Outlook Getting Started

Tennille Fincham

COURSE OVERVIEW Email at KU Email Outlook Overview Calendar How Email works at KU Creating new email Where to access KU Email Responding to email Outlook Overview Calendar Creating appointments Navigating Outlook Sharing a calendar

EMAIL AT KU Everyone who joins KU is issued a KU Online ID and, by default, will have an account for email and calendaring Microsoft Outlook Customer Service Support

EMAIL AT KU We use a system called “Exchange.” Central Server Using a smart phone, iPad, iPod, or tablet Using software: Outlook On the web: https://mail.ku.edu

OUTLOOK OVERVIEW RIBBON READING PANE MESSAGE LIST FOLDER PANE NAVIGATION PANE

OUTLOOK OVERVIEW Unread Message Read Message Number of Unread Messages

OUTLOOK OVERVIEW Sender Has an Attachment Message Subject Time Received Message Preview

EMAIL Reading Email & Opening Attachments Read or View an Email: Select an email from the message list to view/read it in the Reading Pane. Attachments: To Save Attachments: Attachment in Reading Pane

EMAIL Creating new emails KU Global Address List Email Etiquette List of everyone at KU, including their email address and other contact information. Email Etiquette Use full sentences Don’t use all CAPS Don’t use texting language Add a salutation (hi, hello, etc.) at the beginning and your name at the end of every message. Email communication isn’t as instantaneous as texting. You may not receive an immediate reply.

EMAIL RIBBON To: Person or people you want to send an email to. CC: Person or people you want to send an email to AS AN FYI. Subject: Keyword or phrase that gives the recipient an idea of what the email is about. Email Message Body: Type your email message here. Use full sentences, proper case, and punctuation.

EMAIL Practice 1: Create a New Email Message Select Home > New Email. Click in to the body of the email. Select To… Type the information below. Hello, Tennille I am currently attending your Outlook training. Thank you for your time. <<Your Name>> Search for Fincham, Tennille Select Fincham, Tennille A from the list. Select To -> Search for Heidrich, Megan Select Heidrich, Megan from the list. Select Send. Select CC -> Select OK. Type Outlook Training as the Subject of the email.

EMAIL Respond to email messages Reply: Sends an email back to the person who sent the email to you. When to use it: You receive an email from your instructor, student mentor, etc. and need to send information back to them. Reply All: Sends an email back to everyone listed on the To… line of the email message. When to use it: When everyone listed on the To… line needs to read your email. If not, use Reply instead. Forward: Sends the email to anyone you choose, not necessarily the sender. When to use it: You receive an email from your instructor with a document attached, and you want to ask your peer about the message and document.

EMAIL Practice 2: Respond to email messages Open the email from Tennille Fincham with the subject line See you at Outlook Getting Started. Notice there are several people on the To… line. Select Reply to send your response back to only Tennille Fincham. Answer the questions in the email message. Select Send.

CALENDAR RIBBON DATE SELECTOR CALENDAR OF SELECTED DATES SHARED CALENDARS NAVIGATION PANE

CALENDAR SELECTED DATES DAY OF THE WEEK AND DATE 1 HR BLOCK OF TIME CALENDAR APPOINTMENT OR MEETING TIME OF DAY

CALENDAR Subject of Appointment or Meeting Meeting Location Meeting Creator

CALENDARS Sharing Calendars Lets others see when you have classes Lets you see when others are free to meet or busy

CALENDARS Practice 6: Share your calendar Select Share Calendar. Select To… Search for and add Georgia Campbell. Keep the subject as is. Select Full Details. Select Send.

CALENDAR Calendar Appointments Appointments: Blocked off time on just your calendar Use for: Classes, reminders, or study time for just yourself. One time vs. Recurrence: Use one time appointments to schedule appointments that only happen once. Such as a doctor’s appointment, or other event. Use recurring appointments to schedule appointments that happen at the same time on the same day each week. Such as your courses.

CALENDAR Appointments RIBBON Subject: Keyword or phrase of what this time will be used for (study time, class name, etc.) Location: Room location of class Date and what time the appointment begins and ends Appointment Message Body: (optional) Type notes about why you are blocking off this time or list items you want to study or work on.

CALENDAR Practice: Create a recurring appointment Select Calendar from the Navigation Pane. Set the recurrence pattern to Weekly. Enter Recur every 1 week. Select New Appointment. Select the day(s) of the week your class is on. Enter one of your class titles or numbers as the Subject. Set the first day of the class. Enter the class’s room location for Location. Select End by > 12/8/2017 Select OK Select Recurrence. Select Save & Close. Set the Start and End times for the class. Check your calendar for the appointments you just created.

ACCEPT MEETINGS Best practices: Accept, decline, or tentatively accept a meeting Decline a meeting before deleting it Response Options Name of Sender Meeting Subject Who’s Invited Time, date, and location Name of sender Meeting Subject Meeting Icons

PRACTICE Use this time to… Optional: Create appointments for each of your classes Create folders for each of your classes Share your calendar with Megan Heidrich Natalie Teo Georgia Campbell Sarah Roberts Optional: Create a signature Create and assign categories to calendar appointments

EMAIL Optional Practice: Create a New Signature Select Home > New Email. Select Signature > Signatures. Select New. Title the signature My Signature. Select OK. Click in to the box under Edit Signature. Type: Your First Name and Last Name Your email address

EMAIL Optional Practice: Create Categories Create Categories: Select Mail > Home > Categorize > All Categories Select the name of an existing category, for example, Red Category. Select Rename. Enter the name of one of your classes. Press Enter. Follow steps 1-5 above to continue renaming categories. Add Categories to an appointment: Select Calendar from the navigation pane. Right-click on an appointment for one of your classes. Select Categorize and choose one of the categories you just set up.

WRAP UP/QUESTIONS ?

EMAIL Finding Emails Using Search The Search tool helps find specific email messages Being able to find email messages quickly is helpful You can search for emails from a specific person, subject, or that have attachments

EMAIL Practice 3: Finding Emails Using Search Select Search Current Mailbox. Enter Tennille Fincham. Select the option Has Attachments. Take note of the results. Select Close Search to return to your full list of messages.

EMAIL Organizing Email with Folders Folders help organize email messages. Being able to find email messages quickly is helpful Create folders for each of your classes Move email to folders after you’ve read the email, replied, or need to keep the information from the email message Keep your message list clean so you know what messages are new and what you need to do Delete email messages that you do not need

Email Practice 4: Create folders for Organizing Email Click on the Mail tab in the Navigation Pane. Right-click on the Inbox folder. Choose New Folder. Enter UNIV 101. Press Enter.

Email Practice 5: Move Emails to a Folder Move one Email Select the email you want to move. Using your mouse, click and drag the email on top of the folder name where you want to move it. Move multiple Emails Press and hold down the CTRL key on the keyboard. Select the emails you want to move. Using your mouse, click and drag the emails on top of the folder name where you want to move it.