Using Microsoft Outlook: E-mail Basics

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Using Microsoft OutlookE-mail Basics
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Objectives

• Guided Tour of Outlook
• Identification
• Views
• E-mail Basics
• Contacts
• Folders
• Web Access
• QA

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Task Pane
Use your mouse to click through various
identification markings on this screen. Then
click Next.
Next
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Modifying What You See

• To move the Preview Pane, simply
• Click View, Reading Pane.

Then choose Right (or Off) from the drop-down
menu to modify the location of the pane.
Back
Next
Compare to GroupWise
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GroupWise Comparison

• In GroupWise, messages can be previewed using the
  QuickViewer.
• A toggle button turns the
• QuickViewer on and off.
• QuickViewer is always
• displayed on the bottom
• of the screen.

Back
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Modifying What You See

• Lets try it!
• Move your
• Preview pane
• to the right
• side of the
• screen.

Back
Next
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What Else Can We Change?

• Remove preview pane completely
• Arrange your inbox
• Size your navigation pane
• Add a toolbar
• Remove a toolbar
• Follow the status line through these moves

Back
Next
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Navigation

• Lets practice!
• Calendar
• Contacts
• Mail
• Journal
• Notes
• Tasks

Back
Next
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E-mail Basics

• Composing
• Click the New
• button or
• choose File,
• New, Mail
• Message.

Back
Next
Compare to GroupWise
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GroupWise Comparison

• The process is exactly the same in GroupWise,
  only the buttons look different.

Click on the New Mail button, OR Click File, New,
and Mail.
Back
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Enter recipient address(es) here. Enter
secondary recipient address(es) here.
Use this space for your message.
Be sure to check spelling and proofread your
message. Then click the Send button.
Back
Next
Compare to GroupWise
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GroupWise Comparison

• The process is identical in GroupWise.

Secondary recipients go here.
Use this space for your message.
The all-important subject line goes here.
Recipient addresses go here.
Back
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Handling Blind Copies

• To send a blind copy in Outlook, click on

Options, then choose Bcc from the menu.
Outlook automatically adds a line for the blind
copy address.
Back
Compare to GroupWise
Next
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GroupWise Comparison

• The default mail view in GroupWise contains a
  blind copy address box.

Back
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Handling Attachments

• To attach a document to your message, click on
  the Insert Tab and then the Attach File button.
  It resembles a paper clip.

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Next
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Handling Attachments

• Choose a file, then click the
  Insert button.

Outlook inserts the file into your message.
Back
Next
Compare to GroupWise
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GroupWise Comparison
The process is identical in GroupWise. Click on
the Attachment button (paper clip). Then choose
the file to attach and click OK.
GroupWise uses a graphical display for the
attachment.
Back
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Send Options

• HTML
• Plain Text
• Rich Text

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Next
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More Send Options

• Click on the Options button.

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Next
Compare to GroupWise
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GroupWise Comparison

• Click the Options tab.

Select the appropriate options, then click the
Mail tab to return to the message.
Back
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Reading Messages

• Without the Preview Pane

Simply double-click on the message.
Back
Next
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Reading Messages

• With the Preview Pane

A single click on the message will cause it to be
displayed in the Preview Pane.
Back
Next
Compare to GroupWise
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GroupWise Comparison

• It works exactly the same way!

A single click, when Quick Viewer is used. Or a
double-click when Quick Viewer is off.
Back
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Replying/Forwarding

• Whether or not you are using the Preview Pane,
  the Reply, Reply to All, and Forward options will
  be displayed.

The Reply and Reply to All options automatically
fill in the addressees.
Back
Compare to GroupWise
Next
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GroupWise Comparison

• Again, Outlook works the same way as GroupWise
  with only one exception.

