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1. Chapter 4 Microsoft Outlook 2010 CLD 10202 COMPUTING SEM JUNE 2014

2. Objectives Start and Navigate Outlook Read and Respond to E-mail Delete Outlook Information and Close Outlook Manage Contact Information Manage Tasks Work with the Calendar

3. Start and Navigate Outlook Looking at Outlook’s two functions E -mail program Electronic mail (e-mail) stored in the Inbox Personal information manager Electronically store personal information Components include Calendar, Contacts and Tasks Components have different views, or ways to look at information in different formats and arrangements

4. Start and Navigate Outlook Start, All Programs, Microsoft Office, Microsoft Outlook 2010 Outlook Today is default view Includes summary of schedule, tasks and e-mail for current day

5. Start and Navigate Outlook The default view is Outlook Today, which is a summary view of your schedule, tasks and e-mail for the current day

6. Start and Navigate Outlook Using the Navigation Pane to quickly access Outlook’s components F olders in the upper left pane organize information and store items Items are elements of information such as a message, contact, task, or appointment Buttons in the lower left pane quickly display Outlook’s tools and the frequently used folders Also contains icons, or graphic representations of Outlook objects. Screen Tips display names of each element

7. Start and Navigate Outlook Understanding the two folder lists for the Mail tool Favorites are customized to access most frequently used folders Outlook Data File contains Inbox Viewing the Inbox mail folder Message pane in the middle lists e-mail messages received Reading Pane previews an e-mail message without actually opening it

8. Start and Navigate Outlook Using the To-Do Bar Get quick access to daily tasks Can minimize and expand this bar Using the View tab on the Ribbon Show the Reading Pane and To-Do Bar as desired Using the Folder tab on the Ribbon A dd a folder to the Favorites list

9. Start and Navigate Outlook

10. Start and Navigate Outlook Working online Connected to a network or public Internet Default setting is to send messages immediately when Send button is clicked Working offline Not connected to a network or public Internet Messages are stored in the Outbox folder Name of file is Outlook Data File

11. Start and Navigate Outlook Setting up an e-mail account In Backstage view, select the Info tab Under Account Information, click Add Account and change needed options Importing messages into the Inbox In Backstage view, click Options Choose the Advanced category Click the Export button to start a wizard A wizard walks you step-by-step through a process

12. Start and Navigate Outlook Using the Ribbons, Tabs, and Buttons Ribbon organizes the Outlook commands and allows you to quickly find commands you need Commands are represented by buttons and organized into logical groups Dimmed, shaded, or gray commands are unavailable Logical groups are organized under tabs that are related to a certain activity Contextual tabs only show when the related task or activity is active

13. Start and Navigate Outlook Using a keyboard shortcut A combination of keys on the keyboard that perform a command Viewing a ScreenTip Point to an icon to display a small box that displays name and description of the screen element and keyboard shortcut if available An icon is a graphical representation of an object that can be clicked to open that object

14. Start and Navigate Outlook Using other Ribbon buttons More button—used to see more options Dialog box launcher—used to open a related dialog box with more options Using toggle buttons Indicate if the option is on or off Orange buttons mean the feature is on

15. Start and Navigate Outlook Using Backstage view (File tab) Centralized window with tools to manage your accounts and customize Outlook Replaces the traditional File menu and the Office button in older Outlook versions Using the Quick Access Toolbar Displays buttons to perform frequently used commands with single clicks Can be customized as desired

16. Read and Respond to E-Mail Viewing e-mail messages Each message has a header displaying the name of the message sender, subject, date and time sent, and sometimes other information Be default, messages are sorted newest to oldest in the message pane

17. Read and Respond to E-Mail Viewing conversations Updated option in Outlook 2010 Shows messages grouped by subject Conversations are sorted by date Messages within each conversation are sorted based on who replied to whom A whole conversation is moved to top of list when a new message in the conversation is received

18. Read and Respond to E-Mail Messages listed in conversation view by date

19. Read and Respond to E-Mail Reading an e-mail message Read shorter messages in the Reading Pane without opening them Open longer messages in an Outlook form, which will open as a new window Identifying an unread message Message header is displayed in bold Icon at the left shows a closed envelope

20. Read and Respond to E-Mail Composing and sending an e-mail On the Home tab in the New group, click the New E-mail button Enter recipient(s) e-mail address(es), a subject, and the message E-mail addresses have two parts separated by the at sign @ First part is the user name of the recipient Second part is the domain name, or host name of the recipient’s mail server

21. Read and Respond to E-Mail E-mail addresses of recipients Subject of e-mail message Message area Multiple e-mail addresses can be entered and are separated by a semicolon Send button

22. Read and Respond to E-Mail Replying to an e-mail Automatically places original sender’s e-mail address in To box. Cc box sends a courtesy copy or carbon copy of the message to the address specified. Adds the prefix RE: to the subject and title of the message to mean regarding to. Includes the text of original message in message area of the message form Allows you to add new text above the original message

23. Read and Respond to E-Mail Forwarding an e-mail Lets you to type e-mail address(es) of the new recipient(s) Adds the prefix FW: before the subject and the title of the message to mean Forward Includes the text of original message in message area of the message form Allows you to add new text above the original message

