work with attachments in messages read and view messages reply to or forward messages save and print messages use the Ribbon and Quick Access Toolbar use the Navigation Pane compose address and format message text ID: 812169
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Slide1
Lesson 1: Getting Started with Email
Slide2work with attachments in messages
read and view messagesreply to or forward messagessave and print messages
use the Ribbon and Quick Access Toolbar use the Navigation Panecompose, address, and format message textinsert items into a messageset message options
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Lesson Objectives
Slide3Looking at the
Screen© CCI Learning Solutions Inc.
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File Quick Search Ribbon Help Ribbon
Tab Access Display
Toolbar Options
Navigation Active Vertical Reading Status View Buttons
Bar/Pane Folder Split Bar Pane Bar
Zoom Slider
Slide4Looking at the
Screen
Mail
Compose, send, read and manage messages.
Calendar
Schedule
appointments, meetings or events.
People
Manage
contact
list.
Tasks
Electronic
to-do list that
you can prioritize
and track
activities
.
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Slide5Looking at the
Screen
Notes
Enter brief notes.
Folders
Display all folders in
top
portion of
Navigation
Pane.
Shortcuts
Displays different
pane
listing
any
shortcuts, and option
to navigate to Outlook
Today or to go to Microsoft Office Online.© CCI Learning Solutions Inc.
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Slide6Using the Quick Access Toolbar
To customize Quick
Access Toolbar:Click Customize Quick Access Toolbar and click button from list or click More Commands; or
click File, click Options, click
Quick Access Toolbar, click button from list ;
or
right-click
ribbon
, click
Customize Quick Access Toolbar
, click button from list To move Quick Access Toolbar to below Ribbon:Click Customize Quick Access Toolbar and click Show Below the Ribbon; orright-click Ribbon, click
Customize Quick Access Toolbar and click Show Quick Access Toolbar below the Ribbon
Outlook
Control
Icon
Undo
Send/Receive Quick
Customize Access All Folders
Toolbar© CCI Learning Solutions Inc.
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Slide7Using the Ribbon
Commands grouped on tabs Each tab relating to type of activityContextual tabs appear only when applicableButton in different color or has outline is active
Many de-activate when you click them or click another choiceEach tab contains groups with similar command typesSome features include Live Preview to demonstrate effects of featureTurn off in General category using Options in BackstageIf group has scroll bar, use to display gallery for optionMore button displays menu with more options
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Slide8Using the Ribbon
To collapse Ribbon:Use ;
ordouble-click ribbon tab; orright-click Ribbon and click Collapse the Ribbon; orpress CTRL+F1
Can use Ribbon
Display Options to choose
how Ribbon behaves
You can also access the Ribbon
using
keyboard
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Slide9Using the Navigation Pane
Efficient way to switch between different elements
Two bars appear at left side in collapsed mode:Folders Bar contains buttons for folders in Favorites group, or those you want to access quickly or frequently
useClick All Folders
for folders in Mail elementPeeks Bar displays icons for quick glance at any outstanding
items,
or
click
icon
to activate that Outlook
element
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Slide10Using the Navigation Pane
click date or item in list to open item to
screenuse to expand the Bar and display full Folder PanePeeks Bar changes to horizontal display below
Navigation paneTo select option from either bar, click item to display its contents in Reading PaneWhether you display full pane or keep it collapsed will depend on how you choose to organize your messages
Decision on how to organize messages may be driven by standards set up for organization or within departments
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Slide11Creating a New Message
To create new message:On Home
tab, in New group, click New Email; oron Home tab in new
group, click New Items and
click E-mail Message; or
press
CTRL+N
Body of Message
Address Fields
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Slide12Creating a New Message
Addressing a New Message Email address consists of two parts: a domain and a
nameDomain identifies mail server’s location on InternetName identifies storage mailbox where message stored until
recipient ready to receive itTwo ways to address
message:Type name or mail address directly in
address
box; or
info@somewhere.com
Name
Domain
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Slide13Creating a New Message
select name from Address Book
To find name quickly, type first letter of name Select recipient and click appropriate address fieldTo address several people, use
SHIFT or CTRL keys to select names, or
type ; or , between names
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Slide14Creating a New Message
Entering and Formatting Message TextOnce message addressed, ready to type and format
text Can format text as you type or after typing itText formatting not possible if mail format set to Plain
TextHTML format is default Plain Text removes any formatting applied in
messageText very plain with no emphasisTo change format for individual message,
in
new message, click
Format Text
tab and in Format group, click mail format for
