Tech-KNOW Topic. for Microsoft Office Outlook - "You've Got Mail!"

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1 Tech-KNOW Topic for Microsoft Office 2000 Outlook - "You've Got Mail!" Christina School District Network Users: Log in and save today s work in your My Documents folder. Objectives: Participants will be able to: Change view options Create a message and format text Use spell check to edit a message Address and send a message Act on a received message Create personal contact Create distribution list Create folders to organize mail Send an with an attachment Engage in a discussion concerning the rationale for learning/using these skills, as well as, classroom application ideas VIEW OPTIONS accessible by clicking on View in the menu bar Outlook Shortcut Bar Folder List Inbox Preview Pane The Outlook Shortcut Bar is located down the left side of your screen. It provides access to your inbox, calendar, contact list, a notepad to record tasks/notes, recycle bin and other shortcuts. The Folder List is displayed on the left of the screen and provides a hierarchical view of your folders and subfolders in Outlook. The folder list gives an organized view of the contents. The Preview Pane allows you to view the contents of a message without actually opening it. AutoPreview allows you to preview the first few lines of a message. 1

2 CREATE A MESSAGE AND FORMAT TEXT To create a message, click on the New button on the toolbar and a message template opens on your screen. Let s compose our message first. Click in the text area for the body of your message. Type a message to yourself. Format message text by changing the font Formatting text allows you to add emphasis to your messages. Prior to changing the font, you must select (highlight) the text you wish to change. Note: In order to make formatting changes, you must be in HTML or Rich Text format. These options are listed under Format on the menu bar. You can choose the following formatting options: Font and Font Size Bold, Italics, Underline and Color Bulleting Alignment EDITING WITH SPELL CHECK Once you have completed your message, you will want to spell check it for accuracy. You can set spell check to automatically occur with every message. In Outlook: Go to the Tools menu bar. Select Options. Click on the Spelling tab. Select Always check spelling before sending by clicking in the check box. Click OK ADDRESSING AND SENDING A MESSAGE The following is a description of the various parts of the message header: *To: You must put the name or names of the addressee(s) in this field, or the address *Cc: Use this field if you wish to send a person a copy Subject: Type a brief title here There are several different ways to enter names in the **To: & Cc: fields: You can type an address in the To: or Cc: fields If trying to find a CSD colleague: Type in their last name and first initial and then hit the Check Names button You can click on the To: or Cc: buttons to access global contacts and your personal contact list. 2

3 Click here to see districts and schools, or your contacts. Highlight the name you want to send to Click the appropriate button (To or Cc) That name will appear in the Message Recipients field Click OK Sending a Message Once you have typed the message and edited it, you are ready to send it. To send a message, Click the Send Button. ACTING ON A RECEIVED MESSAGE Reading a Message o To read a message that has been saved in a folder, click on the folder in which the message is contained, or access from the inbox. o If the Preview pane has been selected, single click the message to read in the preview pane, or double click the message for a full window. Closing a Message There may be times when you do not want to do anything to a message other than close it. To close a message, click on the windows close button in the top right corner of the message. (only in the full screen view). Replying to a Message When you reply to a message, the To, From and Subject fields of the form are completed for you by Outlook Therefore, all you need to do is type your response to the original message and then send the message. To reply to a message, perform the following steps: o Click on the Reply button to reply to the sender only o OR click on the Reply to All button to reply to every recipient of the message o Type your response o Click on the Send button 3

4 Deleting a Message You should delete messages on a regular basis in order to free up disk space and to help keep your folders manageable. To delete a message, click on the Delete button. Note: To permanently remove it from the Deleted Items folder you must then empty the folder: Click on Tools in the menu bar Click on Empty Deleted Items Folder Forwarding a Message There may be times when you would like to forward a message to someone else for comments or other information. To forward a message: o Select the message to be forwarded o Click on the Forward button o Enter recipients in the To and Cc fields o Type your message above the original message o Click on the Send button USING CONTACTS The Contacts folder is a place to keep your addresses of people not on the Christina e- mail list. (Parents, friends, personal s) Along with being able to store address, you can store mailing address, phone numbers, and many other bits of information. o Click on Contacts in the Outlook shortcut bar o Click New on the toolbar o Fill in with information o When finished, click the Save and Close button. 4

5 OR o After opening an from the person you want to add to your contacts, right click over top of the senders address and then click on add to contacts. o Creating a Distribution List o Click on Contacts in the Outlook shortcut bar o Click on the down arrow next to the New button in the toolbar o Click on Distribution List o Type in the list name o Click on the Select Members button o In the Show Names from the: field, click on the down arrow to choose where you will choose names from o Highlight name and click on Add to add to the group Click OK when list is complete 5

6 CREATING FOLDERS Creating a new folder is a good way of keeping your files organized. To create the folder Go to the Folders view Right click on the word Inbox, release, and left-click and drag to New Folder Name the folder what you would like. It should be a person's name, a group name, or a common subject. Note that Inbox is highlighted meaning that is where the new folder will be placed Click OK and the new folder is made When you want to move the to the selected folder, simply click and drag and drop it into the folder You may make as many folders as you desire to make finding important easier Moving Messages You can move messages from one folder to another. Click and hold the message to be moved. Drag and drop the message on the desired folder SENDING AN WITH AN ATTACHMENT You must know where the document you want to send is saved. Open your new mail Insert the address to whom you want to send the document in the To: field Click the paperclip icon on the shortcut bar A window will open asking you to locate the document you wish to attach. This is where you have to navigate to the location of the document Double-Click on the attachment on the desired file OR click INSERT and close Finish your and send OTHER OPTIONS THAT YOU MAY FIND IMPORTANT Microsoft Outlook defaults to saving all your sent messages into the SENT ITEMS folder. o This is good to have as proof of actually sending o You may also make a folder in the Sent Items Folder to save important s you wrote 6

7 o HOWEVER, it is also wise to clean out this folder occasionally o To empty the sent items folder: Double click on the sent-items folder to open it Take a look at each If it is one you no longer need, delete it Move important ones to a folder if necessary Designing a signature: o Go to the Tools menu and select Options. o Click on the Mail Format tab. o Click on the Signature Picker button. o Click New. o Name your signature (examples: Friendly, Professional) and click Next. o Use format and type the text you want. Kelly Keyboard 1010 Computer Drive (123) o Click Finish. Then OK, OK o When typing a new message, go to the Insert menu: Signature. 7

8 Skill Rationale: Communication with parents Communication with colleagues Classroom Application ideas: Pen Pals (with parent permission and discussions on security/ safety) Ask An Expert website (with parent permission and discussions on security/ safety) NETS (National Educational Technology Standards): DOE Professional and Curriculum Standards: Computer Skills Growth Chart: LoTi (Level of Technology Implementation): 8

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