1. Microsoft Office Outlook 2013 Microsoft Office Outlook 2013 Courseware # 3252 Lesson 1: Getting Started with Email

2. Microsoft Office Outlook 2013 work with attachments in messages read and view messages reply to or forward messages save and print messages use the Ribbon and Quick Access Toolbar use the Navigation Pane compose, address, and format message text insert items into a message set message options © CCI Learning Solutions Inc. 2 Lesson Objectives

3. Microsoft Office Outlook 2013 Looking at the Screen © CCI Learning Solutions Inc. 3 FileQuickSearchRibbonHelpRibbon TabAccessDisplay ToolbarOptions NavigationActiveVerticalReadingStatusView Buttons Bar/PaneFolderSplit BarPaneBarZoom Slider

4. Microsoft Office Outlook 2013 Looking at the Screen MailCompose, send, read and manage messages. CalendarSchedule appointments, meetings or events. PeopleManage contact list. TasksElectronic to-do list that you can prioritize and track activities. © CCI Learning Solutions Inc. 4

5. Microsoft Office Outlook 2013 Looking at the Screen NotesEnter brief notes. Folders Display all folders in top portion of Navigation Pane. ShortcutsDisplays different pane listing any shortcuts, and option to navigate to Outlook Today or to go to Microsoft Office Online. © CCI Learning Solutions Inc. 5

6. Microsoft Office Outlook 2013 Using the Quick Access Toolbar To customize Quick Access Toolbar: – Click Customize Quick Access Toolbar and click button from list or click More Commands; or – click File, click Options, click Quick Access Toolbar, click button from list ; or – right-click ribbon, click Customize Quick Access Toolbar, click button from list To move Quick Access Toolbar to below Ribbon: – Click Customize Quick Access Toolbar and click Show Below the Ribbon; or – right-click Ribbon, click Customize Quick Access Toolbar and click Show Quick Access Toolbar below the Ribbon Outlook Control IconUndo Send/ReceiveQuick CustomizeAccess All FoldersToolbar © CCI Learning Solutions Inc. 6

7. Microsoft Office Outlook 2013 Using the Ribbon Commands grouped on tabs – Each tab relating to type of activity Contextual tabs appear only when applicable Button in different color or has outline is active – Many de-activate when you click them or click another choice Each tab contains groups with similar command types Some features include Live Preview to demonstrate effects of feature – Turn off in General category using Options in Backstage If group has scroll bar, use to display gallery for option – More button displays menu with more options © CCI Learning Solutions Inc. 7

8. Microsoft Office Outlook 2013 Using the Ribbon To collapse Ribbon: – Use ; or – double-click ribbon tab; or – right-click Ribbon and click Collapse the Ribbon; or – press CTRL+F1 Can use Ribbon Display Options to choose how Ribbon behaves You can also access the Ribbon using keyboard © CCI Learning Solutions Inc. 8

9. Microsoft Office Outlook 2013 Using the Navigation Pane Efficient way to switch between different elements Two bars appear at left side in collapsed mode: – Folders Bar contains buttons for folders in Favorites group, or those you want to access quickly or frequently use Click All Folders for folders in Mail element – Peeks Bar displays icons for quick glance at any outstanding items, or click icon to activate that Outlook element © CCI Learning Solutions Inc. 9

10. Microsoft Office Outlook 2013 Using the Navigation Pane click date or item in list to open item to screen use to expand the Bar and display full Folder Pane – Peeks Bar changes to horizontal display below Navigation pane To select option from either bar, click item to display its contents in Reading Pane Whether you display full pane or keep it collapsed will depend on how you choose to organize your messages – Decision on how to organize messages may be driven by standards set up for organization or within departments © CCI Learning Solutions Inc. 10

11. Microsoft Office Outlook 2013 Creating a New Message To create new message: – On Home tab, in New group, click New Email; or – on Home tab in new group, click New Items and click E-mail Message; or – press CTRL+N Body of Message Address Fields © CCI Learning Solutions Inc. 11

12. Microsoft Office Outlook 2013 Creating a New Message Addressing a New Message Email address consists of two parts: a domain and a name – Domain identifies mail server’s location on Internet – Name identifies storage mailbox where message stored until recipient ready to receive it Two ways to address message: – Type name or mail address directly in address box; or info@somewhere.com NameDomain © CCI Learning Solutions Inc. 12

13. Microsoft Office Outlook 2013 Creating a New Message select name from Address Book – To find name quickly, type first letter of name – Select recipient and click appropriate address field – To address several people, use SHIFT or CTRL keys to select names, or type ; or, between names © CCI Learning Solutions Inc. 13

