Lab 3. Getting Started with Outlook 2007 (Chapter 2) CS131 Software for Personal Computing Estimated Time: 1 2 hours

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1 Lab 3 Getting Started with Outlook 2007 (Chapter 2) CS131 Software for Personal Computing Estimated Time: 1 2 hours Notes: 1. If you are using a University computer, you will need to complete this lab activity in one working session. Outlook stores your personal settings on the hard drive of the computer. Schedule enough time to complete this project in one working session. 2. For this lab, you will use a class account through Gmail. DO NOT delete any messages or change any settings on the server side (Gmail). You should only configure settings using Outlook. Prerequisite: Read Chapter 2 of Go! With Microsoft Outlook Submission Instructions: You will create screenshots for each task. To create a screenshot, press ALT and the PRINT SCREEN button. This will capture the active window. For each screenshot, you should provide a 1 2 sentence description of the image. You should submit your assignment using the Digital Dropbox on Blackboard (In the Tools Menu). This assignment is due by 8am on Monday, September 15, Saving the file: 1) Save as a PDF document 2) Name the File: lastname.firstname lab3.pdf (eg. groover.tonya lab3.pdf) Open Microsoft Office Outlook The default view when you open Outlook is Outlook Today, which is a summary view of your schedule, tasks, and e mail from the current day. Do you see something different than Outlook Today? (See Alert on page 63, Go! With Microsoft Office Notice the Navigation Pane, located on the left side of the Outlook window. The Navigation Pane provides quick access to Outlook s components through the various buttons (ie. Mail, Contacts, Calendar and Tasks). CS131 Lab 3: Microsoft Outlook Page 1 of 1

2 Configure Outlook to retrieve (Reference: Activity 2.6, page 75) a. From the Tools menu, open the Account Settings dialog box. In the Account Settings dialog box, make sure that is the active tab and click the New button. Click Next. b. In the Add New E mail Account dialog box, select the Manually configure server settings option and click Next two times. Input the following in the appropriate fields: i. Type your name in the Your Name box ii. Address box, type your cs131practice@gmail.com. iii. Set the Account Type to POP3, iv. Set the Incoming mail server to pop.gmail.com. v. Set the Outgoing Mail Server smtp.gmail.com. vi. Username: cs131practice vii. Password: software4pc c. Click Test Account Settings button. This will test if the settings are correct. If you get an error, confirm that you typed everything correctly. d. Create a screenshot of the window showing your account settings (see figure below). e. Click Next, then Finish and then click Close. CS131 Lab 3: Microsoft Outlook Page 2 of 2

3 Change the Message Format f. Tools Options and select the Mail Format tab. g. Under Message Format, select HTML. The default format is plain text. h. Click OK. Creating Contacts i. There is an with the subject Welcome to CS131! In the Inbox. Select that from the Inbox. The message body should appear. j. Right click on the sender name: Groover, Tonya R. k. Select Add to Outlook Contacts. A pre filled contact card for Tonya Groover will appear. l. Add my contact information from the course website (ie. Web page address, IM address, Business phone, Business Address) to this contact card. CS131 Lab 3: Microsoft Outlook Page 3 of 3

4 m. When complete, select the Save & Close button at the top left corner of the window. n. Go to Tools Address Book. The Address Book dialog box will appear. o. Select File New Entry, then select Ok. p. Create a contact entry for yourself. Include your name, address and mailing address. q. Create a contact entry for one of your other Professors or Instructors. r. Select the Contacts from the Navigation Pane on the left side of the window. You should now see the s. Create a screenshot of this screen (Contacts) and add to your report (see figure below). CS131 Lab 3: Microsoft Outlook Page 4 of 4

5 Create a signature t. Select Tools Options from the toolbar. Click the Mail Format tab. u. Click the Signatures button. v. Click New and create a name for your signature (ie. my signature ). w. Type your signature as follows, i. Line 1: Your name ii. Line 2: Student iii. Line 3: University of Pittsburgh iv. Line 4: Your address x. Select your name and click on the bold format option. y. Under Choose Default Signature in the top left of the window, select my signature (or whatever you named your new signature) as the default signature for new messages and Replies/forwards. z. Capture the Signatures and Stationary window and add it to your report (see figure below). CS131 Lab 3: Microsoft Outlook Page 5 of 5

6 aa. Select OK twice. Creating Folders bb. Go to File New Folder cc. In the Name field, type CS131. dd. Select OK. ee. You have now created a folder in your inbox. You should see the folder under the Inbox in the Navigation Pane. CS131 Lab 3: Microsoft Outlook Page 6 of 6

7 2. Go to Tools Mails and Alerts 3. Select New Rule 4. Under Stay Organized, select Move messages with specific words in the subject to a folder. 5. Under Step 2:Edit the rule description, click Specific Words. 6. Enter CS131 (See figure below.) 7. Select Add then OK. 8. Select the text specified (under Step 2: Edit the rule description ) CS131 Lab 3: Microsoft Outlook Page 7 of 7

8 9. Click the plus sign next to Inbox and select the cs131 folder we created. 10. Select OK and then select Finish. 11. Now, we need to apply the rule to the mail in the Inbox. Select Run Rules Now.. (top left corner of Rules and Alerts dialog window). 12. Check the box for CS131. This tells the computer which rule we want to apply. 13. Now, run the rule by selecting Run Now then Close and OK. 14. You should notice that the s with CS131 in the subject are now moved to your CS131 folder. 15. You just created a folder and a filter (or rule) to move all messages that contain CS131 in the subject to the folder CS131. This is a good way to organize your messages. 16. Create a screenshot of the window that shows the contents of your CS131 folder. You are now complete with Lab 3. CS131 Lab 3: Microsoft Outlook Page 8 of 8