1. Paul Mundy www.mamud.com Managing email correspondence Using Microsoft Outlook

2. Paul Mundy www.mamud.com Ways to get your email Web-based email  Yahoo, Gmail, Hotmail… Special email program  Outlook, Outlook Express, Eudora…

3. Paul Mundy www.mamud.com Ways to get your email Web-based email  yourname@yahoo.com yourname@yahoo.com  yourname@gmail.com yourname@gmail.com Problems  You must be online all the time you are reading or writing your emails  Slow!  Hard to save to your hard drive

4. Paul Mundy www.mamud.com Using Outlook How to use Outlook  Go online  Download your emails  Go offline  Read and answer your emails  Go online  Send your emails

5. Paul Mundy www.mamud.com Advantages of Outlook Easy and fast Easy to file and manage messages Easy to send attachments Don’t have to be online all the time Good Address Book

6. Paul Mundy www.mamud.com Outlook FoldersMessages Selected message

7. Paul Mundy www.mamud.com Messages in Outlook Always give the message an informative subject Working group meeting 15 Jun Letter 

8. Paul Mundy www.mamud.com Messages in Outlook Keep people informed! Send copies to everyone relevant Outlook keeps record of who you’ve sent message to – so you can check!

9. Paul Mundy www.mamud.com Managing messages in Outlook Make subfolders for different topics  World Bank  Component 1  Component 2  Etc. Save messages in the right subfolder Subfolders

10. Paul Mundy www.mamud.com Using Outlook’s Address Book Enter addresses into Address Book So you don’t forget the address! Also add phone numbers, mailing address, etc.

11. Paul Mundy www.mamud.com Using Outlook’s Address Book Create Distribution Lists of addresses So you can send one message to many people

12. Paul Mundy www.mamud.com Archiving messages in Outlook Tools > Options > Other > Autoarchive

13. Paul Mundy www.mamud.com Managing attachments in Outlook Save attachments to your hard drive Put them in appropriate subfolder on hard drive Print them out for hardcopy archive Attachment symbol Right-click here to Save

14. Paul Mundy www.mamud.com If you can’t find an email Use Google Desktop to find it If you install Google Desktop, it is integrated into Outlook Google Desktop

15. Paul Mundy www.mamud.com Outlook calendar

16. Paul Mundy www.mamud.com Outlook task list

17. Paul Mundy www.mamud.com Skype or Outlook? Skype is wonderful for instant messaging and telephony But don’t use it for official correspondence Because there’s no record of what you have sent