Fig 1.0 Microsoft
Outlook icon.
Course Objective
I.
Become
familiar with locating commands on the ribbon including using Backstage View
(the Filemenu)
II.
Read
and send e-mail
III.
Work
with contacts
IV.
Schedule
appointments and meetings in your calendar
V.
Synchronize
content from your e-mail server to your outlook
VI.
Understand
the Navigation Pane, Reading Pane and To-DoBar
Fig 2.0 Common Microsoft outlook screen.
Microsoft Outlook is one of the applications that comes with
Microsoft office suite specially design for e-mail exchange between your e-mail
server (gmail, yahoo, etc ) and your computer. Microsoft outlook has
enhance fascinating content that meet the exceeding need of its users. Like the
normal e-mail account, Microsoft outlook also contain Inbox, Draft, Folder,
Send/receive command and can be used the same way that you use them in your
e-mail account with either yahoo or google. We are giving reference to yahoo
mail and google mail here because they are the most popular e-mail server today
and if you are using another beside the two, you could please assist us by
including them in the cited examples abstractly to maintain parity.
Configuring/setting up
Microsoft in your home computer
We want to get it started with the configuration/setup
process with the assurance that you already have Microsoft office suite
installed in your computer because that is the prerequisite here. Do you have
an existing e-mail account? If your answer is no, then pause a while to sign up
an e-mail account with either yahoo (www.yahoo.com) or google (www.gmail.com)and if
your answer is yes, then you are good to go. Launch Microsoft outlook on your computer and click next to
continue
Fig 3.0 Microsoft
Outlook startup 1.
After clicking next, the below screen appears
Fig 4.0 Microsoft
Outlook startup 2.0
By default the yes radio button is selected, if you would
like to configure an e-mail account then click next to continue
Fig 5.0 Microsoft
Outlook startup 3.
Here you are require to provide your e-mail address and
password correctly. Provide them accordingly and click on the Next button to
automatically configure our outlook since the automatic check button is already
checked by default. Once the setup is successful, you will have an interface
that look like Fig 2.0 below.
Note:Setting up Microsoft outlook requires internet, hence ensure your
computer is connected to the internet before beginning the setup process.
Microsoft outlook can
be configure manually if automatic configuration is unsuccessful, but kindly
bear in mind that manual configuration require some networking level of
expertise, see http://support.microsoft.com/kb/287532 for more details.
Further account settings can be done at theinfo
on the menu bar. More than one e-mail address can be added to your computer
Microsoft outlook by clicking info then Add new account
Fig 6.0 Info menu for
account details.
The navigation pane
The navigation pane is use to navigate among option depending
on your desire at a giving time. Some the navigating activities are:
Navigating Your E-Mail
¨ Using the Inbox
- If you go to another view (contacts or calendar, for example) click Mail to
return to viewing mail Message Statuses.
¨ Reading Messages – Message could be dragged into calendar in a date wise manner to enable
you sort your mail easily using the calendar at the top right side on you MS
outlook.
¨ Printing Messages- Your message could be printed directing without copy and paste with all
details. This could be achieve by Mail>file>print.
¨ Deleting Messages - To delete a particular, open the mail>Home>delete
¨ Sorting the Inbox – You inbox can be sorted in different ways. Click on mail to display
inbox, at the top of the mail is a search box, enter the mail you are looking
for or sort your mail according to your desire to sort either by date,
subfolder, either by date, by columns, current mail, etc.
Replying to an email
While reading an email, click Reply, type your reply content
and then click Send. Immediately, your message will be in the Sent Folder or
Sent Items folder meaning the message has been sent.
Sending a new email
Fig 7.0 sending a new
mail
Start the email by clicking New E-mail, then enter the name
or email address in the To… field,
or click To… and choose the name. You can as well start the e-mail by going to
Contacts, click once on a name in the list, then click e-mail to compose your
mail.
Note – Be sure to include a subject line
so that the recipient can determine if they need to open the email right away.
Attaching a file
You can attach a file to any email, including a reply or
forwarded email. From the email message, click on the Attach File button at the
top then locate the file to be attached from your computer. Select it and click
Insert. The file should show in the Attached section just below Subject.
Multiple file can be attached to the mail. Compose your mail content and click
send when you are done.
Opening an Attachment
Any message with an attachment will display a paperclip icon ( Fig ) the left of the email. When you open an email
with an attachment, the attachment displays below the date and your name. To
download the attachment, Click the attachment one time to see a link to preview
the attachment.
Searching for an email
Walking through emails can be time-consuming and frustrating.
To locate a particular e-mail, try one (or more) of the following:
ü Sort emails by From, Subject,
Received or Size (default is by received – newest at top).
ü Click in the Search box and type a
word that is in the email. Click the Search icon (looks like a magnifying glass) to start the search if it doesn’t
search automatically.
Deleting emails or contacts and emptying the trash
To delete an email, contact or
calendar item, click once on the item to select it, then click the Delete
button to delete the selected item into the Trash. Every deleted item goes into
the trash bin and they are still on the
computer until you empty the Trash folder. Locate Trash(under Inbox),
right-click on it, then choose Empty
Folder.
Making Contacts
. What are Contacts?
Selecting Contacts
contact folder
contact folder
Deleting contact
Grouping contact
Writing letter to contact
Editing contact
Changing the view
Creating contact
Map it
Distribution list
Fig 8.0
Since it will be a very difficult task for you to remember
all the e-mail addresses you deal with, it is advisable that you create a
contact folder where every contact you send or receive mail from should be
added to enable you call up that contact easily when next you want to e-mail.Fig 5.0 above is a view of a typical
contact list.
Apart from the contact folder, you can as well create as many
folder as needed in Microsoft Outlook to specify one item from the other, you
discretion is require here.
Using the Calendar
The calendar can be used as a reminder for an upcoming event
like appointments, meetings etc. The calendar has other options like the Calendar Window, Switching the Calendar View, Navigating the
Calendar, Color coding schedule, importing other calendars, responding to
Meeting Requests, Printing the Calendar and function as the option implies.
Working with other Calendars
Calendars can be imported from
other programs/sites as long as the calendar is saved in ics or vcs format. Each
site can have different steps. Follow the directions from the website to save
the calendar. Once you’ve saved the file in .ics or .vcs, follow these steps in
Outlook:
I.
Go to File/Open
II.
Click Import to open the Import and Export
Wizard
III.
Click “Import an iCalendar or vCalendar file”,
then click next
IV.
Locate the file on your computer, then Click
Open. The new calendar should display as an “Other Calendar.”
Resources/Books
consulted
Office 2010 For Dummies by Wallace Wang
Office 2013 for beginners
Microsoft Office 2010 plain and simple by
Katherine Murray
Microsoft Office 2010 All-In-One For Dummies by
Peter Weverka
Office 2010: the missing manual by Nancy Conner
and Matthew MacDonald
Microsoft Outlook 2007 By Cosmas Ray
Please leave your comment to enable us review this
training in our next edition.
