Microsoft Office Illustrated Introductory, Second Edition Started with Outlook 2003 Getting

2Getting Started with Microsoft Office Outlook 2003  Understand  Start Outlook 2003  View the Outlook 2003 window  Add a contact to the Address Book  Create and send a new message Objectives

3Getting Started with Microsoft Office Outlook 2003  Reply to and forward messages  Send a message with an attachment  Create a distribution list  Send a message to a distribution list Objectives

4Getting Started with Microsoft Office Outlook 2003 Understanding  software lets you send and receive electronic messages, called , over a network and the Internet –A network is a group of computers connected to each other with cables and software –The Internet is a network that connects millions of computers users around the world

5Getting Started with Microsoft Office Outlook 2003 Understanding (cont.)  Benefits using –Provides a convenient way to communicate (store and forward technology) –Allows you to send large amounts of information –Lets you communicate with several people at once –Ensures delivery of information –Lets you communicate from a remote place –Provides a record of communication –Allows you to store information

6Getting Started with Microsoft Office Outlook 2003 Understanding (cont.)

7Getting Started with Microsoft Office Outlook 2003 Understanding (cont.)  Electronic mail etiquette –Be careful what and how you express yourself in an –The recipient does not see your body language or voice tone to help interpret what you are saying –Don’t send confidential or sensitive material in an – messages are legally interpreted as property of the company for which you work

8Getting Started with Microsoft Office Outlook 2003 Starting Outlook 2003  Start Outlook to read and send messages –Outlook may prompt you to set up a profile A profile is a set of information to identify individual usersA profile is a set of information to identify individual users Profiles allow more than one user to have individual accounts on the same computerProfiles allow more than one user to have individual accounts on the same computer

9Getting Started with Microsoft Office Outlook 2003 Starting Outlook 2003 (cont.)  To Start Outlook –Click the Start button on the Taskbar, point to All Programs, point to Microsoft Office, then click Microsoft Office Outlook OrOr –Click the Outlook icon on the Quick Launch toolbar Outlook icon

10Getting Started with Microsoft Office Outlook 2003 Starting Outlook 2003 (cont.) Reading pane Mail icon Inbox

11Getting Started with Microsoft Office Outlook 2003 Viewing the Outlook 2003 Window  Outlook mail folders –The Inbox folder contains messages sent to you –The Outbox folder stores unsent message that you wrote –The Sent Items folders stores copies of sent messages –The Search Folders are a tool for organizing messages

12Getting Started with Microsoft Office Outlook 2003 Viewing the Outlook 2003 Window (cont’d)  Outlook mail folders –The Deleted Items folders contains messages you have deleted Available until you Empty the Deleted Items folderAvailable until you Empty the Deleted Items folder –The Favorites Folders are those folders you use most often

13Getting Started with Microsoft Office Outlook 2003 Viewing the Outlook 2003 Window (cont’d)  Main parts of the Outlook window –The Reading pane provides a vertical window to preview messages –The Navigation pane displays the folders you use to organize your –The Message header icons identify attributes of the messages

14Getting Started with Microsoft Office Outlook 2003 Viewing the Outlook 2003 Window (cont.) Unread messages Messages arranged by date Folders Status bar Message header icons

15Getting Started with Microsoft Office Outlook 2003 Adding a Contact to the Address Book  Add names and addresses of people to whom you frequently send messages to in the Address Book –Address Book entries are known as contacts –Information you can enter in the Address Book include: Name, address, mailing address, phone numbers, and other personal informationName, address, mailing address, phone numbers, and other personal information Enter information in the Contact windowEnter information in the Contact window

16Getting Started with Microsoft Office Outlook 2003 Adding a Contact to the Address Book Full Name text box text box

17Getting Started with Microsoft Office Outlook 2003 Creating and Sending New Messages  Each message must have one or more recipients –Use the Message window to create messages –A message should have a meaningful subject –Enter the text of your message in the Message Body –Microsoft Word is the default text editor

