Microsoft Outlook Training

August 2009

Agenda

• Calendar functions– Appointments– Reminders– Notes– Tasks– Layout changes

• Email Functions– Organization– New addresses/contacts– Distribution/group lists– Layout changes– Junk mail

Setting Appointments

• In Outlook, when you enter an item in your Calendar, you'll choose one of three types of entry. By knowing the different choices, you can be more effective when you schedule things.

• Appointment    An appointment is an activity that involves only you.

• Meeting    A meeting is similar to an appointment. The difference is that you invite other people to it.

• All day event    This event is an activity that lasts all day long but doesn't block out time in your Calendar. With an event, you can still have other items appear in your schedule for that day.

• Notes• Tasks• Adjusting Layout

Creating a Signature

• How you could create an e-mail signature:• On the Tools menu, you'd click Options.• Then you'd click the Mail Format tab.• Then you'd click the Signatures button.

Organizing Emails with Color

• Once you select a message and click the Organize command on the Tools menu, you're just a few quick steps away from color-coded messages.

•   Select Using Colors.•   Set up the rule for color coding.•   Click Apply Color.

Organizing Emails into Folders

• Right-click Inbox.• Click New Folder.• To create a folder in your Inbox, you would

right-click Inbox and click New Folder on the shortcut menu (as shown in the picture). From there, you would type the name of the new folder and click OK.

• Favorite Folders pane

Adding a Contact/Distribution List

Choose Address Book.

Pull down menu to choose “contacts”

For just one contact, choose New Contact

Click ok

Fill in whatever fields are important for your purposes.

If you need to create a group to email, select New Distribution List

If you are selecting members from the global address book (OCPS) then choose Select Members

If you need to add addresses that are not part of the OCPS database, click Add New.

Type in the names of the people for your group members

Name, Save and Close and your Group is created.

Adjusting Layout

• Reading Panes• Auto Preview• Toolbars

Junk Mail

• Blocking senders– Cannot block members of the OCPS network– Can block external senders

IPDP Reminder

• Don’t forget that you need to be working on your IPDP.

• If you have any questions or issues, please see Tiffany or Maggie in AD 163.