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					                                                  Lubbock ISD
                                                  Instructional
                                                   Technology
                                                   Department



                                       Microsoft Outlook 2002
                                                 By: Scott Firenza
                                             sfirenza@lubbockisd.org

      Course Description:              Participants will learn how to send and receive messages; manage folders and
                                       messages; and schedule appointments, meetings, events, and contacts.

      Prerequisites:                   Windows Introduction competency

      Audience:                        Computer users wanting to get familiar with how to use Microsoft Outlook for
                                       E-mail, contact lists, task lists, and a calendar.

      Assessment:                      The evaluation for Internet/Outlook 2002 competency is performance based. When
                                       you feel you are ready to be assessed contact Bill Landis at
                                       blandis@lubbockisd.org for instructions.




Outline:
  1. What is Outlook
  2. Securing e-mail privacy
  3. Understanding the Outlook Screen
  4. Getting Help
  5. Sending,Receiving, Printing Messages
  6. Reply, Reply to all, Forward
  7. Contacts
  8. Address book
  9. Personal Distribution List
  10. Groups
  11. Attachments
  12. Calendar
  13. Task
  14. Notes
  15. Signatures
  16. Backing up Outlook
  17. Fun Stuff With Email




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                                       Microsoft Outlook
What is Outlook
     Outlook is not only an e-mail client, but also a personal information manager. Outlook collects and
     processes a variety of information:
         a. E-mail messages
         b. Appointments (calendar)
         c. Contacts (name and address information)
         d. To Do list tasks
         e. Notes
     In the language of Outlook, these pieces of information are all called items.
     Outlook uses folders to organize its items by type:
         a. E-mail messages, for example, are stored in Mail folders
         b. Appointments are stored in the Calendar folder
         c. To Do list tasks are stored in the Tasks folder
         d. Contacts are stored in Contacts folder

Securing e-mail privacy

                                 IF YOU HAVE NOT DONE THIS YET DO IT AS SOON
                                      AS YOU GET BACK TO YOUR ROOM!!!

         When Outlook is secured, a password will have to be typed in order to open Outlook.

     1. With Outlook running, right-click on the „Outlook Today” icon.

     2. Click on Properties.
     3. Click on the Advanced
        button.




     4. Click on the Change Password button.




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                                       Microsoft Outlook

     5. Skip the old password blank and fill-in the
        New Password and click OK. Do Not click
        the box to save the password in your
        password list.
     6. Click OK to return to the mail Outlook
        window.
     7. Close Outlook
     8. Open Outlook
     9. Now when you start up Outlook, you will be
        asked for a password before Outlook will
        open.




Understanding the Outlook Screen

                         Outlook Today – Display a summary of the current day.

                         Inbox – Send and receive e-mail messages.

                         Deleted Items – Store the items you delete. Don‟t forget to empty
                         the recycle bin.

                         Calendar- Keep track of appointments.

                         Contacts – Maintain an address book.

                         Tasks – Create a list of things to do.


                         Notes – Create brief reminder notes.

                         Outbox- Store messages to send later.

                         Sent box – Store messages that you have already sent.



Getting Help
To receive help;
Click on the word Help from the menu bar.
You can then choose the Microsoft Outlook Help
Or
Show the Office Assistant

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                                       Microsoft Outlook


Sending Messages
          1. Click on Inbox.
          2. Click on New button
          3. Type in Email address in To
             section.
          4. Type in Subject. It is a good
             netiquette to include a subject.
          5. Type message in lower
              empty box
          6. Click on Send.




          **To Spell Check your message
          1. Click on Tools
          2. Click on Spelling
          3. Then Send your message

          **To automatically Spell Check your message
          before it sends
          1. Click on Tools
          2. Click on Options
          3. Click on Spelling Tab
          4. Click to put a checkmark beside “Always
             check spelling before sending”




Receiving Messages
          1. Click on Inbox
          2. Click on Send/receive button




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                                       Microsoft Outlook
Printing Messages
          1. Click on the message you want to print.
          2.   Click on the Print button
          3.   OR
          4.   Click on FILE from the menu bar.
          5.   Click on PRINT.




Reply, Reply to all, Forward
          To Reply back to the person who sent you the email:
                1. Click on the message that was sent.
                2. Click the REPLY button.
                3. Type your message above their message.
                4. Click the SEND button.

          To Reply to everybody who received a piece of email:
                1. Click on the message that was sent.
                2. Click the REPLY TO ALL button.
                3. Type your message above their message.
                4. Click the SEND button.