message
If new to computers, type message text first, select text to format it© CCI Learning Solutions Inc.14
Slide15Creating a New Message
For basic formatting options, select text and on Message tab, in Basic Text group, click required formatting optionAs you select
text, Mini toolbar appears with some commonly used text formatsClick in Basic Text group to display Font dialog box to access all text
formatting capabilitiesFormat Text
tab provides comprehensive selection of text formatting featuresBe careful about adding too much formatting as it can detract from purpose of message
If message content requires lot of text with formatting, consider sending text as attachment
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Slide16Creating a New Message
Applying ThemesSets of integrated document designs
using colors, fonts and graphicsApply theme to achieve professional and well-designed document Appears only with HTML mail format messages
Can apply new theme, change or remove theme
Can customize existing theme or create own, or apply options from
Themes
group without using
theme directly
Can
set
default theme or choose theme for individual messages© CCI Learning Solutions Inc.16
Slide17Creating a New Message
To apply theme to individual message, on
Options tab, in Themes group, click Themes to display galleryPoint at item in gallery to display Live
Preview Type message before applying theme so you can see full effect on body
of textCan customize theme applied
by
using
options
to
right
of Themes commandAnything changed here only affects current message© CCI Learning Solutions Inc.17
Slide18Creating a New Message
Working with StylesUse styles to keep look of
messages consistentCan apply to text in individual messages, or create own and save in Quick Styles gallery for future useTo apply style to text, click Format Text
tab and in Styles group, click More to point at choice in gallery and view how it affects text
Can also click Styles button in Mini toolbarCan modify styles to suit text
Select additional
styles
from
Change
Styles;
click Style Sets © CCI Learning Solutions Inc.18
Slide19Creating a New Message
Inserting Items in MessagesTo insert hyperlink:
Click Insert tab and in Links group, click Hyperlink; orpress CTRL+K;
orright-click in body message and
click Hyperlink
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Slide20Creating a New Message
To insert picture or clip art image, position in message; click
Insert tab, and in Illustrations group, click Pictures or Online PicturesInserted image automatically selected and shows small boxes called
handles around perimeter of image
Click Format tab of Picture Tools ribbon to make
adjustments
Can also send picture as attachment
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Slide21Creating a New Message
Sending the MessageNew feature in Outlook detects when you may have forgotten to attach
a file
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Slide22Creating a New Message
Working with AttachmentsMay be more convenient to receive attachment instead of having item embedded in message
Depending on type of file attached, recipient may have to convert file to different format to successfully open and read attachmentAlso
possible to attach other Outlook items
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Slide23Creating a New Message
Sending AttachmentsAttach files to new message,
reply, or forwarded message Outlook blocks some attachments as part of internal securityAttachments can be from within Outlook or external data
fileTo attach file to message
, on Message or Insert tab, in Include
group, click
Attach
File
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Slide24Creating a New Message
To attach Outlook item to message:
on Message tab, in Include group, click Attach Item, click Outlook Item; oron
Insert tab, in Include group, click Outlook
Item
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Slide25Creating a New Message
Previewing AttachmentsMessage with attachment displays with
Read screen very carefully Display as filenames in Attachment field:within message; or in Reading
Pane viewTo view message text,
click MessageTo preview
attachment
, right-click
attachment and click
Preview
If no software
to enable user to view attachment
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Slide26Creating a New Message
Opening AttachmentsFiles open in same application as file type or
compatible applicationTo open and view attachment:double-click attachment name; orright-click attachment and click Open
New ribbon appears or right-click attachment for more choices
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Slide27Creating a New Message
Using Message OptionsTo use options:Click
Message tab, in Tags group, click option; orclick Options tab and then click option
To display message options dialog box:On Message tab, in Tags group, click Message Options dialog box launcher; or
click Options tab, in Tracking or More Options group, click Message Options
dialog box
launcher
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Slide28Creating a New Message
Using the Voting and Tracking OptionsConduct online survey using standard choice items from predefined
list, or type text for your choicesVoting buttons appear below Message tab when sent message openClick
appropriate button and response sent via emailResponses tallied
in original sent message; use Tracking
to view
results
To add voting buttons to
new
message, on
Options tab, in Tracking group, click Use Voting Buttons© CCI Learning Solutions Inc.
