OUTLOOK 2 MANUAL.doc

7/26/2019 OUTLOOK 2 MANUAL.doc

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FOSSA COMPUTER TRAINING CENTER Microsoft Outlook

FOSSA COMPUTER TRAINING

CENTER

P.O. BOX 21305 00505 NAIROBI KENYA

TEL: +254727611790 / +254735395566

STUDENTS MANUAL FOR CLASSUSE ONLY

QUALITY ASSURANCE 1

PREPARED BY: FOSSA CTCReviewed By: Daniel D.


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Gett !" A#$%& !te' ( t) O%t* ,

1. Th Outlook E!"iro!# !t

$. E%#&il Using Inbox Reading Messages Sending Messages Selecting Recipients Formatting Messages Sending Attachments Opening Attachments

'. Usi!( th C&l !)&r

The Calendar Window Switching the Calendar View Appointments, Meetings and Events Selecting Calendar Objects Setting an Appointment Scheduling a Meeting

4. -&, !" !tt The Contacts Folder

Changing the View Creating Contacts Editing Contacts Selecting Contacts eleting Contacts !riting letters to Contacts

5. T& , The Tas"s !indow Changing the Tas"s View

Creating a Tas" Setting Tas" #ecurrence Creating a Tas" #e$uest #esponding to Tas" #e$uests Trac"ing Tas"s Managing Tas"s eleting Tas"

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6. !" t)e % !&* The %ournal Folder Opening a %ournal Entr& Opening the %ournal Entr& ocument eleting %ournal Entries

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INTRO*UCTION TO OUTLOO+

O%t* , is the des"top in'ormation management application o' the Microso't o''icesuite used to o''er email services ( the 'ollowing 'acilities)

Outloo"*s design mimics a dail& planner with Email) !ithin the computer program liesa dail& tas" manager, a scheduling calendar, a list o' 'riends or contacts, and serves asan inbo+ to one or man& email accounts) Additionall& Outloo" bridges the gap betweenE+cel spreadsheets, Access databases, and !ord documents)

Outloo !" Ca#a$ilitie":Scheduling CalendarAll things EmailDaily Journal/PlannerTask Manager/To Do ListingContact ManagerSurf the we

O%t* , . O%t* , E e

Outloo" e+press includes just under hal' o' the capabilities o' Outloo") Outloo"E+press is included 'ree with most Microso't operating s&stems o''ering convenientemail solutions, limited contacting capabilit&, and a 'ew other odd and end web'eatures) Though the names are easil& con'used, once &ou are 'amiliar with Outloo"&ou will be 'orever grate'ul o' the 'ull 'eatured Outloo" program )

O%t* , t& t !" t)e " &8

Starting outloo" &ields entirel& di''erent results) suall& there are several pop-upwindows prompting &ou to set up an email account, or as"ing i' &ou want to importdata 'rom other o''ice programs such as Outloo" E+press) .' &ou have used Outloo"E+press previousl&, go ahead and import &our contact listings and email b& the wa&) .'&ou have not, 'eel 'ree to cancel or s"ip these stages, as we will be diving into them inlater lessons)

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O#enin% S&'een:

O%t* , -& */E8& *

Outloo"*s primar& role is its phenomenal email capabilities) Aside 'rom the casuale+change o' email between one or man& o' &our contacts) Outloo" o''ers emailingsolutions such as shared contact listings, the abilit& to import email lists 'rom E+celand Access, as well as the abilit& to send/receive email 'rom multiple email accountssuch as 0oogle*s, 0mail and 1ahoo Mail)

O%t* , E8& * A## %!t

Setting up email accounts is the bread and butter o' Outloo") Outloo" connects to an&"ind o' mail server including 2O23, SM2T, E+change Servers, and 4TT2 accountsallowing &ou to send and receive email 'rom multiple email accounts) For instance, i'&ou have a 'ree 1ahoo Mail account and a 0oogle 0mail account, 1ou ma& 'ind ituse'ul to con'igure Outloo" to send/receive email 'rom both accounts - essentiall&combining the inbo+es o' each account into one endless inbo+)

Once the email accounts have been con'igured, the& are a number o' options such ascarbon cop&ing, 'orwarding, and 'older organi5ation) Additionall& we could create acustom signature 'or each email)

O%t* , E8& * T e

There are three t&pes o' email to be sent and received6QUALITY ASSURANCE 5


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T-L E8& * R #) Te t E8& * P*& ! Te t E8& *

)&!" !" t) t ! e*&t e* 8 *e.

R #) Te t; P*& ! Te t; T-L:

1. Clic" e(< t ! )2. Select the middle tab named -& * = 8&t )

3) se the selection list there to select rich te+t, plain te+t, or use the de'ault

Setting o' 4TM7)

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Plain Text - email is the sa'est t&pe o' email) Sending and receiving email in plain te+tassures that no Trojans, viruses, or scripting can occur with an email) 2lain te+t issimpl& plain te+t)

Rich Text - email is sa'er than 4TM7 emailing, and o''ers several options such as> *' , italics , or underlined te+t to be sent via email) 8ulleting and paragraph alignmentis also possible using a rich te+t editor)

HTML Email - allows 'or 4TM7 tags to be placed into emails) O'ten web newslettersare sent out as 4TM7 emails as it allows the publisher to completel& customi5e theloo" o' the email) 4TM7 emails are essentiall& small web pages viewed through &ouremail application)

O%t* , &*e!'&

Switch to the Calendar b& clic"ing the calendar tab located toward the bottom le't o'the screen) Alternativel&, &ou ma& also select G < &*e!'& 'rom the menu at the topo' the screen or b& pressing t *+2)

S,itch to C&l !)&r Mo) -

1.