When you click the Reply button, a second window
appears in which you must select whether you wish
to reply to a single person or to all recipients.
Back
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Adding a Signature
Click on Tools, Options.
Then choose Mail Format and click on the
signature button.
Next
Back
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Creating a Signature
Assign a brief description to the signature
(first name, or internal use) then click OK. Then
simply create the information you want to include
in the edit signature box, and click OK.
Compare to GroupWise
Back
Next
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GroupWise Comparison
In GroupWise, only one signature can be created.
Click Tools, Options, Environment, then the
Signature tab. Supply the information you wish
to include in the signature and click OK.
Back
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Out of Office Assistant
On the Tools menu, click Out of Office Assistant.
In the Out of Office Assistant dialog box, click
Send Out of Office auto-replies. If desired,
select Only send during this time range, and then
set the appropriate Start and End dates and times.
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Next
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Out of Office Assistant
In the Out of Office Assistant dialog box, there
are two tabs for messages Inside My
Organization and Outside My Organization. To
send an Out of Office reply for messages
originating within the college, create your reply
in the text window of Inside My Organization. To
send an Out of Office reply for messages
originating within the college, create your reply
in the text window of Outside My Organization.
Back
Next
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Recalling Messages
To recall a message you have sent, open
(double-click) the message from your Sent Items
folder. Then click Other Actions, then click on
Recall This Message.
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Recalling Messages
Specify the recall options, and click OK.
Back
Next
Compare to GroupWise
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GroupWise Comparison
In GroupWise, deleting the message from your Sent
Items folder provides you the option of deleting
it from other recipients folders. There is no
confirmation option available in GroupWise.
Back
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Managing Mail Folders

• If you have been using folders to organize your
  mail in GroupWise, you understand how their
  function and benefit.
• Outlook folders function in much the same way.
• Specific comparisons to GroupWise will not be
  made in this section.

Next
Back
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Creating Folders
In the Navigation Pane, choose the parent folder.
(Ex. Inbox) Right-click the parent folder, then
choose New Folder from the drop-down list.
Back
Next
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Creating Folders
Give the folder a name. Describe its
contents. Click OK. Its that simple!
Back
Next
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Using Folders
Using folders is even easier than creating
them! Simply drag items from the Inbox (or other
location) to the folder in which you wish to
store them.
Back
Next
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Tracking Sent Messages

• In Outlook, as in GroupWise, certain information
  about your message can be tracked using
  Properties.
• In Outlook, you must open the item, click the
  Office Button, then Properties.
• (GroupWise item properties can be displayed by
  simply right-clicking on the item and choosing
  Properties.)

Next
Back
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Deleting Messages and Folders

• This is the easiest part yet!
• Simply click on any item message, folder, task,
  etc. and press the Delete key.

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Next
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Summary

• Outlook e-mail is simple to use
• Outlook views can be customized
• Using Outlook e-mail is very similar to using
  GroupWise e-mail

Next topic Managing Contacts
Back
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Managing Contacts

• Versatile tool for managing people data
• Initialized for NRCC contacts (similar to the
  GroupWise Address Book)
• Usable across applications
• Searchable
• Share-able

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Click on Contacts. Or choose Go, Contacts.
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Contacts View
Contact record (can be much larger)
Directory buttons
Sorting options
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The General Tab
This is the same information you find in the
GroupWise Address Book.
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The Details Tab
The Details Tab provides some additional
information that can be useful in maintaining
contacts.
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The All Fields Tab
The All Fields Tab provides customizable search
options. Users can select the fields to display
for Contacts records, or use the fields to search
for specific information.
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Creating New Contacts

• Outlook provides three ways to create contacts
• Importing information to the Contacts database
• Manually creating new records
• Creating new records from incoming messages.

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Next
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Importing New Contacts
From any Outlook view, click File, then Import
and Export, to launch the Wizard displayed
here. Lets try importing some data,
using Q\itclab\itc\outlookdata.accdb as the
data source. Follow the instructions in the
Wizard.
Back
Next
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Manually Creating Contacts

• To manually create a new contact

1. Open the Contacts folder.
2. Click the New Contact button.
3. Enter as much or as little information as you
   need for the new contact.
4. Click the Save and Close button.

Back
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Using E-mail to Create Contacts

• Perhaps the easiest method

While reading a message, right-click on the
senders name, then choose Add to Contacts.
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Using Contacts

• There are multiple uses for your Contacts
  database. Examples include
• Search/sort
• Create messages
• Integrate with other Office applications

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Sorting Contacts
One option for sorting Contacts is
displayed. Click on the other options and
observe changes in the listing.
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Searching Contacts
Option 1 QuickFind
Simply click inside the QuickFind box and type
all or part of the contacts name.
Back
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Searching Contacts

• Option 2 Find

Click on the Find button. Type all or part of the
contacts name, address, category, company or
other field data.
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Removing Contacts

• To remove/delete a contact, simply click on the
  contacts name (which turns blue), and press the
  Delete key on your keyboard.

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Next
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Outlook Web Access

• https//webmail.nr.edu/exchange

Questions??
Back
Next
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Whats Next?

• Intermediate Outlook training covers
• Using the Outlook calendar
• Tasks
• Outlooks Journal feature
• Notes and Reminders