14. Microsoft Office Outlook 2013 Creating a New Message Entering and Formatting Message Text Once message addressed, ready to type and format text Can format text as you type or after typing it Text formatting not possible if mail format set to Plain Text – HTML format is default Plain Text removes any formatting applied in message – Text very plain with no emphasis To change format for individual message, in new message, click Format Text tab and in Format group, click mail format for message If new to computers, type message text first, select text to format it © CCI Learning Solutions Inc. 14

15. Microsoft Office Outlook 2013 Creating a New Message For basic formatting options, select text and on Message tab, in Basic Text group, click required formatting option As you select text, Mini toolbar appears with some commonly used text formats Click in Basic Text group to display Font dialog box to access all text formatting capabilities Format Text tab provides comprehensive selection of text formatting features Be careful about adding too much formatting as it can detract from purpose of message – If message content requires lot of text with formatting, consider sending text as attachment © CCI Learning Solutions Inc. 15

16. Microsoft Office Outlook 2013 Creating a New Message Applying Themes Sets of integrated document designs using colors, fonts and graphics Apply theme to achieve professional and well-designed document Appears only with HTML mail format messages Can apply new theme, change or remove theme Can customize existing theme or create own, or apply options from Themes group without using theme directly Can set default theme or choose theme for individual messages © CCI Learning Solutions Inc. 16

17. Microsoft Office Outlook 2013 Creating a New Message To apply theme to individual message, on Options tab, in Themes group, click Themes to display gallery – Point at item in gallery to display Live Preview – Type message before applying theme so you can see full effect on body of text Can customize theme applied by using options to right of Themes command – Anything changed here only affects current message © CCI Learning Solutions Inc. 17

18. Microsoft Office Outlook 2013 Creating a New Message Working with Styles Use styles to keep look of messages consistent Can apply to text in individual messages, or create own and save in Quick Styles gallery for future use To apply style to text, click Format Text tab and in Styles group, click More to point at choice in gallery and view how it affects text – Can also click Styles button in Mini toolbar Can modify styles to suit text – Select additional styles from Change Styles; click Style Sets © CCI Learning Solutions Inc. 18

19. Microsoft Office Outlook 2013 Creating a New Message Inserting Items in Messages To insert hyperlink: – Click Insert tab and in Links group, click Hyperlink; or – press CTRL+K; or – right-click in body message and click Hyperlink © CCI Learning Solutions Inc. 19

20. Microsoft Office Outlook 2013 Creating a New Message To insert picture or clip art image, position in message; click Insert tab, and in Illustrations group, click Pictures or Online Pictures Inserted image automatically selected and shows small boxes called handles around perimeter of image – Click Format tab of Picture Tools ribbon to make adjustments Can also send picture as attachment © CCI Learning Solutions Inc. 20

21. Microsoft Office Outlook 2013 Creating a New Message Sending the Message New feature in Outlook detects when you may have forgotten to attach a file © CCI Learning Solutions Inc. 21

22. Microsoft Office Outlook 2013 Creating a New Message Working with Attachments May be more convenient to receive attachment instead of having item embedded in message Depending on type of file attached, recipient may have to convert file to different format to successfully open and read attachment Also possible to attach other Outlook items © CCI Learning Solutions Inc. 22

23. Microsoft Office Outlook 2013 Creating a New Message Sending Attachments Attach files to new message, reply, or forwarded message Outlook blocks some attachments as part of internal security Attachments can be from within Outlook or external data file To attach file to message, on Message or Insert tab, in Include group, click Attach File © CCI Learning Solutions Inc. 23

24. Microsoft Office Outlook 2013 Creating a New Message To attach Outlook item to message: – on Message tab, in Include group, click Attach Item, click Outlook Item; or – on Insert tab, in Include group, click Outlook Item © CCI Learning Solutions Inc. 24

25. Microsoft Office Outlook 2013 Creating a New Message Previewing Attachments Message with attachment displays with – Read screen very carefully Display as filenames in Attachment field: – within message; or – in Reading Pane view To view message text, click Message To preview attachment, right-click attachment and click Preview If no software to enable user to view attachment © CCI Learning Solutions Inc. 25

26. Microsoft Office Outlook 2013 Creating a New Message Opening Attachments Files open in same application as file type or compatible application To open and view attachment: – double-click attachment name; or – right-click attachment and click Open New ribbon appears or right-click attachment for more choices © CCI Learning Solutions Inc. 26

27. Microsoft Office Outlook 2013 Creating a New Message Using Message Options To use options: – Click Message tab, in Tags group, click option; or – click Options tab and then click option To display message options dialog box: – On Message tab, in Tags group, click Message Options dialog box launcher; or – click Options tab, in Tracking or More Options group, click Message Options dialog box launcher © CCI Learning Solutions Inc. 27