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Slide29Creating a New Message
To create own voting options, click Custom to open Properties
dialog boxType text for custom voting buttons, separating each vote option with semi-colonTo display results, open the message from
Sent Items folder and on
Message tab, in Show group, click Tracking
Information
bar
displays total votes
for each
button, and list
of people who received message, his/her vote, and when response was sent back Message with some form of tracking associated shows
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Slide30Creating a New Message
Requesting Delivery or Read ReceiptsDelivery Receipt occurs when message delivered
Read Receipt indicates message opened by someone viewing that InboxRecipient can choose whether to send receiptMessages requesting delivery receipt appear with
means message accepted and recipient sent receipt
means recipient chose not to send receiptTo view how many recipients received and/or read message, open message in Sent Items
folder, then
on Message tab, in Show group, click
Tracking
Can request
delivery or read receipt from within new message
– click Options tab, in Tracking group, click option to track© CCI Learning Solutions Inc.30
Slide31Reading and Viewing Messages
Checking for New MessagesBy default, any message sent to you goes into mailbox on
mail server where you have accountTo view messages, must download to your computer
When you select Inbox folder, Outlook displays messages in
column formatNew messages appear with vertical
line at
left
of
message and changes
to
thicker line/bar when you point or click messageRead or opened messages simply appear in folder list By default, Outlook plays sound for incoming messages Envelope may display on taskbar with Desktop Alert messageCan then open message directly from alert, or can go to Inbox
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Slide32Reading and Viewing Messages
To check for new messages or send messages manually:Click
Send/Receive tab, in Send & Receive group, click Send/Receive All Folders; oron Send/Receive tab, in Send & Receive group, click
Send All for Outbox folder only; oron
Quick Access Toolbar, click Send/Receive All
Folders
;
or
press
F9
Default display for messages contains one line of body message below subjectCan navigate through list of messages in Inbox by clicking message or using arrow keys on the keyboardUse PGUP or PGDN to move to top or bottom of list
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Slide33Reading and Viewing Messages
Using the Reading PaneUseful to scan messages quickly without opening them
Default shows Reading Pane active on right sideTo turn Reading Pane on, off or change layout, click
View , in Layout group, click
Reading Pane and click commandCan
also customize
Reading
Pane
using
Options
command© CCI Learning Solutions Inc.33
Slide34Reading and Viewing Messages
Saving MessagesSaving message similar to saving attachment
Message becomes file you can then store in location on particular driveTo save message in different format,
open message, click File
tab and click Save As. Then use Save
as type field to select
appropriate format
Can
also save
new
message if not ready to send it Click Close with new message to insert into Drafts folder© CCI Learning Solutions Inc.34
Slide35Reading and Viewing Messages
If Reading Pane active, click message in Drafts folder to make changes directly in
Reading Pane Use to display new unfinished message in its own window; alternatively, click Discard to delete
draft message
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Slide36Reading and Viewing Messages
Saving AttachmentsTo save one or more attachments:In
open message, under Attachment Tools, on Attachments tab and in Actions group, click Save As or Save All Attachments
; orin Reading Pane, click File
and click Save As or Save All
Attachments
; or
right-click
attachment
and click
Save As or Save All AttachmentsIf not saving attachments for specific messages, consider how to handle messageMessages with attachments tend to be large and add to size of overall Outlook data file
When attachment no longer needed, use Remove Attachment to reduce size
of message© CCI Learning Solutions Inc.
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Slide37Reading and Viewing Messages
Replying to a MessageTo reply
without opening message, select it and:On Home tab, in Respond group, click
Reply; orpress CTRL+R;
or right-click message and click
Reply
To reply
from open message:
On
Message
tab, in Respond group, click Reply; orpress CTRL+RTo reply to all recipients without opening message, select it and:On Home tab, in Respond group, click Reply All; orpress CTRL+SHIFT+R; or
right-click message and click Reply AllTo reply to all recipients from open message:On Message tab, in Respond group, click Reply All
; orpress CTRL+SHIFT+R © CCI Learning Solutions Inc.
