You are on page 1of 115

INSTRUCTOR-LED COURSEWARE

Microsoft Outlook 2010 Level 1

PCM Courseware, LLC. 6960 N. Ardara Ave., Glendale, WI 53209 Phone: 800-693-7040 Fax 414-386-1711 http://www.pcmcourseware.com

I N T R O D U C T I O N

INSTRUCTOR-LED COURSEWARE

Microsoft Outlook Level 1

PCM Courseware, LLC. 6960 N. Ardara Ave., Glendale, WI 53209 Phone 800-693-7040 Fax 414-386-1711 http://www.pcmcourseware.com COPYRIGHT NOTICE AND LICENSE AGREEMENT PCM Courseware, LLC. 2010 ALL RIGHTS RESERVED. This material is copyrighted and all rights are reserved by PCM Courseware, LLC. When you purchase this product, you are entitled unlimited use of purchased product in perpetuity. This product may be used by instructors only at a single physical location unless licenses were purchased for more than one location. The number of locations eligible for use of the course materials will equal the number of site licenses purchased. You may copy and distribute the manual files, lesson files and lab files only within the confines of the specific site(s) of the license agreement. You may not under any circumstances, distribute, rent, or lease the manual, its documentation, the training files, or any copies thereof, to third parties. If the purchaser has more than one training location and wishes to use the courseware at these locations, then a licensed must be purchased for each additional location. Courseware may be customized and modified as the purchaser sees fit as long as the copyright information is clearly displayed within all documents. The purchaser may add their own name and logo to the printed manuals as long as the copyright information is present on all printed versions of the courseware. This courseware license may not be transferred, assigned, given, rented, leased or resold to any third party in any form. Only printed copies of the courseware may be made available to students. Under no circumstances may the source Microsoft Word courseware files be made available on a network, internet or intranet, or any other removable or non-removable media.

Introduction

I N T R O D U C T I O N

It is the responsibility of the Purchaser to print out copies of the courseware. PCM Courseware, LLC will in no way be held responsible for inadequate printing facilities at the Purchasers site, resulting in the inability to print out the courseware. In such cases that the original source courseware files or training files are corrupted, PCM Courseware, LLC will replace any corrupted training files. Passwords necessary to access the courseware or download courseware from the PCM Courseware, LLC Web site must not be disclosed to any third party in any form. The purchaser may not make available any courseware to those who have not attended a training class at the purchasers licensed site. Any student who has attended a training class in which PCM Courseware training materials were used may keep one copy of the printed training manual and any accompanying exercise and lab files for personal use only. PCM Courseware, LLC. reserves the right to revise this manual and its files and make changes from time to time in their content without notice. This license entitles the purchaser of the Entire Courseware Library to receive any new courseware or any updates to existing courseware produced within one (1) year of the purchase date via the PCM Courseware, LLC Web site. PCM Courseware, LLC will not be held responsible for an inadequate Internet Connection at the purchasers location resulting in an inability of download any new courseware. The purchasers remedy for problems or inconveniences encountered from the use of the training manual or its related training files shall be limited to the refund of the price paid for this courseware. PCM Courseware, LLC. shall not be liable to the purchaser or any other person with respect to any liability, loss or damage caused, directly or indirectly, by use of this courseware or the related training files. Please inform PCM Courseware, LLC of any errors or omissions in any of the courseware materials. While every genuine effort has been made to ensure the accuracy of the material, PCM Courseware, LLC. makes no warranty, express or implied, with respect to the correctness, reliability and freedom from error of the manual or the related training files. Data used in this manual and its training files are fictitious. Any reference to actual persons or companies is entirely coincidental.

2010 PCM Courseware, LLC

I N T R O D U C T I O N

Table of Contents
TABLE OF CONTENTS ..................................................................................................................4 OUTLOOK 2010 LEVEL 1 INTRODUCTION .................................................................................7 COURSE REQUIREMENTS ..........................................................................................................7 COMPONENTS OF THE MANUAL ................................................................................................8 TRAINING FILES .......................................................................................................................9 WHATS NEW IN OUTLOOK 2010? .......................................................................................... 10 LESSON 1 OUTLOOK BASICS ............................................................................................. 12

1.1 INTRODUCING OUTLOOK ............................................................................................. 13 1.2 SETTING UP AN E-MAIL ACCOUNT .............................................................................. 15 1.3 EXAMINING THE OUTLOOK SCREEN ............................................................................. 20 1.4 USING THE NAVIGATION PANE .................................................................................... 23 1.5 USING READING VIEW................................................................................................. 29 1.6 CHANGING SCREEN MAGNIFICATION ........................................................................... 31 1.7 USING THE RIBBON ..................................................................................................... 33 1.8 CUSTOMIZING OUTLOOK ............................................................................................. 36 1.9 USING KEYBOARD SHORTCUTS .................................................................................... 39 1.10 USING HELP ............................................................................................................. 41 LESSON SUMMARY OUTLOOK BASICS .................................................................................. 44 LESSON 1 QUIZ ...................................................................................................................... 45 LAB 1 ON YOUR OWN ..................................................................................................... 47 LESSON 2 COMPOSING & SENDING E-MAIL ...................................................................... 48

2.1 CREATING AN E-MAIL MESSAGE ................................................................................. 49 2.2 CHECKING SPELLING ................................................................................................... 53 2.3 USING SIGNATURES ..................................................................................................... 57 2.4 FORMATTING AN E-MAIL MESSAGE ............................................................................. 64 2.5 USING STATIONERY .................................................................................................... 69 2.6 SENDING ATTACHMENTS ............................................................................................. 73 2.7 SETTING THE PRIORITY OF A MESSAGE ........................................................................ 76 2.8 REQUEST A DELIVERY OR READ RECEIPT ..................................................................... 78 2.9 INSERTING A HYPERLINK ............................................................................................. 80 LESSON SUMMARY COMPOSING & SENDING EMAIL.............................................................. 82 LESSON 2 QUIZ ...................................................................................................................... 83 LAB 2 ON YOUR OWN ..................................................................................................... 85 LESSON 3 RECEIVING E-MAIL .......................................................................................... 86

Introduction

I N T R O D U C T I O N

3.1 CHECKING FOR E-MAIL ............................................................................................... 87 3.2 READING E-MAIL........................................................................................................ 90 3.3 REPLYING TO A MESSAGE ............................................................................................ 92 3.4 FORWARDING A MESSAGE ........................................................................................... 95 3.5 RESENDING A MESSAGE .............................................................................................. 98 3.6 USING THE READING PANE ........................................................................................ 101 3.7 SAVING AND OPENING ATTACHMENTS ....................................................................... 103 3.8 SUBSCRIBING TO RSS FEEDS ..................................................................................... 106 LESSON SUMMARY RECEIVING E-MAIL .............................................................................. 110 LESSON 3 QUIZ .................................................................................................................... 111 LAB 3 ON YOUR OWN ................................................................................................... 113 LESSON 4 E-MAIL MANAGEMENT .................................................................................. 114

4.1 MARKING MESSAGES AS UNREAD ............................................................................. 115 4.2 FLAGGING MESSAGES ............................................................................................... 117 4.3 USING CATEGORIES................................................................................................... 122 4.4 ARRANGING MESSAGES ............................................................................................ 125 4.5 DELETING MESSAGES ................................................................................................ 128 4.6 WORKING WITH MESSAGE FOLDERS .......................................................................... 130 4.7 USING SEARCH FOLDERS ........................................................................................... 134 4.8 SEARCHING FOR MESSAGES ....................................................................................... 137 4.9 SAVING MESSAGES TO A FILE .................................................................................... 141 4.10 PRINTING MESSAGES .............................................................................................. 143 4.11 MANAGING JUNK MAIL .......................................................................................... 146 4.12 USING RULES ......................................................................................................... 151 4.13 USING QUICK STEPS ............................................................................................... 155 4.14 VIEWING MESSAGES BY CONVERSATION ................................................................. 160 LESSON SUMMARY E-MAIL MANAGEMENT ........................................................................ 162 LESSON 4 QUIZ .................................................................................................................... 164 LAB 4 ON YOUR OWN ................................................................................................... 166 LESSON 5 WORKING WITH CONTACTS ........................................................................... 167

5.1 ADDING A NEW CONTACT ......................................................................................... 168 5.2 CHANGING CONTACT INFORMATION .......................................................................... 174 5.3 ASSIGNING A CATEGORY TO A CONTACT .................................................................... 177 5.4 USING CONTACT VIEWS ............................................................................................ 181 5.5 DELETING A CONTACT .............................................................................................. 185 5.6 SENDING A MESSAGE TO A CONTACT ......................................................................... 187 5.7 SEARCHING FOR A CONTACT...................................................................................... 191 5.8 CREATING A CONTACT GROUP................................................................................... 194 5.9 ADDING A CONTACT PICTURE .................................................................................... 198 5.10 CREATING CONTACT FOLDERS ............................................................................... 200 LESSON SUMMARY WORKING WITH CONTACTS.................................................................. 203 LESSON 5 QUIZ .................................................................................................................... 204 LAB 5 ON YOUR OWN ................................................................................................... 206 LESSON 6 6.1 6.2 6.3 6.4 6.5 6.6 WORKING WITH THE CALENDAR .................................................................... 208

SCHEDULING AN APPOINTMENT ................................................................................. 209 NAVIGATING THE CALENDAR .................................................................................... 213 MODIFYING APPOINTMENTS ...................................................................................... 218 SETTING APPOINTMENT REMINDERS .......................................................................... 222 SCHEDULING A MEETING ........................................................................................... 224 SCHEDULING AN E VENT ............................................................................................ 228

2010 PCM Courseware, LLC

I N T R O D U C T I O N

6.7 SCHEDULING A RECURRING ITEM............................................................................... 231 6.8 CHANGING CALENDAR OPTIONS ................................................................................ 235 6.9 PRINTING A CALENDAR ............................................................................................. 238 6.10 WORKING WITH MULTIPLE CALENDARS.................................................................. 242 6.11 WORKING WITH CALENDAR GROUPS ...................................................................... 246 LESSON SUMMARY WORKING WITH THE CALENDAR .......................................................... 249 LESSON 6 QUIZ .................................................................................................................... 250 LAB 6 ON YOUR OWN ................................................................................................... 252 LESSON 7 USING TASKS .................................................................................................. 253

7.1 CREATING T ASKS ...................................................................................................... 254 7.2 USING THE TO-DO BAR ............................................................................................. 257 7.3 EDITING TASKS ......................................................................................................... 260 7.4 CREATING RECURRING TASKS ................................................................................... 263 7.5 MARKING OFF A TASK .............................................................................................. 266 7.6 CHANGING TASK VIEWS ............................................................................................ 268 7.7 ASSIGNING TASKS TO OTHERS ................................................................................... 270 LESSON SUMMARY USING TASKS ...................................................................................... 273 LESSON 7 QUIZ .................................................................................................................... 274 LAB 7 ON YOUR OWN ................................................................................................... 276 LESSON 8 CREATING NOTES & JOURNAL ENTRIES ......................................................... 277

8.1 CREATING NOTES...................................................................................................... 278 8.2 READING & MODIFYING NOTES ................................................................................. 280 8.3 COLOR CATEGORIZING A NOTE.................................................................................. 283 8.4 RESIZING & DELETING NOTES ................................................................................... 285 8.5 PRINTING NOTES ....................................................................................................... 287 8.6 USING AUTOMATIC JOURNALING ............................................................................... 290 8.7 MANUALLY CREATING JOURNAL ENTRIES ................................................................. 293 8.8 VIEWING JOURNAL ENTRIES ...................................................................................... 297 LESSON SUMMARY CREATING NOTES & JOURNAL ENTRIES ................................................ 299 LESSON 8 QUIZ .................................................................................................................... 300 LAB 8 ON YOUR OWN ................................................................................................... 302 CLASS PROJECT ...................................................................................................................... 304 INDEX...................................................................................................................................... 305

Introduction

I N T R O D U C T I O N

Outlook 2010 Level 1 Introduction


Welcome to PCM Courseware! PCM Courseware is a distinctive, flexible system for an instructor-led environment that facilitates learning via auditory, visual and hands-on experiences by each student. The manual is broken down into several lessons with each lesson subdivided into several sections. Each section covers a particular skill or concept related to the main lesson topic. In each section you will find: 1. 2. 3. 4. 5. 6. A brief introduction to the section topic. Step-by-step how to instructions. A hands-on Lets Try It exercise which students perform with the instructor. An independent On Your Own activity at the end of each lesson to identify any problem areas and to ensure that learning has taken place. A chapter summary at the end of the lesson, reviewing major concepts and topics discussed in the chapter. Chapter quiz to ensure that learning has taken place.

