1. Pasewark & Pasewark Microsoft Office 2003: Introductory 1 INTRODUCTORY MICROSOFT OUTLOOK Lesson 1 – Outlook Basics and E-mail

2. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 2 Objectives Start Outlook. Create a contacts list and add contacts. View, sort, and print the Contacts list. Send, receive, and print e-mail messages. Create and use an Address Book.

3. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 3 Objectives (cont.) Create a distribution list. Create a signature. Attach documents to e-mails. Create, move, and archive folders. Print, save, and delete e-mail messages.

4. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 4 Terms Used in This Lesson Address Book Archive Contact Distribution list E-mail Navigation Pane

5. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 5 Starting Outlook Click the Start button, select All Programs, select Microsoft Outlook, and then click Microsoft Office Outlook 2003. The Outlook window appears with the Inbox screen displayed.

6. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 6 Create a Contacts List and Add Contacts A contact is any person or company in your Address Book. Click the Contacts icon on the Navigation Pane to display the Contacts view. To add a new contact, click the New Contact icon on the toolbar to display the Contact dialog box.

7. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 7 Create a Contacts List and Add Contacts (cont.) When finished adding the contact information, click Save and Close to return to the Contacts screen or Save and New to add another.

8. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 8 View, Sort, and Print the Contacts List View – Open the View menu, point to Arrange By and then to Current View. Choose from the list of view options.

9. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 9 View, Sort, and Print the Contacts List (cont.) Sort – Open the View menu, point to Arrange By and then to Current View. Choose Customize Current View, and a dialog box displays. Click the Sort button to display the Sort dialog box. Print – Open the File menu and choose Print. The Print dialog box displays.

10. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 10 Using E-mail E-mail – electronic mail. Intranet – a company’s private Web. Internet – vast network of computers linked to one another.

11. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 11 Sending E-mail Messages To send an e-mail, click the New Mail Message button on the toolbar, or choose New Mail Message from the Actions menu. In the To box, key the e-mail address. Copies can be sent to others in the Cc box. Key the subject of your message in the Subject box. Send by clicking the Send button on the toolbar.

12. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 12 Printing E-mail Messages Just like other Office programs, you can use the buttons on the Formatting toolbar to change the font, size, color, style, and alignment of your text. Click the Print button on the toolbar, or choose Print from the File menu to display the Print options dialog box.

13. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 13 Receiving E-mail Messages To open an e-mail message, double-click the message and the message is opened. Send a reply by clicking the Reply button on the toolbar. You can print the message or read your next message.

14. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 14 Creating an Address Book An Address Book is a collection of personal and professional contact information. To display the Address Book from the Inbox view, open the Tools menu and choose Address Book, or click the Address Book button on the toolbar.

15. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 15 Creating an Address Book (cont.) Outlook automatically adds a new contact with an e-mail address to the Address Book.

16. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 16 Using an Address Book To display the Address Book from a new e-mail message form, click the Address Book icon beside the To box. The Select Names dialog box displays.

17. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 17 Using an Address Book (cont.) Choose the contact to receive the message and click To.

18. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 18 Creating a Distribution List Distribution lists are collections of contacts that provide an easy way to send messages to groups or departments. You can type the name of a distribution list in the To box of a new e-mail message and the message automatically goes to all of the contacts on the list.

19. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 19 Creating a Signature You can create a signature to be used at the end of your e-mail messages. In the Create Signature dialog box, you can key the signature of your choice. Click the Edit button to choose your own style, color, and font.

20. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 20 Attaching Documents to E-mail Messages E-mails can have documents attached and mailed directly to the recipient. They are called attachments. By clicking the Insert File button, you may choose the document you wish to attach from the list that appears.

21. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 21 Creating, Moving and Archiving Folders Archiving is the process of organizing, storing, and saving old documents. To organize your e-mails, you can create folders in which to store them in Outlook. Old e-mails can be archived to “clean out” your Outlook folders.

22. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 22 Saving, Searching, and Deleting E-mail Messages An e-mail message can be saved as a Word document and/or a Web page. To save a message, open the File menu and click Save As. To search for a message, click the Find button and key the search information in the Look for box. To delete a message, highlight the message and click the Delete button. To keep your folders in Outlook manageable, be sure to delete all unnecessary e-mails.

23. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 23 Summary Outlook helps you organize information, communicate with others, and manage your time. The Contacts list is a tool in which to store mail, phone, and other information about people and companies. E-mail (electronic mail) is a fast, environmentally friendly way to send a message to one or more persons.

24. Outlook – Lesson 1 Microsoft Office 2003: Introductory Pasewark & Pasewark 24 Summary (cont.) You typically send e-mail messages to the same people. To make this easier, you can use an Address Book that contains the addresses that you use most often. You can also create a distribution list. With an Internet connection, you can send e-mail messages to anyone around the world. You can also send attachments with your e-mail messages.