28. Microsoft Office Outlook 2013 Creating a New Message Using the Voting and Tracking Options Conduct online survey using standard choice items from predefined list, or type text for your choices Voting buttons appear below Message tab when sent message open – Click appropriate button and response sent via email – Responses tallied in original sent message; use Tracking to view results To add voting buttons to new message, on Options tab, in Tracking group, click Use Voting Buttons © CCI Learning Solutions Inc. 28

29. Microsoft Office Outlook 2013 Creating a New Message To create own voting options, click Custom to open Properties dialog box – Type text for custom voting buttons, separating each vote option with semi-colon To display results, open the message from Sent Items folder and on Message tab, in Show group, click Tracking – Information bar displays total votes for each button, and list of people who received message, his/her vote, and when response was sent back – Message with some form of tracking associated shows © CCI Learning Solutions Inc. 29

30. Microsoft Office Outlook 2013 Creating a New Message Requesting Delivery or Read Receipts Delivery Receipt occurs when message delivered Read Receipt indicates message opened by someone viewing that Inbox Recipient can choose whether to send receipt – Messages requesting delivery receipt appear with – means message accepted and recipient sent receipt – means recipient chose not to send receipt To view how many recipients received and/or read message, open message in Sent Items folder, then on Message tab, in Show group, click Tracking Can request delivery or read receipt from within new message – click Options tab, in Tracking group, click option to track © CCI Learning Solutions Inc. 30

31. Microsoft Office Outlook 2013 Reading and Viewing Messages Checking for New Messages By default, any message sent to you goes into mailbox on mail server where you have account – To view messages, must download to your computer When you select Inbox folder, Outlook displays messages in column format – New messages appear with vertical line at left of message and changes to thicker line/bar when you point or click message – Read or opened messages simply appear in folder list By default, Outlook plays sound for incoming messages – Envelope may display on taskbar with Desktop Alert message – Can then open message directly from alert, or can go to Inbox © CCI Learning Solutions Inc. 31

32. Microsoft Office Outlook 2013 Reading and Viewing Messages To check for new messages or send messages manually: – Click Send/Receive tab, in Send & Receive group, click Send/Receive All Folders; or – on Send/Receive tab, in Send & Receive group, click Send All for Outbox folder only; or – on Quick Access Toolbar, click Send/Receive All Folders; or – press F9 Default display for messages contains one line of body message below subject – Can navigate through list of messages in Inbox by clicking message or using arrow keys on the keyboard – Use PGUP or PGDN to move to top or bottom of list © CCI Learning Solutions Inc. 32

33. Microsoft Office Outlook 2013 Reading and Viewing Messages Using the Reading Pane Useful to scan messages quickly without opening them Default shows Reading Pane active on right side To turn Reading Pane on, off or change layout, click View, in Layout group, click Reading Pane and click command Can also customize Reading Pane using Options command © CCI Learning Solutions Inc. 33

34. Microsoft Office Outlook 2013 Reading and Viewing Messages Saving Messages Saving message similar to saving attachment – Message becomes file you can then store in location on particular drive To save message in different format, open message, click File tab and click Save As. Then use Save as type field to select appropriate format Can also save new message if not ready to send it Click Close with new message to insert into Drafts folder © CCI Learning Solutions Inc. 34

35. Microsoft Office Outlook 2013 Reading and Viewing Messages If Reading Pane active, click message in Drafts folder to make changes directly in Reading Pane Use to display new unfinished message in its own window; alternatively, click Discard to delete draft message © CCI Learning Solutions Inc. 35

36. Microsoft Office Outlook 2013 Reading and Viewing Messages Saving Attachments To save one or more attachments: – In open message, under Attachment Tools, on Attachments tab and in Actions group, click Save As or Save All Attachments; or – in Reading Pane, click File and click Save As or Save All Attachments; or – right-click attachment and click Save As or Save All Attachments If not saving attachments for specific messages, consider how to handle message – Messages with attachments tend to be large and add to size of overall Outlook data file – When attachment no longer needed, use Remove Attachment to reduce size of message © CCI Learning Solutions Inc. 36

37. Microsoft Office Outlook 2013 Reading and Viewing Messages Replying to a Message To reply without opening message, select it and: – On Home tab, in Respond group, click Reply; or – press CTRL+R; or – right-click message and click Reply To reply from open message: – On Message tab, in Respond group, click Reply; or – press CTRL+R To reply to all recipients without opening message, select it and: – On Home tab, in Respond group, click Reply All; or – press CTRL+SHIFT+R; or – right-click message and click Reply All To reply to all recipients from open message: – On Message tab, in Respond group, click Reply All; or – press CTRL+SHIFT+R © CCI Learning Solutions Inc. 37

