1. Email Using Microsoft Outlook Training By Gary Lane

2. Overview Different Outlook platforms Different Outlook platforms Folder Organization Folder Organization Updating Contacts Updating Contacts Composing messages Composing messages Monitoring sent and deleted folders Monitoring sent and deleted folders Managing your calendar Managing your calendar

3. Outlook Platforms 3 platforms currently in use 3 platforms currently in use Each platform differs in presentation but all functionality is still the same Each platform differs in presentation but all functionality is still the same Inbox, Calendar, Deleted folder and Sent folder located in the Outlook Bar or the Folder list on left Inbox, Calendar, Deleted folder and Sent folder located in the Outlook Bar or the Folder list on left

4. Outlook 2000

5. Outlook 2002 XP

6. Outlook 2003

7. Folder Organization Click once on the Inbox to highlight it Click once on the Inbox to highlight it Right click on the highlighted folder Right click on the highlighted folder Select new folder Select new folder Enter a name for the folder Enter a name for the folder Click OK Click OK

8. Folder Organization

11. You can organize in the Inbox, Sent items, and Deleted items folders You can organize in the Inbox, Sent items, and Deleted items folders You can also create subfolders under the folders you have just created You can also create subfolders under the folders you have just created Questions before moving on??? Questions before moving on???

12. Updating Contacts We Outsource Email services We Outsource Email services No shared email contacts at server No shared email contacts at server Contacts not current cause unnecessary errors Contacts not current cause unnecessary errors Contact Updates are sent via email Contact Updates are sent via email

13. Updating Contacts

14. Minimized the updates email by clicking the double boxes in the upper Right hand corner, see Picture below. If you have a single box instead you are already minimized. Minimized the updates email by clicking the double boxes in the upper Right hand corner, see Picture below. If you have a single box instead you are already minimized. It may be necessary to go to the edge of the picture and hold the cursor on the edge until it turns into a two sided arrow then simply click and drag the side of the email to reduce it’s size. Using the corners are the best as it will reduce both sides all at once. Click on the Microsoft outlook box and the email box will fade to the background.

15. Updating Contacts Next Click on the Contacts folder on the left hand side. All of you contacts will appear in the right side of outlook. Next Click on the Contacts folder on the left hand side. All of you contacts will appear in the right side of outlook.

16. Updating Contacts Next look at the bottom for the email with the contact updates. Next look at the bottom for the email with the contact updates.

17. Updating Contacts You should end up with a setup something like the illustration below. Please drag and drop the contacts into a blank area in the contact folder, see the illustration below. They auto arrange themselves so don’t get excited if you have to search alphabetically for your updates. If items where in the contact folders before, take for example any groups such as ELEMENTARY SCHOOL, it will be necessary to click yes to update the group. Groups will have updates from time to time so please make sure you update them or you will get errors when you send your email to the groups. You should end up with a setup something like the illustration below. Please drag and drop the contacts into a blank area in the contact folder, see the illustration below. They auto arrange themselves so don’t get excited if you have to search alphabetically for your updates. If items where in the contact folders before, take for example any groups such as ELEMENTARY SCHOOL, it will be necessary to click yes to update the group. Groups will have updates from time to time so please make sure you update them or you will get errors when you send your email to the groups.

18. Updating Contacts After you have completed the updates, close the updates email, click on the inbox folder on the left below contacts and delete the email from your inbox. Updates will be monitored so if outlook asks if you want to send a received or read receipt please answer yes. After you have completed the updates, close the updates email, click on the inbox folder on the left below contacts and delete the email from your inbox. Updates will be monitored so if outlook asks if you want to send a received or read receipt please answer yes.

