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Introduction to Outlook 98

Introduction to Outlook 98

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Introduction to Outlook 98

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  1. Introduction to Outlook 98 Outlook 98 - Foundation

  2. What is Outlook? • Outlook is the computerised equivalent of the Filofax • Using Outlook you can.. • Track appointments • Schedule meetings • Organize notes • Send and receive electronic mail

  3. Starting Outlook Microsoft Outlook Shortcut Icon

  4. Closing Outlook Click the Close Icon Select Exit from the File menu

  5. Outlook 98 Screen Standard toolbar Outlook Bar

  6. Outlook Bar • The Outlook bar gives you access to Outlooks folders • Click the group tabs to display additional icons Group Tabs

  7. Review Questions

  8. Contacts Folder Outlook 98 - Foundation

  9. What are Contacts? • A contact is someone important in your life (business or private) • The Contacts folder is Outlooks equivalent of the address book • Use it to keep track of friends, colleaguesand business associates Contacts Icon

  10. Contacts Screen • Outlook displays Contacts as Address Cards An Address Card

  11. Viewing Contacts • Use the Index Tabs on the far right of the Contacts screen to quickly locate a contact • Double click on the contact to view additional information

  12. Printing Contacts Print Icon

  13. Adding a Contact New Contact Icon

  14. Adding a Contact - Details Folder • The Details folder allows you to enter additional information about the contact

  15. Adding a Contact - Journal Folder • Select the Automatically record journal entries for this contact check box if you want Outlook to generate journal entries for the contact

  16. Editing a Contact • Double click on the Contact • Make alterations as required • Save and Close the Contact

  17. Searching for a Contact Find Icon

  18. Sending a Letter to a Contact • Open the Contacts folder • Select a Contact • Select New letter to Contact from the Actions menu NOTE: In order to benefit fully from this command you must have specified a mailing address for the contact

  19. Review Questions

  20. Electronic Mail Outlook 98 - Foundation

  21. What is Electronic Mail? • Electronic Mail or email allows you to communicate with people within your organization, or if you are connected to the internet you can send messages all over the world

  22. Inbox Folder • All incoming messages are deposited in the Inbox folder • Send Email from the Inbox folder Inbox Icon

  23. Inbox Screen Message List Message text Preview Pane

  24. Message Status Icons • Outlook displays icons to the left of the message to indicate the message status

  25. Reading Messages • Double click on a message to view its contents • The message header tells you who sent and who received the message

  26. Sorting the Inbox • Click on Field Headings to sort contents of the Inbox - Ascending Sort - Descending Sort

  27. Message Flags • Flag messages that are important to you and specify any action the message requires Flag for Follow Up Icon

  28. Search for a Message • Use the Find icon on the Standard toolbar to search for messages Find Icon

  29. Sending a Message • Click the New Mail Message icon on the Standard toolbar New Mail Message Icon Message Text Area

  30. Sending a Message - Select Names • Select a name from the list • Click To, Cc or Bcc button

  31. Spell Check your Message • Press the F7 key to check the spelling of your message

  32. Setting Message Options • Click on the Options icon to display the Message Options dialog box • You can set options for: • Importance • Delivery • Tracking

  33. Formatting Your Message • Format your message using the icons on the Formatting toolbar • If you are using Word as your message editor you may have additional icons available NOTE: If the recipient of the email does not use Outlook, the formatting may be lost

  34. Replying to a Message • Click the Reply icon to send the reply to the author of the original message • Click the Reply to All icon to send the reply to the author and all recipients of the original message

  35. Forwarding a Message • To send a copy of a message in your Inbox to someone else, use the Forward icon Forward Icon

  36. Attaching a File to a Message • If you need to send a file to someone, attach it to a message • Use the Insert File icon on the Message dialog box toolbar

  37. Opening an Attached File • Double click on the file icon to view the attached file

  38. Saving an Attached File • Select the Save Attachments command from the File drop down menu

  39. Sent Items Folder • Holds copies of sent messages, use it to re-send lost messages Sent Items Icon

  40. Outbox Folder • Temporary storage area for messages waiting to be sent on to the recipient Outbox Icon

  41. Review Questions

  42. Calendar Folder Outlook 98 - Foundation

  43. Calendar Screen Events Date Navigator Appointments

  44. Navigating the Calendar Date Navigator Click to move to next month Click to move to previous month Click on the calendar to select a date

  45. Calendar Views • There are 4 different ways of viewing your calendar

  46. Organizing a Meeting

  47. Organizing a Meeting - Continued

  48. Responding to a Meeting Request • Open the Inbox folder • Double click on the Meeting Request to view the Meeting details • Accept, Tentatively Accept or Decline the meeting

  49. Scheduling an Appointment New Appointment Icon

  50. Scheduling an Event