A STEP-BY-STEP GUIDE FOR NAVIGATING AROUND THE HOME PANE COMPOSING & SENDING MESSAGES REPLYING TO MESSAGES ATTACHING FILES DELETING MESSAGES PRINTING MESSAGES CREATING A SIGNATURE FILE 1

GETTING ACQUAINTED WITH THE HOME PANE The Ribbon is where commands can be chosen. It is divided into tabs and groups. The Navigation pane gives quick access to Outlook’s folders and features The Folder pane displays the contents of the folders The Reading pane displays your contents in a larger reading area The To-Do bar displays your calendar, appointments, and your task list. 2

FEATURES OF THE NAVIGATION PANE Click on the Calendar button and the right area displays the calendar feature. Click on the Contacts button and your contacts will appear. Click on the Tasks button and any Tasks you have assigned yourself to do will appear. 3

USING THE MAIL FEATURE In the Navigation pane, click the Mail button. In the Navigation pane, click the Inbox icon to see your received messages. 4

Unread messages are in bold and their envelopes are closed. Click on the message you want to see and the Reading pane displays the complete contents of the message you picked. 5

COMPOSING A MESSAGE (Hyperlink to my mailbox to demonstrate how to do this.) Click on the Home tab and choose New or ctrl + n. * Type your address in the To… box, and press the Tab key. Use this feature if you want someone to receive a copy of your message. Press the Tab key to advance to the Subject text box. Type a Subject in this box, for example, “Office 2010 Workshop.” Click in the message window and type a simple message. Now select all of the text in the message box - click and drag across all the text or press ctrl + a); then click on the Message tab in the Ribbon section. Click on various buttons in this section to apply different formatting to your text. On the left-hand side, click the Send button to send your message. 6

REPLYING TO MESSAGES * (Hyperlink to my mailbox to demonstrate how to do this.) Select to open the message you just sent yourself. You’ll see it in the Reading Pane. NOTE: Another way to open a message is to double-click on the message and it will open in a separate message window ready for you to read or reply. Click on the Home tab in the Ribbon and, from the Respond group, click the Reply button – or ctrl + r. If there is more than one person who needs to see your reply, use the Reply to All button. The recipient’s name, address, and subject will automatically appear in the appropriate text boxes, along with the original message. Type your reply. Click the Review tab and, from the Proofing group, click Spelling and Grammar. Make any changes that are necessary, and click OK when finished. 7

ATTACHING FILES * (Hyperlink to my mailbox to demonstrate how to do this.) On the Messages Ribbon click the Message tab and, from the Include group, click Attach File. From the Insert File dialogue box, select the file and click Insert. NOTE: A quick way to attach a file is to click and drag the file into the message window. (Demonstrate how to do this.) Under Subject, the title of your document will appear in the Attached text box. On the left side of the message, click the Send button. NOTE: To quickly remove an attached file, right-click on the file and choose Remove from the drop-down menu. REMINDER: The person who receives your attached file must have the program in order to open the attachment. 8

DELETING A MESSAGE In the Folder pane, select the message you wish to delete. On the Ribbon, select the Delete button. NOTE: You can also delete a message by clicking and dragging it to the Outlook Deleted Items icon. 9

To see all your deleted messages, click on the Deleted Items in the Navigation pane. 10

To permanently delete a message, select a previously deleted message and from the Ribbon, choose Delete – or ctrl + d. 11

Click Yes in the dialog box to delete the message permanently. 12

You can also permanently delete a message by right-clicking on it and choosing Delete. 13

NOTE: If you change your mind about deleting a message, go to the Navigation pane and click the Deleted Items icon. In the Folder pane, select the deleted message (one click), then click-and-drag it on top of the Inbox icon in the Navigation pane. 14

PRINTING A MESSAGE Return to your Inbox and select the message you want to print. 15

Click File and, from the Backstage View, choose Print – ctrl + p. In the Print window, choose the appropriate setting, and click Print. 16

CREATING A SIGNATURE FILE * Placing text at the end of a document is called the Signature. This text usually lists your name, address and other contact information. (Hyperlink to my mailbox to demonstrate how to do this.) Click File and, from the Backstage View, choose Options. Do the following in the Options window: Click the Mail tab. Click on the Signatures button to open the Signatures and Stationery dialog box. Click the New button. In the New Signature dialog box, enter a name for your signature file and click OK. In the dialog box, enter your name, address and any other information you wish to include in your signature. To change the font or font size, click and drag across the newly typed signature and change the formatting by using the options above the signature window. Click Save. Click OK. Click OK again. Now whenever you send a message from this computer your signature information will automatically appear in your messages. You will need to follow these steps each time you work on a new computer. 17

If you need quick help with Outlook, click on the Question Mark for the Office Assistant’s help. HELP FROM THE OFFICE ASSISTANT 18

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20 WOULD YOU LIKE TO HAVE SOME FUN WHILE YOU LEARN HOW TO MASTER “THE RIBBON?”