MS Outlook

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MS Outlook

• Training for Teachers
• by Katherine Wallis

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Agenda

• E-mail features
• How to create a signature
• How to create distribution lists
• How to flag e-mails for follow up
• How to organize e-mails into folders
• Calendar appointment features
• How to create appointments
• How to create a recurring appointment

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E-mail Features - Signature

• What?
• You decide but typically
• Your name
• Your position
• Your contact information
• Why?
• Convenience
• Time Saver

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E-mail Features Signature (cont.)

• How?
• Go to
• Tools
• Options
• Mail Format
• Signatures

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E-mail Features Signature (cont.)

• How?
• Go to
• New
• Create a name then click on Next
• Create your signature
• You can choose a font, color, etc. to make it
  more personal
• Set your signature

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E-mail Features Distribution List

• What?
• A list of contacts you often e-mail at the same
  time.
• Why?
• Convenience
• Time Saver

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E-mail Features Distribution List (cont.)

• Go to Contacts
• Go to the drop down arrow next to New and
  select Distribution List
• Type in a name for your distribution list
• Go to Select Members
• Add members to distribution list then go to Save
  and Close

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E-mail Features Flag e-mails

• What?
• It marks your e-mails with colored flags so you
  can come back to them later
• They enable you to organize your e-mails in order
  of priority
• Why?
• Remind you to follow up on e-mails that need your
  attention

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E-mail Features Flag e-mails (cont.)

• Right click on the e-mail you want to flag
• Go to Follow Up
• Go to the color flag you want
• Your e-mail is now flagged for follow up

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E-mail Features Organize into folders

• What?
• Organizes your e-mails in a way similar to a
  filing cabinet
• Why?
• To get them out of your inbox but not deleted
• To make it easier to find them later

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E-mail Features Organize into folders (cont.)

• Right click on your Inbox and select New
  Folder
• Name the folder then click OK
• Click and drag the e-mail into the new folder
• Click on the new folder to confirm
  the e-mail is there

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Calendar Create Appointments

• What?
• Faculty Meetings
• Parent Conferences
• Grade Level Meetings
• Etc.
• Why?
• So you wont forget!
• To ensure you dont overbook yourself.

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Calendar Create Appointments (cont.)

• Go to Calendar. Click on Month to see the
  entire month.
• Double click on the date for which you want to
  create the appointment. This will open the event
  window.
• Type in the name of the appointment in the
  subject line

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Calendar Create Appointments (cont.)

• Click on All day event to remove the check
  mark.
• Click on the drop down arrow to choose the start
  time.
• Repeat to choose the end time.
• Choose options for the reminder.
• Click Save and Close

• You appointment is now set and you should see it
  on your calendar.

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Calendar Recurring Appointments

• What?
• Schedules appointments to repeat on your calendar
• Example Faculty Meetings
• Example Grade Level Meetings
• Why?
• Time Saver

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Calendar Recurring Appointments

• Create an appointment on your calendar that you
  know will be recurring. (Example Faculty
  meetings)
• Click on Recurrence
• Choose Monthly and The first Wed. of every 1
  month
• Change the Range of recurrence to End by 5/7/08

• You appointment is now set to reoccur every first
  Wednesday of the month. Click OK.
• Practice setting a recurring appointment by
  creating a faculty meeting every third Wednesday
  of the month.

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THANKS!

• Need more help?
• Want to learn about more features?
• Use the Help feature to search for what you need.