Rather than having to sift through blocks of paragraphs of written text, the introductions are brief and easy to understand, illustrated with diagrams, lists, tables and screen shots to aid in comprehension and retention. The step-by-step format of the manual enables for quick scanning by the instructor during teaching time and the ability to pull out the main points quickly without having to filter the desired information from chucks of text.

Course Requirements
It is assumed that the student has a fundamental understanding of the Windows operating system and how to maneuver with a mouse. Basic concepts such as opening, saving and closing files are included in the beginning chapters. A full installation of Microsoft Outlook 2010 should be available on each desktop, with a fresh installation strongly encouraged. While a printer is not needed to participate in this class, a printer driver must be installed on each desktop to complete certain lessons.

2010 PCM Courseware, LLC

I N T R O D U C T I O N

An e-mail account should be set up for each student on the e-mail server. In this class, each student will create an e-mail account in Outlook using his or her own account information.

Components of the Manual


The Outlook 2010 manual consists of the following components: A Table of Contents To allow the students to quickly find desired concepts Introduction Lessons Discussion of manual components, course requirements, courseware philosophy and training lab set. The lessons are the manual chapters, each of which is composed of several sections relating to the lesson topic or skill. Each section begins with a brief introduction to the section topic and is followed by step-by-step instructions on how the student is to accomplish a particular task. The students then perform the task with the instructor in a Lets Do It! exercise. Each step in the Lets Do It exercise provides the How (stepby-step) and Why (the reason for performing the step) of each phase necessary to accomplish the task. The sections concepts are summarized in sequential order in the Lesson Summary section, allowing for quick review. Each section concludes with an independent On Your Own exercise called a Lab. The Lab gives the opportunity for the student to practice what he/she has learned and to discover any problem areas with the topic in the section. Each lab covers the skills taught in that particular lesson (chapter). Each section concludes with a Chapter Summary which briefly reviews all of the topics discussed in the section. Each section concludes with an independent Chapter Quiz to test the level of learning that has taken place. The quiz is in multiple choice and short answer format and can be done in class together or as an end of chapter test. The course concludes with an independent Class Project to test the level of learning that has taken place. In this project, the student utilizes skills learned throughout the class. Allows students to quickly find desired concepts.

Sections

Lesson Summary Labs

Chapter Summary Chapter Quiz

Class Project

Index

Introduction

I N T R O D U C T I O N

Training Files
Each PCM Courseware course comes with a set of Lesson Files and Lab Files designed to employ real-world situations and examples. The Lesson Files are designed to be used in the Lets Do It exercises that the students perform with the instructor. The Lab Files are to be used for the On Your Own exercises at the end of each Lesson. Both the Lesson Files and Lab Files should be stored in a folder named Lesson Files on the Students Desktop.

2010 PCM Courseware, LLC

I N T R O D U C T I O N

Whats New in Outlook 2010?


Whats New
Auto-Complete List improvements Backstage View

Description of Feature
It is now easier to remove a name from the Auto-Complete list. Additionally, your Auto-Complete list will now be available on any computer on which you use Outlook with your Exchange Server account. Office Button options are now located under the File tab on the Ribbon, what Microsoft refers to as Backstage view. The new view allows for quick access to permissions, meta-data, common document tasks and version management. Allows you to quickly see the calendars of people you frequently work with. Allows you to remove any responses below the current response in a message. New view displays the complete course of a conversation, including your own responses. Helpful for tracking and managing related messages. The Personal Folders File (.pst) and the Offline Folder File (.ost) have been renamed to Outlook Data File (.pst) and Offline Outlook Data File (.ost). All Outlook data files are now saved in the Documents\My Outlook Files folder. When deleting an IMAP message, it is automatically moved to the Deleted Items folder. You no longer need to mark messages for deletion or purge messages. If you try to send a message without a subject, a message box pops us to ask you if this was your intention. Using the Ignore command, you can move any messages related to a particular conversation to your Deleted Items folder, with them ever appearing in your Inbox. With the new Include Screen Shot command, you can now include a snapshot of your screen in your message. Improvements to Instant Search feature allow you to filter your search using criteria such as sender, subjects keywords, and attachments. MailTips alerts you to common and sometimes embarrassing mistakes, such as clicking Reply All to a large recipient list or sending sensitive information to someone outside of your company.

Calendar Groups Clean Up Command Conversation View Data Files

Deleting of IMAP Messages Forgotten Subject Ignore Conversation Include Screen Shot Instant Search Enhancements MailTips

Introduction

10

I N T R O D U C T I O N

Whats New
Meeting Reply Outlook Social Calendar Quick Contacts

Description of Feature
Using the new Meeting Reply command, you can know schedule a meeting by simply replying to a message. Connects you to the social and business networks you use, including Microsoft SharePoint, Windows Live, and other popular third-party sites. From the new Find a Contact box on the Ribbon, you can start to type the name of the person you are looking for and get instant results including multiple ways to connect to the person including instant messaging, phone, mail, and meeting scheduling. A new feature that allows you to apply multiple commands and procedures to e-mail messages with one mouse click. When you receive a meeting request, Quick View helps you better understand how a meeting request affects your calendar by displaying a calendar snapshot in the meeting request. You can instantly review any conflicts or adjacent items on your calendar. You now have the options of reducing the size of attached photos. Outlook 2010 now includes the Ribbon, which places the menus in the previous versions of Outlook. The Ribbon can also be customized to include your own tabs. All commands and views that were previously in the Navigation Pane have moved to the Ribbon. Your custom signatures are now available to you from any computer. Allows you to view individual, resource or Calendar Groups calendars horizontally to help you discover the best time for meetings. Zoom in or out of your mail or calendar views with the new zoom slider control at the bottom of the window.

Quick Steps Quick View

Resize Photos Ribbon

Roaming Signatures Schedule View Zoom Control

2010 PCM Courseware, LLC

11

L E S S O N

O U T L O O K

B A S I C S

1
Lesson

Lesson 1 - Outlook Basics


Lesson Topics: 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 Introducing Outlook Setting up an E-Mail Account Examining the Outlook Screen Using the Navigation Pane Using Reading View Changing Screen Magnification Using the Ribbon Customizing Outlook Using Keyboard Shortcuts

1.10 Using Help

Microsoft Outlook 2010

12

L E S S O N

O U T L O O K

B A S I C S

1.1 Introducing Outlook


This lesson will introduce you to the Microsoft Outlook program

elcome to Microsoft Outlook 2010! Outlook is powerful personal information manager that allows you to send and receive e-mail, store detailed contact information, keep track of appointments, events and important dates on your calendar, maintain a journal, schedule tasks, and create reminder notes. All of Outlooks components work together to create quite a robust contact management system. Outlook also provides for workgroup collaboration and works with and from within other programs. Launching Outlook depends on the Operating System you are using and what has happened since installation. If you are using Windows XP, Windows Vista or Windows 7, you can launch Outlook from the Start Menu Start > All Programs > Microsoft Office > Microsoft Outlook 2010. If the Quick Launch toolbar was active at the time of installation, then the Outlook icon was placed on the Quick Launch toolbar. If you are using an earlier version of Windows, you can find the Outlook icon under Start > Programs > Microsoft Office > Microsoft Office Outlook 2010.

Launching Outlook from the Start Menu

The first time you launch Outlook 2010, the Outlook Startup Wizard appears. The Startup Wizard will step you through the process of setting up an e-mail account. If you

2010 PCM Courseware, LLC

13

L E S S O N

O U T L O O K

B A S I C S

did not create an account at that time, dont worry - you can launch the E-mail Account Wizard at any time from the Account Settings area under the File Options menu.

To Launch Outlook 2010


1. 2. 3. Click the Start button on the Taskbar. If using Windows XP, Windows Vista or Windows 7, trace to All Programs > Microsoft Outlook 2010. If using Windows 2000 or earlier, trace to Programs > Microsoft Office > Microsoft Office Outlook 2010.

Lets Try It!


What 1. Click the Start button on the Taskbar. If using Windows XP, Windows Vista or Windows 7, trace to All Programs. If using Windows 2000, trace to Programs. Click Microsoft Office. Click on Microsoft Office Outlook 2010. Why Displays the Start Menu.

2.

Displays the All Programs or Programs menu.

3. 4.

Displays the contents of the Microsoft Office folder. Launches the Outlook 2010 application. If this is the first time launching Outlook, the Start Up Wizard will launch.

Microsoft Outlook 2010

14

L E S S O N

O U T L O O K

B A S I C S

1.2 Setting Up an E-Mail Account


In this lesson, you will learn how to set up an e-mail account.

f you have upgraded from a previous version of Microsoft Outlook, your e-mail settings automatically will have been brought into Outlook 2010. Or if you are working on a company computer, your IT department may have already set-up your e-mail account for you. It still behooves you to know how to set up an e-mail account because these days, many people have more than one account. For instance, you may have a company account, a personal e-mail account at home through an ISP (Internet Service Provider) and another personal Web Mail account through a service such as Hotmail or Google. The beauty of Outlook, is that you can access all of your email accounts from one program and have all of your e-mail appear in the Outlook Inbox. Before getting started, you will need certain information from your ISP. You will first need to know what type of e-mail account you will be setting up. Outlook handles two types of mail servers: 1. POP3 2. IMAP Stands for Post Office Protocol 3. Messages from a POP3 server are downloaded to your computers hard drive and in most cases, are then deleted from the server. Stands for Internet Message Access Protocol. Messages from an IMAP Server, stay on the server, allowing you to access your messages from any computer. Recommended if you access your email from more than one device or location.

Other information you will need from your Internet Service Provider or IT Administrator includes: Your E-mail Address Name of the incoming server Name of the outgoing server Your user name Your password

2010 PCM Courseware, LLC

15

L E S S O N

O U T L O O K

B A S I C S

Name & e-mail address on account


Account Type User name and password information

Incoming and Outgoing Server names

To Manually Create an E-mail Account


1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. If the Startup Wizard has already launched, click Next. Otherwise, click the File tab, click Info in the left pane and then Add Account in the center pane. Click the radio button next to Manually Configure Server Settings or Additional Server Types. Click Next. Click the radio button next to Internet E-mail. Click Next. Enter in your name, e-mail address, user name, password, incoming server and outgoing server information. Select the account type (POP or IMAP) from the Account Type list. Click Test Account Settings to verify that you entered all information correctly. Click Close to close the Test Account Settings dialog box. Click Next. Click Finish. In the Lets Try It exercise, we will be setting up an actual e-mail account. Enter the user, login and server information provided to you by your instructor.

Note:

Lets Try It!


What Why

Microsoft Outlook 2010

16

L E S S O N

O U T L O O K

B A S I C S

What 1. If the Startup Wizard has already launched, click Next. Otherwise, click the File tab, click Info in the left pane and then Add Account in the center pane. Click the radio button next to Manually Configure Server Settings or Additional Server Types as shown below and then click Next.

Why Displays the Account Settings Wizard.

2.

Sets the option to manually setup our e-mail account and then displays the Select Service dialog box.

3.

Click the radio button next to Internet E-mail and then click Next. Click the Account Type arrow and then select POP3 as shown below.

Displays the Internet E-mail Settings dialog box. Select POP3 as the account type.

4.

2010 PCM Courseware, LLC

17

L E S S O N

O U T L O O K

B A S I C S

What 5. Click in the Your Name box and type your first and last name. Click in the E-mail Address box and type in your email address: It should be in the format like: rlarson@rodneysvideo.com Click in the Incoming mail server box and type your information as shown below.

Why Enters the name on the account. This is often the name displayed in the From field when sending out messages. Enters the e-mail address. This information will be given to you by your ISP or by your IT Administrator. Enter the name of the POP3 server.

6.

7.

Incoming and outgoing mail servers

8.

9.

Click in the Outgoing mail server (SMTP) box and type in the information. Click in the User Name box and type in your username.

Enters the name of the SMTP server.

Enter the user name provided to you by your ISP or IT Administrator. The user name is necessary to log in to your account. Enters the password required to log in to your account. Displays the Congratulations screen.

10. Click in the Password box and type in the password you use for your account. 11. Click Next.

Microsoft Outlook 2010

18

L E S S O N

O U T L O O K

B A S I C S

What 12. Click the Close button. 13. Click Finish.

Why Closes the Test Account Settings dialog box. Closes the E-mail Accounts Wizard.

