NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION

Transcription

1 NSCC SUMMER LEARNING SESSIONS MICROSOFT OFFICE SESSION Module 3 Outlook

2 Welcome! Microsoft Outlook webmail is the official package at NSCC. It is used to communicate and coordinate your time with other students and your instructors. It is the package that will be used for sending you NSCC information and information about what you need to know about your classes. You can still use your personal package but unless you also use Outlook, you risk missing important information from the college and your instructors. Outlook webmail can be used from any browser. This means you can access outlook from home, the NSCC Computer Labs, the Learning Commons or almost any computer. Outlook webmail can be accessed using the browser on your smart phone but it is not always easy to send . The Microsoft Office session has six modules. This is module number 3. In this package you will find everything you need to complete this module. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 2

3 Contents Welcome!... 2 LEARNING OUTCOMES What will I learn?... 4 ONLINE RESOURCES... 5 OUTLOOK STUDY GUIDE... 6 TAKE A VIDEO TOUR OF OUTLOOK... 7 Key Areas... 7 The Ribbon... 7 PRACTICE ORGANIZING S BY CREATING FOLDERS... 9 Create Folders in Outlook... 9 Move the s in your inbox to the appropriate folder PRACTICE CREATING AND MANAGING CONTACTS About Contacts About creating Contacts Creating a contact by adding information manually Create a contact based on the sender of an message that you receive Look up someone in the NSCC Outlook address book PRACTICE CREATING AND USING AN SIGNATURE Create a signature PRACTICE SENDING AN WITH AN ATTACHMENT FINAL STEPS: Finishing up the module Coming up next Module 4 Microsoft Word SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 3

4 LEARNING OUTCOMES What will I learn? In this module you will learn and practice Opening Outlook and organizing in-box using folders(sample s will be in the student s in-box) Creating and managing contacts - Create contacts from s received - Add a new contact( addresses of co-learners in the session and student s personal ) - Create a class contact group list - Search address book Creating and using an signature Sending an to instructor with attachment By the end of the module you will be able to: Organize s in Folders. Manage Contacts and Contact Groups Attach files to s Note: you will need your student id and password to access your Outlook account for practice sessions This is an important part of working towards the session learning objectives: Use Outlook to communicate and share documents with students and instructors in your program. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 4

5 ONLINE RESOURCES These resources may help you develop your skills in using Microsoft Outlook. Video Tour of Outlook VA aspx Basic Tasks in Outlook SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 5

6 OUTLOOK STUDY GUIDE Use this guide to keep track of your progress during the module. Record when you complete a skill, how you did it, and what trouble spots you encountered. I Have Learned To: Skill Complete How I did it (in my own words) Trouble Spots Create s and read received s. Organize s in folders Manage contacts and contact groups Attach files to s SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 6

7 TAKE A VIDEO TOUR OF OUTLOOK VA aspx Key Areas The Ribbon contains the most often used outlook commands. You can see this at the top of the Outlook screen. See Figure 1 for a screen shot. Figure 1 - screen shot showing the contents of the ribbon SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 7

8 The Navigation pane helps you see various groups or collections of s. Refer to Figure 2 for a screen shot. There are other functions in Outlook that you will see in the video tour such as Tasks and Calendar. These functions are not covered in this module. Figure 2 - screen shot of the Navigation pane highlighting Inbox, Sent Items, Deleted Items, and Folders SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 8

9 PRACTICE ORGANIZING S BY CREATING FOLDERS Watch the video linked below on using Outlook Folders to organize your s so that you can find them easily in the future. RZ aspx?CTT=1&section=2 Create Folders in Outlook 1. Open Outlook and view the messages in your inbox (These are sample messages to use for practice) 2. Click on one or more messages to read the contents. 3. Practice creating folders as shown in the Navigator pane above: o Comp o COMM o Math Project o Personal 4. Right Click on your name in the navigation pane-this will locate your folders on the main level. 5. Choose Create New Folder - name the Folder My Program and click anywhere outside the name box to save. 6. Now right click on the My program Folder and create each of the COMM 1227, COMP 1217 and Math Project folders. These folders are all associated with the My program Folder. 7. Again right click on your name and create your Personal folder. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 9

10 Move the s in your inbox to the appropriate folder. To move your s, practice these steps. 1. Right Click on the with Subject COMP 2. Select Move to Folder then a list of folders displays. See Figure 3. Figure 3 - Screen shot showing the folders displaying SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 10

