01 Outlook Session01

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Swift Foundation - Outlook

In this session, you will learn to:

Log On to Outlook

Explore the Outlook Interface

Send a Simple Message

Open a MessageReply to a Message

Print a Message

Delete a Message

Address a Message

Check Spelling and GrammarAttach a File

Forward a Message

Open and Save an Attachment

Flag a Message

Objectives


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Log On to Outlook

It is a software program that is used to electronicallycommunicate with others and manage personal information.

It includes email, the Calendar, Contacts, the Tasks list,Notes, Folder List, Shortcuts, Journal, and the To-Do list.


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Log On to Outlook (Contd.)

The following figure displays the e-mail page, calendarpage, and contacts page in the Microsoft Office Outlook.

Email Page

Calendar Page

Contacts Page


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Demo: Logging On to Outlook

Problem Statement:

Your company uses Microsoft Outlook to managecommunication and scheduling. Youve never used Outlook

before. You have Outlook installed on your computer, and youhave your user name and password, and so youre ready to

start.


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Demo: Logging On to Outlook (Contd.)

Solution:

To solve the preceding problem, you need to perform thefollowing tasks:

Launch Outlook.


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Explore the Outlook Interface

The following figure displays the components of theMicrosoft Office Outlook 2007.

Menu Bar

StandardToolbar

Type A QuestionFor Help Box

To-DoBar

Task Pane

Go Menu

NavigationPane

ReadingPane

Quick Launch Bar

Title Bar


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Explore the Outlook Interface (Contd.)

Basic components of a Microsoft Office Outlook are:

Item

Folder

The To-Do Bar


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Demo: Exploring the Outlook Environment (Contd.)

Solution:


Identify the buttons on the Standard toolbar.

Display the short and expanded versions of the File menu.


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Send a Simple Message

Outlook allows sending the information in a simple emailmessage.

Email:

Is a message that is sent electronically.

Can be sent within the network, or outside the network ofcomputers via the Internet.

Server Client


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Email Addresses

E-mail address:

Is a string used to specify the user name and domain whereusers can send you email.

Should have a user name followed by the @ symbol, thedomain name, a period, and the extension.

Can be made up of alphabetic and/or numeric characters.

[email protected]

User Name Domain Name

Extension

Can consist ofalphabetic and/or

numeric characters


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The New Message Window

A New Message window is displayed when user create anew message.

The following figure displays the different text boxesavailable in the New Message Window.

Message Body


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The Microsoft Office Button

It has all the message-level features such as creating a newmessage, sending, maintaining contact details, creatingappointments or meetings, and saving a message.

It also provides access to the Editor Options tab, whichallows to customize the Outlook environment.


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Demo: Composing and Sending a Simple Message (Contd.)

Solution:


Create a new message.

Enter the text of the message and send the message.


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Demo: Resending a Mail Message

Problem Statement:

While replying to the request for information email, you forgotto address the message to one more person who wanted toknow the same details.


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Demo: Resending a Mail Message (Contd.)

Solution:


Resend a message to the other recipient.


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Open a Message

Received message is opened to know the content of it.

The AutoPreview feature:

The AutoPreview feature enables to preview the first few linesof a mail message without actually opening it.


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Open a Message (Contd.)

The following figure shows the AutoPreview of the first fewlines of the email message.

First few lines ofthe mail message


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Open a Message (Contd.)

Message Symbols:

Each message in the Inbox displays one or more messagesymbols next to it.

The symbols represent the type or status of the message.


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Demo: Opening a Message (Contd.)

Solution:


Preview the message.

Customize the Reading Pane.

Open the New Job Posting message.


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Reply to a Message

Few options are used while replying to a message:

Reply

Reply to All

Forward

Option Description

Sends a response to the sender of the

message.

Sends a response to the sender and copies

the response to anyonewho received the original message.

Forwards a copy of the message to

someone who did not receive

the original message.


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Demo: Replying to a Message

Problem Statement:

The message from your co-worker contains the job descriptionfor the Technical Writer position. After reading the jobdescription, you have a few candidates for the position. Youneed to inform your co-worker about them.


