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					Computer Applications                                                                   ASSIGNMENT #1
                                                                                             Outlook

Begin the following exercises in class, and complete them before next Monday. Work on the tasks at
your own pace. Raise your hand if you have any questions. When completed with all of the tasks for
this week, anything you create for submission this week must be emailed to the address for your section:

              9:30            Section A      CS101Amichaud@anselm.edu
              10:30           Section B      CS101Bmichaud@anselm.edu

Assignments are due by the start of class on the due date. Late assignments will be penalized.

Outgoing Mail

      Note: We are going to skip much of the Outlook chapter because I will assume you understand
       the basics of composing and reading email. You are responsible for the material on pages OUT
       1-18 and 20-23; if you are unfamiliar with these tasks, please start the chapter at the beginning.

      To start this assignment, bring up Microsoft Outlook through Citrix. Note that any changes you
       make to your inbox or Outlook settings while working in the lab will be saved and will still be
       there if you load Outlook anywhere else on campus.

      Your first task is to select a mail format for your outgoing mail (page OUT 19). Review the
       book’s description of the options and select what you would like for your outgoing mail; I would
       recommend choosing between HTML and plain text. Note the following benefits to switching to
       plain text:
           o Spam often uses HTML heavily, so sending HTML emails may mean your emails get
               marked as potential spam.
           o Some mail readers cannot display the formatting from an HTML email; for those
               recipients, your email will be practically unreadable.
       For these reasons, I always send plain text emails.

      Signatures are a convenient way to automatically append identifying information about yourself
       to an email. Mine for my Saint Anselm account looks like this:

       Dr. Lisa N. Michaud, Assistant Professor
       Department of Computer Science
       Saint Anselm College, Manchester, NH
       http://www.anselm.edu/internet/compsci/Faculty_Staff/lmichaud/
       lmichaud@anselm.edu

       For my “family” email account, the signature looks like this:

       The Michaud Family
       Dennis, Lisa, Noah, and Renee



                                                                                               Page 1 of 7
      Review setting up a signature on pages OUT 24-26, and then set up two signatures for your
      account:
         o One which is just you, personally (the default)
         o One for you when you are writing as a representative of a group to which you belong
             (real or fictional) – similar to the Team Captain example in the book.

     Send me an email at the class submission address (see pages OUT 27-32):
         o We are going to do a little formatting, so if you turned off HTML, under the Options tab
            for the new email, switch to HTML for this message.




         o You can decide which signature to use for any email. Select your “representative”
           signature.
         o Set the subject line to this exactly: “101 Assignment 1”
         o Compose an email in which you tell me:
                What are your two biggest hobbies.
                One thing you would really like to learn from this course.
                Whether you are going to choose the Portfolio project or Service learning.
         o Add formatting to the email, as shown in the book, before you send it to me. At the very
           least, illustrate:
                One instance of text colored something other than black.
                One instance of something other than left-justification.
                One instance of the size of the text being altered from the default.

Incoming Mail

  In these tasks, we’re going to practice how to organize your inbox so that you can quickly find old
  emails that have important information.

     Review email Categories on pages OUT 33-34 and follow the tasks, except that:
         o For Step #2: instead of clicking NO for renaming the categories, go for it! Come up with
            names to go with each one of the categories. For example:
                 Red: From X (your significant other)
                 Blue: The Team
                 Yellow: Class Announcements
                 Purple: From Miffy, my best friend
            If you don’t get the “rename” question, right-click on the email, select Categorize, All
            Categories, and Rename them.
         o Include at least one category for “Class Announcements,” which we will do later
         o Not enough categories for your taste? Note that the New button will let you create more.
         o As the book directs, go through your Inbox and practice categorizing your emails
            according to the categories you have created. You only need to do 5-7 of them; we will
            get the rest done for us automatically.
                                                                                           Page 2 of 7
   Another useful thing to do is to flag an email as requiring an action or response. Follow the
    instructions on pages OUT 34-35. When you are done, click on the To Do bar on the right-hand
    side, and notice how your flagged items now show up in a reminder panel.

