outlook 2010 level 1

8/12/2019 Outlook 2010 Level 1

1/115

I N S T R U C T O R - L E D C O U R S E W A R E

Microsoft Outlook 2010Level 1

PCM Courseware, LLC.6960 N. Ardara Ave., Glendale, WI 53209

Phone: 800-693-7040 Fax 414-386-1711http://www.pcmcourseware.com


2/115

I N T R O D U C T I O N

Introduction 2

I N S T R U C T O R - L E D C O U R S E W A R E

Microsoft OutlookLevel 1

PCM Courseware, LLC.6960 N. Ardara Ave., Glendale, WI 53209Phone 800-693-7040 Fax 414-386-1711

http://www.pcmcourseware.com

COPYRIGHT NOTICE AND LICENSE AGREEMENT

PCM Courseware, LLC. 2010

ALL RIGHTS RESERVED. This material is copyrighted and all rights are reserved by PCM Courseware,LLC. When you purchase this product, you are entitled unlimited use of purchased product in perpetuity.

This product may be used by instructors only at a single physical location unless licenses were purchased formore than one location. The number of locations eligible for use of the course materials will equal thenumber of site licenses purchased. You may copy and distribute the manual files, lesson files and lab filesonly within the confines of the specific site(s) of the license agreement. You may not under anycircumstances, distribute, rent, or lease the manual, its documentation, the training files, or any copiesthereof, to third parties. If the purchaser has more than one training location and wishes to use thecourseware at these locations, then a licensed must be purchased for each additional location.

Courseware may be customized and modified as the purchaser sees fit as long as the copyright informationis clearly displayed within all documents. The purchaser may add their own name and logo to the printedmanuals as long as the copyright information is present on all printed versions of the courseware.

This courseware license may not be transferred, assigned, given, rented, leased or resold to any third party inany form.

Only printed copies of the courseware may be made available to students. Under no circumstances may thesource Microsoft Word courseware files be made available on a network, internet or intranet, or any otherremovable or non-removable media.


3/115


2010 PCM Courseware, LLC 3

It is the responsibility of the Purchaser to print out copies of the courseware. PCM Courseware, LLC will inno way be held responsible for inadequate printing facilities at the Purchasers site, resulting in the inability toprint out the courseware. In such cases that the original source courseware files or training files arecorrupted, PCM Courseware, LLC will replace any corrupted training files.

Passwords necessary to access the courseware or download courseware from the PCM Courseware, LLCWeb site must not be disclosed to any third party in any form.

The purchaser may not make available any courseware to those who have not attended a training class at thepurchasers licensed site.

Any student who has attended a training class in which PCM Courseware training materials were used maykeep one copy of the printed training manual and any accompanying exercise and lab files for personal useonly.

PCM Courseware, LLC. reserves the right to revise this manual and its files and make changes from time totime in their content without notice.

This license entitles the purchaser of the Entire Courseware Library to receive any new courseware or anyupdates to existing courseware produced within one (1) year of the purchase date via the PCM Courseware,LLC Web site. PCM Courseware, LLC will not be held responsible for an inadequate Internet Connectionat the purchasers location resulting in an inability of download any new courseware.

The purchasers remedy for problems or inconveniences encountered from the use of the training manual orits related training files shall be limited to the refund of the price paid for this courseware. PCMCourseware, LLC. shall not be liable to the purchaser or any other person with respect to any liability, loss ordamage caused, directly or indirectly, by use of this courseware or the related training files. Please informPCM Courseware, LLC of any errors or omissions in any of the courseware materials.

While every genuine effort has been made to ensure the accuracy of the material, PCM Courseware, LLC.makes no warranty, express or implied, with respect to the correctness, reliability and freedom from error ofthe manual or the related training files. Data used in this manual and its training files are fictitious. Any

reference to actual persons or companies is entirely coincidental.


4/115


Introduction 4

Table of Contents

TABLE OF CONTENTS ..................................................................................................................4OUTLOOK 2010LEVEL 1INTRODUCTION .................................................................................7

COURSE REQUIREMENTS ..........................................................................................................7COMPONENTS OF THE MANUAL ................................................................................................8TRAINING FILES .......................................................................................................................9WHATSNEW IN OUTLOOK 2010? .......................................................................................... 10

LESSON 1- OUTLOOK BASICS ............................................................................................. 121.1 INTRODUCING OUTLOOK ............................................................................................. 131.2 SETTING UP AN E-MAIL ACCOUNT .............................................................................. 151.3 EXAMINING THE OUTLOOK SCREEN............................................................................. 201.4 USING THENAVIGATION PANE .................................................................................... 231.5 USING READING VIEW................................................................................................. 291.6 CHANGING SCREEN MAGNIFICATION........................................................................... 311.7 USING THE RIBBON ..................................................................................................... 331.8 CUSTOMIZING OUTLOOK ............................................................................................. 361.9 USING KEYBOARD SHORTCUTS.................................................................................... 391.10 USING HELP ............................................................................................................. 41LESSON SUMMARY OUTLOOK BASICS.................................................................................. 44LESSON 1QUIZ ...................................................................................................................... 45LAB1ONYOUROWN..................................................................................................... 47

LESSON 2- COMPOSING &SENDING E-MAIL...................................................................... 482.1 CREATING AN E-MAIL MESSAGE ................................................................................. 492.2 CHECKING SPELLING ................................................................................................... 532.3 USING SIGNATURES ..................................................................................................... 572.4 FORMATTING AN E-MAIL MESSAGE............................................................................. 642.5 USING STATIONERY .................................................................................................... 692.6 SENDING ATTACHMENTS ............................................................................................. 732.7 SETTING THE PRIORITY OF A MESSAGE ........................................................................ 762.8 REQUEST A DELIVERY OR READ RECEIPT..................................................................... 782.9 INSERTING A HYPERLINK ............................................................................................. 80LESSON SUMMARY COMPOSING &SENDING EMAIL.............................................................. 82LESSON 2QUIZ ...................................................................................................................... 83LAB2ONYOUROWN..................................................................................................... 85

LESSON 3- RECEIVING E-MAIL.......................................................................................... 86


5/115



3.1 CHECKING FOR E-MAIL ............................................................................................... 873.2 READING E-MAIL........................................................................................................ 903.3 REPLYING TO A MESSAGE............................................................................................ 923.4 FORWARDING A MESSAGE ........................................................................................... 953.5 RESENDING A MESSAGE .............................................................................................. 983.6 USING THE READING PANE ........................................................................................ 1013.7 SAVING AND OPENING ATTACHMENTS....................................................................... 1033.8 SUBSCRIBING TO RSSFEEDS ..................................................................................... 106LESSON SUMMARY RECEIVING E-MAIL.............................................................................. 110LESSON 3QUIZ .................................................................................................................... 111LAB3ONYOUROWN................................................................................................... 113

LESSON 4- E-MAIL MANAGEMENT .................................................................................. 1144.1 MARKING MESSAGES AS UNREAD ............................................................................. 1154.2 FLAGGING MESSAGES ............................................................................................... 1174.3 USING CATEGORIES................................................................................................... 1224.4 ARRANGING MESSAGES ............................................................................................ 1254.5 DELETING MESSAGES ................................................................................................ 1284.6 WORKING WITH MESSAGE FOLDERS .......................................................................... 1304.7 USING SEARCH FOLDERS ........................................................................................... 1344.8 SEARCHING FOR MESSAGES ....................................................................................... 1374.9 SAVING MESSAGES TO A FILE .................................................................................... 1414.10 PRINTING MESSAGES .............................................................................................. 1434.11 MANAGING JUNK MAIL .......................................................................................... 1464.12 USING RULES ......................................................................................................... 1514.13 USING QUICK STEPS ............................................................................................... 1554.14 VIEWING MESSAGES BY CONVERSATION ................................................................. 160LESSON SUMMARY E-MAIL MANAGEMENT ........................................................................ 162LESSON 4QUIZ .................................................................................................................... 164LAB4ONYOUROWN................................................................................................... 166