          To Forward a piece of email that you received to someone else:
                1. Click on the email that you wish to send.
                2. Click the FORWARD button.
                3. Type any message you want to send above the email.
                4. Click on the SEND button.

          To Delete a message:
                1. Click the message you want to delete.
                2. Click the delete button (or EDIT  DELETE).
                3. The message is now placed in the Deleted Items folder.
                4. You can still retrieve this file until you empty the Deleted items folder.
                        a. Click the DELETED ITEMS folder.
                        b. Click TOOLS
                        c. Click Empty “Deleted Items” Folder to remove all items in the folder.
                        d. Click YES to delete all the items in the folder. The items are now permanently
                           deleted from your computer.




Lubbock ISD Instructional Technology               5 of 17                                         10/20/11
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                                       Microsoft Outlook
Attachments
       You can attach a file to a message you are sending. Attaching a file is useful when you want to
include additional information with a message. You can attach many different types of files to a message,
including documents, pictures, videos, sound recordings, and programs. The computer receiving the
message must have the necessary hardware and software installed to view the file you attach.

To attach a file to a message:
       1. Create a message.
       2. Click the paperclip icon to attach a file to the message.
       3. The Insert File dialog box appears.
       4. Click the name of the file you want to attach to the message.
       5. Click INSERT to attach the file to the message.
       6. An Icon for the file you selected appears in the message.
       7. Click SEND to send the message.

To View an Attached file:
      1. Click a message with an attached file. (A message with a paper clip icon)
      2. Double click on either the paper clip icon or the attachment icon.
      3. You may be asked to either open the file or save the file.
      4. If you have the appropriate program to run the attachment you should see your file.

Be very careful about opening attachments since this is the way that viruses are spread to
computers. If you are not sure run a virus scan on the attachment before you open it.

Managing Folders and Messages
          Creating New Folders:
                 1. Click on FILE.
                 2. Click on NEW.
                 3. Click on FOLDER
                 4. Type in the name of your folder, what it
                    contains, and where to place the folder.
                 5. The Folder will appear in MY
                    SHORTCUTS

          Saving Messages in Folders:
                1. Click on the Message you wish to save
                    2. Click the Move to Folder Icon
                    3. Select which folder you want to place this
                       email in.

          Deleting a Folder:
                 1. Right Click on the Folder
                 2. Click on Remove from Shortcut bar

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                                       Microsoft Outlook
Contacts



      You can file contact information under a last name, first name, company name, nickname, or any
       word that helps you find the contact quickly. Outlook gives you several naming choices to file the
       contact under, or you can enter your own choice. You can enter up to three addresses for each
       contact. Designate one address as the mailing address.
      Outlook has two address card views and five table views.
       The exact information displayed in each card depends on the
       information you have entered into your Contact list.




Create a Contact
      1. Click Contacts
      2. Click the NEW button
      3. Fill in the information
          you want to save.
      4. Click the Save and Close
          button


Open a contact
  1. Click Contacts
  2. Select the contact(s) you
      want to open.
  3. On the File menu, click
      Open, and then click
      Selected Items.

Create a contact from an e-mail message you receive.
Open the e-mail message that contains the name you want to add to your contact list.
   1. In the From field, right-click the name you want to make into a contact, and then click Add to
       Contacts on the shortcut menu.

To Send a message to a Contact
      1. Create a new message.
          2. Click on the To… button or the Address Book Icon
          3. Click on the Contact name and Click TO, CC, or BCC and then the OK button.


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                                       Microsoft Outlook
Address Book

   The Address Book can contain more than one Address list, or group of people. By creating more than
    one Address list, you can keep information about groups of people separate. It is basically the same as
    the Contact list, but in a different format.

Find names in the Address Book
   1. Open the address book
   2. Click Tools, click on Find
   3. Type in the name you are looking for and click the OK button

Address a message using the Address Book
  1. Create a mail message.
  2. In the mail message, click the To, Cc, or Bcc button.
  3. In the Type name or select from list box, type the name of the contact, or click their name form
      the list.
  4. Click the name you want, and then click To, Cc, or Bcc.
  5. To add a new name, click the New Button.

Add names to your personal address list:
  1. On the Message toolbar, click the Address Book button
  2. Be sure that Personal Address Book appears in the Show Names From The box.
  3. Click the New button.
  4. Click Other Address, and click OK.
  5. Add the name, e-mail address, and e-mail type for a person of your choice, and click OK.
  6. In the Address Book dialog box, click OK.




Personal Distribution List

         A personal distribution list is a collection of contacts. It provides an easy way to send messages to
          a group of people. Personal distribution lists are identified with and are stored by default in your
          Contact folder.

