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Hasnur GroupMIS Department

Outlook and Office Automation

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• Introduction• How to Log on• Outlook Main Screen • Navigation Panel Buttons • Create Message • Requesting a Delivery/Read• Find Email Address • Insert Attachment • Read Email • Reply Email • Delete Original Message When

Reply Email • Saving Interrupted Messages • Flag an Item • Disable Copies of Sent Messages

Training Topics• Create Signature • Create New Folder • Create Email Rules • Archive an Email • Add and using Contacts • Create Distribution Lists • Create Appointment • Create Meeting Request • Give Other User Access To

Your Mailbox • Create Task • Create Out Of Office Message • Email Etiquette

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Introduction

Electronic mail mempunyai peranan yang semakinmeningkat dalam mendukung produktivitas di lingkungankerja Hasnur. Email adalah sarana komunikasi yang cepat, murah dan mudah dibandingkan dengan system komunikasi lainnya. Disisi lain, bahaya Email sepertipembocoran rahasia, terkait hukum, kehilanganproduktivitas, dan rusaknya reputasi institusi telahmengakibatkan jutaan dollar setiap tahunnya.

Adalah kebijakan Manajemen Hasnur Group untukmendorong setiap pengguna email perusahaanmenggunakan semaksimal mungkin untuk saranakomunikasi perusahaan dengan penuh tanggungjawab.

Vanson.Sihole@HasnurGroup.com

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IntroductionEmail adalah salah satu dari sarana komunikasi formal perusahaan. Oleh karena itu, setiap penggunaanya harusmenjungjung tinggi etika komunikasi seperti halnya etikapembicaraan telepon, atau surat menyurat.

Reliable Email Reliable Email SystemSystem Secure SystemSecure System

VISION

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Exchange 2007 more than Just Basic Email • Calendar sharing and group scheduling

• Resource scheduling

• Contact sharing

• Task management

• Enhanced security

• Backup & recovery

• Offline access

• Public folders

The internetExchange servers

MS Outlook

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How to Log on to Hasnur’s Network • UserID / Username : 5 Characters

• Password Minimum 8 Characters, Expired every 60 days

• Domain Name : HasnurGroup

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Share Drives

• Drive G: for Group / Department

• Drive H for personal folder

• Drive P for Public

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Outlook Main Screen

Reading Panel

NavigationPanel

ViewPanel

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Navigation Panel Button

• Mail button : Shortcut to Inbox, collects incoming e-mail

• Calendar button : Show schedule and appointment

• Contacts button : Stores names and contacts

• Tasks button : Display Task List

• Notes button : To keep track of information• Folder List button : Display Outlook folders

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• Click New button • Menu File – New – Mail Message

How to create a message

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How to create a message

Press “TO”Button

To show Address List

Global Address List

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Requesting a Delivery/Read Receipt• In order to be notified that an e-mail has been delivered

and/or read, a receipt must be requested. If requested, an e-mail will be sent to the sender upon delivery and/or opening

•Click Option

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How to find someone’s contact #

• Type in <Type a contact to find> box to find email address

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How to Insert Attachment

• When create/reply/forward email, click Insert tab, chooseFile or Item

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• Click Mail button in Navigation Panel

• Double-click the title of the message

• Message window screen opened

• To close, press Esc

How to read an e-mail ?

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• When open an email, Reply button and Reply to All button appear at the top

• Reply button to reply a message to the person who sent the message

• Reply to All button to reply a message to several people

• The original text include in replies below to your reply message

• Outlook can be set not to include the original message when reply an email

How to Reply an e-mail

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• Recall or resend a message by opening the sent item, then go to Actions Recall This Message or Resend This Message

Recalling and Resending an Email

Tip using Recall Vs. Resend:

Recall allows you to “retract”or delete unread copies (if the recipient accepts).

Resend sends the same message again, without retracting.

If recalling, the following message will appear:

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• Choose Tools – Options

• Click E-mail Options button

• Change When reply to a message option to Do not include original message

• Click OK

How to delete the original message when reply

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• If you are not intend to send your message immediately, or made a concept message, you can save your interrupted message to Draft Folder

• When write a message , click Save icon and message will automatically save to Draft folder

How to saving interrupted messages

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• Sign a flag to an item (email or task) that we have to follow up them. Right Click -> Follow-up -> Add reminder

• Add a reminder to an item to warn us

How to flag an Item

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• By default, after you send a message, Outlook makes a copy to Sent Item folder

• To reduce the content of Sent Item folder, you can disable Outlook makes a copy to Sent Item folder – To disable copy to Sent Item :

– Choose Tools – Options

– Click Email Options button

– Uncheck Save copies of messages in Sent Items folder

– Click OK

Disable Copy to Sent Item

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• Signature used to give identity to your message