LESSON 5- WORKING WITH CONTACTS ........................................................................... 1675.1 ADDING ANEW CONTACT ......................................................................................... 1685.2 CHANGING CONTACT INFORMATION .......................................................................... 1745.3 ASSIGNING A CATEGORY TO A CONTACT.................................................................... 1775.4 USING CONTACT VIEWS ............................................................................................ 1815.5 DELETING A CONTACT .............................................................................................. 1855.6 SENDING A MESSAGE TO A CONTACT......................................................................... 1875.7 SEARCHING FOR A CONTACT...................................................................................... 1915.8 CREATING A CONTACT GROUP................................................................................... 1945.9 ADDING A CONTACT PICTURE.................................................................................... 1985.10 CREATING CONTACT FOLDERS ............................................................................... 200LESSON SUMMARY WORKING WITH CONTACTS.................................................................. 203LESSON 5QUIZ .................................................................................................................... 204LAB5ONYOUROWN................................................................................................... 206

LESSON 6- WORKING WITH THE CALENDAR.................................................................... 2086.1 SCHEDULING AN APPOINTMENT ................................................................................. 2096.2 NAVIGATING THE CALENDAR .................................................................................... 2136.3 MODIFYING APPOINTMENTS ...................................................................................... 2186.4 SETTING APPOINTMENT REMINDERS.......................................................................... 2226.5 SCHEDULING A MEETING ........................................................................................... 2246.6 SCHEDULING AN EVENT ............................................................................................ 228


6/115


Introduction 6

6.7 SCHEDULING A RECURRING ITEM............................................................................... 2316.8 CHANGING CALENDAR OPTIONS ................................................................................ 2356.9 PRINTING A CALENDAR ............................................................................................. 2386.10 WORKING WITH MULTIPLE CALENDARS.................................................................. 2426.11 WORKING WITH CALENDAR GROUPS ...................................................................... 246LESSON SUMMARY WORKING WITH THE CALENDAR .......................................................... 249LESSON 6QUIZ .................................................................................................................... 250LAB6ONYOUROWN................................................................................................... 252

LESSON 7- USING TASKS .................................................................................................. 2537.1 CREATING TASKS ...................................................................................................... 2547.2 USING THE TO-DO BAR ............................................................................................. 2577.3 EDITING TASKS ......................................................................................................... 2607.4 CREATING RECURRING TASKS ................................................................................... 2637.5 MARKING OFF A TASK .............................................................................................. 2667.6 CHANGING TASK VIEWS ............................................................................................ 2687.7 ASSIGNING TASKS TO OTHERS ................................................................................... 270LESSON SUMMARY USING TASKS ...................................................................................... 273LESSON 7QUIZ .................................................................................................................... 274LAB7ONYOUROWN................................................................................................... 276

LESSON 8- CREATING NOTES &JOURNAL ENTRIES............. .............. ............ ............. ..... 2778.1 CREATINGNOTES...................................................................................................... 2788.2 READING &MODIFYINGNOTES................................................................................. 2808.3 COLOR CATEGORIZING ANOTE.................................................................................. 2838.4 RESIZING &DELETINGNOTES ................................................................................... 2858.5 PRINTINGNOTES ....................................................................................................... 2878.6 USING AUTOMATIC JOURNALING ............................................................................... 2908.7 MANUALLY CREATING JOURNAL ENTRIES ................................................................. 2938.8 VIEWING JOURNAL ENTRIES ...................................................................................... 297LESSON SUMMARY CREATINGNOTES &JOURNAL ENTRIES............. ............. ............. ......... 299LESSON 8QUIZ .................................................................................................................... 300LAB8ONYOUROWN................................................................................................... 302

CLASS PROJECT ...................................................................................................................... 304INDEX...................................................................................................................................... 305


7/115



Outlook 2010 Level 1Introduction

Welcome to PCM Courseware! PCM Courseware is a distinctive, flexible system foran instructor-led environment that facilitates learning via auditory, visual and hands-onexperiences by each student. The manual is broken down into several lessons witheach lesson subdivided into several sections. Each section covers a particular skill orconcept related to the main lesson topic. In each section you will find:

1. A brief introduction to the section topic.2. Step-by-step how to instructions.

3. A hands-on Lets Try Itexercise which students perform with the instructor.4. An independent On Your Own activity at the end of each lesson to identify

any problem areas and to ensure that learning has taken place.5. A chapter summary at the end of the lesson, reviewing major concepts and

topics discussed in the chapter.6. Chapter quiz to ensure that learning has taken place.

Rather than having to sift through blocks of paragraphs of written text, theintroductions are brief and easy to understand, illustrated with diagrams, lists, tablesand screen shots to aid in comprehension and retention. The step-by-step format ofthe manual enables for quick scanning by the instructor during teaching time and the

ability to pull out the main points quickly without having to filter the desiredinformation from chucks of text.

Course Requirements

It is assumed that the student has a fundamental understanding of the Windowsoperating system and how to maneuver with a mouse. Basic concepts such as opening,saving and closing files are included in the beginning chapters.

A full installation of Microsoft Outlook 2010 should be available on each desktop,with a fresh installation strongly encouraged. While a printer is not needed toparticipate in this class, a printer driver must be installed on each desktop to completecertain lessons.


8/115


Introduction 8

An e-mail account should be set up for each student on the e-mail server. In this class,each student will create an e-mail account in Outlook using his or her own accountinformation.

Components of the Manual

The Outlook 2010 manual consists of the following components:

A Table of Contents To allow the students to quickly find desired concepts

Introduction Discussion of manual components, course requirements,courseware philosophy and training lab set.

Lessons The lessons are the manual chapters, each of which iscomposed of several sections relating to the lesson topic orskill.

Sections Each section begins with a brief introduction to the sectiontopic and is followed by step-by-step instructions on how thestudent is to accomplish a particular task. The students thenperform the task with the instructor in a Lets Do It! exercise.Each step in the Lets Do Itexercise provides the How (step-by-step) and Why (the reason for performing the step) of eachphase necessary to accomplish the task.

Lesson Summary The sections concepts are summarized in sequential order in

the Lesson Summary section, allowing for quick review.

Labs Each section concludes with an independent On YourOwn exercise called a Lab. The Lab gives the opportunityfor the student to practice what he/she has learned and todiscover any problem areas with the topic in the section. Eachlab covers the skills taught in that particular lesson (chapter).

Chapter Summary Each section concludes with a Chapter Summarywhichbriefly reviews all of the topics discussed in the section.

Chapter Quiz Each section concludes with an independent Chapter Quizto test the level of learning that has taken place. The quiz is in

multiple choice and short answer format and can be done inclass together or as an end of chapter test.

Class Project The course concludes with an independent Class Project totest the level of learning that has taken place. In this project,the student utilizes skills learned throughout the class.

Index Allows students to quickly find desired concepts.


9/115



Training Files

Each PCM Courseware course comes with a set of Lesson Files and Lab Files designedto employ real-world situations and examples. The Lesson Files are designed to beused in the Lets Do Itexercises that the students perform with the instructor. The LabFiles are to be used for the On Your Ownexercises at the end of each Lesson. Both theLesson Files and Lab Files should be stored in a folder named Lesson Fileson theStudents Desktop.


10/115


Introduction 10

Whats New in Outlook 2010?

Whats New Description of FeatureAuto-CompleteListimprovements

It is now easier to remove a name from the Auto-Complete list.Additionally, your Auto-Complete list will now be available onany computer on which you use Outlook with your ExchangeServer account.

Backstage View Office Button options are now located under the File tab on theRibbon, what Microsoft refers to as Backstage view. The newview allows for quick access to permissions, meta-data, commondocument tasks and version management.

