MICROSOFT OUTLOOK 2010

The Outlook 2010 Screen www.filteq.org.ph

THE OUTLOOK 2010 SCREEN www.filteq.org.ph

Navigation Pane www.filteq.org.ph

NAVIGATION PANE Mail:  Contains mail related folders like inbox and sent items folder.  Use the Favorites section at the top of the pane for easy access to frequently used folders Calendar – Lets you view and schedule appoints, events and meetings, and compare calendars side by side. Tasks – Organize to-do lists, track task progress and delegate tasks. Contacts – Store addresses, phone numbers, and e-mail addresses. www.filteq.org.ph

Sending E-mails www.filteq.org.ph

Click the Home Tab if necessary. E-MAIL BASICS – CREATING E-MAILS Sending an E-mail Click the Home Tab if necessary. Click New E-mail in the New section of the Ribbon.  The new e-mail window will open. www.filteq.org.ph

3. Type the address of the recipient in the To... field. E-MAIL BASICS – CREATING E-MAILS Sending an E-mail 3. Type the address of the recipient in the To... field. 4. Type an address in the Cc… field if you wish to send a copy of the message to a third party. 5. Type a subject matter in the Subject field. 6. Type your message in the large text box. 7. Click Send. www.filteq.org.ph

BASIC TEXT FONT FACE – Change the type font face or Style of Text BULLET – to add bullet in your message click here and select bullet NUMBERING – to add numbering in you message click here and choose number styling FONT FACE – Change the type font face or Style of Text FONT SIZE – to change the size of text BOLD (B) ITALIC (I) UNDERLINE (U) – to use Highlight first the text and then click B, I, U TEXT HIGHLIGTING COLOR – to use Highlight first the text click here and select color FONT COLOR – to change the color of text. To use Highlight first the text then click and chose color TEXT ALIGNMENT – To align LEFT click this To align CENTER click this To align RIGHT click this INDENTION – to Indent RIGHT click this to Indent RIGHT click this www.filteq.org.ph

HANDS-ON 101 Send an email to the following: E-mail Message: The Manager Naluluging Construction W.L.L 012345 Street Doha, Qatar Sir, Please consider me as an applicant. I am willing to be interviewed any time in your convenience. Thank You. Respectfully yours, Maria Ann D. Custodio Applicant Send an email to the following: TO: filteqdatabase@gmail.com CC: adquiseo@gmail.com BCC: admin@filteq.org.ph SUBJECT: Application letter www.filteq.org.ph

Receiving E-mails on Outlook www.filteq.org.ph

RECEIVING E-MAIL ON OUTLOOK Reading E-mails Click the Name of Sender in BOLD upper part Message will appeared here www.filteq.org.ph

TEACHER WILL SEND E-MAIL PLEASE CHECK…. www.filteq.org.ph

READING E-MAIL ON OUTLOOK Reading E-mails Click the Name of Sender in BOLD upper part Message will appeared here If Double click a pop up window will appear www.filteq.org.ph

Replying E-mail on Outlook www.filteq.org.ph

RECEIVING E-MAIL ON OUTLOOK Replying E-mails Click Reply this will pop up www.filteq.org.ph

REPLYING E-MAIL ON OUTLOOK REPLY – is to reply to originator or source (TO ) REPLY ALL – is to reply to all the recipient of an email including CC and BCC FORWARD – is to FORWARD / PASS the email to someone/somebody with the History of the previous e-mail conversation www.filteq.org.ph

E-mail Signatures www.filteq.org.ph

CREATING A SIGNATURE E-MAIL BASICS – SIGNATURES Outlook 2010 allows you to create custom signatures for your messages.  You may create multiple signatures to apply to messages as you see fit.  Your first signature is automatically applied as your default signature and will appear on your outgoing messages. 1. Click the Home Tab if necessary. 2. Click New E-mail in the New section of the Ribbon.  The new e-mail window will open. 3. Click Signature in the New E-Mail menu. 4. Click Signatures… in the drop down menu.  The Signatures and Stationary window will open. www.filteq.org.ph

5. Click New to create a new signature. E-MAIL BASICS – SIGNATURES CREATING A SIGNATURE 5. Click New to create a new signature. 6. Type the name of your signature in the New Signature window that appears. 7. Click OK. www.filteq.org.ph

CREATING A SIGNATURE E-MAIL BASICS – SIGNATURES 8. Type your desired SINGNATURE NAME in the text box below. Here you will put your SIGNATURE Details Example: YOUR NAME Position Mobile Number E-mail You can add image also 10. Click Save to save your signature. 11. Finish Click OK www.filteq.org.ph