2010 PCM Courseware, LLC

19

L E S S O N

O U T L O O K

B A S I C S

1.3 Examining the Outlook Screen


In this lesson, you will learn the components of the Outlook screen.

utlook with its new redesigned interface, makes it easy to switch back and forth between the various components of the program. The window changes, depending on the folder that is active. The screen shot below displays the mail folder (or view), which is the default folder that is displayed when Outlook opens.
Outlook Ribbon Folder List Navigation Pane Outlook View Bars Folder Pane View Buttons Zoom Controls

Instant Search Box To-Do Pane

Reading Pane

In Outlook 2010, the menu and toolbar system are replaced by the Ribbon. The Ribbon is designed to help you quickly find the commands you need in order to complete a task. On the Ribbon, the menu bar has been replaced by Command Tabs that relate to the tasks you wish to accomplish. The default Command Tabs in Word are: File, Home, Send/Receive, Folder and View.
Quick Access Toolbar
Close Document button

Command Tabs

Click File for Backstage View

Dialog Launcher

Command Sets

Microsoft Outlook 2010

20

L E S S O N

O U T L O O K

B A S I C S

Different command icons, called Command Sets appear under each Command Tab. The commands that appear depend on the Command Tab that is selected. Each command set is grouped by its function. For example, the Send.Receive tab contains commands to send and receive all of your e-mail, create send/receive groups, show the progress of downloading messages and download message headers. Contextual Commands only appear when a specific object is selected. This helps in keeping the screen uncluttered. The Office Button options are now located under the File tab on the Ribbon, what Microsoft refers to as Backstage view. The new view allows for quick access to permissions, meta-data, and common document tasks such as opening, closing, printing and saving files. On the bottom right of some Command Sets is a Dialog Launcher, which when clicked, will launch a dialog box for that set of commands. To the right of the Outlook button (from where you access basic window options), is the Quick Access Toolbar. This toolbar contains by default the Send/Receive All Folders and Undo commands. In addition, clicking the drop-down arrow to the right allows you to customize the Quick Access Toolbar to add other tools that you use regularly. You can choose from the list which tools to display on the Quick Access Toolbar or select More Commands to add commands that are not in the list.
Quick Access Toolbar Outlook button
Quick Access Toolbar

We will be working in detail with the various Outlook tabs and commands in subsequent lessons. Lets take a look at the Outlook screen in more detail: Component Backstage View Description Located under the File tab, Backstage View allows for quick access to file commands such as opening, printing, and exporting files. Command icons, grouped by category, under each command tab.

Command Sets

2010 PCM Courseware, LLC

21

L E S S O N

O U T L O O K

B A S I C S

Component Dialog Launcher Folder List Folder Pane Instant Search Box Navigation Pane

Outlook View Bars Quick Access Toolbar Reading Pane Ribbon Tabs Title Bar

To-Do Bar Vertical Scroll Bar

Zoom Slider

Description Launches dialog boxes or task panes for a particular set of commands. Displays the folders available in your mailbox. Displays the contents of the selected folder. Allows you to quickly locate items in Outlook. Located on the left side of the Outlook screen, it provides centralized access to your Outlook folders (Mail, Calendar, Contacts, Task, Notes and Journal). The Current View pane displays available Views for the current folder. Allows you to quickly switch among the Mail, Calendar, Contacts, Tasks, Notes and Journal folders. Contains frequently used commands. You can customize it to include tools and commands that you frequently use. Allows you to displays the contents of a selected item in its own window, without opening the item. Commands and tools organized into command sets. To access the various command sets and tools. Displays the name of the application you are currently using (Microsoft Outlook) and the active Outlook folder. If Mail is the active Outlook folder, the Title Bar then displays the name of the active mail folder. Feature that combines the Date Navigator, daily appointments and active tasks into one pane. Allows you to move vertically in the document. To navigate vertically, click the scroll bar with your left mouse button and drag upwards or downwards until the desired portion of the window is in view. Allows you to increase or decrease the magnification of your document.

In the upcoming lessons, we will be working with each portion of the Outlook screen in detail.

Microsoft Outlook 2010

22

L E S S O N

O U T L O O K

B A S I C S

1.4 Using the Navigation Pane


In this lesson, you will learn how to work with the Navigation Pane.

he Navigation Pane provides you quick access to your various Outlook folders. The components on the Navigation Pane consist of the active view pane such as Mail, Calendar or Tasks, Outlook View bars that serve as shortcuts to your Outlook folders, and the configure buttons menu, which allows you to change the appearance of the Navigation Pane.

Minimize Navigation Pane Favorite folders

E-mail folders

Drag upwards to increase the number of View bars that are displayed

Outlook Folder View Bars

Configure Buttons menu

To switch between Outlook folders, click on the folder bar for the desired folder. For example, to switch to the Calendar folder, click the Calendar bar. The number of folder bars displayed depends on the size of the folder pane. To change the number of folder bars that are displayed, drag the bottom of the pane border up or down until the desired number of folder bars are displayed.

2010 PCM Courseware, LLC

23

L E S S O N

O U T L O O K

B A S I C S

Drag the pane border up or down to change the number of View bars displayed

The configure buttons menu allows you to customize the Navigation Pane. You can increase or decrease the number of folder bars that are displayed, change the order of the folder bars and choose which buttons to display.

Click the Configure Buttons arrow to display menu

To Use the Navigation Pane


1. 2. 3. 4. 5. To switch between Outlook folders, click the folder bar for the folder you wish to display. Drag the bottom border of the folder pane upwards or downwards to change the number of folder bars that are displayed. To show more folder bars, click the configure buttons arrow and select Show More Buttons from the menu. To show fewer folder bars, click the configure buttons arrow and select Show Fewer Buttons from the menu. To change which buttons are displayed: a. Click the configure buttons arrow. b. Select Navigation Pane Options. c. Click the check box next to each button that you want to display. To change the order of the buttons: a. Click the configure buttons arrow. b. Select Navigation Pane Options. c. Select the button you want to move.

6.

Microsoft Outlook 2010

24

L E S S O N

O U T L O O K

B A S I C S

7.

8.

d. Click the Move Up or Move Down button until the folder button is in the desired location. To add or remove buttons from the Navigation Pane: a. Click the configure buttons arrow. b. Select Add or Remove Buttons from the menu. c. Click the folder button image that you want to add or remove from the contextual menu. To minimize the Navigation Pane, click the Minimize button on the top right side of the pane. To expand the Navigation Pane, click the Expand button on the left side of your screen.

Lets Try It!


What 1. Click the Mail bar on the Navigation pane as shown. Why Ensures that the Mail folder is active.

2.

Move your mouse pointer over the bottom border of the Mail pane until your cursor transforms into a double-pointing arrow. Drag upwards as shown below until all of the folder bar buttons are visible.

Resizes the All Mail Folders pane to display all of the folder bar buttons.

Drag border until all buttons are visible

2010 PCM Courseware, LLC

25

L E S S O N

O U T L O O K

B A S I C S

What 3. Click the Calendar button on the Navigation Pane as shown.

Why Displays the Calendar folder. Outlooks calendar allows you to keep track of your appointments and schedules.

4.

Click the Contacts button on the Navigation Pane as shown.

Switches to the Contacts folder. This is Outlooks address book, where you can store names, addresses, phone numbers, email addresses and more for your contacts.

5.

Click the Tasks button on the Navigation Pane as shown.

Switches to the Tasks folder. This is Outlooks To-do list, where you can prioritize your tasks as well as set reminders.

6.

Click the Notes button on the Navigation Pane as shown.

Switches to the Notes folder. Notes are equivalent to Sticky Notes where you can jot down tidbits of information.

7.

Click the Mail button on the Navigation Pane as shown.

Switches to the Mail folder. The default folder, this is where you send, receive and organize your e-mail.

8.

Click name of your e-mail account as shown below.

Displays the Outlook Today page, which provides a preview of your day by summarizing your appointments, tasks and new e-mail messages.

Microsoft Outlook 2010

26

L E S S O N

O U T L O O K

B A S I C S

What

Why

Click e-mail account to display Outlook Today page

Outlook Today page

9.

Click the Configure Buttons arrow on the buttons bar as shown below.

Displays the Configure Buttons menu. From here, you can change the appearance of the Navigation Pane.

Configure buttons arrow

10. 11.

Press the Esc key. Click the Minimize the Navigation bar arrow as shown below.

Closes the Configure Buttons menu. Collapses the Navigation Pane.

2010 PCM Courseware, LLC

27

L E S S O N

O U T L O O K

B A S I C S

What 12. Click the Expand Navigation Pane button on the left side of your screen as shown below.

Why Restores the Navigation Pane to full size.

13.

Click the right-point arrow to the left of your account name as shown below.

Expands the account folder, displaying allof the account subfolders.

Click the right-pointing arrow to expand the account folders

14.

Click Inbox under your e-mail account name as shown below.

Returns you to your e-mail inbox.

Microsoft Outlook 2010

28

L E S S O N

O U T L O O K

B A S I C S

1.5 Using Reading View


In this lesson, you will learn how to switch between Normal view and Reading view.

f you like to read your e-mail messages with as little distraction as possible, Outlook include a nice minimalist view called Reading View. When Reading View is activated, the Ribbon is hidden, displaying only the tab names on the top of your screen and the Navigation Pane is minimized. The only two panes that display are the message list pane and the Reading Pane.

Reading button
Reading View

To switch to Reading View, click the Reading icon on the lower right hand side of the window. To exit Reading View, click the Normal button on the lower right hand side of the screen, to the left of the Reading icon.

To Switch between Views


1. Click the appropriate View button (either Reading or Normal) on the lowerright corner of your screen.

2010 PCM Courseware, LLC

29

L E S S O N

O U T L O O K

B A S I C S

Lets Try It!


What 1. Click the Microsoft Outlook Test Message in the Inbox as shown below. Why Selects an e-mail message in your inbox.

Click the Microsoft Outlook test message

2.

Click the Reading icon on the lower-right side of your screen as shown below.

Switches to Reading view. Notice that the Ribbon is hidden and the Navigation Pane and the To-Do Bar are minimized.

Click the Reading icon

3.

Click the Normal icon on the lower-right side of your screen, to the left of the Reading icon as shown below.

Returns us to Normal View.

Click the Normal icon

Microsoft Outlook 2010

30

L E S S O N

O U T L O O K

B A S I C S

1.6 Changing Screen Magnification


In this lesson, you will learn how use Outlooks Zoom tools.

ext to the View icons is the View Zoom control. This control allows you to zoom in or out of your screen when in Mail or Calendar view. To increase the size of the data your screen, drag the slider to the right; to decrease it, drag the slider to the left.

To change the zoom to a specific percentage, click the zoom button (the number with the percent symbol next to it) to display the Zoom dialog box. From here, click the radio button next to the percentage you want or type in the percentage amount in the Percent box.

To Zoom In or Out
1. 2. To increase the zoom, drag the zoom slider control to the right. To decrease the zoom, drag the zoom slider to the left. To zoom by a specific percentage, click the Zoom Level button to display the Zoom dialog box. Make your selection or type in an amount in the Percentage box.

Lets Try It!


What 1. 2. Click the Reading icon. Drag the slider to about 150% as shown below. Why Switches to Reading view. Increases the Zoom level of the text in the Reading Pane.

2010 PCM Courseware, LLC

31

L E S S O N

O U T L O O K

B A S I C S

What

Why
Drag slider to about 150%

3.

Click the Zoom Level button (the number with the percentage). Click the radio button next to 75% as shown below. Click OK.

Displays the Zoom dialog box.

4.

Changes the zoom level to 75%.

5. 6.

Drag the slider to 100% Click the Normal button.

Changes the zoom level to 100%. Returns us to Normal view.

Microsoft Outlook 2010

32

L E S S O N

O U T L O O K

B A S I C S

1.7 Using the Ribbon


In this lesson, you will learn how to use the new Ribbon.

f you have worked with previous versions of Outlook, you will immediately notice that the menu and toolbar system have been replaced by the Ribbon. The Ribbon is designed to help you quickly find the commands you need in order to complete a task. On the Ribbon, are Command Tabs that relate to the tasks you wish to accomplish. The default Command Tabs on the Main Ribbon are: File, Home, Send/Receive, Folder and View. The Command Tabs will change depending on your task. For instance, when typing new e-mail message, the default Command Tabs are: Message, Insert, Options and Format Text.
Quick Access Toolbar Command Tabs Close Window button

Outlook Help Command Sets


The Untitled Message Ribbon

Different command icons, called Command Sets appear under each Command Tab. Again, the commands that appear will depend on the Command Tab that is selected. Each command set is grouped by its function. For example, the Insert tab contains commands to add links, attachments, pictures, symbols and text objects to your messages. Contextual Commands only appear when a specific object is selected. This helps in keepting the screen uncluttered. To the right of File tab (from where you access file options), is the Quick Access Toolbar. This toolbar contains by default the Send/Receive All and the Undo/Redo commands. In the new message window, a Save icon is added as well. In addition, clicking the drop-down arrow to the right allows you to customize the Quick Access Toolbar to add other tools that you use regularly. You can choose from the list which tools to display on the Quick Access Toolbar or select More Commands to add commands that are not in the list.