11 3. Click on the arrow left of My Program to expand it to show the subfolders within it. Notice that the arrow is now black. 4. Click on the appropriate folder and then click on the Move button at the bottom of the Move to Folder box. See Figure You ve now moved your to another folder. Figure 4 - Notice the subfolders in the "My Program" folder SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 11

12 PRACTICE CREATING AND MANAGING CONTACTS Here are some links to step-by-step articles that you may find helpful: Create a contact HA aspx#_Toc How to Create and manage Contact groups in Outlook / About Contacts The Contacts folder in Outlook is where you can organize and save information about the people and organizations that you communicate with. Contacts can be as basic as a name and address, or include additional detailed information such as street address, multiple phone numbers, a picture, birthdays, and any other information that relates to the contact. You may want to add fellow students and your instructor to you contacts in order to make sending s to them easy and fast. If you work regularly with a group, you may want to create a contact group of those specific contacts. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 12

13 About creating Contacts You can create contacts in several ways: From the sender information on an you receive Searching all NSCC users in the global address book Adding information manually Explore this website for Step by Step Instructions on How to Make a New Contact Figure 5 - Screen shot showing the icon for "New Contact" Creating a contact by adding information manually 1. In Contacts, on the Home tab, in the New group, click New Contact. 2. Enter a name and any other information that you want to include for the contact. 3. Do one of the following: To finish entering contacts On the Contact tab, in the Actions group, click Save & Close. To save this contact and start another Click Save & New SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 13

14 Create a contact based on the sender of an message that you receive You can quickly create an Outlook contact for someone who has sent you an message. 1. Open or preview the message that contains the name that you want to add to your contact list. 2. Right-click the name of the person that you want, then click Add to Contacts. 3. You can then complete any additional information -or just click save and close. Figure 6 - screen shot showing the window where you can enter information for a new contact SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 14

15 Look up someone in the NSCC Outlook address book Outlook's default search of the GAL will search the full name of the entry (person or resource) from left to right. When searching for a person, this can lead to some unexpected order in the listing (for example, you may be searching for John Doe, but the person in question is listed as John T. Doe so a search for "John Doe" fails). You can avoid some of this confusion by using Advanced Find to search by last name: 1. Open a new or meeting request. 2. On the Home tab, click New Click the To button. Figure 7 - screen shot showing the address section of a meeting request SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 15

16 4. Make sure the Address Book drop down list is set to Global Address List. Figure 8 - screen shot of the NSCC address book. You can find s for NSCC students and staff. 5. Click Advanced Find and Search for your own name using last name or first name in advanced find 6. Select the person you want from the list and click the Required (for a meeting)or To button (for an ) to add them to the SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 16

17 PRACTICE CREATING AND USING AN SIGNATURE An signature allows you to provide more information than just your address. For example, you may want to share your phone number, student id number, program section or other information. Your signature can automatically be added to outgoing messages, or you can manually add the signature to only the messages that you choose. Create a signature 1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures. 2. On the Signature tab, click New. 3. Type a name for the signature, and then click OK. 4. In the Edit signature box, type the text that you want to include in the signature. SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 17

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19 PRACTICE SENDING AN WITH AN ATTACHMENT You will often be asked to send a completed activity to your instructor as an attachment. These practice steps include creating a study-guide (using the blank template provided) and sending it, as an attachment, to yourself using both your NSCC outlook address and your personal address if you have one. Open and Complete details in the Attached Study Guide Template (Double click on icon below-fill it in and save to your desktop (computer/desktop) where you can find it again. _Refresher Attachment.rtf 1. Create a message, to yourself(using NSCC outlook address and personal address if you have one) 2. In the message window, on the Message tab, in the Include group, click Attach File. 3. Browse to and click the file that you created and saved above, and then click Insert. 4. Send the . Figure 9 - choose "attach file" SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 19

20 FINAL STEPS: Finishing up the module Well done! You ve made it to the end of this module. In this module you ve: o opened Outlook and organized in-box using folders(sample s will be in the student s in-box) o creating and managing contacts in a variety of ways o created and used an signature This is an important part of your work towards these session learning objectives: Use Outlook to communicate and share documents with students and instructors in your program. Coming up next Module 4 Microsoft Word SUMMER LEARNING SESSIONS MICROSOFT OFFICE Module 3 Page 20