Inserting Signature E-mail www.filteq.org.ph

INSERTING A SIGNATURE E-MAIL BASICS – SIGNATURES If you have created more than one signature, you can select which one you wish to use while composing a new message. Open the New E-Mail window. Click Signature in the New E-Mail ribbon.  A list of the signatures you have created will appear in the drop down menu. Click on the SIGNATURE NAME you wish to use. The signature will appear in at the bottom of your message. www.filteq.org.ph

CLASS PARTICIPATION www.filteq.org.ph

HANDS-ON 102 Subject : My Signature Message: Create an E-mail Signature with the following format: YOUR NAME ( ALVIN D. QUISEO Position (Office Janitor) Company Name ( Naluluging Construction W.L.L) Your Mobile Number ( 55967917 Company Tel Number (Naluluging Construction W.L.L Insert Your Picture SEND AN E-MAIL AND INSERT THIS SIGNATURE TO: filteqdatabase@gmail.com Subject : My Signature Message: Hi Sir this is my Signature www.filteq.org.ph

CUSTOMIZING SIGNATURES www.filteq.org.ph

AUTOMATIC SIGNATURE CUSTOMIZING SIGNATURES Suppose you want to insert your signature every time you send e-mail or every time you reply or forward and e-mail. CLICK HERE and select which signature you want to use every time you send e-mail CLICK HERE and select which signature you want to use every time you REPLY or FORWARD an e-mail www.filteq.org.ph

INSERTING IMAGE TO SIGNATURE CUSTOMIZING SIGNATURES INSERTING IMAGE TO SIGNATURE CLICK IMAGE ICON LOOK THE IMAGE IN YOUR COMPUTER www.filteq.org.ph

SENDING E-MAILS WITH ATTACHMENTS AND FLAGS www.filteq.org.ph

SENDING E-MAIL WITH ATTACHMENTS & FLAGS With Attachment File STEP 1: Click Attach File – attaching files example, word, excel, pdf, images & other forms of Files. Note: maximum of 15MB which outlook can attached exceeds to 15MB Outlook will be not send and it will Return to sender with a failure messages Here indicates that this e-mail has an attachments You can attach a file on e-mail BEFORE – you create message OR AFTER – you created message www.filteq.org.ph

SENDING E-MAIL WITH ATTACHMENTS & FLAGS With Attach Item You can attach item on e-mail BEFORE – you create message OR AFTER – you created message STEP 1: Click Attach Item will have a Drop down. Here is the indicates that this e-mail has an attachments Business Card is to attached a Contact Calendar is to attached a Calendar from outlook Outlook Item is to attached an outlook E-mail weather it is from inbox or sent items STEP 2 SEND www.filteq.org.ph

Easiest & the fastest way to attach files to outlook is Copy the desired files and Paste it directly to the body of the e-mail. www.filteq.org.ph

FLAGS – HIGH IMPORTANCE www.filteq.org.ph

Sending E-mails with attachments and Flags Flag – High Importance Click High Importance – to send e-mail with an urgent message. This indicates that the mail is important or highly urgent. By doing this the receiver can notice that the message is important below is the Receiver's outlook when someone send an email with high importance. On the Subject there is a Red Exclamation Point www.filteq.org.ph

Sending E-mails with request Request a Delivery Receipt & Request a Read Receipt Click Options click on the Box provided to make a Request A Delivery Receipt – this means that when the e-mail successfully send to the receiver Outlook will send a message telling that a mail has been send with complete details the exact time and date arrived. Request a Read Receipt – this means that when the received read the mail or messages outlook send a message to the send telling that the message or mail has been Read with exact date and time. www.filteq.org.ph

QUIZ SEND AN E-MAIL TO FOLLOWING ADDRESS: TO: filteqdatabase@gmail.com CC: maam.jane@filteq.org.ph BCC: admin@filteq.org.ph Subject: MS QUIZ ANSWER THE QUESTION BELOW Message: Question 1: What will happen when you send someone’s e-mail that doesn’t exist or wrong e-mail. Answer: (in RED font color) Question 2: Can you send an e-mail without a message only subject? Yes/No Answer: in Red Font Color With Signature With FLAG LOW IMPORTANCE With OPTION: REQUEST DELIVERY RECEIPT and REQUEST A READ RECEIPT www.filteq.org.ph

CONTACTS www.filteq.org.ph

Adding Contacts on Outlook www.filteq.org.ph

In Contacts, on the Home tab, in the New group, click New Contact. E-MAIL BASICS – ADDING CONTACTS In Contacts, on the Home tab, in the New group, click New Contact. Enter a name and any other information that you want to include for the contact. 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. To save and enter another contact from the same company or address     Click the down arrow next to Save & New, and then click Contact from the Same Company. www.filteq.org.ph