2010 PCM Courseware, LLC

33

L E S S O N

O U T L O O K

B A S I C S

Lets Try It!


What 1. Click the New E-mail on the toolbar. Why Displays a new Untitled Message window.

2.

Click the Options tab on the Ribbon as shown below.

Displays Options tools and commands.

3.

On the Show Fields command set, click the BCC button as shown below.

Adds the BCC (Blind Carbon Copy) field to the e-mail message window.

Microsoft Outlook 2010

34

L E S S O N

O U T L O O K

B A S I C S

What

Why

4.

Click the Close button on the Untitled Message window as shown below. Click No if asked to save your changes.

Closes the Untitled Message window without saving our changes.

Close button

2010 PCM Courseware, LLC

35

L E S S O N

O U T L O O K

B A S I C S

1.8 Customizing Outlook


In this lesson, you will learn how to customize Microsoft Outlook.

n previous versions of Outlook, you could set preferences for specific program settings from the Options dialog box. The Options command has been moved to the File Options menu which displays when you click the File tab.

From the Outlook Options dialog box, you can change the settings for the messages you send and receive, calendars, contacts, tasks, notes and journals, as well as modify settings for items sent to mobile devices. You may wish to spend some time browsing through the Outlook Options dialog box and set any preferences that may help you work with less effort.

Outlook Options dialog box

To Set Outlook Options


1. 2. 3. 4. Click the File tab and then click Options on the bottom of the File Options pane. Click the desired option category in the left pane. Set any options in the right pane. Click OK.

Microsoft Outlook 2010

36

L E S S O N

O U T L O O K

B A S I C S

Lets Try It!


What 1. 2. Click the File tab. Click Options as shown below. Why Displays the File Options menu. Displays the Outlook Options dialog box.

Click Options

3. 4.

Click the Mail category in the left pane. In the Compose Message area, click the drop-down arrow next to the Compose Message in this format and choose HTML.

Displays available Outlook options for the Mail category. The message format option allows us to specify HTML, Plain Text or Rich Text as the message format. HTML, the default message format, supports text and paragraph formatting, hyperlinks, and stationary. Most popular e-mail programs support HTML. If your mail recipient cannot read your messages, you may need to change this setting to Plain Text.

2010 PCM Courseware, LLC

37

L E S S O N

O U T L O O K

B A S I C S

What

Why

5. 6.

Click the Advanced category in the left pane. Scroll down to the Send and Receive area. If there is a check mark in the Send immediately when connected box, click in the check box so that it is unchecked as shown below.

Displays available Outlook options for the Advanced category. Sets the option to not automatically send out our e-mail messages if we are connected. Any e-mail messages we create will be stored in the Outbox until we manually choose to send them.

7.

Click OK.

Closes the Options dialog box and applies our changes.

Microsoft Outlook 2010

38

L E S S O N

O U T L O O K

B A S I C S

1.9 Using Keyboard Shortcuts


In this lesson, you will learn how to use the keyboard to execute commands.

O
Ctrl + 1 Ctrl + 2 Ctrl + 3 Ctrl + 4 Ctrl + 5 Ctrl + 6 Ctrl + 7 Ctrl + P Ctrl + R Ctrl + S

utlook contains numerous keyboard shortcuts that help you navigate the Outlook interface. A keyboard shortcut is a keystroke or a combination of keystrokes that perform a command or function that would otherwise require one or more mouse clicks to carry out. When a shortcut consists of a combination of keys, all keys are held down until the command or function is executed. The table below lists some common keyboard shortcuts that you might find handy. To view a list of all available shortcuts in Outlook, click the Help icon on the top right of your screen (the icon with the question mark symbol) and then type in Keyboard Shortcuts in the Search for box. Keystroke What It Does Switches to the Mail folder. Switches to the Calendar folder. Switches to the Contacts folder. Switches to the Tasks folder. Switches to the Notes folder. Displays the Folder List in the Navigation Pane. Displays the Shortcuts list in the Navigation Pane. Displays the Print dialog box. Creates a reply to the sender of the selected message. Saves the active item. Opens a new Appointment window. Opens a new Contact window. Opens a new Task window. Opens a new Message window. Opens a new Note window Creates a reply to all recipients of the selected message. Redo (repeats the last action performed) Undo (reverses the last action performed).

Ctrl + Shift + A Ctrl + Shift + C Ctrl + Shift + K Ctrl + Shift + M Ctrl + Shift + N Ctrl + Shift + R Ctrl + Y Ctrl + Z

2010 PCM Courseware, LLC

39

L E S S O N

O U T L O O K

B A S I C S

Keystroke F3 F7 F9

What It Does Displays the Search toolbar. Checks spelling. Checks for new e-mail messages.

To Use Keyboard Shortcuts


1. Press the keystrokes or the combination of keystrokes assigned to the command or function you want to execute.

Lets Try It!


What 1. 2. 3. Hold down the Ctrl key and then press the 2 key. Hold down the Ctrl key and then press the 1 key. Hold down the Ctrl key, press and hold down the Shift key and then press down and release the M key (Ctrl + Shift + M). Click the Close button on the Untitled Message window. Why Switches to the Calendar folder. Switches to the Mail folder. Displays a new Untitled Message window.

4.

Closes the Message window.

Microsoft Outlook 2010

40

L E S S O N

O U T L O O K

B A S I C S

1.10 Using Help


In this lesson, you will learn how to use Microsoft Outlooks Help feature.

he Help system is designed to provide assistance to users whether you are online or offline and bring all available resources to you as quickly as possible. To access the Help system, press F1 or click the Help icon (the question mark) on the upper right-hand corner of the Outlook window.
Application Home Toc

Refresh

Text Size

Keep on Top Forward and Previous buttons Stop

Print

The Help system toolbar includes the familiar Back, Forward and Stop commands. Additionally, you will find the Refresh tool, which allows you to update the content of the Help window. The Application Home tool brings you to the Outlook starting point, where you can browse through information related to the Microsoft Outlook application. The TOC tool displays a listing of available help topics through which you can browse. If you wish to increase or decrease the text size in the Help window, click

2010 PCM Courseware, LLC

41

L E S S O N

O U T L O O K

B A S I C S

the Text Size tool. Another nice feature on the Help toolbar is the Keep on Top tool, which allows you to keep the current Help page open while you work.

To Use the Help System


1. Click the Microsoft Office Outlook Help on the upper right-hand corner of the Outlook Window Or Press F1 Enter the keyword(s) for which you want to search in the Search box. Click the Search button Or Press the Enter key. Click the link for the help topic you wish to view in the Search Results pane. To browse Help topics, click the TOC button. Click the TOC button again to hide the Table of Contents.

2. 3. 4. 5.

Lets Try It!


What 1. Click the Microsoft Office Outlook Help icon on the upper right-hand corner of the screen as shown. Why Displays the Outlook Help window.

Help System button

2.

Click in the Search box and type: Junk Mail as shown below.

Enters the keywords for which we wish to search.

Microsoft Outlook 2010

42

L E S S O N

O U T L O O K

B A S I C S

What 3. Press Enter.

Why Searches Microsoft Online for the criteria we entered and displays a list of results in the Search Results Pane. Displays the Help Topic for that topic.

4.

Click the Overview of the Junk E-Mail Filter link in the Search Results Pane as shown below.

5. 6.

Click the Close button on the Outlook Help window. Click the Close button on the Outlook window.

Closes the Outlook Help window. Closes the Microsoft Outlook application.

2010 PCM Courseware, LLC

43

L E S S O N

O U T L O O K

B A S I C S

Lesson Summary Outlook Basics


In this lesson, we learned what Microsoft Outlook is used for and how to launch the Outlook 2010 application. Then, we learned how to set up an e-mail account in Outlook. We learned about two types of e-mail accounts: POP3 and IMAP. Next, we examined the different components of the Outlook screen. Next, we learned how to use the Navigation Pane. We learned how to switch between the different views (or folders). Next, we learned how to switch to Reading view in which the Ribbon is hidden, the Navigation Pane and the To-Do Pane are minimized and the only maximized panes are the Message List Pane and the Reading Pane. Next, we learned how to change screen magnification using the Zoom controls located on the lower right-hand corner of the screen. Next, we learned how to use Outlooks new Ribbon to execute commands. You learned that the Ribbon is composed of Command Tabs and Command Sets. Next, we learned how to customize Outlook using the Options menu. We learned that we can change both Outlooks appearance and behavior. Next, we learned how to execute Outlook commands using keyboard shortcuts. Lastly, we used the Outlook Help system to obtain assistance.

Microsoft Outlook 2010

44

L E S S O N

O U T L O O K

B A S I C S

Lesson 1 Quiz
1. Microsoft Outlook is: A. A spreadsheet program. B. A DVD burning program. C. An Operating System D. A contact management program Name three parts of the Outlook window.

2.

3.

Which of these is NOT an example of a type of E-mail account: A. Exchange Server B. POP3 C. SMTP D. IMAP Which type of e-mail account keeps the messages on the server, allowing you to access your messages from any computer?

4.

5.

The Menu bar in previous versions of Outlook has been replaced by the: A. Command Tabs B. Getting Started Menu C. Dialog Launcher Menu D. The Microsoft Office button The acronym ISP stands for _________________________________.

6.

7.

If you wanted to switch to the Calendar folder, you: A. Click the Calendar button on the Home Ribbon. B. Click the Tools tab and then click the Calendar icon on the Ribbon. C. Press F2 D. Click the Calendar Bar on the Navigation Pane. What are two ways that you can access the Microsoft Outlook Help System?

8.

9.

What is the name of the object that consists of tabs, command sets and command buttons?

2010 PCM Courseware, LLC

45

L E S S O N

O U T L O O K

B A S I C S

10. How can you customize the appearance of Outlook? A. Click the File tab, click Customize from the menu and then make your selections. B. Click the File tab, click Options from the menu and then make your selections. C. Click the Tools tab, click the Options button and then make your selections. D. Click the Customize Bar on the Navigation Pane.

Microsoft Outlook 2010

46

L E S S O N

O U T L O O K

B A S I C S

LAB 1 ON YOUR OWN


1. 2. 3. 4. 5. 6. Launch the Microsoft Outlook program. Click the Tasks button in the Navigation Pane.. Click the New Task button on the Ribbon. In the Subject box, type: Call Mom. Click the Save and Close button on the Task Ribbon. Switch to the Mail folder. Click the New E-mail button on the Ribbon. Close the Untitled message window. Display Outlook options. Click Mail in the left pane. Check the Always check spelling before sending check box under the Compose Messages area. Click OK. Switch to the Notes folder using a keyboard shortcut. Using Outlook Help, find out how to reply to a message. Close the Outlook Help window when finished. Switch to the Mail folder.

7. 8. 9.

2010 PCM Courseware, LLC

47

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

2
Lesson

Lesson 2 - Composing & Sending E-mail


Lesson Topics: 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 Creating an E-Mail Message Checking Spelling Using Signatures Formatting an E-mail Message Using Stationery Sending Attachments Setting the Priority of a Message Request a Read or Delivery Receipt Inserting a Hyperlink

Microsoft Outlook 2010

48

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

2.1 Creating an E-Mail Message


This lesson will guide you through the process of creating a new E-mail message.

o create a new e-mail message, you need to open a blank new message window. From the Mail folder, click on the New E-mail button on the Ribbon. To create a new blank message from any other folder, click the dropdown arrow next to the New Items button on the Ribbon and select E-mail Mail Message from the drop-down list. You can also use the keystroke combination Ctrl + Shift + M from any folder. When the Untitled Message window appears, click in the To box and enter the e-mail address of the recipient. If you are sending to more than one recipient, type a semicolon between each e-mail address. If the recipients address is listed in your Outlook Address Book, click To: button (or the Cc, or Bcc buttons), double-click the address to use and click OK.

Enter e-mail addresses of recipients in the To: or Cc: boxes. Enter the subject of your message Type the body of your message

In the Cc (Carbon Copy) box, enter the addresses of anyone to whom you want to send a copy of the message. If you wish to send a copy of the message to someone without the other recipients knowing about it, enter the hidden or blind recipients address in the Bcc (Blind Carbon Copy) box. Their address will not be displayed to the other recipients. If the Bcc: box is not visible, click the Options tab on the Ribbon and click the Bcc button in the Show Areas group on the Ribbon.

