Introduction to Microsoft Outlook Date: November 15, 2013 Time : 10:00 A M to 11:00 A M

Introduction to Microsoft Outlook Date: November 15, 2013 Time: 10:00 AM to 11:00 AM Location: Serra 156A Computer Lab Instructor: Amber Stokes

Learning Objectives Navigate the “Ribbon” and Outlook e-mail Interface Create and use e-mail signatures Attach files to your e-mail Create contacts and distribution lists in your Address Book Create simple appointments and meetings on your Calendar Color code Categories for your different appointments Search your e-mail folders more effectively Use filters and rules to manage your e-mail better Introduction to Outlook 2010

The Ribbon Introduction to Outlook 2010

Tabs, Groups, Commands Tabs: The Ribbon is made up of different tabs, each related to specific kinds of work you do in Excel.Groups: Each tab has several groups that show related items together. Commands: A command is a button or a menu. Introduction to Outlook 2010

Outlook 2007 vs. 2010 Outlook 2010 File Tab • Outlook 2007 Office Button Introduction to Outlook 2010

Outlook Help Button pops up help window. Introduction to Outlook 2010

Parts of your Outlook screen Ribbon Preview pane • Navigation bar Taskbar Introduction to Outlook 2010

Using Signatures Introduction to Outlook 2010

Creating a signature Introduction to Outlook 2010

Writing an e-mail with Attachments Introduction to Outlook 2010

Writing an e-mail with Attachments • Your attachments show up in the Attached box, where you can click and Delete to remove them, if necessary. • You will see the file size next to the attached file’s name. • You can attach multiple files but make sure you’re not sending too many large files in a single e-mail. Introduction to Outlook 2010

Adding Contacts to your Address Book Introduction to Outlook 2010

Creating a Distribution List Introduction to Outlook 2010

Creating a Distribution List Shows up in your Contacts list as a Group, not a person Introduction to Outlook 2010

Using your Outlook Calendar • Appointments • Meetings • View Categories • Reminders • Shared Calendars Introduction to Outlook 2010

Adding an appointment to your calendar Introduction to Outlook 2010

Adding a meetingto your calendar Introduction to Outlook 2010

Adding a meetingfrom your e-mail directly Introduction to Outlook 2010

Using color coded Categories • Tables • Pictures/graphics • Special characters • Header/footer • Footnotes You can assign a category from multiple locations. Introduction to Outlook 2010

Setting up color coded Categories • New category • Rename existing • Shortcut key • Meaningful names • You can have overlapping categories Introduction to Outlook 2010

Using Reminders • You can set the reminder for any interval from 5 min to 2 weeks • You can customize the sound Outlook makes for each reminder Introduction to Outlook 2010

Searching your Outlook account • You can search one folder or All Mail Items • Use quotes to look for any “particular phrase” • You can search by who sent you e-mail (From), subject, or if e-mail has attachments • Return count is always at the bottom of the screen • Also known as filtering Introduction to Outlook 2010

Using File Folders in Outlook • Click on the Folder tab to see different Folder commands • When you create New Folder, make sure you’ve selected your Mailbox first instead of the Inbox • Search Folder – dynamically filled with the results of a particular search query (e.g. all e-mails requiring followup) Introduction to Outlook 2010

Setting up Rules in Outlook • Rules allow you to tell Outlook to do the same set of commands for a given situation, e.g. • Move all e-mails from X to folder Y • Create an alert when X e-mails you • Divert group e-mails to folder Y Introduction to Outlook 2010

What kind of rules can I implement? Alert you to e-mails from your boss, dean, co-workers or even family members Divert any non-critical e-mails (or e-mails with a particular keyword in the subject) to a folder that you can read later Send an alert when high importance e-mails are received Automatically archive, delete, forward or reply to certain types of messages Categorize all sorts of incoming e-mail for you Introduction to Outlook 2010

Organizing Tasks and your To-Do list Build tasks from e-mails, calendar items, or from scratch Assign due dates, or follow-up dates Assign high, normal or low priority importance Set reminders before a task is due Introduction to Outlook 2010

Introduction to Microsoft Outlook Date: November 15, 2013 Time : 10:00 A M to 11:00 A M