HANDS-ON 103 ADD 3 CONTACTS BELOW: Full name: Alvin D. Quiseo You can add photo here ADD 3 CONTACTS BELOW: Full name: Alvin D. Quiseo Company: FILTEQ-TEACHER Job Title: Instructor Files as: My Instructor E-mail: alvin@filteq.org.ph Full name: MAY JANE A. SERDOMA Company: FILTEQ-TEACHER Job Title: Assistant Teacher Files as: Assistant Teacher E-mail: maam.jane@filteq.org.ph Full name: (Your Classmate Name) Company: FILTEQ-OMA-STUDENT Job Title: Classmate Files as: My Crush E-mail: (Your Classmate E-mail) www.filteq.org.ph

HANDS-ON 104 SEND AN E-MAIL TO THE PEOPLE YOU JUST ADDED IN YOUR CONTACT IT SHOULD HAVE TO: CC: BCC: SUBJECT: MY CONTACTS PUT: HIGH IMPORTANCE NOTE: You will notice that when you type 3 letters of their e-mail add or name it will suggests you of their e-mail or their name. www.filteq.org.ph

CREATING FOLDERS IN INBOX www.filteq.org.ph

Right click on the folder that will house your new folder. CREATING FOLDERS IN INBOX Working with Folders Folders provide a useful way to manage your messages.  They appear in the navigation pane.  You can create folders in any structure that suits your needs. To create folder follow below Right click on the folder that will house your new folder. Click New Folder in the drop down menu.  The Create New Folder window will open. www.filteq.org.ph

3. Type the name of your new folder in the Name field. E-MAIL BASICS – CREATING E-MAILS Working with Folders 3. Type the name of your new folder in the Name field. 4. Click Inbox to place in Inbox the Folder you created. 5. Click OK. www.filteq.org.ph

E-MAIL BASICS – CREATING E-MAILS This is the FOLDER you created Working with Folders 6. The new folder will appear in the location you indicated. 7. You can drag and drop messages directly to this or any folder. www.filteq.org.ph

DRAG ANY E-MAIL MESSAGE TO THE NEW FOLDER YOU’VE JUST CREATED HANDS-ON 105 DRAG ANY E-MAIL MESSAGE TO THE NEW FOLDER YOU’VE JUST CREATED www.filteq.org.ph

E-mail Rules E-mails rules is a feature in MS Outlook that will automatically arrange mails according to what the user set in its rules. www.filteq.org.ph

Click on Rules in the Ribbon. E-MAIL BASICS – RULES Click on Rules in the Ribbon. Click Manage Rules & Alerts in the drop down menu. www.filteq.org.ph

3. Click New Rule. This opens the Rules Wizard. E-MAIL BASICS – RULES 3. Click New Rule.  This opens the Rules Wizard. 4. Select the type of rule you wish to create in the Step 1: Select a template menu. www.filteq.org.ph

E-MAIL BASICS – RULES 5. In this example, select/click Move messages from someone to a folder and Click Next. www.filteq.org.ph

E-MAIL BASICS – RULES 6. Click the check box next to the condition(s) you wish to trigger the rule.  In this example, click from people or public group. 7. Click the people or public group link in Step 2: Edit the rule description to open the Global Address List and select a person or group to whom the rule applies www.filteq.org.ph

E-MAIL BASICS – RULES 8. Click the specified link in Step 2: Edit the rule description to open a list of your folders.  Select the Folder to which you want to move incoming messages and click OK. www.filteq.org.ph

E-MAIL BASICS – RULES 9. Your selections will appear in the Step 2 window.  Verify that they are correct and Click Next. www.filteq.org.ph

E-MAIL BASICS – RULES 10. Click what action you want Outlook to take with the messages.  In this case, click move it to the specified folder and click Next. www.filteq.org.ph

E-MAIL BASICS – RULES 11. Select any exceptions you wish to apply to the rule.  In this example we are not adding any exceptions.  Click Next. www.filteq.org.ph

13. Click Finish to complete the wizard and apply your new rule. E-MAIL BASICS – RULES 12. Click Run this rule now on messages already in “Inbox” to have Outlook apply the filter to messages already in your inbox. 13. Click Turn on this rule 13. Click Finish to complete the wizard and apply your new rule. www.filteq.org.ph

Calendars www.filteq.org.ph

ACCESS THE OUTLOOK CALENDAR CALENDAR BASICS Outlook 2010 has a robust calendar feature for managing your time and scheduling meetings with Company users. ACCESS THE OUTLOOK CALENDAR Click on Calendar in the Navigation Pane.  The calendar will appear in the Outlook Screen. www.filteq.org.ph

