbox. type the Email address provided to you by the Email service provider. New Delhi 78 . Ø Click Next button.

MS Outlook Figure 40 Ø In the Incoming mail(POP3 or IMAP) server textbox. Training Division. NIC. type the address provided to you by the internet service provider. Ø Similarly. for the Outgoing mail(SMTP) server. Ø Click Next button. New Delhi 79 . service provider can only help you in entering the name of the outgoing mail server.

For example.MS Outlook Figure 41 Ø Enter the Account name of your email address. Ø Click Next button. Training Note : If you would like the system to remember your passwords then select the Remember password option. Enter the password which is provided to you by your service provider. NIC. user1 will be the account name for the email address user1@gamma.delhi. New Delhi 80 .nic.

Training Division. NIC. Case-II If some entry is already there in Account. it is already configured.MS Outlook Figure 42 Ø Select the method you use to connect to the internet. Ø Click Next button. Click Properties to check the configuration. Ø Click Finish button. New Delhi 81 . Type & Connection text box. which means that.

New Delhi 82 .in and having password as user1 Training Division.MS Outlook Figure 43 Ø Specify the settings in the following screen.delhi.nic. Following is the example of configuring the system with e-mail account user1@gamma. NIC.

New Delhi 83 . Training Division.MS Outlook Figure 44 Ø Click on Servers tab. NIC.

Ø Check the Account Name.MS Outlook Provided by internet service provider Figure 45 Ø Check for the Incoming mail and Outgoing mail. New Delhi 84 . Training Division. NIC.

Ø Now exit and restart Outlook. the settings made.MS Outlook Ø Click on Connection tab. New Delhi 85 . to bring in effect. Figure 46 Ø Click on Connection using my local area Network ( LAN ). Ø Click on Apply >> OK. Training Division. NIC.

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