microsoft office xp illustrated introductory, enhanced started with outlook 2002 getting

Microsoft Office XP Microsoft Office XP Illustrated Introductory, EnhancedIllustrated Introductory, Enhanced

Started with Outlook 2002Started with Outlook 2002GettingGetting

2Getting Started with Outlook 2002 Unit A

Understand e-mailUnderstand e-mail Start Outlook 2002Start Outlook 2002 View the Outlook 2002 windowView the Outlook 2002 window Add a contact to the Address BookAdd a contact to the Address Book Create and send new messagesCreate and send new messages

ObjectivesObjectives


Reply to and forward messagesReply to and forward messages Send a message with an attachmentSend a message with an attachment Create a distribution listCreate a distribution list Send a message to a distribution listSend a message to a distribution list

ObjectivesObjectives


Understanding E-MailUnderstanding E-Mail

E-mail softwareE-mail software lets you send and lets you send and receive electronic messages, called receive electronic messages, called e-mail, over a network and the e-mail, over a network and the Internet.Internet.– A A networknetwork is a group of computers is a group of computers

connected to each other with cables connected to each other with cables and softwareand software

– The Internet is a network that connects The Internet is a network that connects millions of computers users around the millions of computers users around the worldworld


Understanding E-Mail (cont.)Understanding E-Mail (cont.)

Benefits using e-mail.Benefits using e-mail.– Provides a convenient way to communicate Provides a convenient way to communicate

((store and forward technologystore and forward technology))– Can send large amounts of informationCan send large amounts of information– Lets you communicate with several people at Lets you communicate with several people at

onceonce– Ensures delivery of informationEnsures delivery of information– Lets you communicate from a remote placeLets you communicate from a remote place– Provides a record of communicationProvides a record of communication– Allows you to store informationAllows you to store information



Electronic mail etiquette.Electronic mail etiquette.– Be careful what and how you express yourself Be careful what and how you express yourself

in an e-mailin an e-mail– The recipient does not see your body The recipient does not see your body

language or voice tone to help interpret what language or voice tone to help interpret what you are sayingyou are saying

– Don’t send confidential or sensitive material in Don’t send confidential or sensitive material in an e-mailan e-mail

– E-mail messages are legally interpreted as E-mail messages are legally interpreted as property of the company for which you workproperty of the company for which you work


Starting Outlook 2002Starting Outlook 2002

Start Outlook to read and send Start Outlook to read and send messages.messages.– Outlook may prompt you to set up a Outlook may prompt you to set up a

profileprofile• A A profileprofile is a set of information to identify is a set of information to identify

individual e-mail usersindividual e-mail users• Profiles allow more than one user to have Profiles allow more than one user to have

individual e-mail accounts on the same individual e-mail accounts on the same computercomputer


Starting Outlook 2002 (cont.)Starting Outlook 2002 (cont.)

Click the Start button on the Taskbar Click the Start button on the Taskbar to open Outlook.to open Outlook.

Start button

Outlook program icon


Viewing the Viewing the Outlook 2002 WindowOutlook 2002 Window

Main parts of the Outlook window.Main parts of the Outlook window.– The The InboxInbox shows a list of message shows a list of message

headers for the e-mail you have headers for the e-mail you have receivedreceived

– The The Preview panePreview pane displays the e-mail displays the e-mail messages you have receivedmessages you have received

– The The Outlook BarOutlook Bar contains shortcuts to contains shortcuts to frequently used foldersfrequently used folders


Viewing the Viewing the Outlook 2002 Window (cont.)Outlook 2002 Window (cont.)

Folder banner Messages

Outlook Bar

Preview pane

Message header icons


Viewing the Outlook 2002 Viewing the Outlook 2002 Window (cont.)Window (cont.)

Message header icons


Adding a Contact to the Adding a Contact to the Address BookAddress Book

Add names and e-mail addresses of Add names and e-mail addresses of people to whom you frequently send people to whom you frequently send messages to in the Address Book.messages to in the Address Book.– Address Book entries are known as Address Book entries are known as

contactscontacts– Information you can enter in the Information you can enter in the

Address Book include:Address Book include:• Name, e-mail address, mailing address, Name, e-mail address, mailing address,

phone numbers, and other personal phone numbers, and other personal informationinformation

• Enter information in the Contact windowEnter information in the Contact window


Adding a Contact to the Adding a Contact to the Address BookAddress Book

Name text box

E-mail text box


Creating and Sending Creating and Sending New MessagesNew Messages

Each e-mail message must have one Each e-mail message must have one or more recipients.or more recipients.– Use the Message window to create Use the Message window to create

email messagesemail messages– A message should have a meaningful A message should have a meaningful

subjectsubject– Enter the text of your message in the Enter the text of your message in the

Message BodyMessage Body– Microsoft Word is the default text editorMicrosoft Word is the default text editor


Creating and Sending Creating and Sending New Messages (cont.)New Messages (cont.)

