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- 1. Chapter 4 Microsoft Outlook 2010 CLD 10202 COMPUTING SEM JUNE 2014
- 2. Objectives • Start and Navigate Outlook • Read and Respond to E-mail • Delete Outlook Information and Close Outlook • Manage Contact Information • Manage Tasks • Work with the Calendar
- 3. Start and Navigate Outlook • Looking at Outlook’s two functions – E-mail program • Electronic mail (e-mail) stored in the Inbox – Personal information manager • Electronically store personal information • Components include Calendar, Contacts and Tasks • Components have different views, or ways to look at information in different formats and arrangements
- 4. Start and Navigate Outlook • Start, All Programs, Microsoft Office, Microsoft Outlook 2010 – Outlook Today is default view – Includes summary of schedule, tasks and e-mail for current day
- 5. Start and Navigate Outlook The default view is Outlook Today, which is a summary view of your schedule, tasks and e-mail for the current day
- 6. Start and Navigate Outlook • Using the Navigation Pane to quickly access Outlook’s components – Folders in the upper left pane organize information and store items • Items are elements of information such as a message, contact, task, or appointment – Buttons in the lower left pane quickly display Outlook’s tools and the frequently used folders • Also contains icons, or graphic representations of Outlook objects. • Screen Tips display names of each element
- 7. Start and Navigate Outlook • Understanding the two folder lists for the Mail tool – Favorites are customized to access most frequently used folders – Outlook Data File contains Inbox • Viewing the Inbox mail folder – Message pane in the middle lists e-mail messages received – Reading Pane previews an e-mail message without actually opening it
- 8. Start and Navigate Outlook • Using the To-Do Bar – Get quick access to daily tasks – Can minimize and expand this bar • Using the View tab on the Ribbon – Show the Reading Pane and To-Do Bar as desired • Using the Folder tab on the Ribbon – Add a folder to the Favorites list
- 9. Start and Navigate Outlook
- 10. Start and Navigate Outlook • Working online – Connected to a network or public Internet – Default setting is to send messages immediately when Send button is clicked • Working offline – Not connected to a network or public Internet – Messages are stored in the Outbox folder – Name of file is Outlook Data File
- 11. Start and Navigate Outlook • Setting up an e-mail account – In Backstage view, select the Info tab – Under Account Information, click Add Account and change needed options • Importing messages into the Inbox – In Backstage view, click Options – Choose the Advanced category – Click the Export button to start a wizard • A wizard walks you step-by-step through a process
- 12. Start and Navigate Outlook • Using the Ribbons, Tabs, and Buttons – Ribbon organizes the Outlook commands and allows you to quickly find commands you need – Commands are represented by buttons and organized into logical groups • Dimmed, shaded, or gray commands are unavailable – Logical groups are organized under tabs that are related to a certain activity • Contextual tabs only show when the related task or activity is active
- 13. Start and Navigate Outlook • Using a keyboard shortcut – A combination of keys on the keyboard that perform a command • Viewing a ScreenTip – Point to an icon to display a small box that displays name and description of the screen element and keyboard shortcut if available • An icon is a graphical representation of an object that can be clicked to open that object
- 14. Start and Navigate Outlook • Using other Ribbon buttons – More button—used to see more options – Dialog box launcher—used to open a related dialog box with more options • Using toggle buttons – Indicate if the option is on or off – Orange buttons mean the feature is on
- 15. Start and Navigate Outlook • Using Backstage view (File tab) – Centralized window with tools to manage your accounts and customize Outlook – Replaces the traditional File menu and the Office button in older Outlook versions • Using the Quick Access Toolbar – Displays buttons to perform frequently used commands with single clicks – Can be customized as desired
- 16. Read and Respond to E-Mail • Viewing e-mail messages – Each message has a header displaying the name of the message sender, subject, date and time sent, and sometimes other information – Be default, messages are sorted newest to oldest in the message pane
- 17. Read and Respond to E-Mail • Viewing conversations – Updated option in Outlook 2010 – Shows messages grouped by subject – Conversations are sorted by date • Messages within each conversation are sorted based on who replied to whom • A whole conversation is moved to top of list when a new message in the conversation is received
- 18. Read and Respond to E-Mail Messages listed in conversation view by date
- 19. Read and Respond to E-Mail • Reading an e-mail message – Read shorter messages in the Reading Pane without opening them – Open longer messages in an Outlook form, which will open as a new window • Identifying an unread message – Message header is displayed in bold – Icon at the left shows a closed envelope
- 20. Read and Respond to E-Mail • Composing and sending an e-mail – On the Home tab in the New group, click the New E-mail button – Enter recipient(s) e-mail address(es), a subject, and the message • E-mail addresses have two parts separated by the at sign @ – First part is the user name of the recipient – Second part is the domain name, or host name of the recipient’s mail server
- 21. Read and Respond to E-Mail E-mail addresses of recipients Subject of e-mail message Message area Multiple e-mail addresses can be entered and are separated by a semicolon Send button
- 22. Read and Respond to E-Mail • Replying to an e-mail – Automatically places original sender’s e-mail address in To box. Cc box sends a courtesy copy or carbon copy of the message to the address specified. – Adds the prefix RE: to the subject and title of the message to mean regarding to. – Includes the text of original message in message area of the message form – Allows you to add new text above the original message
- 23. Read and Respond to E-Mail • Forwarding an e-mail – Lets you to type e-mail address(es) of the new recipient(s) – Adds the prefix FW: before the subject and the title of the message to mean Forward – Includes the text of original message in message area of the message form – Allows you to add new text above the original message
