Using Microsoft Outlook

Transcription

1 Using Microsoft Outlook Microsoft Outlook may be opened by clicking the Outlook icon (gold box with a clock in the middle) shortcut on your taskbar. You can also go to START and choose ALL PROGRAMS and find Microsoft Outlook from among the programs. The initial Inbox window is similar to the following window. From the opening window, choose the icon labeled, New. Do not click on the downward pointing arrow. Simply click on New and a window opens where you compose your (see figure below.) Updated 1/23/07 1

2 Note: The downward pointing arrow gives you a taskbar that will allow you to create new appointments, use the calendar, etc. Composing Once the window opens, you should fill in the area next to To: with the addresses of the persons to which you are sending the . You should type in the last name first. (By default, addresses are organized by last name in Outlook) If you don t know the address, left click the button labeled To: and your global mailing address book will open. In the Type Name or Select from List box, you can type in the last name of the person to whom you are sending the . In the Name box, a list of people with that last name will appear. You can click the To button to add them. You can also use the global list to fill in a Cc or a Bcc: field. Updated 1/23/07 2

3 Next, you should fill in a subject in the space provided. This is not mandatory to sending an but is the preferred protocol. The only remaining action is to fill in the message and click on the button at the top labeled Send. Attaching a file to an There are several ways to attach a file to an message. From the New Message window, click Insert, then File from the dropdown menu that opens. You can also click on the paper clip icon. Updated 1/23/07 3

4 When you click Insert, File, the Insert file window will appear. You will need to browse to find the file you wish to attach. Click the down-pointing arrow beside the Look in: box. This will allow you browse for your file location.. Once you locate your file, click it to select or highlight it. Then click the Insert button. This will attach the file to your . You will see your attachment in the Attach: line of the message. Updated 1/23/07 4

5 Creating and Managing Folders Your mailbox contains folders with specific functions for handling your . These folders include Sent Items, Inbox, Deleted Items, Contacts, Cabinet and Calendar. You can also create folders to organize your s. These might include Personal, s from Principal, or any other topic you choose. The picture on the right is the view you will see when you open Outlook. The folders are shown on the left side of the screen. If you do not see your list of folders, click here. You can also resize the window by moving the pointer dotted bar until you see a double headed arrow (resizing Hold the left mouse button down to resize the window. over the arrow). Default folders Outlook provides the following default folders. Deleted Items: Stores messages that you delete. After you delete a message from this folder it is permanently removed from your mailbox. Drafts: Stores messages that you save. You can save messages that you want to finish composing or send at a later time. Inbox: Stores newly received messages. New messages are displayed in bold type. Junk Stores newly received messages that have been identified as junk . Check this folder regularly to ensure that you do not miss messages that you want to receive. Outbox: Stores outgoing messages until they are sent. Sent Items: Stores a copy of each message that is sent. Personal folders In addition to your default folders, Outlook provides access to the following Outlook folders for your personal use. You can view, modify, and create tasks; however, you can only view your Notes and Journal items. Journal: Contains your Outlook Journal items. Notes: Contains your Outlook notes. Tasks: Contains your Outlook tasks. Create and delete folders By default, messages sent to you are stored in your Inbox. However, you can organize your messages into a hierarchical folder system and continue to adjust it as your needs change. For example, you can create a folder called My Team, with subfolders for each person on your team. When someone leaves your team you can delete that person s folder. If someone moves to another team you can move the folder to that team s folder. The folders you create can reside at the same level as your default folders (Inbox, Sent Items, and so on), or you can build a personal folder hierarchy by creating subfolders within any existing folder. For example, you can create subfolders within a default folder, such as your Inbox, or within a folder that you created. Updated 1/23/07 5

