MS Outlook Tutorial by atechbd

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									      Microsoft Outlook
                                  Version 1.10




1. How to start MS outlook:

Click start button -> programs-> MS Outlook

Or,



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Click start button -> MS Outlook

You will find the following window.


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    1. Menu Bar
    2. Standard Tool Bar
    3. “Send/receive” button for checking any new in coming mail


2. Folder list:

You will find the Folder list window on the left side of the main application window.

Click the (+) sign for the details list.



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They are:

Calendar-scheduling day to day work activities

Contacts- store all persons contact details

Deleted Items- stored the mail that already deleted

Drafts- stored the mails which are edited but not send yet.

Inbox- stored all incoming mails

Notes- looking/find out for any particular mail

Out box- stored mails temporary before it sent

Sent item- stored all the out going mails

Task- scheduling day to day working activities




3. Calendar:

How to use calendar?




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Click the “calendar” from the folder list. Following calendar window will be appearing
for current date. You can set your specific date and time through the calendar date.




3.1 How to set New Appointment:

Click “File” from the menu bar -> click “New” -> “Appointment”

Or,
Click “New” icon “           ” from the standard tool bar.




You will get the following “Appointment window”:




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1- Write the subject of appointment
2- Write the location of the appointment
3-Set the start date & time
4- Set the end date & time
5- Click the check box if it is an all day event
6- Set the reminder time before the appointment schedule and click the check box
7- Click it for giving sound at the time of reminder
8-Set the time as: busy, free etc
9- Put the Label as: important, busy etc.
10- Save it and close the window

When you fill up the all necessary fields for your appointment and save it you will find
The calendar as below:




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That means you have an appointment from 2 pm – 4 pm. After you double click the
schedule you see the details of it. (You also edit it and save it for any new change.)


3.2 How to invite attendees:

For invite attendees click “action” from the menu bar of appointment window.
Click “Invite Attendees..”.




You will find an additional email address box for the email ids and also a “send”
button for sending the invitation.




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A. Email address box
b. Send button
C. cancel Invitation


4. Contacts:
How to use contacts?

Click “Contacts” from the folder lists. Contact window will show the existing user
contacts those are already input in the database.




By “double click” an individual you will get the detail of that particular person.




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4.1 Add a new contact to the database:

Click “file” from the contact menu bar -> New -> Contact




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Or,

Click “          ” icon from the standard tool bar (contact window).

Following new contact window will be appearing.




Fill up the necessary fields as per your requirement, then click “Save & Close” button
from the standard tool bar.

Note: you can edit your contact details later whenever you want.


4.2 Find out a particular contact details:

Click “Tools” from the contact menu bar -> click “Find”




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Or, click “      ” icon from the standard tool bar.

Following new “Find bar” will appear on the contact window.




Type the full/ partial name of your contact in “Look for” box and “search in” box
give the location like- mail I contacts, received, mail I sent etc. Then click “Find
now”. Result will show that matched with related contacts.




5. INBOX:

Click on the “INBOX” from the list you will find the following window.




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4. Menu bar (Inbox):

Menu Bar:




Here we found 7 (seven) buttons in the menu bar. Which details are following

5.1. File:

Save as – to save an email
Save attachments- to save the attachment with the email
Print preview- sees the output of email before printing
Print- printing an email
Exit- log out from the application

5.2. Edit:

Cut: to cut any text, sentences, line, email(s)
Copy: to copy any text, sentences, line, email(s)      you have to select the items
                                                       before cut, copy
Paste: to paste any text, sentences, line, email(s)

Select all: for selecting all texts, sentences, lines, email(s) from the current window
Delete: for deleting any thing
Mark as read: mark the email as “        ” symbol
Mark as unread: mark the email as “          ”symbol


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5.3. View:

Current view- show the different types of layout of “INBOX”
Go to – for folder list items
Tools bar- select the different tolls bar

5.4. Favorites – under this button we find different types of web link

5.5. Tools:

Address book-stored the contact list
Find – find out a particular email
Option – personalize settings

5.6. Action:

New mail message – for start a new email message
Find all- for finding email
Reply- answering an email of a particular incoming mail
Reply to all- answering an email of a particular incoming mail with all CC and BCC
email id
Forward –passing an incoming mail to a particular email id.

5.7. Help- for Ms Outlook help

6. Standard tool bar (Inbox window):




  1      2      3 4           5        6       7         8
1— for start a new email message
2—for print the current window
3—delete something (before you have to select the item)
4— answering an email of a particular incoming mail
5— answering an email of a particular incoming mail with all CC and BCC email id
6— passing an incoming mail to a particular email id.
7-- Checking any new in coming mail
8—finding any particular email




7. Sending new mail:

Click the “         ” first button from the left of standard tools bar.




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Or,
Click “ACTION” from the menu bar -> click “New Mail Message”

You will get the following window:




   1
   2
   3


       4




 1.    To: receiver email address (mandatory)
 2.    Cc: (Optional) other email addresses if any with the same email.
            Here everybody can see the addresses of all who got the mail.
       BCC: (Optional) other email addresses if any with the same email.
            Here everybody can see only the address of sender.

 3.    Subject: (mandatory) Topic about the email
 4.    Body: writing the details.




7.1    Standard tool bar (New mail message window):




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  1       2 3     4      5 6      7   8       9 10 11

1----For sending email
2----For saving email
3----for printing
4----for cut
5----for copy
6----for paste
7----for attaching
8----signature
9----Importance: High
10-- Importance: Low
11--Follow-up


7.2    Formatting tool bar (New mail message window):




      1                  2            3   4      5      6   7   8   9

1---paragraph format
2---font style
3---font size
4---font color
5---bold, italic, underline
6---changing alignment
7---bullets & Number
8---increase & decrease indent
9—insert horizontal line




7.3    How to attached file(s):

Click INSERT from the menu bar -> click “FILE”



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Or,

Click “       ” icon from the standard too bar

You will get the following window




Select the file from the specific location then click “INSERT” button. (You can select
one file at a time or you can select several files from a compressed folder).

7.4       How to remove attaché file:

Right click on the attaché file(s) you will find the following menu:




Then click “REMOVE”, selected file(s) will remove from the attachment bar.

7.5       How to Insert Picture:




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Click “INSERT” from the menu bar -> click “PICTURE”
You will get the following picture box:




Then you have to select the specific picture by      clicking “browse” button and then
click “OK”.

For delete it just select the picture and press “DELETE” button from the keyboard.

8. How to insert auto signature for outgoing mail:

Select “TOOL” option from the “INBOX” menu bar-> click the “options” -> select the
“MAIL FORMAT” tab, you will get the following window:




Click the “Signatures” button.




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Click “new” button for new signature




Enter a name for your new signature, click “NEXT”.




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Write here you signature, edit it then click “OK”.
Now you will get your signature in every out going email by default.


9. How to assign “Task”:

Click “TASK” from the Folder list. TASK window will appear.




Here we set our day to day working activities with date, time details.




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   A- Subject:- give the task name
   B- Date:- Give the date
   C- “Double Click” the task we can see/edit the details of it.




After edit the details click “save and close” button from the standard tool bar.



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