2010 PCM Courseware, LLC

49

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

Once you have entered the e-mail addresses of the recipients, type the topic of your message in the Subject box. Then, type the body of the message in the large empty text box beneath the Subject Field. As you type your message, you do not have to press Enter at the end of the line Outlook will automatically wrap text to a new line. To create paragraphs, press Enter twice to add a space between blocks of text. If you have more than one e-mail account and wish to send your message from a specific account separate from the default e-mail account, click the From button on the message window and select the e-mail account you wish to use.

Select the e-mail account to use

When you are ready to send your message, click the Send button. Depending on your settings, the message may be sent immediately or may be placed in the Outbox to be sent at a later time.

To Send an E-Mail Message


1. If in the Mail folder, click the New E-mail button on the Ribbon. If in another view, click the drop-down arrow next to the New Items button and select E-Mail Message from the drop-down list. Or Press the Ctrl + Shift + M keystroke combination. Click in the To box and type the e-mail address of each recipient. If sending to more than one recipient, separate each e-mail address with a semicolon. In the Cc box, enter the addresses of anyone to whom you want to send a copy of the message. In the Bcc box, enter the addresses of anyone to whom you want to send a copy of the message without the knowledge of the other recipients. To display the Bcc box, click the Options tab on the Ribbon and click the BCC button. To add a recipient from your Address Book, click the To, Cc or Bcc button and double-click the name of the contact in the contact list. Click OK when finished. Type the message topic in the Subject box. Type the message body in the large text box below the Subject box. Click the Send button to send your message.

2. 3. 4. 5. 6. 7. 8.

Microsoft Outlook 2010

50

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

Lets Try It!


What 1. Click the Mail bar on the Navigation Pane. Click the New E-mail button on the Home Ribbon as shown. Why Ensures that you are in the Mail folder.

2.

Displays a blank Untitled Message window.

3. 4. 5. 6. 7.

Click in the To: box and type: melissa@rodneysvideo.com Click in the Subject box. Type: Todays meeting Press Tab. In the Message body, type: At what time is todayys meeting? as shown below.

Enter the e-mail address of the message recipient. Places the insertion point in the Subject box where we enter the topic of the message. Enters the subject for the message. Places the insertion point in the message body. Enter the message body text.

2010 PCM Courseware, LLC

51

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

What

Why

Microsoft Outlook 2010

52

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

2.2 Checking Spelling


In this lesson, you will learn how to spell check your e-mail messages.

efore sending an e-mail message, you can have Outlook spell check your messages. Outlook will use its built-in dictionary to offer suggestions for any errors it finds. You can then choose the correct spelling of the word from the Suggestions list or if it is a valid word, add the word to the dictionary so that Outlook will not flag it in the future. To spell check your message, click the Spelling button on the Proofing group of the Review Ribbon and click Spelling and Grammar. When Outlook finds a questionable spelling error, a dialog box displays, prompting for a suggested action: Change Change this instance of the spelling error to the selected suggestion. Change All Change all instances of the spelling error in the message to the selected suggestion. Ignore Ignores this instance of the spelling error and continues to check the rest of the e-mail message. Ignore All Ignores all instances of the spelling error and continues to check the rest of the e-mail message. Add Adds the word in question to the built-in dictionary so that it will not be flagged in the future.

Select Action to take

Suggestions for misspelled word

By default, Outlook will check your spelling as you type. When it finds a questionable word, the word is underlined with a red squiggly line. Right-click the word in question

2010 PCM Courseware, LLC

53

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

and click on one of Outlooks suggestions this will replace the misspelled word with the suggested word. Tip: If you want to Outlook automatically spell check all outgoing messages, display Outlook Options, click Mail in the left pane and then click the check box next to Always check spelling before sending.

To Check Spelling in an E-mail message


1. 2. 3. 4. Click the Review tab on the Ribbon. Click the Spelling button on the Proofing group of the Ribbon. Or Press the F7 key. When an error is found, highlight the desired correction from the Suggestions List or type in the correction in the Change to box. To change an error: a. Choose Change to correct this particular instance of the error to the highlighted suggestion. b. Choose Change All to correct all instances of the error to the highlighted suggestion. To ignore an error: a. Choose Ignore to disregard this instance of the error and continue checking the message. b. Choose Ignore All to disregard all instances of the error and continue checking the message. To include the word in the built-in dictionary so that it will not be flagged in the future, click Add. Click OK when finished.

5.

6. 7.

Lets Try It!


What 1. Click the Review tab on the Ribbon as shown below. Why Displays the Review Ribbon.

Microsoft Outlook 2010

54

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

What

Why

2.

Click the Spelling button on the Proofing group of the Ribbon as shown below.

Displays the Spelling dialog box. The spell checker flags the word todayys in the subject line of the message.

3.

Click the first suggestion in the Suggestions list todays as shown below.

Selects the word to replace the misspelled word.

2010 PCM Courseware, LLC

55

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

What

Why

4.

Click Change.

Changes the misspelled word to the highlighted word in the Suggestions list and displays a message box telling you that the spell check is complete. Closes the message box.

5.

Click OK.

Microsoft Outlook 2010

56

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

2.3 Using Signatures


In this lesson, you will learn how to add a signature to the end of your messages.

signature is informational text that is inserted at the end of e-mail messages. Signatures often include information such as your name, your business name, your department, your Web page address or a witty saying (often referred to as a Tagline). You can choose to insert a signature at the end of every outgoing message or only insert it into specific messages.
Modify the formatting of your signature

Enter the text for your signature

To create a new signature, click the File tab, click Options from the Outlook menu, click Mail in the left pane and then click the Signatures button. From within a new message window, click the Signatures button under the Compose message area. This will display the Signatures and Stationery dialog box. Click the New button, type a name for your signature and then click OK. Next, type in the text for your signature in the lower pane in the Edit Signature area. Press Enter to insert a new line. Use any of the formatting tools in the Edit Signature area ( Font Type, Font Size, Font Color, alignment, etc.) to add any desired formatting to your signature. You can even attach your contact information as a Business Card. When you are finished, click the Finish button. You can have more than one signature - just click on the New button in the Create Signature dialog box to add additional signatures. Once you have created your signature, you can choose to automatically insert it into all outgoing messages. Click the E-mail account drop-down list to select the account for which you want to designate a signature. Then, click the New Messages drop-down list to select the signature you want to use. You can have a different signature for each

2010 PCM Courseware, LLC

57

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

account, if you so choose. If you want a signature to appear on messages that you reply to or forward, click the Replies/forwards drop-down list and choose the signature you want to use.
Select the account with which to use a signature

You can use a different signature when you reply to or forward a message or use none

Select the signature you want to use

If you prefer to insert your signature manually into individual messages, select (none) from the Signature for new messages box. Then, when you compose the message, click the Signature button on the Message Ribbon and select the signature from the list that you want to include in the message.

To Add a Signature to Your Messages


1. To create a new signature: a. Click the File tab on the Ribbon and then click Options from the Outlook menu. b. Click Mail in the left pane. c. Click the Signatures button to display the Signatures and Stationery dialog box. d. Click the New button. e. Type the name for your new signature and click OK. f. Choose a font type and font size for your signature from the Edit Signature area. g. Add any other formatting (Bold, Italics, etc), pictures or links if desired. h. Type the text for your signature in the text box. i. Click OK. j. Repeat steps c through h for each additional signature you want to create. k. Click OK to close the Options dialog box. To include a signature with all outgoing messages for an account:

2.

Microsoft Outlook 2010

58

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

a.

3.

Click the File tab on the Ribbon and then click Options from the Outlook menu. b. Click Mail in the left pane. c. Click the Signatures button. d. Click the E-mail account drop-down list and select the account for which you want to designate a signature. e. Click the New Messages drop-down list and select the signature you want to use. f. Click the Replies/forwards drop-down list and select the signature you want to use for messages you reply to or forward. g. Click OK. To insert a signature in individual messages: a. Compose your message. b. Click the Signature button on the Message Ribbon and select the signature from the list that you want to include in the message

Lets Try It!


What 1. Click the Inbox tab on the bottom of your computer screen. Click the File tab on the Ribbon and then click Options from the Outlook menu. Why Switches to the Microsoft Outlook Inbox window to provide us access to the main Ribbon. Displays the Outlook Options dialog box. You can also access Signature options by clicking the Signatures button on the Message Ribbon and clicking Signatures from the list. Switches to Mail options. The Signature section is where you create and designate signatures. Displays the Signatures and Stationery dialog box. You can also edit and remove (delete) existing signatures from here. Displays the New Signature dialog box, where you provide a name for your signature.

2.

3.

Click Mail in the left pane.

4.

Click the Signatures button.

5.

Click the New button.

2010 PCM Courseware, LLC

59

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

What 6. In the signature name box, type: Video as shown below and then click OK.

Why Provides a name for your signature.

7.

Click in the Edit Signature box and type: Rodneys Video as shown below. Press Enter.

Enters the first line of our signature. Pressing the Enter key inserts a new blank line.

Type Rodneys Video and then press Enter

8. 9.

Type: 800-555-3333 and then press Enter. Type: http://www.rodneysvideo.com and then press Enter.

Enters a second line of text and then inserts a new line. Enters a third line of text and then inserts a new line. Enters the last line of the signature. Closes the Edit Signature dialog box. We are now going to create a second signature.

10. Type: We Never Close 11. Click OK.

Microsoft Outlook 2010

60

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

What 12. Click the Signatures button. 13. Click the New button. 14. Type: Personal and then click OK. 15. Click the Font Size drop-down list and select 10 as shown below.

Why Displays the Signatures and Stationery dialog box. Displays the New Signature dialog box. Names the new signature Personal and then displays the Edit Signature dialog box. Sets the font size of the signature to 10 pt.

16. Click in the Edit Signature text box and type: Rodney Larson. Press Enter. 17. Type: www.rodneylarson.com 18. Click OK. 19. Click the Signatures button. 20. Make sure that the New Messages and Signature for replies and forwards box contains <none> as shown below.

Enters the first line of the new signature and then inserts a new blank line. Enter the next line of the new signature. Closes the Create Signature dialog box. Displays Signatures and Stationery dialog box. We are going to leave the Signature for new messages and Signatures for replies and forwards blank. Rather, we will add our signatures manually to our messages.

2010 PCM Courseware, LLC

61

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

What

Why

Choose (none) as we will instead add our signatures manually

21. Click OK. 22. Click OK. 23. Click on the Todays Meeting tab on the bottom of your screen. 24. Click after the question mark (?) in the body of the message and then press Enter twice. 25. Click the Signature button on the Include group on the Ribbon as shown below and click Video from the list.

Closes the Signatures and Stationery dialog box. Closes the Outlook Options dialog box. Switches to the message window with Todays Meeting as the message subject. Sets the insertion point where we want to insert the signature. Inserts the Video signature at the insertion point in our message.

Microsoft Outlook 2010

62

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

What 26. Click the Close button on the Message window. Click No when asked to save your changes.

Why Closes the message without sending it.

2010 PCM Courseware, LLC

63

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

2.4 Formatting an E-Mail Message


In this lesson, you will learn how to format the text of your messages.

hen you want to add special emphasis or style to message text, such as bold, color or bulleted lists, you will need to ensure that the message format is set to either Hypertext Markup Language (HTML) or Rich Text. Using HTML formatting also allows you to embed graphics and add animations, sounds, movies, tables and links to Web sites in your messages.
Decrease Font Increase Font Font Size Font Style Bullets

Numbering Clear Formatting Increase Indent Decrease Indent Center Align Left Align Right

Bold Italics Font Color Highlight Color

Underline

The default message format is HTML. If the recipients e-mail program does not support HTML, the message will appear as plain text, with the HTML file attached. To ensure that all of your messages are either in HTML or Rich Text format, select HTML or Rich Text from the Message Format drop down list from the Mail area of the Outlook Options dialog box. To change the format of individual messages, click the Format

Microsoft Outlook 2010

64

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

Text tab on the Ribbon and click the HTML, Plain Text or Rich Text button on the Format group on the Ribbon. When your message is formatted for HTML or Rich Text, the Basic Text group on the Ribbon is activated when you click in the message body area. From here, you can change the font family, font size font color as well as apply bold, italics or underlining to text. You can also create bulleted lists, numbered lists and modify the paragraph alignment. To format specific text, you first must select it. To select a block of text, place the insertion point at the beginning or end of the block that you wish to select. Click and hold down the mouse button and drag until the text is highlighted in black. There are many other ways to select blocks of text. For instance, you can select a word by doubleclicking on it or select an entire paragraph by double-clicking to the left of the paragraph. Once the text is selected, you can then apply the desired formatting from the Ribbon.
The word todays is selected

To Format an E-Mail Message


1. 2. 3. 4. 5. 6. Create a blank new message. If the message is not in HTML or Rich text format, click the Format Text tab on the Ribbon and click the HTML or Rich Text button on the Format group on the Ribbon. Click the icons on the Basic Text group of the Message Ribbon for the formatting options you want to apply to your message. For additional formatting options, click the Format Text tab on the Ribbon. To apply formatting to specific text in a message, select the text you want to format and then click the icon(s) on the Ribbon for the formatting options you want to apply. To change paragraph alignment and indentation: a. Click anywhere within the paragraph you want to format. b. To change the indentation of the paragraph, click the Increase Indent or Decrease Indent icon on the Ribbon. c. To change the alignment of the paragraph, click the align left, center, or align right icon on the Ribbon. To change the default text style for all outgoing messages, click the File tab and then click Options from the menu. Click Mail in the left pane and then

Tip:

2010 PCM Courseware, LLC

65

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

click the Stationery and Fonts button. Click the Font button for the feature you wish to change and select from the available options.

