Workshop 2: Microsoft Outlook The Beginner s Manual

Transcription

1 Workshop 2: Microsoft Outlook The Beginner s Manual Introduction What we will learn in this workshop will an introduction to PIMS or Personal Information Management Software using Microsoft Outlook as the example. We will start with the basics, connecting with to a single account then progress to adding and using contacts. Working with calendars, links, spellcheck and message formatting and management. You will also learn how to set up automatic replies, send and open attachments, BCC, more calendars, search contacts, and finding messages. Our goal at the end of this is for you be more comfortable in using Microsoft Outlook and setting up new accounts. Topics Introduction... 1 Starting and Setting up a new Account... 3 Organize and Keep track of people you know Adding new contact info manually Adding New Contact through an message Adding a New Contact through a meeting appointment Adding a New Contact through a vcard Calendar basics Creating a basic appointment Creating a new meeting Fonts, Hyperlinks, and spell check Font basics Recalling and replacing sent messages Recalling Messages Resending Messages Creating and sending automatic replies Without Microsoft Exchange Automatic Replies using Microsoft Exchange Send and open attachments Sending attachments

2 Opening Attachments Creating a signature The ins and out of BBC Basic Usage Search through your calendar Search through your contacts Search through your Messages

3 Starting and Setting up a new Account For the purpose of this session we will be using a sample address that we will give you. This will give you a chance to play around with Microsoft Outlook without the fear of messing up your professional accounts. To start go to your Windows Start icon and search for Outlook 2013 Now let us pin Outlook 2013 to our Task Bar. Right-click then select Pin to Start 3

4 Go ahead and start Outlook Since it is your first time to open Outlook 2013 with these machines, the computer will might or might not recognize your account. If you are using Exchange your account will automatically load, but if you are still using Squirrel Mail then you will need to connect to a an service. Logged on account only doubt are using Microsoft Exchange No account only if you are using Squirrel Mail 4

5 So no matter what we will learn how to connect to a new service. We will begin first to those that are not logged on yet. Step 1 Step 2 5

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7 POP stands for Post Office Protocol which is an application layer Internet Standard used by clients to receive and send s. IMAP stands for Internet Message Access Protocol which is a method of accessing s messages on a server. Step 5 7

8 Step 6 Step 7 8

9 Step 8 SSL stands for Secure Socket Layer which is a protocol that creates a secure connection between you and your server. Step 9 9

10 Step 10 Since we are using a sample account you will see this message pop up Step 11 10

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12 Adding a new account: Step 1 Step 2 12

13 Step 3 Follow Steps 3-11 from the previous instructions Organize and Keep track of people you know Video resource You will need images contact1.jpg, contact2.jpg, and contact3.jpg from iclassbook.com. Adding new contact info manually Step 1 Step 2 Click on the icon 13

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15 Add a picture by clicking on this image and now navigate to your Desktop or where you downloaded all the images. Attach contact2.jpg to this new contact. 15

16 Fill in only the Full Name and for now then click on the Save & Close button 16

17 Business card view Adding New Contact through an message Open the example message 17

18 Click on the contact info 18

19 Then right-click and add the contact to your Outlook Contacts 19

20 Adding a New Contact through a meeting appointment Same process as the previous step Adding a New Contact through a vcard Step 1 Open the and click on the attached Armand Poblete.vcf 20

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22 Calendar basics We are going to learn how to create a basic appointment and send a meeting schedule. Creating a basic appointment Step 1 22

23 Select the Date 23

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25 Add the subject, location and date and time 25

26 We will insert the image (contact1.jpg) and text on our notes that we want to work on 26

27 Go back to appointment then save and close You should see 27

28 Creating a new meeting Step 1 Click on the button. Then add the info Then click on the icon and once you send it should be on your calendar. 28

29 Changing the weather location Now type the zip code that you want then select the city, town, or village and state. You should see today s weather 29

