Exploring Microsoft Office 2000 - Outlook 2000 1

Microsoft Outlook 2000

A Desktop Information Manager

ByRobert T. GrauerMaryann Barber

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Objectives

Describe Microsoft Outlook and its relationship to Office 2000; describe the components of the Outlook window.

Use Outlook to create or modify a contact, appointment, task, or journal entry.

Distinguish between a mail server and a mail client; explain the use of a username and password in conjunction with e-mail.

Obtain an e-mail account, then use Outlook to send and receive e-mail; describe how Outlook mail is Web-enabled.

Explain how an address book facilitates entering the recipient’s e-mail address when you compose an e-mail message.

Attach a file to an e-mail message. List the mail folders that are created by default for Outlook

mail; create a new mail folder and move a message to it.

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Overview

Introduction to Outlook The Outlook Window Outlook Folders Introduction to E-mail Mail Folders Anatomy of an E-mail Message Address Book Distribution List

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The Outlook Window

Outlook barMail groupOutlook Shortcuts Outlook TodayInboxCalendar folderContacts folderJournal

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Microsoft Outlook 2000

Think of Outlook 2000 as your complete information manager including areas to: Keep appointments Keep up with contacts Take notes Send/Receive e-mail Track work activity Keep a “to-do” list

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Various Screens

3. Outlook Today4. Inbox5. Calendar6. Contacts7. Tasks8. Journal9. Notes

Click mouse to see each

screen!

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Electronic Mail (E-mail)E-mail is simply a means of sending messages

via computer

Business is using more e-mail and fax

To access you must have a mail server and/or software

Each person has a username and password

All mail programs allow you to Send, Compose, Reply and Forward

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Parts of the E-mail Message

HeaderTo:Cc:Subject:Message

Attachments

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Mail Folders

Inbox for unread and stored mail Sent Items for mail already sent Outbox to hold mail not yet sent

Deleted messages

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E-mail Protocol

POP Client --Post Office Protocol Mail is read, composed, and stored locally Can work off-line

SMTP --Simple Mail Transfer Protocol The protocol required to send mail messages

through the Internet

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Additional E-mail Capabilities

Address BookRetains e-mail address of

frequent contactsLooks up information for

youCan create alias

Distribution ListSet of Internet addresses

stored under a single name

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Hands-On Exercises

Hands-On Exercises

1. Introduction to Outlook2. Outlook E-mail

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Outlook Summary

Outlook as an Information Manager The Outlook Window Outlook Folders Introduction to E-mail Mail Folders Anatomy of an E-mail Message Address Book Distribution List