Lets Try It!


What 1. 2. Click the New E-mail button on the Ribbon. Click in the message body area and then click the Bold icon on the Message Ribbon. Why Displays a new blank message window. Applies bold formatting to any subsequent text.

3. 4. 5. 6.

Type the sentence: This is bold. Press the Enter key twice. Click the Bold icon. Click the Font Size drop-down list and select a font size of 14 as shown.

Enter a sentence in the Message Body area with bold formatting. Inserts two blank lines in the message. Turns off bold formatting. Applies a font size of 14 to any subsequent text.

Microsoft Outlook 2010

66

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

What 7. Click the Italics icon on the Ribbon.

Why Applies italics formatting to any subsequent text.

Italics icon

8. 9.

Type the words: This is bigger and italicized. Highlight the word bigger as shown below and then click the Underline icon.

Enters text with italics formatting and a font size of 14. Applies underlining only to the selected text.

Highlight the word bigger and then click the Underline icon
10. Click the Center icon on the Ribbon. Centers the active paragraph within the message body.

11. Click the Save button on the Quick Access Toolbar as shown.

Saves a copy of the message in your Drafts folder. This allows you to continue working on the message at a later time.

2010 PCM Courseware, LLC

67

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

What 12. Click the Close button on the message window.

Why Closes the message without sending it.

Microsoft Outlook 2010

68

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

2.5 Using Stationery


In this lesson, you will learn how to use Stationery.

tationery is an attractive background image that you can add to your outgoing email messages. Microsoft Outlook allows you to choose from a predefined list of stationery, create your own stationery or download existing stationery templates from the Web.

To apply stationery to a single message, click the New Items button on the Home Ribbon, point to E-mail Message Using and then click More Stationery from the menu. From the Select a Stationery dialog box, you can click on the various stationery templates to see of preview of them in the Preview Window.

New message using the Handprints stationery

From the Mail pane tab of the Options menu, you can set the option to add a default stationery template to each outgoing message. Click the Signature and Fonts button, click the Theme button under the Personal Stationery tab and then select the stationery or theme you wish to add.

2010 PCM Courseware, LLC

69

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

To Add Stationery to E-Mail Messages


1. To set the default stationery template for all outgoing messages: a. Click the File tab on the Ribbon and then click Options from the menu. b. Click the Mail tab in the left pane. c. Click the Stationery and Fonts button. d. Click the Theme button under the Theme or stationery for new HTML e-mail message area. e. Click the individual stationery templates for a preview of each stationery. f. Select the stationery you want to use. g. Click OK.

Click the Theme button

Click a theme to display a preview

2.

3.

To add stationery to individual messages: a. Click the New Items button on the Home Ribbon. b. Trace to E-Mail Message Using and then trace to More Stationery. c. Click the individual stationery templates for a preview of the selected stationery. d. Select the stationery you want to use. e. Click OK. To create a new message without using the default stationery, trace to New Mail Message Using, trace to More Stationery and then click (No Theme) from the Choose a Theme dialog box.

Lets Try It!


What 1. Click the Home tab on the Ribbon. Why Ensures that the Home tab is displayed.

Microsoft Outlook 2010

70

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

What 2. 3. Click the New Items button on the Ribbon. Point to E-mail Mail Message Using and then click More Stationery as shown below.

Why Displays the New Items drop-down menu. The Theme or Stationery dialog box appears, containing a list of all available stationery templates. Click a template in the Stationery window to see what it looks like in the Preview Window below.

1. Point to E-mail Message Using 2. Click More Stationery

4.

Click the Garden (Stationery) in the left Choose a Theme window as shown below.

Displays a preview of the selected stationery in the Preview window.

Click Stationery to view of preview of it

Preview window

2010 PCM Courseware, LLC

71

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

What 5. 6. Scroll down and select Soft Blue (Stationery). Click OK.

Why Displays a preview of the Soft Blue stationery. Creates a new message using the Soft Blue stationery template as the message background.

Microsoft Outlook 2010

72

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

2.6 Sending Attachments


In this lesson, you will learn how to attach an external file to your messages.

tttachments are files that you send along with an e-mail message. For example, you may have a spreadsheet file or a word processing document that you want to send to a coworker or perhaps a picture that you want to send to a family member. With Microsoft Outlook, you can easily attach one or more files to an e-mail message.

Select the file(s) you want to attach

Note: Be aware that large attachments may take a long time to download, especially if your recipient has a slower Internet connection. There is also a size limit in most e-mail accounts. Check with your recipient before sending large attachments.

To attach a file, click the Attach File button on the Message Ribbon or on the Insert Ribbon and then navigate to the folder that contains the file or files you want to attach. Click the file to select it. If you want to attach more than one file, hold down the Ctrl key as you select. When you have selected all of the files you want to attach, click the Insert button. A new Attach line is added to the heading of the message window. You can also insert pictures directly into your messages. Click the Picture button on the Insert Ribbon and then choose the picture you want to insert. The picture will be placed within the body of the message.

To Attach a File to an E-Mail Message


1. 2. 3. 4. Click the Attach File icon on the Message Ribbon or the Insert Ribbon. Navigate to the folder that contains the file(s) you want to attach. Select the file you want to attach. To attach more than one file, hold down the Ctrl key as you select. Click the Insert button. A new Attach line will display in the Heading area of the message window.

2010 PCM Courseware, LLC

73

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

5.

To remove an attachment from a message, click the attachment name in the Attach line and press the Delete key.

Lets Try It!


What 1. Click the Attach File button on Include group on the Ribbon as shown below. Why Displays the Insert File dialog box. This box is identical to the dialog box you use to open most files. From here, we navigate to the folder where the file we want to insert is located.

2. 3. 4.

Click the Desktop icon on the left side of your screen. Double-click the Lesson Files folder in the right pane. Click the file named Mouse and then click the Insert button. Click in the body of the message.

Displays the files and folders in the Desktop folder. Displays the contents of the Lesson Files folder. Attaches the file named Mouse to the e-mail message. The Attach line is now displayed in the message heading. Sets the insertion point in the message body. We are going to insert the Mouse graphic into our message as a picture. Displays the Insert Ribbon. Displays the Insert Picture dialog box.

5.

6. 7.

Click the Insert tab on the Ribbon. Click the Picture button on the Illustrations group of the Ribbon.

Microsoft Outlook 2010

74

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

What 8. 9. Click the Desktop icon on the left side of your screen. Double-click the Lesson Files folder in the right pane.

Why Displays the files and folders in the Desktop folder. Displays the contents of the Lesson Files folder. Inserts the Water Lilies picture into the body of the message. Deletes the picture from the message.

10. Click the file named Water Lilies and then click Insert. 11. Press the Delete key on your keyboard.

2010 PCM Courseware, LLC

75

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

2.7 Setting the Priority of a Message


In this lesson, you will learn how to set the priority of a message.

ssigning a priority to your messages allows your recipient to quickly identify your message as something that requires their attention. This can be helpful, especially if your recipient receives a large quantity of messages. Setting the priority of a message flags it in the recipients Inbox, helping them to find it quickly. You can set your messages to High or Low importance. Outlook displays a red exclamation point in the message list to designate high importance and a blue downward-pointing arrow indicating low importance.

High Importance Low Importance


To set the importance of a message, click either the High Importance or Low Importance buttons on the Tags group on the Ribbon. You can also set the importance level from the Message Options dialog box by clicking the Dialog Launcher button on the lower right hand corner of the Tags group on the Message Ribbon.

To Set the Priority of a Message


1. 2. Create a new message. Click the High Importance or Low Importance button on the Tags group of the Message Ribbon Or Click the Dialog Launcher on the Tags group on the Message Ribbon and select the message importance from the Importance drop-down list.

Microsoft Outlook 2010

76

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

Lets Try It!


What 1. Click the High Importance button (the red exclamation mark) on the Tags group of the Ribbon as shown below. Why Sets the message importance to High.

2010 PCM Courseware, LLC

77

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

2.8 Request a Delivery or Read Receipt


In this lesson, you will learn how to be notified when messages are delivered or read.

delivery receipt informs you that an e-mail message that you sent was delivered to the recipients Inbox. This does not mean the message has been read only that it has been delivered. A read receipt informs you that the recipient has opened your message. While you can request a read or delivery receipt for all messages that you send, it is a better practice to only track single messages of importance as continuous receipts can become annoying for the recipient.

Request Delivery or Read Receipt

It is important to keep in mind that the recipient has the option to decline the sending of receipts; thus, you would not receive a read or delivery receipt is the recipient declines. Additionally, not all e-mail programs support the sending of read and delivery receipts.

To Request a Delivery or Read Receipt on all Messages


1. 2. 3. 4. 5. 6. Click the File tab and then click Options on the Outlook menu. Click the Mail in the left pane. Scroll down to the Tracking area. Check the Read receipt and/or the Delivery receipt check box under the For all messages sent, request: area. Click OK. Click OK.

Microsoft Outlook 2010

78

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

To Request a Delivery or Read Receipt for a Single Message


1. 2. From the message window, click the Options tab on the Ribbon. Check the Request a Delivery Receipt or Request a Read Receipt check box on the Tracking group on the Ribbon.

Lets Try It!


What 1. 2. Click the Options tab on the Ribbon. Click the check box next to Request a Read Receipt as shown below. Why Displays the Options Ribbon. When reading the message, the recipient has the option of sending you a notification that the message was read.

2010 PCM Courseware, LLC

79

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

2.9 Inserting a Hyperlink


In this lesson, you will learn how to insert a hyperlink in your message.

yperlinks are links that jump you to another Web page or to a file on a computer or network drive. Its easy to insert a hyperlink in a message just type the Web address! All Microsoft programs will immediately recognize the format of a hyperlink and make it clickable. For example, you can add a hyperlink to Microsofts Web site by simply typing www.microsoft.com. Microsoft Outlook underlines the link and changes the color to blue by default so it stands out. Anyone with an HTML capable e-mail program and an installed Web browser will be able to jump to the Web page that is associated with the link in your message just by clicking the link. Note that your message must be in HTML format in order to insert hyperlinks into it.

Text becomes a clickable link to a Web page

To Insert a Hyperlink in a Message


1. 2. 3. Create a new message. Type in the address of the Web page in the message body area. Press Enter.

Microsoft Outlook 2010

80

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

Lets Try It!


What 1. 2. 3. Click in the To: box and type in your own e-mail address. Click in the Subject box and type: Links Click in the Message Body box and type the following: Go here to download more stationery Press Enter twice. Type: www.office.microsoft.com as shown below. Why Enters your e-mail address in the To: box. Enters the message topic. Enter message body text.

4. 5.

Inserts two blank lines in the message. Enter the address of the Web page.

6. 7.

Press Enter. Click the Send button.

Activates the hyperlink. Places the message in your Outbox and closes the message window.

2010 PCM Courseware, LLC

81

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

Lesson Summary Composing & Sending Email


In this lesson, we learned how to create a new e-mail message. We learned how to send a copy of a message to other recipients using the Cc: line and how to send a copy of a message to a recipient without the knowledge of the other recipients using the Bcc: line. Then, we learned how to spell check an e-mail message. Next, we learned how to create signatures informational text that we add to the end of our messages. We learned that we can create more than one signature and use specific signatures for specific accounts. We saw that we can add signatures automatically to all outgoing messages or manually insert a signature into individual messages. Next, we learned how to format an e-mail message using the Formatting tools on the Ribbon. We learned how to select text in a message and apply formatting to only the selected text. Next, we learned how to add Stationery an attractive background to outgoing e-mail messages. Next, we learned how to attach external files to an e-mail message. We saw that we can attach more than one file to an e-mail message by holding down the Ctrl key as we select. Next, we learned how to assign a priority of High Importance or Low Importance to a message. Next, we learned how to request a notification message when the message recipient reads or receives a message that we send. Lastly, we learned how to insert a clickable link called a hyperlink into an email message.

