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.
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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.
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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
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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.
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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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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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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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