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2.

se the calendar to "eep trac" o' appointments, meetings, seminars, birthda&s, and allthose important dates) Also, &ou ma& create a global or local calendar) The di''erenceis that a global calendar can be accessed and modi'ied b& &our contacts allowing &our'riends and contacts to edit or see &our calendar)

O%t* , &*e!'& ? e(

pon switching to calendar mode in Outloo", &ou will 'ind &oursel' starring at thecurrent da& bro"en down hour b& hour) Clic" through the tabs at the top to switchviews 'rom a dail& view to a wee"l& or monthl& view)

C&l !)&r i ,s-

se the arrows to thumb through da&s, wee"s, or months depending on the currentcalendar view)

*&/s0 ks0 Mo!ths-

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O%t* , #)e'%*e E e!t

The time has come to learn how to populate a calendar with appointments, meetings,and other important to remember events) An appointment or meeting is ver& simple,there*s a couple o' wa&s to add a new appointment) !hile in Calendar Mode inOutloo" pressing the Ne( button or t *+N brings up the New Appointment !indow)

N , A22oi!t# !t 3utto!-

Set up a simple appointment with a reminder b& populating the 'ields o' the 9ew

Appointment !indow) The bare minimum 'or this 'orm re$uires a title, time, date, andduration)

N , A22oi!t# !t i!)o,-

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A'ter 'illing in the re$uires 'orms, Clic" the OK button and the new appointment isadded to &our calendar)

O%t* , &*e!'& O t !

The O tloo! calendar o"ers a whole mess o# con$g ration options to beco%ered& A lot o# them are sel# explanator' and can be t rned on(o" simpl'b' chec!ing a chec! box& Access the calendar options %ia Tools4O2tio!s and pressing the C&l !)&r O2tio!s 3utto! &

C&l !)&r O2tio!s-

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1.

2.

O%t* , !tt

Outloo" provides a wonder'ul means o' listing contacts) Either personal 'riends,relatives, or business contacts ma& be entered into &our own personal contact listwhich can be pic"ed apart and sorted to &our li"ing)

Switch Outloo" to :Contact Mode: b& clic"ing on the !tt T&> ) 1ou ma& also usethe nav menu at the top o' the screen G < !tt or press t *+3)



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!tt - 'e:

1.

2.

8& switching to :Contact Mode: &ou are now read& to begin managing &our contactlistings)

O%t* , Ne(/A'' !" !tt

As alwa's) the $rst thing to do is to grab that little blac! boo! that 'o !eeparo nd with phone n mbers) address) and emails o# all 'o r personalcontacts and start adding these contacts&

Start the process b& clic"ing the Ne( button near the top le't o' &our program)



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N , Co!t&ct 3utto!-

This or co rse) opens p the New Contact Form &

This 'orm is huge and probabl& as"s &ou 'or more in'ormation about &our contact than

&ou care to "now) .t*s a good thing not ever& 'ield is re$uired, just a name) Ta"e amoment and note the di''erent options available, eventuall& &ou ma& want to sort &ourcontacts b& relation such as :business: or :personal:) The 'orm even o''ers a spot toupload a business card or personal photo o' &our contact) Fill out the 'orm as &ouplease and press the & e @ * e I# ! at the top le't o' the 'orm)



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S&" 5 Clos -

Feel 'ree and add a 'ew additional contacts at this time - populate that contact listingbut don*t spend a whole lot o' time &et)

O%t* , !tt ? e(

!ith a 'ew contacts &ou ma& now appreciate the built-in views Outloo" provides 'orviewing &our contact lists) Along the le't hand side o' the program lies a tab termed:Current View:) 2ress the arrow to the right o' the tab i' it hasn*t alread& beene+panded and then c&cle through a couple o' the views and note the changes)

Curr !t i , T&6-

A 'ew small clic"s can provide &ou with phone listings, emails, or even business cardlistings)



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A 'ew small clic"s can provide &ou with phone listings, emails, or even business cardlistings)

O%t* , T& ,

O%t* , Ne(/A'' T& ,

Micro manages 'o r da'*s+ , an'thing #rom ho se chores to dail' o-cetas!s& .lan wee!s ahead and micro manage 'o r wor! wee! adding dail'chores ho r b' ho r& Add a new tas! b' clic!ing the N , 3utto! near thetop le#t o# 'o r O tloo! program or pressing Ctrl7N &

Ne( T& , B%tt !:

As &ou ma& have guessed, clic"ing the 9ew button brings up the Ne( T& , = 8 ) Setup a tas" and edit several options related to the tas" 'rom the inside o' this 'orm)

Schedule a tas" b& naming it and setting a time, also &ou have the option to set upreminders with a sound 'ile or not) Fill in the 'ields that wor" 'or &ou)



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O%t* , T& , ? e(

There are a number o' views 'or &ou to choose 'rom when viewing &our :to do: list)7ocate the % e!t ? e( T&> along the le't hand column) Switch the bullet betweenoptions to change the tas" view)

T&sk i ,-


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OUTLOOK 2 MANUAL.doc