Microsoft Outlook 2010

82

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

Lesson 2 Quiz
1. If you want to send a copy of an e-mail message to someone without the other recipients knowing about it, type in their address in the: A. Cc: box B. Hcc: box C. Bcc: box D. Hidden box To format a message as HTML, click the ________________ tab on the Ribbon and then click HTML button. What is the keystroke combination to create a new blank e-mail message? A. Ctrl + Shift + N B. Ctrl + Alt + N C. Ctrl + Shift + W D. Ctrl + Shift + M How do you know when Outlook finds the spelling of a word questionable as you type? A. A red squiggly line appears under the word. B. The word is highlighted in green. C. A small message box appears on the lower right-hand corner of the message window. D. The Spelling dialog box appears. You can use a different signature for each e-mail account. A. True B. False To apply formatting to a word, you first must _________________ the word. In order to apply formatting to an e-mail message, in what format must the message be in (Select all that apply)? A. HTML B. Text C. Rich Text Format (.rtf) D. Formattable Text Format (.ftf) Describe the process to request notification when a specific message that you have sent to a recipient is read.

2. 3.

4.

5.

6. 7.

8.

2010 PCM Courseware, LLC

83

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

9.

Text added to bottom of a message that contains information such as your company name, Web site address, etc. is called a ____________________________.

10. To attach a file to the message, you click the Attach File icon on what Ribbon? (Select all that apply) A. File B. Attach C. Insert D. Message

Microsoft Outlook 2010

84

L E S S O N

C O MP O S I N G

&

S E N D I N G

E - MA I L

LAB 2 ON YOUR OWN


1. Create a new signature named Business with the following information: -----------------Fred Flintstone Computer Consultant 800-555-8777 http://www.ff_consulting.com Click OK and then click the Signatures button. Click the Signature for new messages drop-down arrow and select None. Click OK twice. 2. Create a new e-mail message using the Pine Lumber stationery, with the following information: To: mr_slate@bedrock.com Subject: Raise 3. 4. 5. 6. 7. 8. 9. Click in the message body and type: Can I have a raise? I work hard around hre. Press the Enter key twice. Insert the signature that you created in Step 1. Attach the file named dummy.txt to the message (located in the Lesson Files folder on the Desktop). Set the message importance to High. Check the Spelling of the message. Using the spell checker, change the misspelled word hre to here. Click the Save button to save a copy of the message in the Drafts folder. Click the Close button on the Message window to close the message.

2010 PCM Courseware, LLC

85

L E S S O N

R E C E I V I N G

E - MA I L

3
Lesson

Lesson 3 - Receiving E-Mail


Lesson Topics: 3.1. Checking for E-Mail 3.2 3.3 3.4 3.5 3.6 3.7 3.8 Reading E-Mail Replying to a Message Forwarding a Message Resending a Message Using the Reading Pane Saving & Opening Attachments Subscribing to RSS Feeds

Microsoft Outlook 2010

86

L E S S O N

R E C E I V I N G

E - MA I L

3.1 Checking for E-Mail


In this lesson, you will learn how to check for new e-mail.

y default, Microsoft Outlook automatically checks for e-mail messages every 10 minutes and places any new messages in your Inbox. You can also manually check for messages by clicking the Send/Receive button on the Ribbon. This will check for any new messages in all accounts and send out any messages you have waiting in your Outbox. If you wish to only send and receive messages for a specific account, click the Send/Receive tab on the Ribbon, click the arrow next to Send/Receive Groups, trace to the desired account, and click Inbox. If you have set up any mail groups, you can choose to check mail for only the accounts in a specific group.

Click the Send/Receive Groups arrow for sending and receiving options
You can modify the number of minutes between downloads by clicking the Send/Receive button on the Advanced tab of the Options dialog box.

To Check for E-mail Manually


1. 2. Click the Send/Receive All Folders icon on the Ribbon Click the Send/Receive tab on the Ribbon, click the arrow next to Send/Receive Groups, trace to the desired account, and click Inbox.

To Check for E-mail Automatically


1. 2. 3. Click the File tab and then click Options on the menu. Click the Advanced tab. Click the Send/Receive button under the Send and Receive area.

2010 PCM Courseware, LLC

87

L E S S O N

R E C E I V I N G

E - MA I L

4. 5. 6. 7.

Click the check box next to Schedule an Automatic Send/Receive Every ____ Minutes. Type the number of minutes between each download. Click Close to close the Send/Receive Groups dialog box. Click OK to close the Options dialog box.

Enter the number of minutes between downloads

Lets Try It!


What 1. Click the Send/Receive All Folders button on the Ribbon as shown below. Why Sends out any mail in your Outbox and checks for new e-mail messages.

2. 3.

Click the Send/Receive tab on the Ribbon. Click the Send/Receive Groups button as shown below.

Switches to Send/Receive commands and tools. Displays available send receive options.

Microsoft Outlook 2010

88

L E S S O N

R E C E I V I N G

E - MA I L

What

Why

4.

Trace to the account that you set up for yourself as shown below.

Displays options for your account. If you wanted to download messages for this account, you would click Inbox in the submenu.

5.

Press the Esc key twice.

Closes the Send/Receive menu.

2010 PCM Courseware, LLC

89

L E S S O N

R E C E I V I N G

E - MA I L

3.2 Reading E-Mail


In this lesson, you will learn how to read e-mail messages in your Inbox.

y default, Microsoft Outlook automatically checks for e-mail messages when you launch the program and places any new messages in your Inbox. To display messages in your Inbox, click the Inbox folder in either the Favorites Folder or the Mail Folders Pane (You can drag your favorite folders to the Favorites area on top of the Navigation pane). To open a specific message, double-click the message you want to view (or select the message you want to open and then press the Ctrl + O keystroke combination). The message will open in its own window.

Reading an e-mail message

To Read an E-Mail Message


1. 2. 3. Click the Mail bar on the Navigation Pane to switch to the Mail folder. Click the Inbox folder in either the Favorite Folder or the All Mail Folders Pane (if you do not see the Inbox, click the arrow next to your account name to display it). Double-click the message you want to read Or Select the message and press the Ctrl + O keystroke combination.

Microsoft Outlook 2010

90

L E S S O N

R E C E I V I N G

E - MA I L

Lets Try It!


What 1. Click the Inbox folder in the Mail Folders pane as shown below. Why Displays the Inbox pane which lists all email messages in the folder.

2.

Double-click the message with the subject Links (the message that you sent to yourself in the last chapter) as shown below. Click Yes if asked whether you wish to send a read receipt.

Double-clicking a message displays the contents of the message in its own window.

Double-click the Links message

2010 PCM Courseware, LLC

91

L E S S O N

R E C E I V I N G

E - MA I L

3.3 Replying to a Message


In this lesson, you will learn how to reply to an e-mail message.

f you wish to compose a reply to the author of the e-mail message you are reading, click the Reply button on the Ribbon. This command will display a new message window. The To: field is automatically set to the author of the message to which you are replying. The subject of the original message is placed in the Subject line preceded by the letters RE: (regarding) and the entire body of the original message is placed in the Message Body area. Of course, you can modify this information as you see fit. Click in the Message Body box to type your reply. If you wish to reply to the author as well as to everyone who received a carbon copy (Cc) of the message, click the Reply to All button on the Ribbon.

RE: precedes the original subject Type your reply

Text of original message

To Reply to an E-Mail Message


1. 2. 3. 4. Click the Reply button on the Ribbon to reply only to the author of the message. Click the Reply to All button to reply to the author and to everyone who received a copy of the message. Change the Subject line if desired. Click in the Message Body box and type your reply.

Microsoft Outlook 2010

92

L E S S O N

R E C E I V I N G

E - MA I L

5. Tip:

Click the Send button. By default, when you reply to an e-mail message, the original message text is included in the message body. To turn off this feature so that none of the original message is included, click the File tab, click Options from the menu. Click Mail in the left pane and in the Replies and forwards area, click the When replying to a message box and select Do not include original message.

Lets Try It!


What 1. Click the Reply button on the Ribbon as shown below. Why A new message form is displayed. Outlook automatically fills in the recipients e-mail address, the subject line and the message body text from the original message. The insertion point is set in the Message Body box.

2.

Press the Ctrl + A keystroke combination.

Selects all of the text in the Message Body box. We are going to delete all of the original text from our reply.

Press Ctrl + A to select all of the message text

2010 PCM Courseware, LLC

93

L E S S O N

R E C E I V I N G

E - MA I L

What 3. 4. 5. Press the Delete key. Type: Thank you for such an interesting tip! Click the Close button on the message window. Click No when asked to save your changes. Click the Close button on the message window.

Why Deletes the original message text. Enters our reply text in the message body area. Closes the message without sending it.

6.

Closes the Links message.

Microsoft Outlook 2010

94

L E S S O N

R E C E I V I N G

E - MA I L

3.4 Forwarding a Message


In this lesson, you will learn how to forward an e-mail message to someone else.

he Forward command allows you to add comments to a message that you have received and then send it to someone else. Many people like to forward jokes, inspirational stories, etc. to their friends and family. However, it is a good idea beforehand to find out whether your recipient actually likes to receive these types of materials as many people resent unwanted items cluttering up their Inbox.

Add your comments

Original Message

When forwarding a message, Outlook automatically adds the subject of the original message in the Subject line preceded by the letters FW:. This tells the recipient that a message is being forwarded to them.

To Forward an E-Mail Message


1. 2. Select the message you want to forward. Click the Forward button on the Respond group on the Home Ribbon. Or Open the message you want to forward and click the Forward button on the Ribbon. Enter the recipient names in the To, Cc and Bcc boxes. Type in any comments in the Message Body box. Click the Send button on the message window Ribbon.

3. 4. 5.

2010 PCM Courseware, LLC

95

L E S S O N

R E C E I V I N G

E - MA I L

Lets Try It!


What 1. 2. 3. Click the Links message in the Inbox. Click the Home tab on the Ribbon. Click the Forward button on the Respond group on the Ribbon as shown below. Why Selects the message we want to forward. Switches us to the Home tab. A new message window is displayed with the original message copied in the Message Body box.

4. 5.

Click in the To: box and type: melissa@rodneysvideo.com Click in the Message Body box and type: Check this out! as shown below.

Enters the recipient of the forwarded message. Enters your comments above the forwarded message text.

Microsoft Outlook 2010

96

L E S S O N

R E C E I V I N G

E - MA I L

What 6. Click the Close button on the message window. Click No when asked to save your changes.

Why Closes the message without sending it. If we had actually wanted to send out this message, we would have clicked the Send button on the message window.

2010 PCM Courseware, LLC

97

L E S S O N

R E C E I V I N G

E - MA I L

3.5 Resending a Message


In this lesson, you will learn how to resend an e-mail message.

here may be times when for one reason for another, you will need to resend an e-mail message. Perhaps your recipient accidentally deleted it or never received it in the first place. To resend a message, click the Sent Items folder in the Mail Folders pane. The Sent Items folder contains a copy of every message that you have sent out. Double-click the message you want to resend. Then, click the Actions button in the Move group on the Message Ribbon and click Resend This Message from the message window. Click the Send button.
1. Click the Actions button on the Ribbon

2. Click Resend This Message

To Resend an E-Mail Message


1. 2. 3. 4. 5. 6. 7. 8. Switch to Mail View. Click the Sent Items folder in the Navigation Pane. Double-click the message you want to resend. Click the Actions button on the Ribbon to display the menu. Click Resend This Message from the Actions Menu. Enter any comments in the Message Body box, if desired. Click the Send button. Close the original message.

Microsoft Outlook 2010

98

L E S S O N

R E C E I V I N G

E - MA I L

Lets Try It!


What 1. In the Navigation Pane, click the Sent Items folder as shown. Why Displays the contents of the Sent Items folder. In order to resend a message, we first need to open it.

2.

In the Sent Items pane, doubleclick the message with the subject of Links that you sent to yourself in the last lesson.

Opens the message with the subject of Links.

Double-click the message with the subject of Links

3.

Click the Actions button on the Move group on the Ribbon and click Resend this Message.

Displays the message in a new message window, allowing you to edit the message if you wish.

2010 PCM Courseware, LLC

99

L E S S O N

R E C E I V I N G

E - MA I L

What

Why

4. 5.

