Outlook Skills Tutor. Open Outlook

Transcription

1 Outlook Skills Tutor Lakewood School District Open Outlook Working with the Inbox Receiving new Sorting your Inbox Reading Using the Reading Pane Sending, replying to, and forwarding messages Creating mail messages Replying to messages Forwarding messages Working with attachments Inserting attachments Opening attachments Saving attachments Organizing old messages Deleting messages Saving messages Working with Contacts Contacts Distribution Lists Working with the Calendar Creating appointments Recurring appointments Inviting attendees to a meeting Deleting appointments Printing your Calendar

2 Open Outlook Lakewood School District 1. Click on the Start button located on the Task Bar 2. Highlight Programs if you have Windows 2000 or All Programs if you have Windows XP. 3. Click on Microsoft Outlook TIP: You can use a shortcut to open your Outlook program. The shortcut might be located in your Quick Launch area on the Task Bar or right on your desktop. Outlook may be on the list of programs that show when you click on the Start menu If you don t have a shortcut for Outlook anywhere else, you can find it by clicking on All Programs (just Programs if you are using Windows 2000) on the Start menu, and then on Microsoft Office Start menu You may have a Quick Launch shortcut for Outlook

3 When you first open Outlook, it may show you the Outlook Today page, which is shown below. You might want to "maximize" the Outlook window if it is not already filling your screen. To maximize, click on the "Maximize" button in the upper right hand corner of the Outlook window. Standard Tool Bar Title Bar Menu Bar Maximize Navigation Bar In order to get to your , click on the Inbox (either on the Navigation Bar or under Messages on the Outlook Today page). Inbox Inbox

4 Working with the Inbox Lakewood School District Receiving New Once you have the selected the Inbox, your screen will look like the one shown below, unless you have the Reading Pane turned on (more about that later). Unread messages will appear in bold type. Bold type indicates an unread message. The number in parentheses indicates the number of unread messages. Total messages (read and unread) in your Inbox Sorting your Inbox Notice the arrow in the Received column. That arrow means messages are sorted from newest to oldest. If the arrow were pointing up then the messages would be sorted from oldest to newest. No arrow means that the column is not sorted. Clicking on any column heading will sort your messages by that column. For instance, you can sort your messages by who they are from by clicking on the From column.

5 Reading messages Lakewood School District In order to read an message, double click anywhere along the line of the message. This will open the message in a new window. Double click anywhere along this line to open the message. Using the Reading Pane The Reading Pane allows you to see the text of an message without having to open that message in a new window. To turn on the Reading Pane, go to View Reading Pane and choose whether you want the Reading Pane on the bottom (below your Inbox) or on the right (alongside your Inbox). Reading Pane on the right. Reading Pane on the bottom. Note that this greatly reduces the number of messages that can be shown in the Inbox without scrolling. The amount of space given to the Reading Pane can be adjusted by clicking and dragging the bar between the Inbox and the Reading Pane.

6 Creating mail messages Lakewood School District Starting and addressing a new message To create a new message, click on the New button while on your Inbox. Your new message will open in a new window. Note: The New button has different functions depending on what part of Outlook you are using. It will only create a new message if you are using the portions (like the Inbox). If you are using the Calendar portion of Outlook, it will create a new appointment. If you are in another part of Outlook and want to create a new , click on the small triangle and select Mail Message from the menu that appears. To: who the message is for Cc: carbon copy Bcc: blind carbon copy Subject: make sure to include a brief but descriptive subject line The text of your message goes here.

7 You must enter at least one name or address in at least one of the To, Cc, or Bcc fields. In general, To is used for the intended recipient or recipients of the . Cc is used for people to whom you are sending the message for information only; it s not really addressed to them, but the contents of the message might affect them. For instance, when sending an about a student home to a parent, you might include that student s counselor in the Cc field. Bcc is a blind carbon copy. People listed in the Bcc field receive the message but don t show up on a list of recipients of the message. It can be useful when sending out a message to a list of people, as a way of keeping personal addresses private. Outlook automatically checks the names you type in the To, Cc, and Bcc fields against the names in the Address Book as you type them in and shows you suggestions as you type: To select one of the names from the list, use the arrow keys to move up and down the list until the address you want is highlighted in blue, and then hit the Enter key. If you enter a name and an exact match is found, the name is underlined. If multiple names are found that match what you type, a red, wavy line appears under the name. Right-click the name to see the other names found. If multiple names are found that match what you type, and you have used the address before, the name you previously chose is underlined with a green, dashed line to remind you that there are other choices. Right-click the name to see the other names found. You can also use the To button to open the Global address book to find a recipient: 1. Click on the To button 2. This opens the Global Address List 3. Select username (click on it to select) 4. Click on the To ->, Cc->, or Bcc-> button (this will place the name in the appropriate field) 5. Continue adding names if wanted 6. Click on the OK button when finished. Outlook will address your message.

