Professional Documents
Culture Documents
Microsoft Outlook:
E-mail Basics
Objectives
• Guided Tour of Outlook
– Identification
– Views
• E-mail Basics
– Contacts
– Folders
– Web Access
• Q&A
Preview
Pane
Task Pane
Title Bar
Menu Bar
Tool Bars
Folder
List
Move your
Preview pane
to the right
side of the
screen.
Back Next
What Else Can We Change?
• Remove preview pane completely
• Arrange your inbox
• Size your navigation pane
• Add a toolbar
• Remove a toolbar
• Follow the status line through
these moves
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Navigation
Let’s practice!
• Calendar
• Contacts
• Mail
• Journal
• Notes
• Tasks
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E-mail Basics
Composing:
Click the New
button or
choose File,
New, Mail
Message.
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Handling Attachments
Choose a file,
then click the
Insert button.
Outlook inserts
the file into your
message.
Back Compare to GroupWise Next
GroupWise Comparison
The process is identical in
GroupWise. Click on the
Attachment button (paper
clip). Then choose the file to
attach and click OK.
Back
Send Options
• HTML
• Plain Text
• Rich Text
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More Send Options
Click on the Options button.
Select the
appropriate
options, then click
the Mail tab to
return to the
message.
Back
Reading Messages
Without the Preview Pane:
Simply
double-
click on
the
message.
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Reading Messages
• With the Preview Pane:
A single click
on the
message will
cause it to be
displayed in
the Preview
Pane.
Back
Replying/Forwarding
Whether or not you are using the Preview
Pane, the Reply, Reply to All, and Forward
options will be displayed.
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Creating a Signature
Assign a brief
description to the
signature (first name,
or internal use) then
click OK.
Then simply create
the information you
want to include in
the edit signature
box, and click OK.
Back
Out of Office Assistant
On the Tools menu,
click Out of Office
Assistant. In the Out
of Office Assistant
dialog box, click Send
Out of Office auto-
replies. If desired,
select Only send
during this time
range, and then set
the appropriate Start
and End dates and
times.
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Out of Office Assistant
In the Out of Office Assistant
dialog box, there are two tabs for
messages: Inside My Organization
and Outside My Organization.
To send an Out of Office reply for
messages originating within the
college, create your reply in the text
window of Inside My Organization.
To send an Out of Office reply for
messages originating within the
college, create your reply in the text
window of Outside My
Back
Organization. Next
Recalling Messages
To recall a
message you
have sent, open
(double-click) the
message from
your Sent Items
folder.
Then click Other
Actions, then
click on Recall
This Message.
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Recalling Messages
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Creating Folders
In the Navigation Pane,
choose the parent folder. (Ex.:
Inbox)
Right-click the parent folder,
then choose New Folder from
the drop-down list.
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Creating Folders
Give the folder a
name.
Describe its contents.
Click OK.
It’s that simple!
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Using Folders
Using folders is
even easier than
creating them!
Simply drag items
from the Inbox (or
other location) to
the folder in
which you wish to
store them.
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Tracking Sent Messages
In Outlook, as in GroupWise,
certain information about your
message can be tracked using
“Properties.”
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Deleting Messages and Folders
This is the easiest part yet!
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Summary
• Outlook e-mail is simple to use
• Outlook views can be customized
• Using Outlook e-mail is very
similar to using GroupWise e-mail
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Click on Contacts.
Or choose Go, Contacts.
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Contacts View
Contact record
(can be much
larger)
Directory
buttons
Sorting
options
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The General Tab
Next
The All Fields Tab
The All Fields Tab
provides
customizable
search options.
Users can select
the fields to
display for
Contacts records,
or use the fields
to search for
specific
information. Back
Next
Creating New Contacts
Outlook provides three ways to create
contacts:
• Importing information to the Contacts
database
• Manually creating new records
• Creating new records from incoming
messages.
Back
Next
Importing New Contacts
From any Outlook view,
click File, then Import and
Export, to launch the
Wizard displayed here.
Let’s try importing some
data, using:
Q:\itclab\itc\outlookdata.ac
cdb
as the data source.
Follow the instructions in Back
the Wizard. Next
Manually Creating Contacts
To manually create a new contact…
Next
Using E-mail to Create Contacts
Perhaps the easiest method…
While reading a
message, right-click on
the sender’s name,
then choose Add to
Contacts.
Back
Next
Using Contacts
There are multiple uses for your
Contacts database. Examples include:
• Search/sort
• Create messages
• Integrate with other Office applications
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Next
Sorting Contacts
One option for
sorting Contacts
is displayed.
Click on the
other options
and observe
changes in the
listing.
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Searching Contacts
Option 1: QuickFind
Next
Searching Contacts
Option 2: Find
Next
Removing Contacts
To remove/delete a contact, simply click on
the contact’s name (which turns blue), and
press the Delete key on your keyboard.
Back
Next
Outlook Web Access
https://webmail.nr.edu/exchange
Questions??
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What’s Next?
Intermediate Outlook training
covers:
• Using the Outlook calendar
• Tasks
• Outlook’s Journal feature
• Notes and Reminders