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Managing email correspondence

Managing email correspondence. Using Microsoft Outlook. Ways to get your email. Web-based email Yahoo, Gmail, Hotmail… Special email program Outlook, Outlook Express, Eudora…. Ways to get your email. Web-based email yourname@yahoo.com yourname@gmail.com Problems

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Managing email correspondence

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  1. Managing email correspondence Using Microsoft Outlook

  2. Ways to get your email • Web-based email • Yahoo, Gmail, Hotmail… • Special email program • Outlook, Outlook Express, Eudora…

  3. Ways to get your email • Web-based email • yourname@yahoo.com • yourname@gmail.com • Problems • You must be online all the time you are reading or writing your emails • Slow! • Hard to save to your hard drive

  4. Using Outlook • How to use Outlook • Go online • Download your emails • Go offline • Read and answer your emails • Go online • Send your emails

  5. Advantages of Outlook • Easy and fast • Easy to file and manage messages • Easy to send attachments • Don’t have to be online all the time • Good Address Book

  6. Selected message Folders Messages Outlook

  7. Messages in Outlook • Always give the message an informative subject  Letter  Working group meeting 15 Jun

  8. Messages in Outlook • Keep people informed! • Send copies to everyone relevant • Outlook keeps record of who you’ve sent message to – so you can check!

  9. Subfolders Managing messages in Outlook • Make subfolders for different topics • World Bank • Component 1 • Component 2 • Etc. • Save messages in the right subfolder

  10. Using Outlook’s Address Book • Enter addresses into Address Book • So you don’t forget the address! • Also add phone numbers, mailing address, etc.

  11. Using Outlook’s Address Book • Create Distribution Lists of addresses • So you can send one message to many people

  12. Archiving messages in Outlook • Tools > Options > Other > Autoarchive

  13. Attachment symbol Right-click here to Save Managing attachments in Outlook • Save attachments to your hard drive • Put them in appropriate subfolder on hard drive • Print them out for hardcopy archive

  14. Google Desktop If you can’t find an email • Use Google Desktop to find it • If you install Google Desktop, it is integrated into Outlook

  15. Outlook calendar

  16. Outlook task list

  17. Skype or Outlook? • Skype is wonderful for instant messaging and telephony • But don’t use it for official correspondence • Because there’s no record of what you have sent

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