Calendar Groups Allows you to quickly see the calendars of people you frequently

work with.Clean UpCommand

Allows you to remove any responses below the current responsein a message.

ConversationView

New view displays the complete course of a conversation,including your own responses. Helpful for tracking and managingrelated messages.

Data Files The Personal Folders File (.pst) and the Offline Folder File (.ost)have been renamed to Outlook Data File (.pst) and OfflineOutlook Data File (.ost). All Outlook data files are now saved inthe Documents\My Outlook Files folder.

Deleting of IMAP

Messages

When deleting an IMAP message, it is automatically moved to the

Deleted Items folder. You no longer need to mark messages fordeletion or purge messages.

Forgotten Subject If you try to send a message without a subject, a message boxpops us to ask you if this was your intention.

IgnoreConversation

Using the Ignore command, you can move any messages relatedto a particular conversation to your Deleted Items folder, withthem ever appearing in your Inbox.

Include ScreenShot

With the new Include Screen Shot command, you can nowinclude a snapshot of your screen in your message.

Instant Search

Enhancements

Improvements to Instant Search feature allow you to filter your

search using criteria such as sender, subjects keywords, andattachments.

MailTips MailTips alerts you to common and sometimes embarrassingmistakes, such as clicking Reply All to a large recipient list orsending sensitive information to someone outside of yourcompany.


11/115



Whats New Description of FeatureMeeting Reply Using the new Meeting Reply command, you can know schedule a

meeting by simply replying to a message.Outlook Social

Calendar

Connects you to the social and business networks you use,

including Microsoft SharePoint, Windows Live, and other popularthird-party sites.

Quick Contacts From the new Find a Contactbox on the Ribbon, you can startto type the name of the person you are looking for and get instantresultsincluding multiple ways to connect to the personincluding instant messaging, phone, mail, and meeting scheduling.

Quick Steps A new feature that allows you to apply multiple commands andprocedures to e-mail messages with one mouse click.

Quick View When you receive a meeting request, Quick View helps you betterunderstand how a meeting request affects your calendar bydisplaying a calendar snapshot in the meeting request. You can

instantly review any conflicts or adjacent items on your calendar.Resize Photos You now have the options of reducing the size of attached

photos.Ribbon Outlook 2010 now includes the Ribbon, which places the menus

in the previous versions of Outlook. The Ribbon can also becustomized to include your own tabs. All commands and viewsthat were previously in the Navigation Pane have moved to theRibbon.

RoamingSignatures

Your custom signatures are now available to you from anycomputer.

Schedule View Allows you to view individual, resource or Calendar Groups

calendars horizontally to help you discover the best time formeetings.Zoom Control Zoom in or out of your mail or calendar views with the new

zoom slider control at the bottom of the window.


12/115

L E S S O N 1 O U T L O O K B A S I C S

Microsoft Outlook 2010 12

Lesson 1 - Outlook Basics

Lesson Topics:

1.1 Introducing Outlook

1.2 Setting up an E-Mail Account

1.3 Examining the Outlook Screen

1.4 Using the Navigation Pane

1.5 Using Reading View

1.6 Changing Screen Magnification

1.7 Using the Ribbon

1.8 Customizing Outlook

1.9 Using Keyboard Shortcuts

1.10 Using Help

Lesson

1


13/115



1.1 Introducing Outlook

This lesson will introduce you to the Microsoft Outlook program

elcome to Microsoft Outlook 2010! Outlook is powerful personalinformation manager that allows you to send and receive e-mail, storedetailed contact information, keep track of appointments, events andimportant dates on your calendar, maintain a journal, schedule tasks, and

create reminder notes. All of Outlooks components work together to create quite arobust contact management system. Outlook also provides for workgroup collaborationand works with and from within other programs.

Launching Outlook depends on the Operating System you are using and what hashappened since installation. If you are using Windows XP, Windows Vista or Windows7, you can launch Outlook from the Start Menu Start > All Programs > MicrosoftOffice > Microsoft Outlook 2010. If the Quick Launch toolbar was active at the timeof installation, then the Outlook icon was placed on the Quick Launch toolbar. If you areusing an earlier version of Windows, you can find the Outlook icon under Start >Programs > Microsoft Office > Microsoft Office Outlook 2010.

Launching Outlook from the Start Menu

The first time you launch Outlook 2010, the Outlook Startup Wizard appears. TheStartup Wizard will step you through the process of setting up an e-mail account. If you

W


14/115



did not create an account at that time, dont worry - you can launch the E-mail AccountWizard at any time from theAccount Settings area under the File Options menu.

To Launch Outlook 20101. Click the Start button on the Taskbar.2. If using Windows XP, Windows Vista or Windows 7, trace toAll Programs >

Microsoft Outlook 2010.3. If using Windows 2000 or earlier, trace to Programs >Microsoft Office >

Microsoft Office Outlook 2010.

Lets Try It!

What Why

1. Click the Start button on theTaskbar.

Displays the Start Menu.

2. If using Windows XP, WindowsVista or Windows 7, trace toAllPrograms. If using Windows2000, trace to Programs.

Displays the All Programs or Programsmenu.

3. Click Microsoft Office. Displays the contents of the MicrosoftOffice folder.

4. Click on Microsoft OfficeOutlook 2010.

Launches the Outlook 2010 application. Ifthis is the first time launching Outlook, theStart Up Wizard will launch.


15/115



1.2 Setting Up an E-Mail Account

In this lesson, you will learn how to set up an e-mail account.

f you have upgraded from a previous version of Microsoft Outlook, your e-mailsettings automatically will have been brought into Outlook 2010. Or if you areworking on a company computer, your IT department may have already set-up youre-mail account for you. It still behooves you to know how to set up an e-mail

account because these days, many people have more than one account. For instance, youmay have a company account, a personal e-mail account at home through an ISP(Internet Service Provider)and another personal Web Mail account through a servicesuch as Hotmailor Google. The beauty of Outlook, is that you can access all of your e-mail accounts from one program and have all of your e-mail appear in the OutlookInbox.

Before getting started, you will need certain information from your ISP. You will firstneed to know what type of e-mail accountyou will be setting up. Outlook handles twotypes of mail servers:

1. POP3 Stands for Post Office Protocol 3. Messages from a POP3server are downloaded to your computers hard drive andin most cases, are then deleted from the server.

2. IMAP Stands for Internet Message Access Protocol. Messagesfrom an IMAP Server, stay on the server, allowing you toaccess your messages from any computer. Recommendedif you access your email from more than one device orlocation.

Other information you will need from your Internet Service Provider or IT Administratorincludes:

Your E-mail Address Name of the incoming server Name of the outgoing server Your user name Your password

I


16/115



Name & e-mail

address on

account

User name and

password

information

Account

Type

Incoming and

Outgoing Server

names

To Manually Create an E-mail Account

1. If the Startup Wizard has already launched, click Next. Otherwise, click theFile tab, click Info in the left pane and thenAdd Account in the center pane.

2. Click the radio button next to Manually Configure Server Settings orAdditional Server Types.

3. Click Next.4. Click the radio button next to Internet E-mail.5. Click Next.6. Enter in your name, e-mail address, user name, password, incoming server and

outgoing server information.7. Select the account type (POP or IMAP) from the Account Type list.8. ClickTest Account Settings to verify that you entered all information

correctly.9. Click Close to close the Test Account Settings dialog box.10. Click Next.11. Click Finish.

Note: In the Lets Try Itexercise, we will be setting up an actuale-mailaccount. Enter the user, login and server information provided to youby your instructor.

Lets Try It!

What Why


17/115



What Why

1. If the Startup Wizard has alreadylaunched, click Next. Otherwise,

click the File tab, click Info in theleft pane and thenAdd Accountin the center pane.

Displays the Account Settings Wizard.

2. Click the radio button next toManually Configure ServerSettings or Additional ServerTypesas shown below and thenclick Next.