8 The Subject line The Subject line is very important. Not only does it help tell the recipient of the message what your is about, it can also help them file their messages and retrieve the message when needed. Lack of a subject line makes it more likely that your message may accidentally get labeled as Junk Mail. Type the subject in the Subject field. It should be short and descriptive. Once you enter a subject in the Subject field, your message will no longer be called Untitled Message. Entering the message text and sending the message The text of your message gets typed in the empty space below the subject line. The text of your message goes here. When you are done entering the text, click on the Send button. The message will disappear from your desktop and be delivered to the recipient. Click here when your message is ready to send

9 Replying to and Forwarding messages Reply to a Message When replying to a message, it is important to understand the difference between Reply and Reply to All. Reply creates a new mail message to the person who sent you the original message. The subject line will already be filled in with RE: followed by the original subject line, and the text of the message to which you are replying appears in the message body. Leaving the original text in preserves the history of the correspondence and makes it easy to see what has been discussed already. Reply to All creates a new mail message addressed to the sender of the original message and anyone who was listed in the To: field of the original message. Everyone who was listed in the Cc: field of the original message will be listed in the Cc: field of your reply. Clicking Reply creates a message addressed to Fred Owyen. Reply to All creates a message to Fred Owyen, with Denny Alfred, Kyle Burgess, and Jane Stauffer listed in the Cc: field. Notice that the message being viewed is itself a Reply. The whole history of the message is preserved. TIP: Sometimes people use Reply or Reply to All as a quick way to send someone an without having to look up their address. If you do this, make sure you change the Subject: line and delete the message history so that the recipient(s) know what your new message is about. NOTE: If there was anyone listed in the Bcc: field of the original message, they will not be included with Reply to All.

10 Forward Messages Lakewood School District You might receive a message that you would like to send to someone else. To "send" it on to another person without recreating the entire message is called Forwarding. To forward an message 1. Click on the message in your Inbox to select it (or open the message) 2. Click on the Forward button 3. Enter the new recipient's name or address. The Subject: line will already be filled in with FW: followed by the original subject line. 4. Add to the message, if desired. It s usually not a bad idea to at least include some explanation of why you are sending the message on. 5. Click on the "send" button when finished. The message will be delivered to the new recipient and "disappear" from your desktop. Insert, Send, Open, and Save Attachments Insert and send attachments You can add attachments (files created in other applications such as Word, PowerPoint, etc.) to your messages anytime you create a new message, reply to a message, or forward a message. 1. To insert an attachment, click on the paperclip symbol. Click on the paperclip symbol to add an attachment.

11 2. Navigate to the file you want to attach. It will most likely be in your "My Documents" folder. If it is on a disk or another location, you will have to find it before attaching. Once you have located the file, click on it to select it and then click on the Insert button (or double click on the file) to add it as an attachment to your message. Find the file you want to attach, and then click on it to select it. Click on the Insert button to attach the file to your message. 3. You should see your attachment as an icon on your message. Please note that the attachment icon will be inserted wherever your cursor is located at the time of insertion. The file has been added as an attachment, and appears as an icon in the message.

12 4. Address the , add a subject line, and enter some text in the message. It s a good idea to include a short explanation of what the attachment is, so that the recipient knows that it s safe to open. When you are ready, hit the Send button to send your and attachment. Open Attachments Messages with attachments have a paper clip icon in front of them in your Inbox. The paperclip icon in the Inbox lets you know that this has an attachment. TIP: Attachments may contain viruses. Never open an attachment you were not expecting, even if the appears to be from someone you know. If in doubt, contact the sender and verify that the attachment is safe before opening it. TIP: Never open a file with an.exe or.vbs file extension. There are many other dangerous file extensions (Microsoft has a list of over 70 file extensions that it considers high-risk).

13 To open the attachment, you may either open the message and then double click on the attachment icon in the message, or right click on the message in the Inbox and select View Attachments from the menu. Note the.doc file extension. 1. Right-click on the message in the Inbox. 2. Select View Attachments from the menu. 3. You will see the name(s) of any attachments. To open the attachment, click on the name of the attachment. Save Attachments When you choose View Attachments or double-click on the attachment icon, you will be asked whether you want to open the attachment or save it to your computer.