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Demo: Replying to a Message (Contd.)

Solution:


Create a reply to the New Job posting message.

Send the message.


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Print a Message

The Print Dialog Box:

An email message can be printed by clicking thePrintQuickPrint option from the Microsoft Office button.

The following figure displays the print dialog box.


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Demo: Printing a Message

Problem Statement:

The job description for the Technical Writer position is stored inyour Inbox. Youre going to interview three candidates for the

position, and you would like to distribute a copy of thedescription to each candidate.


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Demo: Printing a Message (Contd.)

Solution:


Display the Print dialog box.

Print four copies of the message.


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Delete a Message

Messages that are read can be deleted from the inbox.

The Auto Empty Feature:

Deleted email message from the Inbox, gets stored in theDeleted Items folder.

Outlook provides with the Auto Empty Feature that deletes themessages permanently from the Deleted Items folderautomatically.


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Demo: Deleting a Message

Problem Statement:

You have filled the Technical Writer position, and so you nolonger need the message that contains the job description.Since you find it tedious to manually clear the deleted itemsfrom the Deleted Items folder, you decide to automate the

process.


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Demo: Deleting a Message (Contd.)

Solution:


Delete the New Job Posting message.

Set the option to delete the deleted messages permanently.

Display the contents of the Inbox.


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Address a Message

The Address Book:

Is used to accurately address email messages.

Is a collection of address lists that can be used to find andselect names.

Contains the names and addresses of specific users and

Groups in one location.

Global Address List:

Is a list of all user names and global distribution lists in aparticular organization that is created and maintained by theMicrosoft Exchange Server Administrator.


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Address a Message (Contd.)

Secondary Address Book:

Is an additional address book that user can create in Outlookto store contact details.

Is used to store and organize personal, business, and otherofficial contacts.


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Demo: Addressing a Message

Problem Statement:

You would like your co-worker to review a resume youreceived. Youve forgotten how your co-worker spells her lastname, and so youre unsure of her email address.


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Check Spelling and Grammar

Outlook ensure that there are no misspellings or incorrectgrammar in your messages using the AutoCorrect feature.

AutoCorrect:

The AutoCorrect feature detects common typing mistakes,including misspelled words, grammar, incorrect capitalization,

and common typos.

This option is available in the Microsoft Office button in theEditor Options.

if d i l k


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Check Spelling and Grammar (Contd.)

The following figure displays the AutoCorrect feature.

The mistakes areautomaticallyhighlighted or

corrected

Detects commontyping mistakes and

misspelled words

S if d i O l k


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Problem Statement:

Before you send the message to your co-worker, you want tomake sure that it doesnt contain any spelling or grammar

errors.

Demo: Checking Spelling and Grammar

S ift F d ti O tl k


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Demo: Checking Spelling and Grammar (Contd.)

Solution:


Check the spelling and grammar of the message, and correct anyspelling errors as needed.

S ift F d ti O tl k


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Attach the file to your message, to include the additionalinformation without wasting time in adding the information tomessage.

An attachment:

Is a copy of any type of file or item that needs to be includedalong with an email.

Can be any type of file, and is designated with an iconrepresenting the specific file type.

Attach a File

S ift F d ti O tl k


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Problem Statement:

You need to include the candidates resume with the email.

The resume was created in another application to which youdont have access.

Demo: Attaching a File

S ift F d ti O tl k


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Demo: Attaching a File (Contd.)

Solution:


Attach the resume to the message and send the message.

Verify the message sent with the attachment.

S ift F d ti O tl k


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Problem Statement:

Being the HR manager of a company, you have received aresume from a candidate. Since you find that the candidatepossesses the basic qualifications required for the MultimediaDeveloper position, you are planning to send an email to him to

attend an interview. For the convenience of the candidate, youare attaching the route map of the company location as apicture file. Since the picture file is around 700 KB, you decideto compress the file and send the email.

Demo: Compressing a Picture Attachment

S ift Fo ndation O tlook


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Demo: Compressing a Picture Attachment (Contd.)

Solution:


Compose the message.

Attach a picture file.