Create a personal distribution list

     1. On the File menu, point to New, and then
        click Distribution List.


     2. In the Name box, type a name.




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                                       Microsoft Outlook
     3.   Click Select Members
     4.   Select members by clicking on the names
     5.   Click Members button.
     6.   Click OK.
     7.   Click Save and Close.




Distribution Lists can also be created in the Address Book


     1. Open the address book
     2. Click on File and New Entry
     3. Click on New Distribution List
        and click the OK button.
     4. Type in a name for your list (all
        staff, 7th grade teachers)
     5. Click the Select members button
     6. Select members by clicking on the
        names.
     7. Click Members button.
     8. Click OK.
     9. Click Save and Close.




Lubbock ISD Instructional Technology                9 of 17                   10/20/11
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                                       Microsoft Outlook
Calendar
   Appointments are activities that you schedule in your calendar that do not involve inviting other
     people or reserving resources.
   A meeting is an appointment you invite people to or reserve resources for.
   An event is an activity that lasts 24 hours or longer.

Add an Appointment to your Calendar
       1. Click on File  New 
Appointment
       2. Type in the information that
you need to save including Subject,
Location, Start and End times and click
the reminder checkbox if you want to be
reminded while Outlook is open.



To View that Appointment
     1. Click on the Calendar button
         from the shortcut bar on the
         left hand side of the screen.
     2. Look at the monthly calendar
         on the top right hand side of
         the screen.
     3. Your appointments will show
         as bolded numbers on the calendar.
     4. Click on the date to see the appointments for that particular day.


To see different views of your calendar

You have the option of looking at 1 day at a time, the 5 day work week, a 7 day week or an entire month
by click on the appropriate button on the tool bar at the top of the screen. To zoom back to the current day,
click on Today.




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                                       Microsoft Outlook
Print a calendar

     1. Click Calendar.
     2. On the File menu, click Print.
     3. In the Print style box, choose
        daily, weekly or Monthly Style.
     4. In the Start box and End box,
        enter the first day and last day to
        print.
     5. If you want to print one month per
        page, click Page Setup, and then
        select the Print exactly one
        month per page check box.
     6. If you want to print just weekdays,
        click Page Setup, and then select
        the Don’t print weekends check
        box.




To Schedule Recurring Meetings
       There are several different ways to schedule meetings with someone. The recurring meeting is one
way to schedule a meeting with someone that will repeat over the course a specified timeframe.

          1. Open the Calendar
          2. Click on Actions from the menu bar
          3. Click on New Recurring Meeting
             from the menu
          4. Once the Appointment Recurrence
             window appears, set up the
             appointment time, recurrence pattern
             and the range of recurrence
          5. Click the OK button
          6. Now you can invite people to your
             meeting
             Type in the email address of the
             person you want to invite or click the
             To… button to access your address
             book
          7. Add in any other information about the meeting such as subject, location, or any other notes
             that are important
          8. Check over all your details of your meeting such as dates, times and recurrence patterns
          9. Click the Send button to send it those in the To… section

Lubbock ISD Instructional Technology               11 of 17                                         10/20/11
                            Lubbock ISD Instructional Technology Department

                                       Microsoft Outlook

Task

         Tasks are things that need to be done. This is your to do list.

Create a task that occurs once
      1. Open the Tasks
      2. Click New Task from Action
           menu.
      3. In the Subject box, type a task
           name.
      4. Select the options you want.
      5. Click Save and Close.


Create a task that recurs at regular intervals
   1. Follow steps 1-3 of To Create A Task.
   2. On the Actions menu, click
      Recurrence.




     3. Click the frequency (Daily,
        Weekly, Monthly, Yearly) at
        which the task recurs, and then
        select options for the frequency.
           Do not click Regenerate new
            task, or the task will not recur
            at regular intervals.
     4. If you want the task to start and
        end on specific dates, set start and
        end dates.
     5. Click OK, and then click Save
        and Close.




Lubbock ISD Instructional Technology                  12 of 17                10/20/11
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                                       Microsoft Outlook
Using Notes
          These are your yellow sticky notes.

          Create a Note
             1. Click on Notes to display your notes.
             2. Click on New to create a new note.
             3. Type the text for the note.
             4. When you finish typing the text, click the close box (X) to close the note.

          To Open a Note
             1. Double Click the note you want to open.
             2. When you finish reviewing the note, click the close box (X)

          To Delete a Note
             1. Click the note you want to delete
             2. Press the Delete Key on the keyboard to delete the note.