14 Click on Save and then navigate to a location in which to save the attachment. You can also give the attachment a new name while you re at it, if you want. It is a good idea to delete messages with attachments as soon as you are finished with them. The attachment may be a large file and eventually your mailbox will become full. Don't forget to empty the "Deleted items" folder to truly delete the attachment (more on this later). Save and Delete Messages Left alone, the number of messages in your Inbox will quickly grow unmanageable. In order to keep your mailbox from filling up, and to make it easier to find messages you want, it is helpful to delete unwanted messages and organize the ones you do want into folders. Deleting Messages Deleting messages is a two-step process. In the first step, you send the messages to a Deleted Items folder. At this point, the messages can still be retrieved. To complete the process, you need to empty the Deleted Items folder. There are several ways to transfer unwanted messages into the Deleted Items folder. 1. You can click on the message to select it and then press the Delete key on the keyboard. 2. You can right-click on a message and select Delete from the menu. 3. You can click on the message to select it and then click on the X button on the standard toolbar. 4. You can click and drag the message from the Inbox to the Deleted Items folder. Select the message and then click on the Delete button on the toolbar. Click and drag the message to the Deleted Items folder Right click on a message and then choose Delete from the popup menu.

15 Once the messages are out of your Inbox, you will need to empty the Deleted Items folder. You can do that by going to Tools Empty Deleted Items folder or by rightclicking on the folder and selecting Empty Deleted Items folder. By using the right click method, you will save yourself some time. Click on the Tools menu and select Empty Deleted Items folder Right-click on Deleted Items folder and select Empty Deleted Items folder This command can be used to create folders to organize the messages you are keeping. That will be covered in the next section of the tutorial.

16 Saving Messages Lakewood School District Deleting unwanted messages will free up a lot of space in your Inbox, but there may be messages that you don t want to delete. These messages can be organized into folders, so that they are easy to find later, but don t clutter up your Inbox. Your Outlook will already have certain folders, such as the Inbox, Outbox, and Deleted Items folders. There are several ways to create additional folders. One easy method is to choose the New Folder command from the menu that pops up when you right click on any existing folder. Other ways are to go File New Folder or use the keyboard command Ctrl+Shift+E. Creating a new folder using the File menu. Note that the keyboard command is also shown. When you create a new folder, a Create New Folder dialog box will open up. Give your folder a descriptive name so that you know what is in it, and make sure that the desired location is highlighted. Enter the name of the folder here Leave this alone Highlight the desired location. If you highlight Mailbox, as shown, the new folder will be on the same hierarchical level as your Inbox. If you highlight Inbox, the new folder will be a subfolder within your Inbox. Different people prefer organizing their folders in different ways.

17 The sign in front of the Sync Issues folder indicates that this folder has other folders inside it. Clicking on the sign will expand the view. The Tech folder shown here has several subfolders, one of which (Tech trainer) has its own subfolders. The signs in front of the Tech and Tech trainer folders indicate that these folders are being shown in expanded view. Clicking on the signs will collapse the view. TIP: If you create a new folder in the wrong location, or if you change your mind about how you want to organize your folders, just right-click on the folder and select Move from the menu. TIP: You can also delete or rename folder by right-clicking on the folder icon in the Folder list and choosing the appropriate action from the popup menu. To move an message out of your Inbox and into the folders you ve created, just click and drag the message from the Inbox to the desired folder. Alternatively, you can click on the message to select it and then click on the Move to Folder button. Move to Folder

18 Contacts and Distribution Lists Lakewood School District Personal contacts and distribution lists allow you to easily address to recipients or groups of recipients not already on the district s Global Address List. Create Personal Contacts All users within the Lakewood School District are already included in the district s Global Address List. However, you may find that there are people outside of the district with whom you frequently correspond by . You can create personal contacts for these people. Your list of contacts is a personal list and not shared with other users (unlike the Global Address List which is shared by all Outlook users in the school district). The easiest way to create a personal contact is by opening an message sent to you by that person. With the message open, right-click on the sender s name (this process also works for anyone else in the To: or Cc: field), and then select Add to Outlook Contacts from the menu that pops up. Right click on the sender s name Select Add to Outlook Contacts

19 To create a personal contact for someone who has not already sent you an message, click on the arrow next to the "New" button located on the toolbar, and choose Contact from the pop-up list. Click on the down arrow next to the New button Select Contact Whichever method you use, a Contact dialog box will open. If you create the contact from an message, some of the information in the dialog box will already have been filled out for you. Fill out as much of the information as you have or wish to enter, and then click on the "Save and Close" button before exiting the window. Save and Close button

20 Create Personal Distribution Lists Lakewood School District A personal distribution list allows you to auto-address a new message to several recipients at one time. (You may have noticed several distribution lists in the Global Address list.) To create your own distribution lists, click on the arrow next to the "New" button and select "Distribution List" from the pop-up list. Select Distribution List This will bring up a Distribution List dialog box. Give the distribution list a name that will help you identify it, such as 1 st period parents or grade level team. To add people and addresses to your distribution list that are already in the Global Address List or your personal contact list, click on the Select Members button. Give your list a name. This is how you will identify your list. Use Select Members to add existing contacts to the distribution list. Use Add New to add people to your distribution list if they are not already in your contacts. The Remove button is used to take people off of your distribution list (click to highlight the names first). It does not remove them from your personal contacts.