Message body

Recipient

Receives a copy

Subject

Send button


Replying to and Replying to and Forwarding MessagesForwarding Messages

To read a message, select it and To read a message, select it and then preview it in the preview pane.then preview it in the preview pane.– After reading the message, you can After reading the message, you can

delete it, store it, or leave it in the Inboxdelete it, store it, or leave it in the Inbox– You can respond to the message using You can respond to the message using

the Reply buttonthe Reply button• The original sender’s e-mail address The original sender’s e-mail address

appears in the Message windowappears in the Message window

– You can forward the message to You can forward the message to another personanother person


Replying to and Replying to and Forwarding Messages (cont.)Forwarding Messages (cont.)

Inbox folder

Click the message to view it in the preview pane

Preview pane



Type reply message

here

RE indicates message

reply

Original message



Emoticons.Emoticons.– An example of an emoticon in an e-mail An example of an emoticon in an e-mail

messages is :-)messages is :-)– Emoticons are faces created by Emoticons are faces created by

keyboard characters to show emotionkeyboard characters to show emotion– Emoticons are often used humorously Emoticons are often used humorously

in e-mail messagesin e-mail messages


Sending a Message Sending a Message with an Attachmentwith an Attachment

Attach any type of computer file to an Attach any type of computer file to an e-mail message, including picture, e-mail message, including picture, video clips, and audio clips.video clips, and audio clips.– The recipient needs appropriate The recipient needs appropriate

software in order to open the software in order to open the attachmentattachment


Sending a Message Sending a Message with an Attachment (cont.)with an Attachment (cont.)

Insert File button

Attached document


Sending a Message Sending a Message with an Attachment (cont.)with an Attachment (cont.)

Options when sending messages.Options when sending messages.– There are several options that affect There are several options that affect

how messages are delivered.how messages are delivered.– Click the Options button on the Click the Options button on the

Message toolbar to open the Message Message toolbar to open the Message Options dialog boxOptions dialog box

– You can, for example, assign a level of You can, for example, assign a level of message importance, encrypt message importance, encrypt messages, and request a message messages, and request a message delivery receiptdelivery receipt


Creating a Distribution ListCreating a Distribution List

A A Distribution ListDistribution List is a collection of is a collection of contacts to whom you regularly send contacts to whom you regularly send messages.messages.– Send groups of people messages at Send groups of people messages at

onceonce– Distribution lists are automatically Distribution lists are automatically

added to the Contacts folderadded to the Contacts folder


Creating a Distribution List Creating a Distribution List (cont.)(cont.)

Distribution list name

Select Members button

Current contacts

Click to add contacts


Creating a Distribution List Creating a Distribution List (cont.)(cont.)

Distribution list


Sending a Message to a Sending a Message to a Distribution ListDistribution List

Distribution lists make it possible to Distribution lists make it possible to send a message to the same group, send a message to the same group, without having to select each contact.without having to select each contact.– Add new members to the listAdd new members to the list– Delete members from the listDelete members from the list– If you change information about a If you change information about a

contact who is a part of a distribution contact who is a part of a distribution list, the distribution list is updated list, the distribution list is updated automaticallyautomatically


Sending a Message to a Sending a Message to a Distribution List (cont.)Distribution List (cont.)

Distribution list

Message is addressed to

the distribution list


Sending a Message to a Sending a Message to a Distribution List (cont.)Distribution List (cont.)

What is Microsoft Outlook Express?What is Microsoft Outlook Express?– Microsoft Outlook Express is an e-mail Microsoft Outlook Express is an e-mail

program that comes with Windows program that comes with Windows 20002000

– It focuses primarily on e-mail, so it does It focuses primarily on e-mail, so it does not have the many features of Outlooknot have the many features of Outlook

microsoft office xp illustrated introductory, enhanced started with outlook 2002 getting

Documents

email messages

outlook window

message window

worldunderstanding email

open outlook

computerstarting outlook

message bodyrecipientreceives

workstarting outlook