Microsoft Outlook 2003

Objective The learner will be able to perform basic tasks in Microsoft Outlook 2003

Welcome to Microsoft Outlook 2003! Microsoft Outlook is a Personal Information Manager that is used to organize your time. Imagine combining your calendar, to-do list and capabilities and you’ve got Outlook!

Starting Microsoft Outlook Depending on how your computer desktop is arranged, there are two ways to open Microsoft Outlook: From the Windows taskbar, click Start, choose All Programs, select Microsoft Office, and then click Microsoft Office Outlook 2003, or Double-click the Outlook 2003 icon if it is installed on your desktop.

The Parts of the Outlook Window

Navigating Outlook The Navigation Pane allows a user to change between the different folders such as Mail, Calendar, Contacts, and Tasks with a simple click of the mouse.

Composing and Sending Messages You will need an address for the person you are sending the message to. Next, you will need to enter the subject of the message so the recipient knows what the message is about. Now you will type your message. Finally, click Send to deliver your message to your recipient.

Spell Check Sending professional requires proofreading your messages and checking spelling and grammar. It is recommended that you change your options so that e- mail is automatically spell checked before it is sent. This option can be set by choosing Options from the Tools menu and clicking the Spelling tab. Simply check the box that says “Always check spelling before sending”

Flagging Messages messages can be flagged to remind the sender of something or to bring special attention to the receiver of the message. Quick Flags allows you to flag messages you have received. A red flag shows that action needs to be taken. A gray flag shows that a task has been done.

Message Priority You can label an urgent message “high- priority” to cause the recipient to read it immediately and take action. Messages of high importance are marked with a red exclamation point. The default setting, low priority, is symbolized by a blue, downward pointing arrow.

Saving Drafts A draft is a message that is partially composed or not ready to be sent. Drafts are saved to the Drafts folder in the Inbox. When the Drafts folder is opened, the message header(s) are organized like the messages in the Inbox.

Working with Attachments Attachments are documents that are sent with an message. To attach a document to a message you must be in the New message window and click the paperclip icon (insert file) on the tool bar Locate the file that you wish to attach and click Insert File Multiple files can be attached to one message

Reading Incoming Messages In the Folder List, click Inbox to see messages that have been sent to you. The number in parenthesis beside the word Inbox is the number of new messages waiting. In the Inbox pane the messages that are bold are messages that have not been “read”. When you select a message in the Inbox pane by clicking on it, the contents of the message appear in the message pane. If you double click on the message in the Inbox pane the message will open in its own window and you can print and save the message from here.

Replying and Forwarding Replying is a quick way to respond to an e- mail message without starting a new message. By clicking the respond icon you can instantly return a message to the sender. You can reply to the original sender You can reply to the sender and other recipient Forward sends a message you received from one person to another. The subject line of a forwarded message begins with “Fwd:”

Printing Outlook Messages To print Outlook messages and attachments remember: If you choose Print from the File menu you can change your settings for the message you are about to print. To permanently adjust your settings, Choose Page Setup from the File menu and click Edit on the Define Print Styles dialog box.

Finding Messages Suppose you need to find a message from your professor that give the details of your final exam? What if you have 12 messages from her and you can’t remember which message the information was in? How would you find it? It’s simple! You can use Find to locate information by searching for text. Just type a phrase from the message and Outlook will find all messages containing the words you are looking for.

Deleting Messages It is a good idea to delete messages after you don’t need them. This will free up space in your Inbox. You can delete more than one message at a time by selecting multiples messages.

Retrieving Deleted Messages You can retrieve deleted messages by Locating the message in the Deleted Items folder Dragging the message from the Deleted Items folder to the Inbox shortcut.

Things To Remember When Communicating With Be brief. Watch grammar and spelling. Your message needs to be as clear as possible. Avoid slang and sarcasm. Your words can be misunderstood by the reader. Always include a specific subject and your name. With viruses and worms, people will not open messages that they are not expecting or familiar with. Do NOT type in all capital letters! This is considered “yelling” and may be offensive to the reader.