Getting Started: Outlook 2003

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Getting StartedOutlook 2003
Presenter Eric Ringelberg Partner, Next I.T.
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Introduction

• Microsoft Outlook 2003 is a comprehensive desktop
  information management program built to meet
  multiple communication needs.
• Users can use Outlook as a central inbox for all
  internal and external email messaging systems.
• Users can also used it to manage their contacts,
  organize the calendar, schedule appointments, and
  to maintain a journal of their activities.

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Objectives

• Objective 1 Outlook Features.
• Objective 2 Create an e-mail account in Outlook.
• Objective 3 Selecting options for sending
  e-mail.
• Objective 4 Reading, sending, replying to,
  forwarding e-mails.
• Objective 5 Adding auto signature to email
  messages.
• Objective 6 Attaching retrieving attached
  files.
• Objective 7 Managing Messages.
• Objective 8 Using the Address Book
• Objective 9 Using the Calendar
• Objective 10 Using the Out-of Office Assistant

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Objective 1 Outlook Features

• To Display the Reading Pane
• Click View on the Menu bar.
• Then click Reading Pane.
• Select from the list.
• To Move the Division Lines
• Move the mouse cursor over the gray line until
  the cursor changes to a two-directional arrow
• Click and drag the division line.
• Release the mouse button when the marker line is
  in the desired position.

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Navigation Pane
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Standard Toolbar
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Objective 2 Create an e-mail account in Outlook.
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• To Set-up your Outlook E-mail Account
• Start Outlook.
• Click Tools on the Menu bar then click Email
  Accounts.
• From Email Accounts, Click Add a new email
  account.
• Click Next

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• From User Information, Enter your name as you
  would like it to appear when you are sending
  e-mail.
• Enter your e-mail address (for example
  lbrow2_at_mmta.com).

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• From Server Information, Fill in the boxes for
  incoming mail server with mail.mmta.com and for
  outgoing mail sever enter the server that your
  ISP recommends.

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• Under Logon Information, if necessary, enter your
  e-mail account name (for example, lbrow2) and
  password.
• Click the Next button.
• Click Finish.

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To Set up a Default E-mail Account when Using
Multiple E-mail Accounts

• Click Tools on the Menu bar, and then click Email
  Accounts.
• Click View or change existing accounts, then
  Click Next.
• Click the Account you wish to set as your default
  from the Account list.
• Click the Set as Default button. Then click
  Finish.

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To Remove an E-mail Account from a Computer

• Click Tools on the Menu bar, and then click Email
  Accounts.
• Click View or change existing accounts, then
  Click Next.
• Click the Account you wish to remove.
• Click the Remove button. Then click Finish.

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Objective 3 Selecting options for sending e-mail.
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• When composing a message, there are three ways
  the message could be formatted HTML, Rich Text,
  and Plain Text.
• HTML Default format. Allows enhanced email
  messages, such as bullets, images, and borders.
• Rich Text format is proprietary to MS Exchange.
• Plain Text simplest format and can be read by
  any email client.

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• To Set Message Format
• Click on Tools on the Menu bar then click
  Options.
• Click on the Mail Format tab.
• Under Message Format, click on the drop down
  arrow in Compose in this message format box.
• Choose your format or click the Use Microsoft
  Word to edit e-mail messages check box.
• Then click OK.

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• To Set Mail Delivery Options
• Click on Tools on the Menu bar then click
  Options.
• Click on the Mail Setup tab.
• Under Mail account options, select the Send
  messages immediately when connected check box and
  the Check for new messages every 5 minutes check
  box under the Send/Receive button.
• Click OK when done

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• To Spell Check E-mail Messages
• Click on Tools on the Menu bar then click
  Options.
• Click on the Spelling tab.
• Under General options, check the options you want
  to activate.
• Click OK when done.

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Objective 4 Reading, sending, replying to, and
forwarding e-mails.
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• Email Viewing Options
• There are two viewing options
• Reading Pane Default. Displays the email
  content of the currently selected message in the
  Reading pane.
• Auto Preview Displays the first three lines of
  every email message directly below the message
  header.

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• Received email messages are collected in the
  Inbox folder.
• To Read E-mail Messages in a New Window
• Double click on the message you wish to read.

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• To Send a New E-mail
• Click on the New button on the Standard toolbar.
• Type in the address of the recipient in the To
  box.
• Enter an address in the CC box if you want
  someone to receive a copy
• Type in a Subject in the Subject box. Subjects
  should be short and descriptive.
• Click in the Body text box and type your message
• Click on the Send button on the Standard toolbar.

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• To Forward or Reply to an E-mail
• Double Click on a message to read the full
  message in a separate window.
• After you have read your message, click the
  Forward or Reply button.
• If you choose Reply the To box will be
  automatically filled in. If you want to Forward
  the message to someone, specify a mail recipient
  in the TO box.
• You may add/edit text in the body section of the
  message window.
• Click Send when ready.

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• Using the Cc and Bcc Features
• Click the New Button to compose a new email
  message.
• Click the drop-down arrow of the Options button.
• Select the Bcc command.
• Enter the address(s) in the Bcc

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Objective 5 Adding an auto signature to email
messages.
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• An Auto Signature allows you to create a
  signature that will automatically appear in your
  e-mail messages. Examples may include your name,
  title, e-mail address, and links to your web
  page. How you set up your AutoSignature depends
  on what you use for your e-mail editor.

