1. Effective E-mail Creating E-mail Address groups Using E-mail Address groups Attaching Documents Copyright Gary Maunder, 2003 Nipawin School Division No.61, Box 2044 Nipawin, SK

2. Effective E-mail – Creating E- mail groups  One useful function that Microsoft Outlook can perform is to do group emails.  You need to have entered all the people you are going to included in your email group  To do this go to the Tools menu and choose Address Book

3. Effective E-mail – Creating E- mail groups  When the address book pops up, choose the File menu and the New Contacts option  This will allow you to enter the names and email addresses of people you know  You have to enter a First and Last Name and an email address – the rest is optional but can be a useful way to save this information  Then choose the ADD button

4. Effective E-mail – Creating E- mail groups  When you have entered sufficient people, you can create an email group  This is a group of people whom you will designate who will all receive the same message when you send it  To do this go to the File menu and choose NEW GROUP

5. Effective E-mail – Creating E- mail groups  First enter a descriptive name for this group  This name will be the name this group is knows as in your address book.  Then choose the SELECT MEMBERS button

6. Effective E-mail – Creating E- mail groups  Click on a member to add to the group  Then click the select members button  When you are done click the OK button and your group will be created.

7. Effective E-mail – Using E-mail groups  To send an e- mail to your group, you start up a new message and type it into the appropriate place  Then fill in a subject line as usual.

8. Effective E-mail – Using E-mail groups  Finally click on the address book button as in the example on the right

9. Effective E-mail – Using E-mail groups  Choose the group you just created and click on Select  Then click on OK  Now your message will be sent to all member of this group when you click the SEND button.

10. Effective E-mail – Attaching Documents  Another very useful task that e-mail can do is to carry any file or document on your computer as an attachment  This means you can compose a document in Word and then attach it to a message. It will arrive with all its formatting intact just as you types it.  To do this start up a new message in the usual way

11. Effective E-mail – Attaching Documents  Next attach a file by clicking the Paperclip icon which will insert a file.

12. Effective E-mail – Attaching Documents  You will then get an Insert File dialogue window  Browse to the file you want  Click once on it and then click the Insert Button.

13. Effective E-mail – Attaching Documents  That’s all there is to it  Now click the send button and the message will be sent

14. Effective E-mail  Test yourself:  Use your address book to create an e- mail group of at least 3 people  Attach a small file to this message  Send the message to these people by using the e-mail group  Ask them if they received it