Lesson 2: Working with

Transcription

1 Lesson 2: Working with

2 Learning Objectives After studying this lesson, you will be able to: Set options Send messages Handle incoming messages Organize messages 2

3 Introducing Outlook 2010 Outlook: An electronic communication program with five major components: Electronic mail ( ) Contacts Calendar Tasks Notes 3

4 Getting Started with Outlook Sources for accounts Internet Service Provider (ISP) Company/Corporate servers Webmail: Hotmail, Gmail, Yahoo! settings required User information Server information Logon information 4

5 Getting Started with Outlook Displays the Account Settings dialog box Change the Your Name setting Your information 5

6 Sending Messages All addresses follow the same format No spaces allowed in an address Username and domain name separated juliasmith@lablearning.com Username Domain name 6

7 Sending Messages Separate multiple recipients addresses in the same box with semicolons Cc: Sends a carbon copy to recipients Bcc: Sends a blind copy to recipients 7

8 Sending Messages Use signatures to save time Displays the Signature dialog box Signature information Signature name 8

9 Sending Messages Check spelling before sending Right-click on a potential spelling error Search by keywords Check spelling dialog box 9

10 Handling Incoming Messages Set option to check for messages automatically Set interval for automatic send/receive 10

11 Handling Incoming Messages Check for messages manually at any time Send/Receive button on the Quick Access Toolbar Check an individual account 11

12 Handling Incoming Messages Messages appear in the Contents pane with icons next to them Paperclip indicates an attachment Unopened envelope indicates a message not yet read 12

13 Handling Incoming Messages Replay automatically adds the sender s address to the To box Reply to All automatically sends to all the original recipients RE: appears in front of the subject text 13

14 Handling Incoming Messages Forwarding a message sends a copy of it to the addressees Attachments are forwarded with the message FW: appears in front of the subject text A new row is added when a file is attached to a message 14

15 Handling Incoming Messages Print message Prints the sender s and recipient s name, subject, date, and the message Print message with attachment options Print message from Outlook and the attachment from its associated program Print message and attachment from Outlook 15

16 Organizing Your Messages Folders and subfolders are used to keep messages organized Inbox holds all incoming messages Black triangle indicates subfolders being displayed White triangle means folder contains subfolders Deleted Items holds a copy of messages deleted until it s emptied Sent Items keeps a copy of all sent messages Outbox holds a sent message until the process is completed 16

17 Organizing Your Messages Move a message to a folder Two methods: Drag the messages over the desired folder Choose Home > Move > Move Select multiple messages to move Hold down the Ctrl key and click on individual messages Hold down the Shift key, click on the first message, and then click on the last message to select the entire group 17

18 Organizing Your Messages Save time with built-in Quick Steps Marks message as read and moves it to a specified folder Send message to your team Opens a reply window; delete original message once reply is sent Send message directly to your manager Marks message as read, moves it to a folder, and marks it complete Opens a dialog box to customize Quick Step 18

19 Organizing Your Messages Search for a message in a selected folder Search all mail folders 19

20 Organizing Your Messages Deleting moves a messages to Deleted Items You can drag it back to its original folder to undelete it Messages are permanently removed from the computer when you empty the Deleted Items folder 20

21 Lesson 2: Working with