38. Microsoft Office Outlook 2013 Reading and Viewing Messages Default layout is blank area with horizontal line separating original message – If using Plain Text or mail format other than HTML, original message indented or marked with > – To change default font color, click File, Options, Mail, click Stationery and Fonts, then click Font – To change font or indents for individual responses, in open message select response and change format attributes for characters or paragraphs on Message or Format Text tabs © CCI Learning Solutions Inc. 38

39. Microsoft Office Outlook 2013 Reading and Viewing Messages Forwarding a Message To forward message to someone without first opening message in separate window, click message to select it and: – On Home tab, in Respond group, click Forward; or – press CTRL+F; or – right-click message and then click Forward To forward message to someone from open message: – On Message tab, in Respond group, click Forward; or – press CTRL+F © CCI Learning Solutions Inc. 39

40. Microsoft Office Outlook 2013 Reading and Viewing Messages Marking Messages as Read or Unread When you view contents of message, Outlook considers message to have been read To mark message as read or unread, on Home tab, in Tags group, click Unread/Read A quick way to change status of message to Read is to press CTRL+Q on selected message © CCI Learning Solutions Inc. 40

41. Microsoft Office Outlook 2013 Reading and Viewing Messages Flagging Messages To add flag in new message, in New Message window, on Message tab, in Tags group, click Follow Up Use Custom or Add Reminder to set flags for different purposes, set specific due dates and to add reminders To add flag to message in Inbox: – On Home tab, in Tags group, click Follow Up; or – right-click flag symbol at right of the message From menus, set flag to remind yourself of action required – Outlook inserts link to message in Tasks as reminder – Only flags copy of message; original message remains in Inbox © CCI Learning Solutions Inc. 41

42. Microsoft Office Outlook 2013 Reading and Viewing Messages Use Set Quick Click to specify which flag applied to message – By default, click flag for Today, second click marks as complete, or click arrow to display list of flag options To clear flag: – On Home tab, in Tags group, click Follow Up and click Clear Flag; or – right-click flag and click Clear Flag; or – in the Custom window, click Clear Flag To mark flagged item as complete: – On Home tab, in Tags group, click Follow Up and click Mark Complete; or – click flag in message to automatically mark as complete; or – right-click flag for message and click Mark Complete; or – in Set Quick Click window, click arrow and click Complete © CCI Learning Solutions Inc. 42

43. Microsoft Office Outlook 2013 Reading and Viewing Messages Using the Reminders Window When you set reminder, Outlook will schedule it accordingly Reminder window displays with reminders for you to manage Can also activate window at any time – On View tab, in Window group, click Reminders Window © CCI Learning Solutions Inc. 43

44. Microsoft Office Outlook 2013 Printing Messages To print one or more messages, select message(s), click File tab, and click Print – Previews message using default print options © CCI Learning Solutions Inc. 44

45. Microsoft Office Outlook 2013 Printing Messages Use middle panel to set up what to print and from which printer Click Print Options to set printer options, as well as choose to print any attachments with this message © CCI Learning Solutions Inc. 45

46. Microsoft Office Outlook 2013 Printing Messages Preview how message will print – Use buttons at lower right to change view Use to zoom in or to zoom out of preview Use Settings to select print style for messages – Use Memo Style to print actual contents of message – Use Table Style for printed list of all messages in Inbox Actual Multiple SizePages One Page © CCI Learning Solutions Inc. 46

47. Microsoft Office Outlook 2013 work with attachments in messages read and view messages reply to or forward messages save and print messages use the Ribbon and Quick Access Toolbar use the Navigation Pane compose, address, and format message text insert items into a message set message options © CCI Learning Solutions Inc. 47 Lesson Summary

48. Microsoft Office Outlook 2013 Review Questions 1.Explain the purpose of the Navigation Pane. 2.Describe two methods of addressing a message. 3.When addressing messages to multiple recipients, how do you separate recipients’ addresses in the address box? 4.Which message format(s) will permit text formatting? a. Plain Text b. HTML c. Rich Text 5.When checking your messages in the list, how can you tell if a message is new or has been opened previously? © CCI Learning Solutions Inc. 48

49. Microsoft Office Outlook 2013 Review Questions 6.What is the difference between Reply and Reply All? 7.What is the Reminders Window? 8.Which of the following can you select from the Message Options dialog box? a. delay sending a message b. set message importance c. flag a message for follow up d. assign a category to a message e. direct replies to a different address © CCI Learning Solutions Inc. 49