6 To rename a folder In the Navigation Pane, right-click the folder, and click Rename. A prompt will ask you to type in the new name for the folder. Type the new name and click OK. Your new folder should be displayed now in the Navigation Pane. To create a new folder Open the File menu, choose Folder, and select New. The Create New Folder dialog box opens. Click the folder in which you want to place the new folder. Type a name for the new folder in the Name field. To specify what you want stored in this folder, click the down arrow next to the Folder Contains field and choose an entry from the list that appears. Click OK The folder is added. Adding and Removing Folders from the Favorite Folders List In the all Mail Folders List, right-click the folder you want to add to your Favorite Folders list and choose Add to Favorite Folders List from the menu that appears. The folder is added to the Favorite Folders list. To remove a folder from the Favorite Folders List, right click the folder you want to remove and choose Remove from Favorite Folders List from the menu that appears. The folder is hidden form this list. Tip: To redisplay any folders you ve removed, right-click the folder in the All Mail Folders list and choose Show in Favorite Folders List from the menu that appears. Rearranging folders in the Favorite Folders list Right click the folder that you want to move and choose Move Down in list to move the folder down or Move Up in List to move the folder up. The folder is then moved. Continue to do this until you have moved the folder to the preferred location. Organizing Messages in Folders Select the message you want to move. Open the Edit menu and choose Move to Folder. The Move Items dialog box opens. Click the folder to which you want to move the selected messages. Click OK. The messages are moved. Updated 1/23/07 6

7 Using the Microsoft Outlook Address Book To open your address book, go to Tools, then Address Book. Once you open the Address Book, you can create mail, add new entries or find users in the book. To create a message from the address book, highlight the person you wish to contact and then click the New Message button. You can add entries to the Address Book. Click Tools, Address Book to open the Address Book. Click File, New Entry. Two choices appear. A New Contact is an individual listing and a New Distribution List is a group of people. Click New Contact. Then click OK. Updated 1/23/07 7

8 A New Contact form appears. You can fill it out completely or with only the name and address. After filling in all the information you wish to save, click Save and Close. Your new contact is now saved in your address book. You can send s to a group of people at once by creating a New Distribution List. In the main Outlook window, click new, Distribution List. From the Address Book window, click New Entry and choose New Distribution List. The Distribution List window appears. At the top, you will type in the Name for your distribution list. (For example, Second Grade Teachers. ) Next, add people s names and addresses to the new list. Click the Add New button. The Add New Member window opens. Type in the person s name and address. You will continue to add new until your list is complete. When you are finished adding all of your names, you must click Save and Close in order for your list to be saved in your address book. If you add someone and then decide you do not need them in your list, you simple highlight the person s name and click Remove at the top of the page. Updated 1/23/07 8

9 Using the Outlook Calendar To open the Outlook Calendar, click Calendar in the Outlook bar (bottom left of the screen). The default calendar view will open. The calendar for today will open(divided into hourly segments) and the calendar for the current month. You can change the default view. To change to a WORK WEEK (5-days) view, click that button on the toolbar. You can also change to a WEEK (7-days) view, or a MONTH view by using the buttons on the toolbar above the calendars. If you wish to view a date other than today but in the current month, just click on the date in the calendar in the TASK PANE (the window to the left). If the day you wish to view is in a different month, use the arrows on both sides of the month s name to go to the month you wish. You may then click on the date for that month. Updated 1/23/07 9

10 To Schedule An Appointment First, display the date on which you want to schedule the event/appointment. Choose a starting time, highlight it, then click to open the start TIME of the appointment or event. In the SUBJECT box, type a name for the appointment or event. Unless you choose otherwise, Outlook will schedule the event to last 30 minutes. To change the duration, click the down-arrow to the right of the END TIME and select an ending time. If the event is to last all day, click the box labeled ALL DAY EVENT. You can INVITE people to the event or meeting by clicking INVITE ATTENDEES. The ADDRESS BOOK will open. Type the last name of the attendee, then click once to add the person to the list of invitees. Click the down-pointing arrow after SHOW TIME AS and you can schedule a time slot as BUSY, FREE, TENTATIVE, or OUT OF OFFICE. Use the large white space for notes about the event. The CATEGORIES button is used to mark an event in one of several categories (holiday, business, gifts, personal, etc.). Updated 1/23/07 10

11 Outlook will REMIND you of an appointment if you set it to do so. Double-click the EVENT or APPOINTMENT you ve put in. Use the drop-down arrow to choose the amount of time before the appointment that you want Outlook to remind you. You can also schedule an appointment that repeats on a regular basis. Click the RECURRENCE button and the following screen will appear. Updated 1/23/07 11

12 If you wish to give someone else access to your calendar, locate the SHARE MY CALENDAR link in left pane. Click it to view the Calendar Properties window. Click ADD to add the names of people you want to give access. Once you ve added the names, highlight each name and select the PERMISSION LEVEL you are assigning to that person (Can he/she change items? Read only? Create folders?) Then click OK. Updated 1/23/07 12