Microsoft Office XP Illustrated Introductory, Enhanced Started with Outlook 2002 Getting

2Getting Started with Outlook 2002 Unit A  Understand  Start Outlook 2002  View the Outlook 2002 window  Add a contact to the Address Book  Create and send new messages Objectives

3Getting Started with Outlook 2002 Unit A  Reply to and forward messages  Send a message with an attachment  Create a distribution list  Send a message to a distribution list Objectives

4Getting Started with Outlook 2002 Unit A Understanding  software lets you send and receive electronic messages, called , over a network and the Internet. –A network is a group of computers connected to each other with cables and software –The Internet is a network that connects millions of computers users around the world

5Getting Started with Outlook 2002 Unit A Understanding (cont.)  Benefits using . –Provides a convenient way to communicate (store and forward technology) –Can send large amounts of information –Lets you communicate with several people at once –Ensures delivery of information –Lets you communicate from a remote place –Provides a record of communication –Allows you to store information

6Getting Started with Outlook 2002 Unit A Understanding (cont.)

7Getting Started with Outlook 2002 Unit A Understanding (cont.)  Electronic mail etiquette. –Be careful what and how you express yourself in an –The recipient does not see your body language or voice tone to help interpret what you are saying –Don’t send confidential or sensitive material in an – messages are legally interpreted as property of the company for which you work

8Getting Started with Outlook 2002 Unit A Starting Outlook 2002  Start Outlook to read and send messages. –Outlook may prompt you to set up a profile A profile is a set of information to identify individual usersA profile is a set of information to identify individual users Profiles allow more than one user to have individual accounts on the same computerProfiles allow more than one user to have individual accounts on the same computer

9Getting Started with Outlook 2002 Unit A Starting Outlook 2002 (cont.)  Click the Start button on the Taskbar to open Outlook. Start button Outlook program icon

10Getting Started with Outlook 2002 Unit A Viewing the Outlook 2002 Window  Main parts of the Outlook window. –The Inbox shows a list of message headers for the you have received –The Preview pane displays the messages you have received –The Outlook Bar contains shortcuts to frequently used folders

11Getting Started with Outlook 2002 Unit A Viewing the Outlook 2002 Window (cont.) Folder bannerMessages Outlook Bar Preview pane Message header icons

12Getting Started with Outlook 2002 Unit A Viewing the Outlook 2002 Window (cont.) Message header icons

13Getting Started with Outlook 2002 Unit A Adding a Contact to the Address Book  Add names and addresses of people to whom you frequently send messages to in the Address Book. –Address Book entries are known as contacts –Information you can enter in the Address Book include: Name, address, mailing address, phone numbers, and other personal informationName, address, mailing address, phone numbers, and other personal information Enter information in the Contact windowEnter information in the Contact window

14Getting Started with Outlook 2002 Unit A Adding a Contact to the Address Book Name text box text box

15Getting Started with Outlook 2002 Unit A Creating and Sending New Messages  Each message must have one or more recipients. –Use the Message window to create messages –A message should have a meaningful subject –Enter the text of your message in the Message Body –Microsoft Word is the default text editor

16Getting Started with Outlook 2002 Unit A Creating and Sending New Messages (cont.) Message body Recipient Receives a copy Subject Send button

17Getting Started with Outlook 2002 Unit A Replying to and Forwarding Messages  To read a message, select it and then preview it in the preview pane. –After reading the message, you can delete it, store it, or leave it in the Inbox –You can respond to the message using the Reply button The original sender’s address appears in the Message windowThe original sender’s address appears in the Message window –You can forward the message to another person

18Getting Started with Outlook 2002 Unit A Replying to and Forwarding Messages (cont.) Inbox folder Click the message to view it in the preview pane Preview pane

19Getting Started with Outlook 2002 Unit A Replying to and Forwarding Messages (cont.) Type reply message here RE indicates message reply Original message

20Getting Started with Outlook 2002 Unit A Replying to and Forwarding Messages (cont.)  Emoticons. –An example of an emoticon in an messages is :-) –Emoticons are faces created by keyboard characters to show emotion –Emoticons are often used humorously in messages

21Getting Started with Outlook 2002 Unit A Sending a Message with an Attachment  Attach any type of computer file to an message, including picture, video clips, and audio clips. –The recipient needs appropriate software in order to open the attachment

22Getting Started with Outlook 2002 Unit A Sending a Message with an Attachment (cont.) Insert File button Attached document

23Getting Started with Outlook 2002 Unit A Sending a Message with an Attachment (cont.)  Options when sending messages. –There are several options that affect how messages are delivered. –Click the Options button on the Message toolbar to open the Message Options dialog box –You can, for example, assign a level of message importance, encrypt messages, and request a message delivery receipt

24Getting Started with Outlook 2002 Unit A Creating a Distribution List  A Distribution List is a collection of contacts to whom you regularly send messages. –Send groups of people messages at once –Distribution lists are automatically added to the Contacts folder

25Getting Started with Outlook 2002 Unit A Creating a Distribution List (cont.) Distribution list name Select Members button Current contacts Click to add contacts

26Getting Started with Outlook 2002 Unit A Creating a Distribution List (cont.) Distribution list

27Getting Started with Outlook 2002 Unit A Sending a Message to a Distribution List  Distribution lists make it possible to send a message to the same group, without having to select each contact. –Add new members to the list –Delete members from the list –If you change information about a contact who is a part of a distribution list, the distribution list is updated automatically

28Getting Started with Outlook 2002 Unit A Sending a Message to a Distribution List (cont.) Distribution list Message is addressed to the distribution list

29Getting Started with Outlook 2002 Unit A Sending a Message to a Distribution List (cont.)  What is Microsoft Outlook Express? –Microsoft Outlook Express is an program that comes with Windows 2000 –It focuses primarily on , so it does not have the many features of Outlook