Compress the picture file.Verify the file size of the mail.

Swift Foundation Outlook


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Forward a Message

Forward:

A forward is a message item that is send to another person.

A message that is forwarded should contain a valid emailaddress in any of the To, Cc, or Bcc text boxes.



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Problem Statement:

You want your managers opinion on the qualifications of a

candidate for the Multimedia Developer position. Yourmanager did not receive the original message that containedthe candidates resume, so he wants a copy of the message.

Demo: Forwarding a Message



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Demo: Forwarding a Message (Contd.)

Solution:


Create a forward Message form, for the Multimedia DeveloperPosition message.

Forward the message to your instructor and a copy to yourpartner. Close the original message.



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Attachment Preview:

This feature allows to preview a file that is attached to an emailmessage.

The following figure shows the preview of the file that isattached.

Open and Save an Attachment

Message Tab Attachment Tab

ReadingPane



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Problem Statement:

Your Inbox contains a number of messages with resumes asattachments. Whenever you need a resume, you spend a lot oftime trying to access the right one. It would be easier if theresumes were in one location. and the file name of each

corresponded with the name on the resume.

Demo: Opening and Saving an Attachment



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Demo: Opening and Saving an Attachment (Contd.)

Solution:


Preview the attachment file.

Open the file attached to the original Multimedia Developer

Position message.Save a copy of the attachment in the My Documents folder.



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The flag will ensure that the message is easy to find, and isa reminder to refer back to it.

Message Flagging:

A message can be flagged to be followed up, by setting thedefault flags such as, Today, Tomorrow, or Next Week.

Flagged message is also placed in the To-Do bar.

Flag a Message



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Problem Statement:

Youve left a message for Samantha Alvarez. Youre trying to

schedule an interview with her. You dont want to forget to

follow-up with Samantha if you dont hear from her by the nextbusiness day.

Demo: Flagging a Message



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Demo: Flagging a Message (Contd.)

Solution:


Flag the original Multimedia Developer Position message with areminder for follow-up tomorrow.

Display the For Follow Up folder.



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Problem Statement:

As per the schedule, you have completed the interview withSamantha Alvarez. Now, you dont require the Multimedia

Developer Position message to be flagged.

Demo: Removing a Flag



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Demo: Removing a Flag (Contd.)

Solution:


Remove the flag from the message.

View the For Follow Up folder.



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Test Your Understanding

What are the basic components of Microsoft Office Outlook?

What is the importance of AutoPreview feature?

Which option will you select to send a response to thesender and copy the response to anyone who received theoriginal message?

Where are the deleted email message from the Inboxstored?

What is the function of the AutoCorrect feature?



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Summary

In this session, you learned that:

Outlook is a software program that is used to electronicallycommunicate with others and manage personal information.

Outlook includes email, the Calendar, Contacts, the Tasks list,Notes, Folder List, Shortcuts, Journal, and the To-Do list.

E-mail is a message that is sent electronically.An email address is a string used to specify the user name anddomain where users can send you email.

A New Message window is displayed when user create a newmessage.

Microsoft Office Button has all the message-level featuressuch as creating a new message, sending, maintaining contactdetails, creating appointments or meetings, and saving amessage.

The AutoPreview feature enables to preview the first few linesof a mail message without actually opening it.



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Summary (Contd.)

The message symbols represent the type or status of themessage.

Deleted email message from the Inbox, gets stored in theDeleted Items folder.

The Address Book is a collection of address lists that can be

used to find and select names.Global Address List is a list of all user names and globaldistribution lists in a particular organization that is created andmaintained by the Microsoft Exchange Server Administrator.

The AutoCorrect feature detects common typing mistakes,including misspelled words, grammar, incorrect capitalization,and common typos.

An attachment is a copy of any type of file or item that needs tobe included along with an email.

A forward is a message item that you would like to send toanother person.



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Summary (Contd.)

The Attachment Preview feature allows to preview a file that isattached to an email message.

A message can be flagged to be followed up, by setting thedefault flags such as, Today, Tomorrow, or Next Week.

01 Outlook Session01

Documents

Transcript of 01 Outlook Session01