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• To Add an AutoSignature When Using MS Word as
  Your Editor
• Click the New button to create a new message.
• Click Tools on the Menu bar then click Options.
• Click the General tab.
• Click the E-mail Options button.
• Enter a title for the signature you are creating.
• Enter your signature text in the box in the
  bottom half of the window.
• Click Add.
• Click OK then click OK again.

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• To Add an AutoSignature When Using Plain Text as
  Your Editor
• Click Tools on the Menu bar, and then click
  Options.
• Click the Mail Format tab.
• Click the Signature button.
• Click the New Button.
• Type a title for the signature you will create.
• Click the Start with a blank signature radio
  button. Then click the Next button.
• Enter your signature text.
• Click Finish.
• Click OK, then click OK again.

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Objective 6 Attaching and retrieving attached
files
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• To Attach Files to Email Messages
• Click the New button to create a new message.
• Click the Insert File button on the Standard
  toolbar.
• In the Look In box, find the location of the file
  you wish to attach.
• Choose the file from the list displayed.
• Click the Insert button to attach the file to the
  current message.

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• To Open an Attachment from the Preview Pane
• From the preview pane, double click the Icon for
  the attachment located in the gray header section
  of the preview pane.

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• To Open an Attachment from Message Showing in a
  New Window
• From the new message window. Locate the icon for
  the file you wish to open.
• Double click the icon.

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Objective 7 Manage Messages.
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• To Save a Draft
• Create an e-mail message as you normally would.
  In the message window, click the Save button on
  the Standard toolbar.
• Outlook will save this message in the Drafts
  folder.
• You can then close the message.
• To edit or send the message that is now stored in
  the drafts folder, you can click Drafts, and then
  double click on the message to open it. Make your
  changes, if necessary, and then send the message.

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• To Delete Messages
• Click the message(s) to be deleted
• Click the Delete button on the Standard toolbar,
  and the message becomes strikethrough, which
  means that it is just marked for deletion.
• Then click the Purge Deleted Messages button on
  the Standard toolbar.

NOTE Because of the type of server machine that
holds our e-mails, we must Purge Deleted Messages
to actually delete them from the server.
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Organizing Messages

• To sort messages
• From the Inbox, click the Arrange ByDate button.
  A list of sorting views appear. Select a view.
• By default Outlook sorts by Date and Show in
  Groups. Users can sort messages many different
  ways

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• To Create a Folder
• Click File on the Menu bar, then point to New,
  and then click Folder or right click on the
  existing Folder List and select New Folder from
  the shortcut menu.
• Enter a name for the folder in the Name box.
• From the Folder contains drop down list, select
  the type of items that will be stored in this
  folder.
• Highlight where to place the folder. This means
  select the folder one level above where you want
  the new folder to line up.
• Click OK.

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• To Move a Folder
• Right click the desired folder. Click Move
  foldername from the shortcut menu.
• Highlight new destination folder.
• Click OK.

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• There are three types of Address Books
• The Outlook Address Book Individual to PC.
  Created automatically
• Global Address List Provided in MS Exchange
  server environments.
• Personal Address Book stores frequently used
  distribution lists. Legacy
• MS Exchange Highlight new destination folder.
• Click OK.

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• To open the Address Book
• Click the Address book button on the toolbar.
• Select the name of the user who will receive the
  message.
• Click the New Message button.

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Setting up an Address Book

• To Add an Individual Address
• Click Tools on the Menu bar then click Address
  Book.
• Click File, then New Entry
• Click New Contact from the drop down list, Click
  OK.
• Enter Personal data and use the Home, Business,
  and other tabs (if applicable), Click the Save
  and Close button.

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Objective 9 Using the Calendar
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• Using the Calendar

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• Creating Appointments
• Click the New drop-down arrow on the Standard
  toolbar Appointment. The Appointment dialog box
  opens.
• Fill in the appropriate fields.

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• Organizing Meetings
• Click the New drop-down arrow on the Standard
  toolbar Meeting Request. The Meeting dialog box
  opens.
• Fill in the appropriate fields for potential
  attendees, time, and details of the meeting
  content.
• Click the Send button. All the attendees
  identified in the To text box will be sent a
  meeting invitation that they can respond to.

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• All the attendees identified in the To text box
  will be sent a meeting invitation that they can
  respond to.

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• Color Coding the Calendar
• Click the Calendar button on the Navigation Pane.
• Right-click an appointment or meeting
• Click the Label drop-down arrow
• Select a color-coded labell from the list

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• Configuring Calendar
• Click ToolsOptions. The options dialog box opens
• Click Calendar Options button. The Calendar
  Options dialog box opens.
• At the Calendar section of the first tab, set up
  the Default Reminder time to be notified in
  advance of a calendar item.

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• Configuring Calendar
• In the Calendar work week section, select the
  working days by clicking the appropriate check
  boxes. And enter the Start Time and End Time in
  the appropriate text boxes.
• Clicking the Free/Busy Options button in the
  Advanced options section will set up how far
  ahead to publish the calendar to the server for
  coworkers to see.

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Objective 10 Using the Out-of Office Assistant
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• Using the Out of Office Assistant
• Click the Mail button on the Navigation Pane.
• Select the Tools menuout of office assistant
  the dialog box opens.
• Click the I am currently out of the office option
  button.
• Type the message that will be sent while out of
  the office in the AutoReply only once to each
  sender with the following text box.
• Click the OK button.

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Q A
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866.388.NEXT
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Certifications
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Presenter Eric Ringelberg Partner, Next I.T.
866.388.NEXT
Thank you
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