30 Fonts, Hyperlinks, and spell check Copy the text below: Dear Mr. Siva, Welcome! Your application to School of Business has been approved. We are proud to have you as one of our editors. Siva, like I said before, our vision at School of Business is to be the one-stop site where business owners, marketers and sales personnel can learn how to use technology profitably for their businesses. Our posts are well-research, practical and rich. As an upcoming blog, we constantly strive to provide the highest quality posts to our readers. If there is a better post about any of our areas of interest on the Internet, we are not doing our job well. Find your login details below: Username: Don Siva Password: siva2013 The entire School of Business team looks forward to a very professional working relationship with you; and we ready to support you in any way possible to serve our audience better. Yours very truly, Start a new message and paste in the body of the . 30

31 Font basics To change font size or style you will need to select or highlight the set of characters that you want to change 31

32 Change font 32

33 Change Font size or using these icons (increase font size) or (decrease font size) Left indent and right indent Bullets Bold, Italics, Underline Numbering Highlighter Left align, center align, right align Font color Clear all formatting Go to tab to explore more options 33

34 The clipboard options will give paste, cut and copying the format using the format painter. To use the format painter take your cursor to the first sentence of the letter. Change the font and font size to. Now click on the format painter tool icon then highlight the set of characters you want to apply the formatting tool to. In our example let us highlight the entire letter. 34

35 Note that by applying the format tool you only copy the format and not the text itself. Unfortunately, this will change any pre-formatted text e.g. the bullet points So go ahead and highlight the above text then click on the bullet icon 35

36 Recalling and replacing sent messages Recalling Messages If you and your recipients are all on Microsoft Exchange, you can recall the message (which means to try to delete the message from the recipient's Inbox) or replace the message (which means you want to delete the original message and replace it with a new one.) To try to recall a message go sent folder and find the message you want to recall Now open any of the messages sent. 36

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38 Resending Messages If your recall or replacement failed, or you don't receive a confirmation at all, then it's a safe bet that your original was not deleted. Try resending it with changes. Here's how that works. 38

39 Now open any of the messages sent. 39

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42 Creating and sending automatic replies Without Microsoft Exchange Create a new message Type your message then go to File 42

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45 Save close and click on the rules 45

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54 Unfortunately you will need to turn off the rule once you get back from vacation. Uncheck 54

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56 Automatic Replies using Microsoft Exchange 56

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59 Send and open attachments Sending attachments You can use attachments to include one or more files on any you create. Open or save attachments with the program associated with the attachment file type. 59

60 Type your message 60

61 Click on the Attach File icon To select only one file click on the file you want and hit insert 61

62 To select multiple files that are not in order Ctrl and select the files you want. 62

63 To select files that are in order you can select the file you want then hold the Shift key then select the last file you want to include on the message or using only your mouse select the files you want. 63

64 Opening Attachments Simply double click on the file to open it. Now you can only files that you have the applications installed. For example if you don t have Microsoft Word installed on your local machine, then you cannot open any attachments in Word Creating a signature You can personalize your messages with a signature or vcard attachment. Start by opening a new 64

65 Then click on the Signature icon 65

66 You can click on the if you want to insert your signature. 66

67 Note that I have two signatures I can use either one. The ins and out of BBC When you send an message, your recipients can see the addresses in the To and Cc fields, but not the Bcc field. Basic Usage. 67

68 When you send the message this will hide from and to any address that you enter in the To and CC fields. 68

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70 Search through your calendar You can search through meeting topics, contacts, and attachment keyword. Search techniques: You can use single keywords or multiple words 70

71 Searching through words together you must enclose your search criteria or keywords in double quotes Searching using Boolean (AND or OR) 71

72 Click on the x to go back to your calendar view 72

73 Search through your contacts You can enter the person s name on the search field 73

74 Or you can use any of the contact information 74

75 Using Boolean To close and go back to your contact view click on the x 75

76 Search through your Messages Go back to mail Then you can search using contact name, address, subject, message content, and even attachments. 76

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