Sets the option to manually setup our e-mailaccount and then displays the Select Servicedialog box.

3. Click the radio button next toInternet E-mailand then clickNext.

Displays the Internet E-mail Settings dialogbox.

4. Click theAccount Type arrowand then select POP3 as shown

below.

Select POP3 as the account type.


18/115



What Why

5. Click in theYour Name box andtype your first and last name.

Enters the name on the account. This isoften the name displayed in the From field

when sending out messages.

6. Click in the E-mail Address boxand type in your email address: Itshould be in the format like:[email protected]

Enters the e-mail address. This informationwill be given to you by your ISP or by yourIT Administrator.

7. Click in the Incoming mail serverbox and type your information asshown below.

Enter the name of the POP3 server.

Incoming and

outgoing mail

servers

8. Click in the Outgoing mail server(SMTP) box and type in theinformation.

Enters the name of the SMTP server.

9. Click in the User Name box andtype in your username.

Enter the user name provided to you byyour ISP or IT Administrator. The username is necessary to log in to your account.

10. Click in the Password box andtype in the password you use foryour account.

Enters the password required to log in toyour account.

11. Click Next. Displays the Congratulations screen.


19/115



What Why

12. Click the Close button. Closes the Test Account Settings dialogbox.

13. Click Finish. Closes the E-mail Accounts Wizard.


20/115



1.3 Examining the Outlook Screen

In this lesson, you will learn the components of the Outlook screen.

utlook with its new redesigned interface, makes it easy to switch back and forthbetween the various components of the program. The window changes,depending on the folder that is active. The screen shot below displays themail folder (or view), which is the default folder that is displayed when

Outlook opens.

To-Do

Pane

Folder

Pane

Outlook

View Bars

Folder

List

Outlook

Ribbon

Navigation

Pane

Reading

Pane

Instant

Search Box

Zoom

Controls

View

Buttons

In Outlook 2010, the menu and toolbar system are replaced by the Ribbon. The Ribbonis designed to help you quickly find the commands you need in order to complete a task.On the Ribbon, the menu bar has been replaced by Command Tabsthat relate to thetasks you wish to accomplish. The default Command Tabs in Word are: File, Home,Send/Receive, Folder andView.

Click File for

Backstage ViewCommand

Sets

Dialog

Launcher

Quick Access

Toolbar Command

Tabs

Close

Document

button

O


21/115



Different command icons, called Command Sets appear under each Command Tab.The commands that appear depend on the Command Tab that is selected. Eachcommand set is grouped by its function. For example, the Send.Receive tab containscommands to send and receive all of your e-mail, create send/receive groups, show the

progress of downloading messages and download message headers. ContextualCommands only appear when a specific object is selected. This helps in keeping thescreen uncluttered.

The Office Button optionsare now located under the File tab on the Ribbon, whatMicrosoft refers to as Backstageview. The new view allows for quick access topermissions, meta-data, and common document tasks such as opening, closing, printingand saving files.

On the bottom right of some Command Sets is a Dialog Launcher, which whenclicked, will launch a dialog box for that set of commands.

To the right of the Outlook button (from where you access basic window options), isthe Quick Access Toolbar. This toolbar contains by default the Send/Receive AllFolders and Undo commands. In addition, clicking the drop-down arrow to the rightallows you to customize the Quick Access Toolbar to add other tools that you useregularly. You can choose from the list which tools to display on the Quick AccessToolbar or select More Commands to add commands that are not in the list.

Outlookbutton

Quick Access

Toolbar

Quick Access Toolbar

We will be working in detail with the various Outlook tabs and commands insubsequent lessons.

Lets take a look at the Outlook screen in more detail:

Component DescriptionBackstage View Located under the File tab, Backstage View allows for

quick access to file commands such as opening, printing,and exporting files.

Command Sets Command icons, grouped by category, under eachcommand tab.


22/115



Component Description

Dialog Launcher Launches dialog boxes or task panes for a particular set ofcommands.

Folder List Displays the folders available in your mailbox.

Folder Pane Displays the contents of the selected folder.

Instant Search Box Allows you to quickly locate items in Outlook.

Navigation Pane Located on the left side of the Outlook screen, it providescentralized access to your Outlook folders (Mail,Calendar, Contacts, Task, Notes and Journal). TheCurrent View pane displays available Views for thecurrent folder.

Outlook View Bars Allows you to quickly switch among the Mail, Calendar,Contacts, Tasks, Notes and Journal folders.

Quick Access Toolbar Contains frequently used commands. You can customizeit to include tools and commands that you frequently use.

Reading Pane Allows you to displays the contents of a selected item inits own window, without opening the item.

Ribbon Commands and tools organized into command sets.

Tabs To access the various command sets and tools.

Title Bar Displays the name of the application you are currentlyusing (Microsoft Outlook) and the active Outlook folder.If Mail is the active Outlook folder, the Title Bar thendisplays the name of the active mail folder.

To-Do Bar Feature that combines the Date Navigator, dailyappointments and active tasks into one pane.

Vertical Scroll Bar Allows you to move vertically in the document. Tonavigate vertically, click the scroll bar with your leftmouse button and drag upwards or downwards until thedesired portion of the window is in view.

Zoom Slider Allows you to increase or decrease the magnification ofyour document.

In the upcoming lessons, we will be working with each portion of the Outlook screen indetail.


23/115



1.4 Using the Navigation Pane

In this lesson, you will learn how to work with the Navigation Pane.

he Navigation Paneprovides you quick access to your various Outlook folders.The components on the Navigation Pane consist of the active viewpane suchas Mail, Calendar or Tasks, OutlookView barsthat serve as shortcuts to yourOutlook folders, and the configure buttons menu, which allows you to change

the appearance of the Navigation Pane.

Outlook Folder

View Bars

Drag upwards to increase

the number of View bars

that are displayed

Configure

Buttons menu

E-mail folders

MinimizeNavigation Pane

Favorite

folders

To switch between Outlook folders, click on the folder bar for the desired folder. For

example, to switch to the Calendar folder, click the Calendarbar. The number of folderbars displayed depends on the size of the folder pane. To change the number of folderbars that are displayed, drag the bottom of the pane border up or down until the desirednumber of folder bars are displayed.

T


24/115



Drag the pane border

up or down to change

the number of View

bars displayed

The configure buttons menu allows you to customize the Navigation Pane. You canincrease or decrease the number of folder bars that are displayed, change the order of thefolder bars and choose which buttons to display.

Click the Configure

Buttons arrow to

display menu

To Use the Navigation Pane1. To switch between Outlook folders, click the folder bar for the folder you

wish to display.2. Drag the bottom border of the folder pane upwards or downwards to change

the number of folder bars that are displayed.3. To show more folder bars, click the configure buttons arrow and select Show

More Buttons from the menu.4. To show fewer folder bars, click the configure buttons arrow and select

Show Fewer Buttons from the menu.5. To change which buttons are displayed:

a. Click the configure buttons arrow.b. Select Navigation Pane Options.c. Click the check box next to each button that you want to display.

6. To change the order of the buttons:a. Click the configure buttons arrow.b. Select Navigation Pane Options.c. Select the button you want to move.


25/115



d. Click the Move Up or Move Down button until the folder button is in thedesired location.

7. To add or remove buttons from the Navigation Pane:a. Click the configure buttons arrow.

b. SelectAdd or Remove Buttons from the menu.c. Click the folder button image that you want to add or remove from the

contextual menu.8. To minimizethe Navigation Pane, click the Minimize button on the top right

side of the pane. To expandthe Navigation Pane, click the Expand button onthe left side of your screen.

Lets Try It!

What Why

1. Click the Mail bar on theNavigation pane as shown.

Ensures that the Mail folder is active.

2. Move your mouse pointer over the

bottom border of the Mail paneuntil your cursor transforms into adouble-pointing arrow. Dragupwards as shown below until allof the folder bar buttons arevisible.