- 24. Read and Respond to E-Mail • Adding an attachment – Attach one or more files to any message – On the Message tab, click Attach File
- 25. Read and Respond to E-Mail • Opening and saving an attachment – Message header has a paper clip icon to indicate the e-mail has an attachment – Click the attachment file once to view it in the Reading Pane; click Message in the header to view the message again – Double-click the attachment file to be prompted to open it or save it • Do not open an attachment unless it is from a know source
- 26. Read and Respond to E-Mail • Printing messages – Use Backstage view to access all print settings and functions for all items • Outlook prints whatever is selected – Table Style • Lists the contents of a folder on a single page and provides limited information about each item – Memo Style • Prints a single item on a single page and provides detailed information about that item
- 27. Delete Outlook Information and Close Outlook • Deleting items no longer needed – Delete Inbox and Outbox messages • Select multiple items or all items in a folder— click first item, hold Shift key, and click last item – Delete the Suggested Contacts • Added automatically when messages are sent – Empty the Deleted Items folder • Right-click the Deleted Items folder, choose Empty Folder, and Yes
- 28. Delete Outlook Information and Close Outlook • Restoring Outlook’s default settings – Display Backstage view, click Options – Choose Advanced and reset all of the Send/Receive options • Removing an e-mail account – In Backstage view, select Info tab – Choose Account Settings and E-mail tab – Select target account, click Remove
- 29. Delete Outlook Information and Close Outlook • Resetting the print styles – In Backstage view, select Print tab – Choose Print Options and Define Styles – Choose table style and click Reset
- 30. Manage Contact Information • Understanding the Contacts tool is an e-mail address book – Stores information about people, organizations, and businesses – Default location is the Contacts folder – A contact is a person or organization • Inside or outside your own organization • Can include street and e-mail addresses, telephone and fax numbers, Web page addresses, birthdays, and pictures
- 31. Manage Contact Information • Creating a new contact – In the Navigation Pane, click Contacts – On the Home tab, click New Contact • An Untitled – Contact form displays and can be maximized if desired • A notes area can be used for any information not specified in the form – Enter needed information in the form’s boxes; Save & Close
- 33. Manage Contact Information • Dragging an e-mail header over the Contacts button to create a contact – Minimize the Inbox window to display the new Contact form when using this alternative method – Name and e-mail fields are filled in and Notes area displays the original e-mail • Displaying Contacts list in Card view – Click Contacts, Home tab, and Card button
- 34. Manage Contact Information • Editing contact information as needed – In Card view, double-click on the shaded name bar for a contact to open the form • Choosing from various print styles – In Backstage view, select the Print tab – Under Settings, choose the desired style – Click Print Options and Page Setup • On the Format tab, set Blank forms at end to None
- 35. Manage Tasks • Understanding the Tasks tool – Create to-do lists electronically – Get reminders – Track the progress of tasks – Print a task list
- 36. Manage Tasks • Creating a To-Do list – In the Navigation Pane, click Tasks – If needed, select To-Do List under My Tasks – Click in the Type a new task box – Type the task and press Enter • The new task displays in the To-Do list • By default, the new task is due the day it is created
- 37. Manage Tasks • Dragging an e-mail header over the Tasks button to add to the To-Do list – Minimize the Inbox window to display the new Task form when using this alternative method – Complete the form’s fields as needed • Details for the task display in the Reading Pane and include the text from the original e-mail
- 38. Manage Tasks • Editing a task in the To-Do list – Double-click the task to open its Task Form – Make needed changes; Save & Close
- 39. Manage Tasks • Viewing a To-Do list – In the Navigation Pane, click Tasks – If needed, select Tasks under My Tasks
- 40. Work with the Calendar • Understanding the Calendar – Scheduling component that is fully integrated with e-mail, contacts, and tasks • Create appointments and events • Organize meetings • View a group of calendars • Share your calendar via e-mail • Manage someone else’s calendar
- 41. Work with the Calendar • Exploring the Calendar – Use multiple view options to accommodate different needs: daily, weekly (5 or 7 days), and monthly – In the Navigation Pane, click Calendar • The Date Navigator at the top of the Navigation Pane gives a one-month calendar view that can be used to display specific days
- 42. Work with the Calendar • Exploring the calendar – On the right side, view the appointment area • An appointment is a calendar activity occurring at a specific time and day that does not require inviting other people – Use the Task pane at the bottom to schedule tasks • This pane may be maximized or minimized
- 43. Work with the Calendar
- 44. Work with the Calendar • Scheduling appointments – Type in a time slot in the appointment area – Use the New Appointment button • Use the comments area in the lower half of the form to enter additional information as needed – Drag a task into a time slot in the appointment area – Add an appointment reminder as desired • Reminds you of a pending appointment/task
- 45. Work with the Calendar • Understanding a meeting – A calendar activity that requires inviting other people or reserving a room – Meetings can be scheduled with other Outlook users or anyone using an e-mail program – Meeting invitations occur as e-mail messages
- 46. Work with the Calendar • Scheduling a meeting with other people – Use the New Meeting button – Find an available time in your schedule – Invite the meeting attendees by sending an e-mail message
- 47. Work with the Calendar • Printing the calendar – Use the variety of print styles available – Print a day, week, or month – Print an individual appointment • Setting reminder defaults – In Backstage view, click Options and then click Calendar – Change default reminder options as desired
- 48. Covered Objectives • Start and Navigate Outlook • Read and Respond to E-mail • Delete Outlook Information and Close Outlook • Manage Contact Information • Manage Tasks • Work with the Calendar