• Choose Tools – Options• Click Mail Format tab • Click Signatures button • The Signatures and Stationery

dialog box appears • Click New button • Type a name for new signature,

click Next button • Type the text of signature and

format it • Click OK

How to Create a Signature

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• You can create a folder inside your Inbox folder • Click Mail button in Navigation Pane• Choose Go – Folder List• Right click Inbox in Folder List• Choose New Folder• Type a name • Click OK

Create a New Folder

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• Applying a rule to automate Outlook sort an email based on your own criteria

• Click Inbox icon in Navigation Pane• Choose Tools – Rules and Alerts• Click New Rule button

• Choose type of rule

• Fill the criteria

• Don’t forget to run after create a rule

Create Email Rules

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• Archive to store messages and other Outlook item that you don’t need to look at right now

• Archive to reduce your mailbox usage storage in Exchange Server

• Auto Archive – Choose Tools – Options

– Click Other tab

– Click AutoArchive button

• Manual Archive – Choose File – Archive menu

How to Archive Email

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Contact – Main Screen

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• Use Contacts to add your own personal contact other than Address List

• Click Contacts button in Navigation Pane• Click New button

• Fill in all the information field

• Click Save & Close

How to Add Contacts

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• Use Contacts items to send an email • Select contact from Contact folder and drag to Mail button in

Navigation Pane • New Message dialog box opened and your contact is already

typed in To…• Click Send to send an email

How to Use Contacts

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• Distribution List : a group of many email addresses • Distribution List located in Contacts • Choose File-New-Distribution List• Type the name of Distribution List • Click Select Members button • Double-click the name of each person on add to

Distribution List • Click OK

How to Create Distribution Lists

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CALENDER

Use icons above calendar to switch to work week, month, etc.

Use icons above calendar to switch to work week, month, etc.

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• Choose File – New menu bar • Choose Appointment• Type in Subject box about the appointment • Type in Location box about the location • Click Send

How to Create Appointment

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• Choose File – New menu bar • Choose Meeting Request• Click Scheduling button • Click Attendees to choose person to invite • Click Appointment button • Type in Subject and Location • Click Send

How to Create Meeting Request

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• Using Folder Sharing– File – Folder – Change Sharing Permissions…

• Using Delegates– Tools – Options – Delegates

How to give access to your mailbox

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• Delegate give user a send-on-behalf-of permission• Delegate can send item on your behalf • Delegate can create and respond to meeting request • If you want grant folder access without giving send-on-behalf-

of permission, use Change Sharing Permission

• Choose Tools – Options• Click Delegates tab • Click Add• Double-click the name to delegate • Click OK• Set permission in Delegate Permissions dialog box • Click OK

How to Delegate Permission

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• After owner delegate permission, you can open other user’s folder

• Choose File-Open-Other User’s Folder

• Click Name button

• Select the name of the person

• Choose Folder Type

• Click OK

How to Open Other User’s folder

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Task List Screen

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• Choose Tasks button in Navigation Pane• Click New toolbar • Fill in Subject • Set Start date• Set Due date• Set Status • Set Priority• Set Category• Set % Complete• Click Save & Close

How to Create and Maintain Tasks

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• Click Tools menu

• Click Out Of Office Assistant…

• Click Send Out of Office auto-replies

How to Set Out of Office

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• Isinya bisa dimengerti. • maksudnya apa? • minta saran? • atau hanya curhat?

Etika Email

Pendidikan Matematika di Indonesia hanya mengisi OTAK, tidak mengisiwatak.... buktinya banyak orang Pintar tapi korupsi dengan memanipulasidata atau jumlah nominal uang.

Apa tanggapan anda jika menerima email berikut ini dariseseorang yang anda tidak tau pengirimnya?

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10 Tips Email1. Jangan Mengirim Spam• Spam atau promosi produk akan mengganggu orang lain.

2. Jangan Mengirim Hinaan• Jangan pernah mengirimkan email untuk menghina seseorang ataupun

produk tertentu.

3. Jangan Menyianyiakan Bandwidth • Hemat pangkal kaya. Reply All dan attachment harus selective.

4. Jangan Terlalu Panjang• Straight to the point. Hindari kalimat basa basi/gadur gidul

5. Jangan Teriak di Email• Penggunaan huruf CAPITAL diartikan teriak.

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6. Jangan Mengosongkan Subject• Dengan Subject penerima dapat mengambil response yang tepat

7. Jangan Menunjukkan Perselihan Pribadi• E-mail bukanlah sasana tinju.

8. Jangan Sembarang Menggunakan bahasa• Hindari penggunaan idiom, jargon, singkatan, humor.

9. Baca kembali sebelum mengirimkannya• Hindari asumsi sudah benar dan tepat.

10.Hormati Kerahasiaan• Tidaklah sepantasnya menceritakan e-mail teman anda (rahasia) kepada

orang lain tanpa sepengetahuan dia.

10 Tips Email (cont)

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