Resizes the All Mail Folders pane to display

all of the folder bar buttons.

Drag border

until all buttons

are visible


26/115



What Why

3. Click the Calendar button on theNavigation Pane as shown.

Displays the Calendar folder. Outlookscalendar allows you to keep track of your

appointments and schedules.

4. Click the Contacts button on theNavigation Pane as shown.

Switches to the Contacts folder. This isOutlooks address book, where you canstore names, addresses, phone numbers, e-mail addresses and more for your contacts.

5. Click theTasks button on theNavigation Pane as shown.

Switches to the Tasks folder. This isOutlooks To-do list, where you canprioritize your tasks as well as set reminders.

6. Click the Notes button on theNavigation Pane as shown.

Switches to the Notes folder. Notes areequivalent to Sticky Notes where you can

jot down tidbits of information.

7. Click the Mail button on theNavigation Pane as shown.

Switches to the Mail folder. The defaultfolder, this is where you send, receive andorganize your e-mail.

8. Click name ofyour e-mailaccount as shown below.

Displays the Outlook Today page, whichprovides a preview of your day bysummarizing your appointments, tasks andnew e-mail messages.


27/115



What Why

Click e-mail account

to display Outlook

Today page

Outlook Today

page

9. Click the Configure Buttonsarrow on the buttons bar as shownbelow.

Displays the Configure Buttons menu.From here, you can change the appearanceof the Navigation Pane.

Configure

buttons arrow

10. Press the Esc key. Closes the Configure Buttons menu.

11. Click the Minimize theNavigation bar arrow as shownbelow.

Collapses the Navigation Pane.


28/115



What Why

12. Click the Expand NavigationPane button on the left side of

your screen as shown below.

Restores the Navigation Pane to full size.

13. Click the right-point arrow to theleft of your account name asshown below.

Expands the account folder, displaying allofthe account subfolders.

Click the right-pointing

arrow to expand theaccount folders

14. Click Inbox under your e-mailaccount name as shown below.

Returns you to your e-mail inbox.


29/115



1.5 Using Reading View

In this lesson, you will learn how to switch between Normal view andReading view.

f you like to read your e-mail messages with as little distraction as possible, Outlookinclude a nice minimalist view called Reading View. When Reading View isactivated, the Ribbon is hidden, displaying only the tab names on the top of yourscreen and the Navigation Pane is minimized. The only two panes that display are

the message list pane and the Reading Pane.

Reading

button

Reading View

To switch to Reading View, click the Reading icon on the lower right hand side of thewindow. To exit Reading View, click the Normal button on the lower right hand side ofthe screen, to the left of the Reading icon.

To Switch between Views1. Click the appropriate View button (either Reading or Normal) on the lower-

right corner of your screen.

I


30/115



Lets Try It!

What Why

1. Click the Microsoft Outlook TestMessage in the Inbox as shownbelow.

Selects an e-mail message in your inbox.

Click the Microsoft

Outlook test

message

2. Click the Reading icon on thelower-right side of your screen asshown below.

Switches to Reading view. Notice thatthe Ribbon is hidden and the NavigationPane and the To-Do Bar are minimized.

Click the

Reading icon

3. Click the Normal icon on thelower-right side of your screen, tothe left of the Reading icon asshown below.

Returns us to Normal View.

Click the

Normal icon


31/115



1.6 Changing Screen Magnification

In this lesson, you will learn how use Outlooks Zoom tools.

ext to the View icons is theView Zoom control. This control allows you tozoom in or out of your screen when in Mail or Calendar view. To increase thesize of the data your screen, drag the slider to the right; to decrease it, drag theslider to the left.

To change the zoom to a specific percentage, click the zoom button (the number with thepercent symbol next to it) to display the Zoom dialog box. From here, click the radiobutton next to the percentage you want or type in the percentage amount in the Percentbox.

To Zoom In or Out

1. To increase the zoom, drag the zoom slider control to the right. To decreasethe zoom, drag the zoom slider to the left.

2. To zoom by a specific percentage, click the Zoom Level button to display the

Zoom dialog box. Make your selection or type in an amount in the Percentagebox.

Lets Try It!

What Why

1. Click the Reading icon. Switches to Reading view.

2. Drag the slider to about 150% asshown below.

Increases the Zoom level of the text in theReading Pane.

N


32/115



What Why

Drag slider to

about 150%

3. Click the Zoom Level button(the number with thepercentage).

Displays the Zoom dialog box.

4. Click the radio button next to75%as shown below. Click OK.

Changes the zoom level to 75%.

5. Drag the slider to 100% Changes the zoom level to 100%.

6. Click the Normal button. Returns us to Normal view.


33/115



1.7 Using the Ribbon

In this lesson, you will learn how to use the new Ribbon.

f you have worked with previous versions of Outlook, you will immediately noticethat the menu and toolbar system have been replaced by the Ribbon. The Ribbonis designed to help you quickly find the commands you need in order to complete atask. On the Ribbon, are Command Tabs that relate to the tasks you wish to

accomplish. The default Command Tabs on the Main Ribbon are: File, Home,Send/Receive, Folder andView. The Command Tabs will change depending on yourtask. For instance, when typing new e-mail message, the default Command Tabs are:Message, Insert, Options and Format Text.

Quick Access

Toolbar Command

Tabs

Command Sets

Outlook

Help

Close Window

button

The Untitled Message Ribbon

Different command icons, called Command Sets appear under each Command Tab.Again, the commands that appear will depend on the Command Tab that is selected.Each command set is grouped by its function. For example, the Insert tab containscommands to add links, attachments, pictures, symbols and text objects to your messages.Contextual Commands only appear when a specific object is selected. This helps inkeepting the screen uncluttered.

To the right of File tab (from where you access file options), is the Quick AccessToolbar. This toolbar contains by default the Send/Receive All and the Undo/Redo

commands. In the new message window, a Save icon is added as well. In addition,clicking the drop-down arrow to the right allows you to customize the Quick AccessToolbar to add other tools that you use regularly. You can choose from the list whichtools to display on the Quick Access Toolbar or select More Commands to addcommands that are not in the list.

I


34/115



Lets Try It!

What Why

1. Click the New E-mail on thetoolbar.

Displays a new UntitledMessage window.

2. Click the Options tab on the

Ribbon as shown below.

Displays Options tools and commands.

3. On the Show Fields commandset, click the BCC button asshown below.

Adds the BCC (Blind Carbon Copy) field tothe e-mail message window.


35/115



What Why

4. Click the Close button on theUntitled Message window asshown below. Click No if askedto save your changes.

Closes the Untitled Message window withoutsaving our changes.

Close

button


36/115



1.8 Customizing Outlook

In this lesson, you will learn how to customize Microsoft Outlook.

n previous versions of Outlook, you could set preferences for specific programsettings from the Options dialog box. The Options command has been moved tothe File Options menu which displays when you click the File tab.

From the Outlook Options dialog box, you can change the settings for the messages yousend and receive, calendars, contacts, tasks, notes and journals, as well as modify settingsfor items sent to mobile devices. You may wish to spend some time browsing throughthe Outlook Options dialog box and set any preferences that may help you work with lesseffort.

Outlook Options dialog box

To Set Outlook Options

1. Click the File taband then click Options on the bottom of the File Optionspane.

2. Click the desired option category in the left pane.3. Set any options in the right pane.4. Click OK.

I


37/115



Lets Try It!What Why

1. Click the File tab. Displays the File Options menu.

2. Click Options as shown below. Displays the Outlook Options dialog box.

Click

Options

3. Click the Mail category in the leftpane.

Displays available Outlook options forthe Mail category.

4. In the Compose Message area,click the drop-down arrow next tothe Compose Message in thisformatand choose HTML.

The message format option allows us tospecify HTML, Plain Text or Rich Textas the message format. HTML, thedefault message format, supports text andparagraph formatting, hyperlinks, andstationary. Most popular e-mail programssupport HTML. If your mail recipientcannot read your messages, you may needto change this setting to Plain Text.