24. Read and Respond to E-Mail Adding an attachment Attach one or more files to any message On the Message tab, click Attach File

25. Read and Respond to E-Mail Opening and saving an attachment Message header has a paper clip icon to indicate the e-mail has an attachment Click the attachment file once to view it in the Reading Pane; click Message in the header to view the message again Double-click the attachment file to be prompted to open it or save it Do not open an attachment unless it is from a know source

26. Read and Respond to E-Mail Printing messages Use Backstage view to access all print settings and functions for all items Outlook prints whatever is selected Table Style Lists the contents of a folder on a single page and provides limited information about each item Memo Style Prints a single item on a single page and provides detailed information about that item

27. Delete Outlook Information and Close Outlook Deleting items no longer needed Delete Inbox and Outbox messages Select multiple items or all items in a folder— click first item, hold Shift key, and click last item Delete the Suggested Contacts Added automatically when messages are sent Empty the Deleted Items folder Right-click the Deleted Items folder, choose Empty Folder, and Yes

28. Delete Outlook Information and Close Outlook Restoring Outlook’s default settings Display Backstage view, click Options Choose Advanced and reset all of the Send/Receive options Removing an e-mail account In Backstage view, select Info tab Choose Account Settings and E-mail tab Select target account, click Remove

29. Delete Outlook Information and Close Outlook Resetting the print styles In Backstage view, select Print tab Choose Print Options and Define Styles Choose table style and click Reset

30. Manage Contact Information Understanding the Contacts tool is an e-mail address book Stores information about people, organizations, and businesses Default location is the Contacts folder A contact is a person or organization Inside or outside your own organization Can include street and e-mail addresses, telephone and fax numbers, Web page addresses, birthdays, and pictures

31. Manage Contact Information Creating a new contact In the Navigation Pane, click Contacts On the Home tab, click New Contact An Untitled – Contact form displays and can be maximized if desired A notes area can be used for any information not specified in the form Enter needed information in the form’s boxes; Save & Close

32. Manage Contact Information

33. Manage Contact Information Dragging an e-mail header over the Contacts button to create a contact Minimize the Inbox window to display the new Contact form when using this alternative method Name and e-mail fields are filled in and Notes area displays the original e-mail Displaying Contacts list in Card view Click Contacts, Home tab, and Card button

34. Manage Contact Information Editing contact information as needed In Card view, double-click on the shaded name bar for a contact to open the form Choosing from various print styles In Backstage view, select the Print tab Under Settings, choose the desired style Click Print Options and Page Setup On the Format tab, set Blank forms at end to None

35. Manage Tasks Understanding the Tasks tool Create to-do lists electronically Get reminders Track the progress of tasks Print a task list

36. Manage Tasks Creating a To-Do list In the Navigation Pane, click Tasks If needed, select To-Do List under My Tasks Click in the Type a new task box Type the task and press Enter The new task displays in the To-Do list By default, the new task is due the day it is created

37. Manage Tasks Dragging an e-mail header over the Tasks button to add to the To-Do list Minimize the Inbox window to display the new Task form when using this alternative method Complete the form’s fields as needed Details for the task display in the Reading Pane and include the text from the original e-mail

38. Manage Tasks Editing a task in the To-Do list Double-click the task to open its Task Form Make needed changes; Save & Close

39. Manage Tasks Viewing a To-Do list In the Navigation Pane, click Tasks If needed, select Tasks under My Tasks

40. Work with the Calendar Understanding the Calendar Scheduling component that is fully integrated with e-mail, contacts, and tasks Create appointments and events Organize meetings View a group of calendars Share your calendar via e-mail Manage someone else’s calendar

41. Work with the Calendar Exploring the Calendar Use multiple view options to accommodate different needs: daily, weekly (5 or 7 days), and monthly In the Navigation Pane, click Calendar The Date Navigator at the top of the Navigation Pane gives a one-month calendar view that can be used to display specific days

42. Work with the Calendar Exploring the calendar On the right side, view the appointment area An appointment is a calendar activity occurring at a specific time and day that does not require inviting other people Use the Task pane at the bottom to schedule tasks This pane may be maximized or minimized

43. Work with the Calendar

44. Work with the Calendar Scheduling appointments Type in a time slot in the appointment area Use the New Appointment button Use the comments area in the lower half of the form to enter additional information as needed Drag a task into a time slot in the appointment area Add an appointment reminder as desired Reminds you of a pending appointment/task

45. Work with the Calendar Understanding a meeting A calendar activity that requires inviting other people or reserving a room Meetings can be scheduled with other Outlook users or anyone using an e-mail program Meeting invitations occur as e-mail messages

46. Work with the Calendar Scheduling a meeting with other people Use the New Meeting button Find an available time in your schedule Invite the meeting attendees by sending an e-mail message

47. Work with the Calendar Printing the calendar Use the variety of print styles available Print a day, week, or month Print an individual appointment Setting reminder defaults In Backstage view, click Options and then click Calendar Change default reminder options as desired

48. Covered Objectives Start and Navigate Outlook Read and Respond to E-mail Delete Outlook Information and Close Outlook Manage Contact Information Manage Tasks Work with the Calendar