Click the Send button. Click the Close button on the message window.

Resends the message. Closes the original message.

Microsoft Outlook 2010

100

L E S S O N

R E C E I V I N G

E - MA I L

3.6 Using the Reading Pane


In this lesson, you will learn how to preview a message with the Reading Pane.

ou can preview items in your Inbox without opening them by using the Reading Pane. This is ideal if you want to quickly browse through a bunch of messages. To display the Reading Pane, click the View tab on the Ribbon, click the Reading Pane button on the Layout group of the Ribbon and then click Right from the pop-up menu to display it on the right side of your screen. You can also display it on the Bottom of your screen but only a small portion of your message is then visible. Unlike the AutoPreview view (located under the Change View button on the View Ribbon), the Reading Pane displays any graphics or text formatting in the message, not just the message text.

Reading Pane

To Use the Reading Pane


1. 2. 3. Switch to Mail View. To turn on the Reading Pane, click the View tab on the Ribbon, click the Reading Pane button and then click on either Right or Bottom from the menu To turn off the Reading Pane, click the Reading Pane button and then click Off.

2010 PCM Courseware, LLC

101

L E S S O N

R E C E I V I N G

E - MA I L

Note:

When viewing messages in the Reading Pane, potentially malicious scripts or attachments are not opened or executed. Messages can be safely previewed in the Reading Pane.

Lets Try It!


What 1. 2. 3. In the Navigation Pane, click the Inbox folder. Click the View tab on the Ribbon. Click the Reading Pane button on the Layout group of the Ribbon. Click Right from the Reading Pane menu as shown below. Why Displays the contents of the Inbox. Switches to View commands and tools. Displays the Reading Pane menu.

4.

Displays the Reading Pane. The selected message is previewed in the Reading Pane.

5. 6.

In the Inbox folder, select the message with the subject of Links. Click the Reading Pane button and then click Off.

Displays the message in the Reading Pane. Turns off the Reading Pane.

Microsoft Outlook 2010

102

L E S S O N

R E C E I V I N G

E - MA I L

3.7 Saving and Opening Attachments


In this lesson, you will learn how to save and open attachments.

ttachments are external files that can be added to an e-mail message. When you receive an e-mail with one or more attachments, they are displayed as icons in the Attachment line, directly above the Message Body box. You can either open an attachment in the application with which it is associated or save the attachment to your computer or network drive. To open an attachment, double-click its icon in the Attachment line of the message. To save an attachment, right-click the attachment and choose Save As from the menu. Then, navigate to the folder in which you what to save the attachment.

Attachment icon

Because Outlook has been the target of several virus attacks in the past, Microsoft has opted to block certain types of files as attachments, such as .exe and .bat files. What this means, is that if someone sends you a file that is on Microsofts blocked list, the file will automatically be removed from the e-mail message. This naturally makes file sharing more inconvenient. If you need to send someone a file that is blocked by this feature, you might want to consider using a program such as WinZip to package the file. You could also rename the file to something like: myfile.exe_rename_me and then provide instructions in the e-mail message on how to save the file with the correct name.

To Save and Open Attachments


1. 2. Open the message that contains the attachments. To open an attachment, double-click the icon for the attachment in the Attachment line of message Or

2010 PCM Courseware, LLC

103

L E S S O N

R E C E I V I N G

E - MA I L

3.

Right-click the icon for the attachment and select Open from the contextual menu. To save an attachment: a. Right-click the attachment you wish to save. b. Select Save As from the contextual menu. Or Click the Save As button on the Ribbon. c. Navigate to the folder in which you want to save the attachment. d. If desired, type a new name for the attachment in the File Name box. e. Click Save.

Lets Try It!


What 1. In the Inbox folder, double-click the message with the subject of Links. Click the Mouse.jpg attachment in the Attachment line as shown below Why Opens the message that contains the attachment. Selects the attachment we want to save.

2.

Click the Mouse.jpg Attachment

3.

Click the Save As button on the Ribbon as shown below.

Displays the Save Attachment dialog box. We will now need to navigate to the folder in which we want to save the attachment.

Microsoft Outlook 2010

104

L E S S O N

R E C E I V I N G

E - MA I L

What

Why

Click the Save As button

4.

Click the Desktop icon on the left side of the screen as shown below.

Selects the folder in which we want to save the attachment.

Click the Desktop icon

5. 6.

Click the Save button. Click the Close button on the message window.

Saves the attachment on the Desktop. Closes the Links e-mail message.

2010 PCM Courseware, LLC

105

L E S S O N

R E C E I V I N G

E - MA I L

3.8 Subscribing to RSS Feeds


In this lesson, you will learn how to subscribe to RSS Feeds.

ith Outlook 2010, you can view RSS Feeds from within Outlook without the need for an external RSS Reader. RSS an acronym for Really Simple Syndication or "Rich Site Summary"- is a relatively new technology that allows publication of news feeds, podcasts, and blogs to subscribers. Outlook includes a separate folder for RSS feeds, helping you to organize your various subscriptions.

Click on RSS Feeds

Click the feed to which you want to subscribe

Outlook provides detailed instructions on how to set up an RSS Feed. Click on the RSS Feeds icon in the Navigation Pane and then click the Subscribe to an RSS Feed link. If you have a RSS feed from a favorite blog or Web site that you wish to subscribe to, rightclick the RSS Feeds icon, click Add a New RSS Feed and then type in the URL for the feed you want to add. Typically, the URL for a feed looks something like: http://rss.cnn.com/rss/cnn_topstories.xlm. You can also add an RSS Feed from the Account Settings dialog box (click the File tab, click the Account Settings button in the center pane and then click the RSS Feeds tab).

Microsoft Outlook 2010

106

L E S S O N

R E C E I V I N G

E - MA I L

It is easiest to navigate with your Web browser to the Web page that contains that feed you want to add, highlight and copy the address in the browsers address bar, and then paste the link in the new RSS Feed dialog box. If you are using Internet Explorer, click the RSS Feed icon in the browser for the feed you want to add and choose Subscribe to this feed. The feed will automatically be added to the Common Feed List which is accessible from both Internet Explorer and Outlook. To view an RSS feed, click RSS Feeds in the Navigation Pane and then click the feed that you want to view.

To Add an RSS Feed Manually


1. 2. 3. 4. 5. 6. 7. 8. 9. Click the File tab and then click Account Settings in the center pane. Then, click Account Settings. Click the RSS Feeds tab on the Account Settings dialog box. Click New. Type in the URL of the feed you want to add to Outlook (it is easiest to copy and paste the URL from your browsers address bar). Click Add. Change the feed name, if desired. Select any additional options from the Feed Options dialog box. Click OK to close the Feed Options dialog box. Click Close to close the Account Settings dialog box.

Lets Try It!


What 1. Click the File tab and then click the Account Settings button in the center pane. Why Displays the Accounts Settings menu below the Accounts Settings button.

Click the Account Settings button

2010 PCM Courseware, LLC

107

L E S S O N

R E C E I V I N G

E - MA I L

What 2. Click Account Settings as shown below.

Why Displays the Account Settings dialog box.

Click Account Settings

3.

Click the RSS Feeds tab as shown below.

Switches to the RSS Feeds area.

4. 5.

Click the New icon. In the RSS Feed box, type:

Displays the New RSS Feed dialog box. Enters the location of the feed.

http://www.microsoft.com/atho me/community/rss.xml as shown below

Microsoft Outlook 2010

108

L E S S O N

R E C E I V I N G

E - MA I L

What 6. 7. 8. 9. Click the Add button. Click OK. Click Close. Click Microsoft at Home under the RSS Feeds list in the Navigation Pane as shown.

Why Displays the RSS Feed Options dialog box. From here, you can modify your feed options. Closes the RSS Feed Options dialog box. Closes the Account Options dialog box. Displays a list of all articles for that feed.

2010 PCM Courseware, LLC

109

L E S S O N

R E C E I V I N G

E - MA I L

Lesson Summary Receiving E-mail


In this lesson, we learned how check for e-mail using the Send/Receive icon. We saw that we can send and receive e-mail for all accounts or for only specific accounts. Then, we learned how to open e-mail messages that we receive. We learned that all new messages are placed in our Inbox. Next, we learned how to reply to messages that we receive. We saw that we can reply either to just the author of the message or to everyone who received a copy of the message as well as the message author. Next, we learned how to forward a message to someone else. We saw that we can add comments to a message before forwarding it. Next we learned how to resend a message. Next we learned how to preview items in our Inbox by using the Reading Pane. Next, we learned how to save and open e-mail attachments. We also learned that Outlook blocks certain types of file attachments such as files whose extension is .exe or .bat. Lastly, you learned how to subscribe to RSS Feeds from Outlook. You learned how to add a feed from Internet Explorer as well as how to manually add a feed.

Microsoft Outlook 2010

110

L E S S O N

R E C E I V I N G

E - MA I L

Lesson 3 Quiz
1. To manually check for messages, click the: A. New button B. Send/Receive All Folders button C. New Messages button D. Forward button. In which mail folder are new messages placed?

2.

3.

To read a message, you right-click the message that you want to read and then click Read from the contextual menu. A. True B. False When replying to a message, you want to ensure that everyone who received a carbon copy of the message receives your reply. To accomplish this, you: A. Click the Reply button. B. Click the Reply To CC: button. C. Click the Reply To Everyone button. D. Click the Reply All button. When forwarding a message to someone, the letters ___________ appear before the original subject of the message in your reply. You can view messages that you have already sent from the: A. Sent Messages folder. B. Sent folder C. Sent Items folder D. Drafts folder A message recipient accidentally deleted a message you sent to them. How can you send them another copy of the message?

4.

5. 6.

7.

8.

You can preview messages without opening them by using the __________________________.

2010 PCM Courseware, LLC

111

L E S S O N

R E C E I V I N G

E - MA I L

9.

You want to save an attachment that someone has sent to you on your hard drive. You: A. Right-click the attachment, click Save As, and then navigate to the folder where you want to store the attachment. B. Double-click the attachment and then navigate to the folder where you want to save the attachment. C. Click the attachment, click the Attachments tab on the Ribbon, click Save As from the menu and then navigate to the folder where you want to save the attachment. D. Click the attachment, click Save in the Reading Pane and then navigate to the folder where you want to save the attachment.

10. RSS is an acronym for: A. Reliable Syndication Services B. Really Simple Syndication C. Regulated Syndication Systems D. Roaming Syndication Service

Microsoft Outlook 2010

112

L E S S O N

R E C E I V I N G

E - MA I L

LAB 3 ON YOUR OWN


1. 2. 3. In the Navigation Pane, click the Drafts folder. Switch to the Inbox folder. Display the Reading Pane on the right side of your screen. Click on the Links message. Forward the message with the Links subject to a lab partner (or to yourself). Add the comment: My teacher sent this to me. Thought you might be interested. Click the Save button on the Quick Access Toolbar to store the message in your Drafts folder and then close the message window. Open the message with the Links subject. Save the attachment in the Lesson Files folder (located on your Desktop) with the name: My_Mouse.jpg Reply to the Links message. Type: I just forwarded this to Gloria. We all will now have exciting stationery. Click Send. Close the Links message. Click the Send/Receive icon on the Ribbon to send out the message.

4. 5. 6. 7.

2010 PCM Courseware, LLC

113

L E S S O N

E - MA I L

MA N A G E M E N T

4
Lesson

Lesson 4 - E-Mail Management


Lesson Topics: 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 Marking Messages as Unread Flagging Messages Using Categories Arranging Messages Deleting Messages Working with Message Folders Using Search Folders Searching Messages Saving Messages to a File

4.10 Printing Messages 4.11 Managing Junk Mail 4.12 Using Rules 4.13 Using Quick Steps 4.14 Using Conversation View

Microsoft Outlook 2010

114

L E S S O N

E - MA I L

MA N A G E M E N T

4.1 Marking Messages as Unread


In this lesson, you will learn how to mark messages as unread.

essages in your Inbox that have not yet been read by you are displayed in boldface type, making it easy to find them. However, if you have the Reading Pane activated and you select an e-mail message so that its contents are displayed, Outlook immediately marks it as read, and changes the font type of the message from boldface to plain type. To change the status of a message back to unread, right-click the message and select Mark as Unread from the menu.

Unread messages are displayed in boldface type

To Mark Messages as Unread


1. 2. 3. Tip: Select the message whose read status you want to change (to select more than one message, hold down the Ctrl key as you select). Right-click the message. Select Mark as Unread from the contextual menu. You can also mark unread messages as Read by right-clicking the message(s) and selecting Mark As Read from the contextual menu.

2010 PCM Courseware, LLC

115