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Slide38Reading and Viewing Messages
Default layout is blank area with horizontal line separating original message
If using Plain Text or mail format other than HTML, original message indented or marked with >To change default font color, click File
, Options, Mail, click
Stationery and Fonts, then click Font
To change
font
or indents for individual
responses
,
in open message select response and change format attributes for characters or paragraphs on Message or Format Text tabs© CCI Learning Solutions Inc.38
Slide39Reading and Viewing Messages
Forwarding a Message To forward message to someone without first opening
message in separate window, click message to select it and:On Home tab, in Respond group, click
Forward; orpress CTRL+F; or
right-click message and then click Forward
To forward
message
to someone from
open message:
On
Message tab, in Respond group, click Forward; orpress CTRL+F© CCI Learning Solutions Inc.39
Slide40Reading and Viewing Messages
Marking Messages as Read or UnreadWhen you view contents of message
, Outlook considers message to have been readTo mark message as read or unread, on Home tab, in Tags group, click
Unread/ReadA quick way to change status of
message to Read is to press CTRL+Q on selected message
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Slide41Reading and Viewing Messages
Flagging MessagesTo add flag in new
message, in New Message window, on Message tab, in Tags group, click Follow UpUse
Custom or Add Reminder to set flags for different purposes, set specific due dates and to
add remindersTo add flag to message in Inbox:On Home tab, in Tags group, click
Follow Up
; or
right-click flag symbol at right of the message
From
menus
, set flag to remind yourself of action required Outlook inserts link to message in Tasks as reminderOnly flags copy of message; original message remains in Inbox© CCI Learning Solutions Inc.41
Slide42Reading and Viewing Messages
Use Set Quick Click
to specify which flag applied to messageBy default, click flag for Today, second click marks as complete,
or click arrow to display list of flag options
To clear flag:
On
Home
tab, in
Tags
group, click
Follow Up and click Clear Flag; orright-click flag and click Clear Flag; orin the Custom window, click Clear FlagTo mark flagged item as complete:On Home tab, in Tags group, click Follow Up
and click Mark Complete; orclick flag in
message to automatically mark as complete; orright-click flag for message
and click Mark Complete; orin Set Quick Click window, click arrow
and click Complete© CCI Learning Solutions Inc.
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Slide43Reading and Viewing Messages
Using the Reminders WindowWhen you set
reminder, Outlook will schedule it accordinglyReminder window displays with reminders for you to manageCan also activate window at any
timeOn View tab, in Window
group, click Reminders Window
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Slide44Printing Messages
To print one or more messages, select message(s), click File
tab, and click PrintPreviews message using default print options
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Slide45Printing Messages
Use middle panel to set up what to print and from which printer
Click Print Options to set printer options, as well as choose to print any
attachments with this message
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Slide46Printing Messages
Preview how message will print
Use buttons at lower right to change viewUse to zoom in or to zoom out of previewUse
Settings to select print style for messages
Use Memo Style to print actual contents of message
Use Table
Style
for printed
list of all
messages
in Inbox
Actual
Multiple
Size Pages
One Page
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Slide47work with attachments in messages
read and view messagesreply to or forward messagessave and print messagesuse the Ribbon and Quick Access Toolbar use the Navigation Pane
compose, address, and format message textinsert items into a messageset message options© CCI Learning Solutions Inc.
47
Lesson Summary
Slide48Review Questions
1. Explain the purpose of the Navigation Pane.2. Describe two methods of addressing a message.3. When addressing messages to multiple recipients, how do you separate recipients’ addresses in the address box?
4. Which message format(s) will permit text formatting? a. Plain Text b. HTML c. Rich Text5. When checking your messages in the list, how can you tell if a message is new or has been opened previously?
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Slide49Review Questions
6. What is the difference between Reply and Reply All?7. What is the Reminders Window?
8. Which of the following can you select from the Message Options dialog box? a. delay sending a message b. set message importance c. flag a message for follow up d. assign a category to a message e. direct replies to a different address
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