   Having every email in the same place makes it hard to find anything, even if it’s categorized.
    Let’s create some folders to sort things into.
        o Right-click on your Inbox and select New Folder
        o Create the folder “Classes” to hold information about your classes.
        o Use the same steps to create the folder “Organizations” to hold emails concerning the
            organizations to which you belong (teams, clubs, etc.).
        o Right-click on the Classes folder and select New Folder again. This time, it will put a
            folder inside the Classes folder. Use this to create a folder CS 101 for this course. Create
            sub-folders for your other courses.
        o Create subfolders for your organizations as well.
        o Look at your inbox. Click and drag old emails currently in your inbox into the folders
            they belong in.
        o The folders are now like miniature inboxes that are themed. Click on the folder to see the
            emails you have put there.
        o Note: to “expand” a folder to see what folders are inside of it, click on the little plus sign
            beside it. To “shrink” a folder to hide its subfolders, click on the minus sign.

   One of the most powerful functions of a mail program is to automatically process your email to
    keep the incoming mail reasonable. We’re going to learn next about setting up rules so that
    Outlook can categorize and move emails for you.
       o All email announcements I send to you should be categorized under Class
           Announcements. You should not have to assign that category by hand to every email
           from me.
       o I will send you an email during class today. Right-click on this email from me and select
           Create Rule. This screen will pop up:




                                                                                            Page 3 of 7
  Outlook assumes you want to create a rule based on emails like the one you clicked on,
  maybe from the same person, on the same subject, etc. You can select the “From Lisa
  Michaud” part, because you want to categorize all emails from me.
o There are not quite enough options for what to do with the email (categorizing isn’t
  listed), so select: Advanced Options and then Next (because we already specified what
  emails this rule applies to).




o What do you want to do with emails from me? You want to assign them to a specific
  category. Select that.
o In the Step 2 box, click on the underlined word category so you can specify that you
  want to assign it to the Class Announcements category
o Hit Next – we’re not going to list any exceptions to this rule – hit Next again.
o Give your rule a name.
o To see this work right away, select Run this rule now on messages already in Inbox.
o Hit Finish and then OK.
o The email from me should now be marked with the category color you used for Class
  Announcements!

                                                                               Page 4 of 7
         o Note: Think about how you could create other rules to use your other categories. Would
           this make it easier to scan your inbox looking for something specific?
         o Note also: There are a lot of other actions you can program. Assigning a specific sound
           to an incoming email from someone is like a custom ringtone for that person. If you get a
           lot of emails every day from a group, you may want to move all emails with something
           identifying them as from the group into a folder for that group, to read when you have
           time. The sub-folders of Inbox will show up in bold and have the count of new emails
           displayed next to the name when there are new emails in there.

     Suppose you frequently want to be able to find all of the emails that have Class Announcements,
      wherever they happen to be (in the main Inbox or filed away somewhere). You can create a
      Search folder that will always have in it every item from a specific category (see OUT 43).
         o Right-click on the category box next to the message from me.
         o Select Create Class Announcements Search Folder
         o Look on the left-hand panel for Search Folders:




           Click on the Class Announcements folder and you will instantly search for all mail that
           has been categorized as Class Announcements!
         o Note: If you right-click on Search Folders, you can see how to set up searches on
           characteristics other than categories.

Archiving Email

  Want to keep email around in folders but not
  deal with quota overflow? We can archive
  emails, which compresses them and keeps
  them accessible but not on the server where
  you have limited space.

     Select the Tools menu, and within that
      Options. Click on the Other tab.

     Click on the AutoArchive button.

     In the window at right, you can configure
      how and where you want your email
      archiving configured. Under Move old
      items to, pick a location in a folder on
      your “H:” drive space and any time
      Outlook is running on Citrix, it will be
      able to archive your mail into that file.

                                                                                          Page 5 of 7
Due on Monday, January 25th:

   Any tasks not completed above.

   Send a plain text email to CS101AMichaud@anselm.edu (9:30 class) or
    CS101BMichaud@anselm.edu (10:30 class) with the subject “101 Assignment 1” (again)
    and using your “personal” signature, describing:

       1. At least two categories you set up other than the one I required.

       2. At least two folders you created for sorting your mail.

       3. One way in which you could see yourself using a rule to categorize/sort your email
          automatically.

       4. One way in which you could find a Search Folder to be useful.

   Detach and put your name on the feedback sheet to submit in class on the deadline.




                                                                                         Page 6 of 7
Computer Applications         ASSIGNMENT #1
                            FEEDBACK SHEET



Your Name:

HTMLized email                         /1

3 Formatting Examples                  /3

Signature #1                           /1

Plain text email                       /1

2 categories, 2 folders                /2

How to use a rule, search              /1

Signature #2                           /1

TOTAL                               / 10

                                  Page 7 of 7

				
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