Signature File
       Information, such as Name, phone numbers, Department, Title… found at the end of the message.
Most signatures are 4 lines or less.
     1. On the Tools menu, click Options, and then click the Mail Format tab.

     2. At the bottom of the Options window find the section marked Signature.

     3. Click the Signature button.

     4. Click the New button

     5. In the Enter a name for your new Signature box, enter a name.

     6. Click the Next button.
     7. In the Signature text box, type the text you want to include in the signature.
     8. You can also paste text to the Signature text box from another document.
     9. To change the paragraph or font format, select the text, click Font or Paragraph, and then select
        the options you want. These options are not available if you use plain text as your message format.
     10. Click the Finish button.
     11. Click the Ok button.
     12. Click the Ok button on the Option window.
Now any message you send out will have your signature information at the bottom of the email.


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                                       Microsoft Outlook
How to Backup your Outlook file to a .pst file
                  This is a very good idea to do especially if you have all your contacts and personal
          distribution list that you for do not want to loose. Back up to a disk or the school server.

     1.   Click on File from the menu bar
     2.   Click on Import and Export
     3.   Click on Export to a file
     4.   Click Next button




     5. Click on Personal Folder
        File (.pst)




     6. Click on Personal Folders
     7. Put a check mark in the Include
         Subfolders box.
     8. Click the Next button
     9. Save the file where you want (My
         documents, on the server…)
     10. Click on the Finish button
     11. Click the Ok button to finish the process


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                            Lubbock ISD Instructional Technology Department

                                       Microsoft Outlook
How to Import your .pst file to your Outlook
       This will bring your backup file to Outlook (if
your computer crashed or you moved rooms…)


                1. Click on File from the menu bar
                2. Click on Import and Export
                3. Click on Import from another
                   program or file
                4. Click on the Next button




                5. Scroll down and click on Personal
                   Folder File (.pst)
                6. Click the Next button
                7. Browse to where the file is saved




                8. Choose to either replace duplicates,
                    allow duplicates, or do not import
                    duplicates.
                9. Click the Next button
                10. Click Personal Folders at the top
                11. Click the Finish button




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                                       Microsoft Outlook
          Fun stuff with e-mail
          Abbreviations are commonly used to save time when typing messages
                BTW – by the way                    IMO – in my opinion
                FOAF – friend of a friend           IMHO - in my humble opinion
                FWIW – for what it‟s worth          IOW – in other words
                FYI – for your information          LOL – laughing out loud
                BRB- be right back                  ROTFL – rolling on the floor laughing

          Internet Emoticons
                 Emoticons are a set of punctuation marks that denote some sort of emotion when viewed
                 sideways. Search the web for emoticons to see a more complete listing.
                       : -) smile or grin                    : -( frown or anger
                       ; -) wink or light sarcasam           :-D shock or surprise
                       :-1 indifference                      :-/ perplexed

          E-Mail Etiquette
                To make better use of e-mail, observe a few commom sense “rules of the road‟ in your own
                messages. This is refered to as Netiquette.
                       1.     Always include a subject line.
                       2.     Avoid inflammatory or itimidating statements tht invite flame mail in return.
                              Consider your response carefully before snapping off something you‟ll be
                              sorry about later.
                       3.     Use ordinary capitalization – all caps is equivalent to “shouting”
                       4.     Read your email promptly. Most senders expect that their messages are read
                              as soon as received.
                       5.     Use emoticons when appropriate.

          SPAM – (Sending Particularly Annoying Messages)
                  Spam is any unsolicited email (usually Junk mail).
          Jokes and stories from friend can be considered SPAM. We think we are doing our friend a favor
          by sending them the latest “funny joke”, but our friend may not want that funny joke. Check with
          your friends to see how they feel about your forwards.
                  You will receive many emails about a dying child trying to send an email that reached
          everybody in the world, free stuff from the GAP, $500 from Bill Gates for every person you
          forward this email to, the Taco Bell dog will do a dance on your screen if you send this to X
          number of people, and an alert about a new super VIRUS that will destroy everything in, on, or
          around your computer.
          99% of them are a hoax!!!! The real gag is that e-mail server space is filled up and time is wasted
          by sending, reading, and validating these stories.

                   If there is a real virus alert you will receive a message from Information System.

          Otherwise, check out these web sites to see if your story or virus alert is true or a hoax.
          http://us.mcafee.com/default.asp
          http://www.symantec.com
          http://www.datafellows.com/virus-info/
          http://urbanlegends.tqn.com/science/urbanlegends/
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                                       Microsoft Outlook
          http://www.stiller.com/hoaxa.htm




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