21 When you click on "Select Members " a new dialog box opens, listing contacts from the Global Address List. To select members from that list, click on the name to highlight it (the list is alphabetical by first name, unfortunately), and then click the Members -> button. If you want to select someone from your list of personal contacts, click on the down arrow next to the Global List and select Contacts under Outlook Address Book. Click to highlight the name you want to add to your distribution list, and then click the Members -> button To switch to your personal contact list, instead of the Global Address List, click this arrow, and then select Contacts. If the person you wish to add to your list is not already in the Global Address List or your personal contacts, you may add them by clicking on the Add New button. Again, a dialog box will open. Add the address and, if desired, a display name for the person, then click OK. If you check the Add to Contacts button, Outlook will automatically create a personal contact for the person, in addition to adding them to your distribution list. Enter the new member s name and address. Check this box if you want the person added to your personal Click OK when done. You can edit your distribution lists and contacts whenever necessary. To view your contacts and distribution lists, click the Contacts button on the Navigation Bar. Rightclicking on a contact or distribution list allows you to open that contact or list for editing. You can also print the contact/list information, create a new message to the contact/list, or delete the contact/list.

22 Using the Outlook Calendar Lakewood School District The calendar can be accessed by clicking on Calendar in your Navigation Bar. Use these arrows to change the month shown You can view the calendar in a daily, weekly, or monthly view using these buttons. Dates that have appointments appear in bold type. The current day is boxed. Clicking on a day will switch the view to a day view of the selected day. Click here to access your Calendar. This symbol lets you know that there is a Calendar appointment later in the day than what is shown. Use the scroll bar to move through the day. Create an appointment To add an appointment to your Calendar, either double-click on the starting time of the appointment or click on the New button while viewing the Calendar (just like if you wanted to create a new message; since you re in Calendar view, Outlook interprets the button to mean that you want a new appointment). Either message will open an Appointment dialog box.

23 Enter the subject of the appointment, and the location, if desired. Enter the start and end dates and times. Check this box you want a desktop reminder; also indicate when you want your reminder. Type any notes about the appointment into this large box. When you are done setting up the appointment, click Save and Close Indicate how Outlook should show the time (busy, tentative, free, or out-of-office). Recurrence Check this box if you want your appointment to be kept private Some appointments may occur on a regular, ongoing basis. When creating the appointment in your Outlook Calendar, you can set a recurrence interval. To do this, begin a new appointment as described above, and then click on the Recurrence button. Next, set the starting and ending time, the recurrence pattern (there are daily, weekly, monthly, and yearly patterns to choose from), and when the appointment should stop recurring. Recurrence button Type of recurrence pattern When to start the appointment. Start & end time Options for weekly recurrence patterns (there are similar options for daily, monthly, and yearly recurrence patterns). When to stop the appointment.

24 Invite attendees to a meeting Lakewood School District The Outlook Calendar can be used to set up a meeting and invite attendees. To do so, click on the Invite Attendees button (next to the Recurrence button). Enter the addresses of the people you wish to invite (you can use the To button to select people from the Global Address List or your personal contacts). When you are ready to send the invitations, click on the Send button, just as you would when sending a regular . Click Send when you are ready to issue the invitations. Use the To button to select invitees from the Global Address List, or enter the addresses yourself. Use this space to include a note to the invitees, explaining what the meeting is about. The Scheduling Tab can be used to find a time for your meeting that does not conflict with other appointments on your invitees Calendars, assuming they have put their appointments on their Outlook Calendars. If you receive an appointment invitation, open the up and then click on Accept, Tentative, or Decline (as appropriate). If you accept the appointment, it will be added automatically to your Outlook Calendars and the Sender will be notified that you accepted. Click on Accept to add the appointment to your Outlook Calendar.

25 Delete an appointment Lakewood School District There are several ways to delete appointments. The easiest way is to right-click on the appointment to select it, and then choose Delete from the menu. Printing your calendar Open the print dialog box by clicking on the printer icon located on the toolbar or going to File Print. Make sure the selected printer is the one you want to use, and then choose the print style and range of dates you wish to print. Click OK when you are ready to print. Select which printer you want to use. Select which Calendar view you wish to print. Select the range of dates you wish to print. Click OK to print. You can Preview before you print.