Microsoft Outlook

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Microsoft Outlook

• An Introduction

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The Mail Function

• Is very similar to Outlook Express.
• It will be set up to go directly to your Inbox
  when you start the program.
• Your address book and existing messages will be
  imported from Outlook Express.
• The basic Inbox screen look like this

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Composing a Message

• To compose a new message you will use the new
  button.
• Remember, the new button creates a variety of
  new things. Use the drop down arrow just to
  the right of the word new to choose the new Mail
  Message.

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Composing a Message

• Composing a message is similar to Outlook
  Express.
• You may have to adjust the toolbar to see the
  paperclip button for attachments!
• The main annoying difference is that there is no
  autocomplete on the e-mail address.
• It will automatically finish the address if you
  type in last.first IF they are in the address
  book you spelled it correctly!

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Entering E-mail addresses

• Another option to avoid typing the long address
• Click on the TO button and this Select Names
  dialog box will appear.
• From here you can type in the first letter of the
  last name and locate people more quickly.

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Groups

• You may want to create email groups for people
  you e-mail frequently.
• Any groups you currently have in Outlook Express
  will be copied over!
• But you can create any new groups you may need.
• Method One If you are in the middle of
  addressing an e-mail - Right Click on any name,
  left click on New, then Left Click on New Group.

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Creating Groups

• Method Two click on the address book button on
  the toolbar.
• Then Click the New Button, Then New Group.
• Then click on the Select members button to add
  people.

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Practice Time

• Any Questions????

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Using The Calendar

• Can be used to keep track of all appointments.
• An alarm will remind you before time for an event
  or meeting.
• You will be able view the central office
  calendar.

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Viewing a Shared Calendar

• Any calendar you can view is in the Folder List.
• If you cannot see the folder list, Go to the View
  menu then click on Folder List.
• If the shared calendar is functioning properly,
  it will show up in bold letters.
• YOUR calendar will just listed as Calendar
  others will be as the shared name.
• Click on the other calendar name to see it.

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Calendar Views

• You can view your or any shared calendar in four
  different ways
• One Day
• Five Day Work Week
• Seven Day Week
• Entire Month
• To select the view, simply click on the buttons
  on the toolbar shown below.

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One Day Five Day
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Seven Day View
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Monthly View
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Adding a New Appointment

• There are several ways to add a new appointment.
  
• A simple way is to single click on the day in the
  small calendar window on the right side of the
  screen.
• The One Day view for that day will then appear.
• Either double click to open the new dialog box or
  just start typing it in.

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If you type the appointment in.

• You will get the default settings 30 minutes
  long, alarm 10 minutes before Not private.
• You can adjust the time by dragging the blue
  border line down to the ending time.
• You can also double click on the blue border at
  the left to get to the dialog box.

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New Appointment Dialog
Use these to set up the alarm or turn it off.
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A Recurring Appointment

• Good to use for Faculty Meetings, Administrative
  Meetings, or any other meetings that occur on a
  regular basis.
• Monthly does allow for a certain day of a certain
  week!

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Meeting Requests

• You can set up an appointment and invite people
  in your address book or anyone with an e-mail
  address to attend it.
• It can be used to request meetings be added to
  the central office main calendar.

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Inviting Attendees

• The screen is very similar to the one used for
  addressing e-mails.
• Locate them on the left side and click on the
  required button to move them to message
  recipients.

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How the Meeting Requests Work

• If you send it to someone who uses Outlook
  Express teachers they will just get a plain
  formatted message with the meeting as the
  subject. Details of the date and time and any
  extra information you typed in the message
  section will be in the body of the e-mail.
• If a user of Outlook gets the message, the icon
  will be an envelope with profiles and they can
  accept or decline the meeting.
• In Outlook, a tentative meeting will be placed on
  the calendar after they accept it it becomes
  coded as busy.

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When a Calendar is Shared

• When a calendar is initially shared with you, you
  will receive a special e-mail.
• You MUST open the e-mail by double clicking on
  it!
• Then you will click on the Accept button at the
  bottom right of the screen to start the process
  for viewing the calendar.

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About Shared Calendars

• When you accept an invitation to view a calendar,
  the results are not immediate.
• Outlook shares calendar information by sending
  and receiving specially coded e-mail messages.
• Expect delays of a few minutes or more, depending
  on the situation.
• Also, remember that there may be items in your
  Outbox that you did not put there!

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Tips Other Notes

• Outlook Today is a very useful view that allows
  you to see at a glance a summary of information.
• To get to this view, click on the top line in the
  Folder List OR go to the View Menu, then Go To,
  then Outlook Today

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Additional Tips

• The organize button on the toolbar will allow you
  to customize the currently opened feature in a
  variety of ways.
• Messages can be color coded, calendar items can
  be categorized and items can be moved to folders.

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Printing Calendars

• You can print your calendar or the Central Office
  calendar in a variety of styles.
• Go to the File menu, then Page Setup.
• Select the style and you can preview the layout.