18Getting Started with Microsoft Office Outlook 2003 Creating and Sending New Messages (cont.) Message body Recipient Receives a copy Subject Send button Receives a blind copy

19Getting Started with Microsoft Office Outlook 2003 Replying to and Forwarding Messages  To read a message, select it and then preview it in the Reading Pane –After reading the message, you can delete it, move it to another folder, flag it, or leave it in the Inbox –You can respond to the message clicking the Reply button –You can forward the message to another person

20Getting Started with Microsoft Office Outlook 2003 Replying to and Forwarding Messages (cont.)  Reply options –Reply sends message to original sender original sender’s address appears in the Message window in the To: box original sender’s address appears in the Message window in the To: box –Reply to All sends message to original sender and all other recipients and persons who received CC copies

21Getting Started with Microsoft Office Outlook 2003 Replying to and Forwarding Messages (cont.) Inbox folder Click the message to view it in the Reading Pane Message flagged for follow up

22Getting Started with Microsoft Office Outlook 2003 Replying to and Forwarding Messages (cont.) Type reply message here RE indicates message reply Original message

23Getting Started with Microsoft Office Outlook 2003 Replying to and Forwarding Messages (cont.)  Emoticons –An example of an emoticon in an messages is :-) –Emoticons are faces created by keyboard characters to show emotion –Emoticons are often used humorously in messages

24Getting Started with Microsoft Office Outlook 2003 Replying to and Forwarding Messages (cont.)  Flagging messages –Organizes –Available in red, yellow, orange, green, or purple –For Follow-up Folder contains an up-to- date list of all Quick Flagged messages in every folder in your mailbox

25Getting Started with Microsoft Office Outlook 2003 Sending a Message with an Attachment  Attach any type of computer file to an message, including picture, video clips, and audio clips –The recipient needs appropriate software in order to open the attachment

26Getting Started with Microsoft Office Outlook 2003 Sending a Message with an Attachment (cont.) Insert File button Attached image Attachment Options button

27Getting Started with Microsoft Office Outlook 2003 Sending a Message with an Attachment (cont.)  Options when sending messages –Set security level for message –Encrypt messages –Assign a level of message importance –Use voting and tracking –Request a message delivery receipt –Send replies to another address –Specify delivery dates

28Getting Started with Microsoft Office Outlook 2003 Creating a Distribution List  A Distribution List is a collection of contacts to whom you regularly send messages  Click the Address Book button  Click the New Entry button  Click New Distribution List  Click OK to open the Untitled Distribution List window

29Getting Started with Microsoft Office Outlook 2003 Creating a Distribution List (cont.) Distribution list name Select Members button Members appear here

30Getting Started with Microsoft Office Outlook 2003 Creating a Distribution List (cont.) Current contacts Click to add contacts as members

31Getting Started with Microsoft Office Outlook 2003 Creating a Distribution List (cont.) Distribution list

32Getting Started with Microsoft Office Outlook 2003 Sending a Message to a Distribution List  Distribution lists make it possible to send a message to the same group, without having to select each contact –Add new members to the list –Delete members from the list –If you change information about a contact who is a part of a distribution list, the distribution list is updated automatically

33Getting Started with Microsoft Office Outlook 2003 Sending a Message to a Distribution List (cont.) Distribution list

34Getting Started with Microsoft Office Outlook 2003 Sending a Message to a Distribution List (cont.) Message is addressed to the distribution list

35Getting Started with Microsoft Office Outlook 2003 Sending a Message to a Distribution List (cont.)  What is Microsoft Outlook Express? –Microsoft Outlook Express is an program that comes with Windows –It focuses primarily on , so it does not have the many features of Outlook

36Getting Started with Microsoft Office Outlook 2003 Summary Slide  Understanding  Starting Outlook 2003  Viewing the Outlook 2003 Window  Adding a Contact to the Address Book  Creating and Sending New Messages

37Getting Started with Microsoft Office Outlook 2003 Summary Slide (cont.)  Replying to and Forwarding Messages  Sending a Message with an Attachment  Creating a Distribution List  Sending a Message to a Distribution List