38/115



What Why

5. Click theAdvanced category in theleft pane.

Displays available Outlook options forthe Advanced category.

6. Scroll down to the Send and

Receive area. If there is a checkmark in the Send immediatelywhen connected box, click in thecheck box so that it is uncheckedas shown below.

Sets the option to not automatically send

out our e-mail messages if we areconnected. Any e-mail messages wecreate will be stored in the Outbox untilwe manually choose to send them.

7. Click OK. Closes the Options dialog box andapplies our changes.


39/115



1.9 Using Keyboard Shortcuts

In this lesson, you will learn how to use the keyboard to execute commands.

utlook contains numerous keyboard shortcuts that help you navigate theOutlook interface. A keyboard shortcut is a keystrokeor a combination ofkeystrokesthat perform a command or function that would otherwise requireone or more mouse clicks to carry out. When a shortcut consists of a

combination of keys, all keys are held down until the command or function is executed.

The table below lists some common keyboard shortcuts that you might find handy. Toview a list of all available shortcuts in Outlook, click theHelp icon on the top right ofyour screen (the icon with the question mark symbol) and then type in KeyboardShortcutsin the Search forbox.

Keystroke What It Does

Ctrl + 1 Switches to the Mail folder.

Ctrl + 2 Switches to the Calendar folder.

Ctrl + 3 Switches to the Contacts folder.

Ctrl + 4 Switches to the Tasks folder.

Ctrl + 5 Switches to the Notes folder.

Ctrl + 6 Displays the Folder List in the Navigation Pane.

Ctrl + 7 Displays the Shortcuts list in the Navigation Pane.

Ctrl + P Displays the Print dialog box.

Ctrl + R Creates a reply to the sender of the selected message.

Ctrl + S Saves the active item.

Ctrl + Shift + A Opens a new Appointment window.

Ctrl + Shift + C Opens a new Contact window.

Ctrl + Shift + K Opens a new Task window.

Ctrl + Shift + M Opens a new Message window.

Ctrl + Shift + N Opens a new Note window

Ctrl + Shift + R Creates a reply to all recipients of the selected message.

Ctrl + Y Redo (repeats the last action performed)

Ctrl + Z Undo (reverses the last action performed).

O


40/115



Keystroke What It Does

F3 Displays the Search toolbar.

F7 Checks spelling.

F9 Checks for new e-mail messages.

To Use Keyboard Shortcuts

1. Press the keystrokes or the combination of keystrokes assigned to thecommand or function you want to execute.

Lets Try It!

What Why

1. Hold down the Ctrl key and thenpress the 2 key.

Switches to the Calendar folder.

2. Hold down the Ctrl key and thenpress the 1 key.

Switches to the Mail folder.

3. Hold down the Ctrl key, press andhold down the Shift key and thenpress down and release the M key(Ctrl + Shift + M).

Displays a new Untitled Message window.

4. Click the Close button on theUntitled Message window.

Closes the Message window.


41/115



1.10 Using Help

In this lesson, you will learn how to useMicrosoft Outlooks Help feature.

he Help system is designed to provide assistance to users whether you areonline or offline and bring all available resources to you as quickly as possible.To access the Help system, press F1 or click the Help icon (the questionmark)on the upper right-hand corner of the Outlook window.

Forward and

Previous buttons

Stop

Print

Refresh

Application

Home

Text

Size

Toc

Keep on

Top

The Help system toolbar includes the familiar Back, Forward and Stop commands.Additionally, you will find the Refresh tool, which allows you to update the content ofthe Help window. The Application Home tool brings you to the Outlook startingpoint, where you can browse through information related to the Microsoft Outlookapplication. TheTOC tool displays a listing of available help topics through which youcan browse. If you wish to increase or decrease the text size in the Help window, click

T


42/115



theText Size tool. Another nice feature on the Help toolbar is the Keep on Top tool,which allows you to keep the current Help page open while you work.

To Use the Help System1. Click the Microsoft Office Outlook Help on the upper right-hand corner of

the Outlook Window

OrPress F1

2. Enter the keyword(s) for which you want to search in the Search box.3. Click the Search button

OrPress the Enter key.

4. Click the link for the help topic you wish to view in the Search Results pane.5. To browse Help topics, click theTOC button. Click the TOC button again tohide the Table of Contents.

Lets Try It!

What Why

1. Click the Microsoft OfficeOutlook Help icon on the upperright-hand corner of the screen as

shown.

Displays the Outlook Help window.

Help System

button

2. Click in the Search box and type:Junk Mail as shown below.

Enters the keywords for which we wish tosearch.


43/115



What Why

3. Press Enter. Searches Microsoft Online for the criteriawe entered and displays a list of results in

the Search Results Pane.

4. Click the Overview of the JunkE-Mail Filter link in the SearchResults Pane as shown below.

Displays the Help Topic for that topic.

5. Click the Close button on theOutlook Help window.

Closes the Outlook Help window.

6. Click the Close button on theOutlook window.

Closes the Microsoft Outlook application.


44/115



Lesson SummaryOutlook Basics

In this lesson, we learned what Microsoft Outlook is used for and how tolaunch the Outlook 2010 application.

Then, we learned how to set up an e-mail account in Outlook. We learnedabout two types of e-mail accounts: POP3 and IMAP.

Next, we examined the different components of the Outlook screen. Next, we learned how to use the Navigation Pane. We learned how to switch

between the different views (or folders).

Next, we learned how to switch to Reading view in which the Ribbon ishidden, the Navigation Pane and the To-Do Pane are minimized and theonly maximized panes are the Message List Pane and the Reading Pane.

Next, we learned how to change screen magnification using the Zoomcontrols located on the lower right-hand corner of the screen.

Next, we learned how to use Outlooks new Ribbon to execute commands.You learned that the Ribbon is composed of Command Tabs and CommandSets.

Next, we learned how to customize Outlook using the Options menu. Welearned that we can change both Outlooks appearance and behavior.

Next, we learned how to execute Outlook commands using keyboardshortcuts.

Lastly, we used the Outlook Help system to obtain assistance.


45/115



Lesson 1 Quiz

1. Microsoft Outlook is:

A. A spreadsheet program.B. A DVD burning program.C. An Operating SystemD. A contact management program

2. Name three parts of the Outlook window.

3. Which of these is NOT an example of a type of E-mail account:A. Exchange ServerB. POP3C. SMTPD. IMAP

4. Which type of e-mail account keeps the messages on the server, allowing you toaccess your messages from any computer?

5. The Menu bar in previous versions of Outlook has been replaced by the:A. Command TabsB. Getting Started Menu

C. Dialog Launcher MenuD. The Microsoft Office button

6. The acronym ISP stands for _________________________________.

7. If you wanted to switch to the Calendar folder, you:A. Click the Calendar button on the Home Ribbon.B. Click the Tools tab and then click the Calendar icon on the Ribbon.C. Press F2D. Click the Calendar Bar on the Navigation Pane.

8. What are two ways that you can access the Microsoft Outlook Help System?

9. What is the name of the object that consists of tabs, command sets and commandbuttons?


46/115



10. How can you customize the appearance of Outlook?A. Click the File tab, click Customize from the menu and then make your

selections.B. Click the File tab, click Options from the menu and then make your selections.

C. Click the Tools tab, click the Options button and then make your selections.D. Click the Customize Bar on the Navigation Pane.


47/115



LAB 1ON YOUR OWN

1. Launch the Microsoft Outlook program.

2. Click the Tasks button in the Navigation Pane..

3. Click the New Task button on the Ribbon. In the Subject box, type: CallMom. Click the Save and Close button on the Task Ribbon.