19. Composing Messages To compose a new message make sure you are in the inbox folder and click on the new button in the upper left hand corner of the folder To compose a new message make sure you are in the inbox folder and click on the new button in the upper left hand corner of the folder

20. Composing Messages This is the screen that will appear Next click on To

21. Composing Messages This screen appears to select a name Select name, click To, and then OK

22. Composing Messages Make sure to fill in a subject and body before clicking send

23. Composing Messages To attach a file click the paper clip or go to insert then file To attach a file click the paper clip or go to insert then file

24. Composing Messages Browse to the file and click insert Browse to the file and click insert

25. Composing Messages Bonus information Bonus information Did you know when you are working in a document and want to send it email. You can simply from the file menu select, file, send to, email recipient as attachment Did you know when you are working in a document and want to send it email. You can simply from the file menu select, file, send to, email recipient as attachment

26. Monitoring Sent and Deleted Items Folders Although it is a good idea to keep sent items, the folder should be cleaned up from time to time. Although it is a good idea to keep sent items, the folder should be cleaned up from time to time. Prevents mailbox file from becoming to large to function efficiently Prevents mailbox file from becoming to large to function efficiently From time to time review sent items and ensure they are still needed for tracking purposes From time to time review sent items and ensure they are still needed for tracking purposes Deleted items is you second chance folder. If you delete the item from the inbox or sent folder it simply moves it to the deleted items folder ITEM IS NOT PERMANENTLY DELETED Deleted items is you second chance folder. If you delete the item from the inbox or sent folder it simply moves it to the deleted items folder ITEM IS NOT PERMANENTLY DELETED To automatically empty the deleted items folder on close – click on tools, then options, go to the other tab and check the box “Empty the deleted items folder on exiting” click apply or OK To automatically empty the deleted items folder on close – click on tools, then options, go to the other tab and check the box “Empty the deleted items folder on exiting” click apply or OK

27. Monitoring Sent and Deleted Items Folders To delete items follow one of the following methods To delete items follow one of the following methods To delete all items - You can use the edit menu and select all or hit Ctrl+a then click the X in the top Toolbar or hit the delete key. The computer will ask you if you want to permanently delete these items click yes. To delete all items - You can use the edit menu and select all or hit Ctrl+a then click the X in the top Toolbar or hit the delete key. The computer will ask you if you want to permanently delete these items click yes.

28. Monitoring Sent and Deleted Items Folders To delete numerous items in succession – click on the top item then hold down the shift key and click the bottom item. After the items are highlighted click the X in the toolbar or click the delete key. The computer will again ask if you would like to permanently delete these items. Click yes. To delete numerous items in succession – click on the top item then hold down the shift key and click the bottom item. After the items are highlighted click the X in the toolbar or click the delete key. The computer will again ask if you would like to permanently delete these items. Click yes.

29. Monitoring Sent and Deleted Items Folders To delete multiple items not in succession - click on the first item then hold down the control key and click once on each item you want to delete. Then press the delete key or click the X To delete multiple items not in succession - click on the first item then hold down the control key and click once on each item you want to delete. Then press the delete key or click the X

30. Managing your Calendar Powerful tool for appointments Powerful tool for appointments Gives user reminders for upcoming events Gives user reminders for upcoming events Can send invitations to other users for meetings Example Faculty meetings Can send invitations to other users for meetings Example Faculty meetings Users can accept or decline in response Users can accept or decline in response

31. Managing your Calendar Entering an appointment Entering an appointment Click on the calendar then double click on the day and the hour of your appt use the calendar on the right to scan to the unavailable months Click on the calendar then double click on the day and the hour of your appt use the calendar on the right to scan to the unavailable months An Untitled appt box opens An Untitled appt box opens

32. Managing your Calendar Fill in the subject and location and select the star and end time Fill in the subject and location and select the star and end time

33. Managing your Calendar Set your reminder time Set your reminder time

34. Managing your Calendar To invite attendees – Click on invite attendees on the toolbar To invite attendees – Click on invite attendees on the toolbar Click the to button to select contacts you would like to invite to the meeting Click the to button to select contacts you would like to invite to the meeting

35. Review Different Outlook platforms Different Outlook platforms Folder Organization Folder Organization Updating Contacts Updating Contacts Composing messages Composing messages Monitoring sent and deleted folders Monitoring sent and deleted folders Managing your calendar Managing your calendar

36. Email Using Microsoft Outlook Training Any Questions? Any Questions? This power point can be emailed to you upon request through email This power point can be emailed to you upon request through email