CALENDAR BASICS ADDING AN APPOINTMENT There are two ways to add an appointment to your calendar: Click New Appointment in the Ribbon. OR www.filteq.org.ph

CALENDAR BASICS ADDING AN APPOINTMENT Double click an area on your calendar. 2. Type a subject for your appointment in the Subject field. 3. Type a location for your appointment in the Location field. 4. Set a start and end date and time for your appointment. 5. Type a note for your appointment in the large text box. Click in the Reminder field in the ribbon to set a reminder for your appointment.  Reminders can be scheduled for five minutes to two weeks before the appointment. www.filteq.org.ph

CALENDAR BASICS ADDING AN APPOINTMENT 6. Click in the Reminder field in the ribbon to set a reminder for your appointment.  Reminders can be scheduled for five minutes to two weeks before the appointment. www.filteq.org.ph

CALENDAR BASICS ADDING AN APPOINTMENT 7. Click Save & Close in the ribbon.  Your appointment will appear in your calendar. www.filteq.org.ph

ADDING A MEETING REQUEST CALENDAR BASICS Click here Back to lesson outline Press Enter to next slide ADDING A MEETING REQUEST Meetings differ from appointments in that a meeting allows you to invite attendees and reserve rooms and resources at Northwestern.  When you create a meeting request, invited users will receive an e-mail invitation to which they can respond.  You will receive notification when users accept, decline or propose a new time for the meeting. www.filteq.org.ph

ADDING A MEETING REQUEST CALENDAR BASICS ADDING A MEETING REQUEST . There are two ways to access the New Meeting window. Invite users to the meeting by following the same steps as adding addresses to a mail message; auto-complete attempts to predict what e-mail address you’re typing based on the addresses you’ve e-mailed in the past, while The Global Address List provides a compnay-wide contact list of company employees www.filteq.org.ph

ADDING A MEETING REQUEST CALENDAR BASICS ADDING A MEETING REQUEST In the Mail view, Click on New Items in the Ribbon. Click Meeting in the drop down menu. www.filteq.org.ph

The New Meeting window will open. CALENDAR BASICS ADDING A MEETING REQUEST OR In the Calendar view, Click New Meeting in the Ribbon The New Meeting window will open.  www.filteq.org.ph

ADDING A MEETING REQUEST CALENDAR BASICS ADDING A MEETING REQUEST 3. Type a subject for your meeting in the Subject field. 4. Type a location for your meeting in the Location field. 5. Type a note about your meeting in the large text box. www.filteq.org.ph

ADDING A MEETING REQUEST CALENDAR BASICS ADDING A MEETING REQUEST 6. Click in the To… text box and begin typing the name or address of an attendee.  Auto-complete will suggest a recipient.  Hit Enter on the keyboard to accept a suggestion. www.filteq.org.ph

ADDING A MEETING REQUEST CALENDAR BASICS ADDING A MEETING REQUEST 7. Type the name of an attendee in the To… field.  Hit Ctrl-K on your keyboard and select the attendee you want from the list that appears.  Click OK. www.filteq.org.ph

ADDING A MEETING REQUEST CALENDAR BASICS ADDING A MEETING REQUEST 8. Selected attendees will appear in the To… field. 9. Select a date and time for the meeting. 10. Click Send to send the invitation.  Attendees receive an e-mail invitation to the meeting, and you will be notified if they accept or decline. www.filteq.org.ph

E-mail Tasks www.filteq.org.ph

TASKS BASICS The tasks function of Microsoft Outlook is a way to keep track of daily, weekly, monthly and even yearly “to do” items. You can use tasks to help remind you of once-in-a-while tasks that you must get done, or recurring tasks that happen all the time. www.filteq.org.ph

TASKS BASICS CREATING TASKS Click Home Tab Click New Items in the Ribbon. Click Task in the drop down menu.  www.filteq.org.ph

TASKS BASICS CREATING TASKS 3. The New Task window will open.  In this window you can: Enter a SUBJECT for the Task. Enter a START and END date. Enter a STATUS. Assign a PRIORITY level. Add a REMINDER. Set the RECURRENCE of the Task. Set a FOLLOW-UP reminder. ASSIGN the task to someone else. CATEGORIZE the task. Type notes for the task. 4. When you are done filling in the New Task window, Click Save and Close.   www.filteq.org.ph

TASKS BASICS OR VIEWING TASKS/TO-DO-LIST Your new task is now visible in two places: The To-Do bar lists Tasks on the right side of the outlook screen. Double click a Task in the To-Do bar view and edit the Task. OR www.filteq.org.ph

TASKS BASICS VIEWING TASKS/TO-DO-LIST 2. You can view the details of a Task in the Reading Pane. www.filteq.org.ph