4. Switch to the Mail folder. Click the New E-mail button on the Ribbon.

5. Close the Untitled message window.

6. Display Outlook options. Click Mail in the left pane. Check the Alwayscheck spelling before sending check boxunder the Compose Messagesarea.Click OK.

7. Switch to the Notes folder using a keyboard shortcut.

8. Using Outlook Help, find out how to reply to a message. Close the OutlookHelp windowwhen finished.

9. Switch to the Mail folder.


48/115

L E S S O N 2 C O M P O S I N G & S E N D I N G E - M A I L


Lesson 2 - Composing & Sending

E-mailLesson Topics:

2.1 Creating an E-Mail Message

2.2 Checking Spelling

2.3 Using Signatures

2.4 Formatting an E-mail Message

2.5 Using Stationery

2.6 Sending Attachments

2.7 Setting the Priority of a Message

2.8 Request a Read or Delivery Receipt2.9 Inserting a Hyperlink

Lesson

2


49/115



2.1 Creating an E-Mail Message

This lesson will guide you through the process of creating a new E-mail message.

o create a new e-mail message, you need to open a blank new messagewindow. From the Mail folder, click on the New E-mail button on theRibbon. To create a new blank message from any other folder, click the drop-down arrow next to the New Items button on the Ribbon and select E-mail

Mail Message from the drop-down list. You can also use the keystroke combinationCtrl + Shift + M from any folder.

When the Untitled Messagewindow appears, click in theTo box and enter the e-mailaddressof the recipient. If you are sending to more than one recipient, type a semicolonbetween each e-mail address. If the recipients address is listed in your Outlook AddressBook, clickTo:button (or the Cc, or Bcc buttons), double-click the address to use andclick OK.

Enter the subject

of your message

Type the body of

your message

Enter e-mail addresses

of recipients in the To:

or Cc: boxes.

In the Cc (Carbon Copy) box, enter the addresses of anyone to whom you want to send acopy of the message. If you wish to send a copy of the message to someone without theother recipients knowing about it, enter the hidden or blind recipients address in theBcc (Blind Carbon Copy) box. Their address will not be displayed to the otherrecipients. If the Bcc: box is not visible, click the Options tab on the Ribbon and clickthe Bcc button in the Show Areas group on the Ribbon.

T


50/115



Once you have entered the e-mail addresses of the recipients, type the topicof yourmessage in the Subject box. Then, type the body of the message in the large empty textbox beneath the Subject Field. As you type your message, you do not have to press Enterat the end of the line Outlook will automatically wrap text to a new line. To create

paragraphs, press Enter twice to add a space between blocks of text.

If you have more than one e-mail account and wish to send your message from a specificaccount separate from the default e-mail account, click the From button on the messagewindow and select the e-mail account you wish to use.

Select the e-mail

account to use

When you are ready to send your message, click the Send button. Depending on yoursettings, the message may be sent immediately or may be placed in the Outbox to be sentat a later time.

To Send an E-Mail Message

1. If in the Mail folder, click the New E-mail button on the Ribbon. If inanother view, click the drop-down arrow next to the New Items button andselect E-Mail Message from the drop-down list.

OrPress the Ctrl + Shift + M keystroke combination.2. Click in theTo box and type the e-mail addressof each recipient. If sending

to more than one recipient, separate each e-mail address with a semicolon.3. In the Cc box, enter the addresses of anyone to whom you want to send a

copy of the message.4. In the Bcc box, enter the addresses of anyone to whom you want to send a

copy of the message without the knowledge of the other recipients. To displaythe Bcc box, click the Options tab on the Ribbon and click the BCC button.

5. To add a recipient from yourAddress Book, click the To, Cc or Bcc buttonand double-click the name of the contact in the contact list. Click OK whenfinished.

6. Type the message topic in the Subject box.7. Type the message body in the large text box below the Subject box.8. Click the Send button to send your message.


51/115



LetsTry It!

What Why

1. Click the Mail baron theNavigation Pane.

Ensures that you are in the Mail folder.

2. Click the New E-mail button onthe Home Ribbon as shown.

Displays a blank Untitled Message window.

3. Click in theTo: box and type:[email protected]

Enter the e-mail address of the messagerecipient.

4. Click in the Subject box. Places the insertion point in the Subject boxwhere we enter the topic of the message.

5. Type: Todays meeting Enters the subject for the message.

6. PressTab. Places the insertion point in the messagebody.

7. In the Message body, type: Atwhat time is todayys meeting?as shown below.

Enter the message body text.


52/115



What Why


53/115



2.2 Checking Spelling

In this lesson, you will learn how to spell check your e-mail messages.

efore sending an e-mail message, you can have Outlook spell check yourmessages. Outlook will use its built-in dictionary to offer suggestions for anyerrors it finds. You can then choose the correct spelling of the word from theSuggestions list or if it is a valid word, add the word to the dictionary so that

Outlook will not flag it in the future. To spell check your message, click the Spellingbutton on the Proofing group of the ReviewRibbon and click Spelling and Grammar.

When Outlook finds a questionable spelling error, a dialog box displays, prompting for asuggested action:

ChangeChange this instance of the spelling error to the selected suggestion. Change AllChange all instances of the spelling error in the message to the

selected suggestion.

IgnoreIgnores this instance of the spelling error and continues to check therest of the e-mail message.

Ignore AllIgnores all instances of the spelling error and continues to check therest of the e-mail message.

AddAdds the word in question to the built-in dictionary so that it will not beflagged in the future.

Select Action

to take

Suggestions for

misspelled word

By default, Outlook will check your spelling as you type. When it finds a questionableword, the word is underlined with a red squiggly line. Right-click the word in question

B


54/115



and click on one of Outlooks suggestions this will replace the misspelled word with thesuggested word.

Tip: If you want to Outlook automatically spell check all outgoing messages, display

Outlook Options, click Mail in the left paneand then click the check box nexttoAlways check spelling before sending.

To Check Spelling in an E-mail message

1. Click the Review tab on the Ribbon.2. Click the Spelling button on the Proofing group of the Ribbon.

OrPress the F7 key.

3. When an error is found, highlight the desired correction from the SuggestionsListor type in the correction in the Change tobox.

4. To change an error:a. Choose Changeto correct this particular instance of the error to thehighlighted suggestion.

b. ChooseChange All to correct all instances of the error to the highlightedsuggestion.

5. To ignore an error:a. Choose Ignoreto disregard this instance of the error and continue

checking the message.b. Choose Ignore Allto disregard all instances of the error and continue

checking the message.6. To include the word in the built-in dictionary so that it will not be flagged in

the future, clickAdd.7. Click OKwhen finished.

Lets Try It!

What Why

1. Click the Review tab on theRibbon as shown below.

Displays the Review Ribbon.


55/115



What Why

2. Click the Spelling button on theProofing group of the Ribbon asshown below.

Displays the Spelling dialog box. The spellchecker flags the word todayys in thesubject line of the message.

3. Click the first suggestion in theSuggestions list todays asshown below.

Selects the word to replace the misspelledword.


56/115



What Why

4. Click Change. Changes the misspelled word to thehighlighted word in the Suggestions list anddisplays a message box telling you that thespell check is complete.

5. Click OK. Closes the message box.


57/115



2.3 Using Signatures

In this lesson, you will learn how to add a signature to the end of your messages.

signature is informational text that is inserted at the end of e-mail messages.Signatures often include information such as your name, your business name,your department, your Web page address or a witty saying (often referred to as aTagline). You can choose to insert a signature at the end of every outgoing

message or only insert it into specific messages.

Enter the text for

your signature

Modify theformatting of your

signature

To create a new signature, click the File tab, clickOptions from the Outlook menu,click Mail in the left pane and then click the Signatures button. From within a newmessage window, click the Signatures button under the Compose message area. Thiswill display the Signatures and Stationery dialog box. Click the New button, type a namefor your signature and then click OK. Next, type in the text for your signature in thelower pane in the Edit Signature area. Press Enter to insert a new line. Use any of theformatting tools in the Edit Signature area ( Font Type, Font Size, Font Color, alignment,etc.) to add any desired formatting to your signature. You can even attach your contactinformation as a Business Card. When you are finished, click the Finish button. You

can have more than one signature - just click on the New button in the Create Signaturedialog box to add additional signatures.

