1. MS Outlook Training for Teachers by Katherine Wallis

2. 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

3. E-mail Features - Signature What? –You decide but typically: Your name Your position Your contact information Why? –Convenience –Time Saver

4. E-mail Features – Signature (cont.) How? –Go to Tools Options Mail Format Signatures

5. 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

6. E-mail Features – Distribution List What? –A list of contacts you often e-mail at the same time. Why? –Convenience –Time Saver

7. 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

8. 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

9. 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

10. 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

11. 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

12. Calendar – Create Appointments What? –Faculty Meetings –Parent Conferences –Grade Level Meetings –Etc. Why? –So you wont forget! –To ensure you dont overbook yourself.

13. 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

14. 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.

15. Calendar – Recurring Appointments What? –Schedules appointments to repeat on your calendar Example: Faculty Meetings Example: Grade Level Meetings Why? –Time Saver

16. 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.

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