Once you have created your signature, you can choose to automatically insert it into alloutgoing messages. Click the E-mail account drop-down list to select the account forwhich you want to designate a signature. Then, click the New Messages drop-down listto select the signature you want to use. You can have a different signature for each

A


58/115



account, if you so choose. If you want a signature to appear on messages that you replyto or forward, click the Replies/forwards drop-down list and choose the signature youwant to use.

You can use a different

signature when you

reply to or forward a

messageor use none

Select the accountwith which to use a

signature

Select the

signature you want

to use

If you prefer to insert your signature manually into individual messages, select (none)from the Signature for new messages box. Then, when you compose the message, clickthe Signature button on the Message Ribbonand select the signature from the list thatyou want to include in the message.

To Add a Signature to Your Messages1. To create a new signature:

a. Click the File tab on the Ribbon and then clickOptions from theOutlook menu.

b. Click Mail in the left pane.c. Click the Signatures button to display the Signatures and Stationery

dialog box.d. Click the New button.e. Type the name for your new signature and click OK.f. Choose a font type and font size for your signature from the Edit

Signature area.g. Add any other formatting (Bold, Italics, etc), pictures or links if desired.h. Type the text for your signature in the text box.i. Click OK.j. Repeat steps c through h for each additional signature you want to create.k. Click OK to close the Options dialog box.

2. To include a signature with all outgoing messages for an account:


59/115



a. Click the File tab on the Ribbon and then clickOptions from theOutlook menu.

b. Click Mail in the left pane.c. Click the Signatures button.

d. Click the E-mail accountdrop-down list and select the account forwhich you want to designate a signature.

e. Click the New Messages drop-down list and select the signature youwant to use.

f. Click the Replies/forwards drop-down list and select the signature youwant to use for messages you reply to or forward.

g. Click OK.3. To insert a signature in individual messages:

a. Compose your message.b. Click the Signature button on the Message Ribbonand select the

signature from the list that you want to include in the message

Lets Try It!

What Why

1. Click the Inbox tab on the bottomof your computer screen.

Switches to the Microsoft Outlook Inboxwindow to provide us access to the mainRibbon.

2. Click the File tab on the Ribbonand then clickOptions from theOutlook menu.

Displays the Outlook Options dialog box.You can also access Signature options byclicking the Signatures button on theMessage Ribbon and clicking Signaturesfrom the list.

3. Click Mail in the left pane. Switches to Mail options. The Signaturesection is where you create and designatesignatures.

4. Click the Signatures button. Displays the Signatures and Stationerydialog box. You can also edit and remove(delete) existing signatures from here.

5. Click the New button. Displays the New Signaturedialog box,where you provide a name for yoursignature.


60/115


61/115



What Why

12. Click the Signatures button. Displays the Signatures and Stationerydialog box.

13. Click the New button. Displays the New Signaturedialog box.

14. Type: Personal and then clickOK.

Names the new signature Personal andthen displays the Edit Signature dialog box.

15. Click the Font Size drop-down listand select 10 as shown below.

Sets the font size of the signature to 10 pt.

16. Click in the Edit Signature text boxand type: Rodney Larson. PressEnter.

Enters the first line of the new signature andthen inserts a new blank line.

17. Type: www.rodneylarson.com Enter the next line of the new signature.

18. Click OK. Closes the Create Signature dialog box.

19. Click the Signatures button. Displays Signatures and Stationery dialogbox.

20. Make sure that the NewMessages and Signature forreplies and forwards boxcontains as shown below.

We are going to leave the Signature fornew messages and Signatures for repliesand forwards blank. Rather, we will addour signatures manually to our messages.


62/115



What Why

Choose (none) as we

will instead add our

signatures manually

21. Click OK. Closes the Signatures and Stationery dialogbox.

22. Click OK. Closes the Outlook Options dialog box.

23. Click on theTodays Meeting tabon the bottom of your screen.

Switches to the message window withTodays Meeting as the message subject.

24. Click after the question mark (?) inthe body of the message and thenpress Entertwice.

Sets the insertion point where we want toinsert the signature.

25. Click the Signature button on theInclude group on the Ribbon asshown below and clickVideofrom the list.

Inserts the Video signature at theinsertion point in our message.


63/115



What Why

26. Click the Close button on theMessage window. Click Nowhen

asked to save your changes.

Closes the message without sending it.


64/115



2.4 Formatting an E-Mail Message

In this lesson, you will learn how to format the text of your messages.

hen you want to add special emphasis or style to message text, such as bold,color or bulleted lists, you will need to ensure that the message format is setto either Hypertext Markup Language (HTML) or Rich Text. UsingHTML formatting also allows you to embed graphics and add animations,

sounds, movies, tables and links to Web sites in your messages.

Bold

Italics

Underline

Highlight

Color

Font

Color

AlignLeft

Center

Align

Right

Decrease

Indent

IncreaseIndent

Font

Style

Font

Size

Increase

Font

Decrease

Font

Bullets

Numbering

Clear

Formatting

The default message format is HTML. If the recipientse-mail program does not supportHTML, the message will appear as plain text, with the HTML file attached. To ensurethat all of your messages are either in HTML or Rich Text format, select HTMLorRichText from the Message Format drop down list from the Mail area of the OutlookOptions dialog box. To change the format of individual messages, click the Format

W


65/115



Text tab on the Ribbon and click the HTML, Plain Text orRich Text button on theFormat group on the Ribbon.

When your message is formatted for HTML or Rich Text, the Basic Text groupon the

Ribbonis activated when you click in the message body area. From here, you can changethe font family, font size font color as well as apply bold, italics or underlining to text.You can also create bulleted lists, numbered lists and modify the paragraph alignment.

To format specific text, you first must select it. To select a block of text, place theinsertion point at the beginning or end of the block that you wish to select. Click andhold down the mouse button and drag until the text is highlighted in black. There aremany other ways to select blocks of text. For instance, you can select a word by double-clickingon it or select an entire paragraph by double-clicking to the left of the paragraph.Once the text is selected, you can then apply the desired formatting from the Ribbon.

The wordtodays is

selected

The wordtodays is

selected

To Format an E-Mail Message

1. Create a blank new message.

2. If the message is not in HTML or Rich text format, click the Format Text tabon the Ribbon and click the HTML or Rich Text button on the Formatgroup on the Ribbon.

3. Click the icons on the Basic Text group of the Message Ribbonfor theformatting options you want to apply to your message.

4. For additional formatting options, click the Format Text tab on the Ribbon.5. To apply formatting to specific text in a message, select the text you want to

format and then click the icon(s) on the Ribbonfor the formatting optionsyou want to apply.

6. To change paragraph alignment and indentation:a. Click anywhere within the paragraph you want to format.

b. To change the indentation of the paragraph, click the Increase Indent orDecrease Indent icon on the Ribbon.c. To change the alignment of the paragraph, click the align left, center, or

align right icon on the Ribbon.

Tip: To change the default text style for all outgoing messages, click the File taband then clickOptions from the menu. Click Mail in the left paneand then


66/115



click the Stationery and Fontsbutton. Click the Font button for thefeature you wish to change and select from the available options.

Lets Try It!What Why

1. Click the New E-mail button onthe Ribbon.

Displays a new blank message window.

2. Click in the message bodyareaand then click the Bold icon on theMessage Ribbon.

Applies bold formatting to any subsequenttext.

3. Type the sentence: This is bold. Enter a sentence in the Message Body areawith bold formatting.

4. Press the Enter key twice. Inserts two blan