MICROSOFT OUTLOOK FUNCTION

MICROSOFT

OUTLOOK

OUTLOOK EMAIL

Topic

See Page

Learning Objectives 1

Overview 2

Incoming Email: Reading/Replying/Forwarding 4 Printing Emails 6 Opening and Saving Email Attachments 7 Sending Emails 8 Sending Emails with Attachments 10 Sending Attachments Directly from a File 11 Creating and Using a Contact List 12 Creating and Using a Distribution List 14 Creating and Using Folders 16 Deleting Emails 19 Auto Reply/Out-of-Office Assistant 21 Using the Help Function 22 Closing the Application 23 BAMSI Electronic Communications Policy 24 Tips: Sorting Emails 4

Incoming Email Notification 5 Return Receipts 9 Emptying Deleted Items Folder 19

LEARNING OBJECTIVES

GOAL

The goal of Outlook Email training is to ensure attendees will:

ü understand the fundamentals of Microsoft Outlook Email

ü have the ability to use Outlook Email effectively when performing their routine job assignments

OBJECTIVES

After successful completion of this training, participants will be able to complete all functions listed in the above Topics section.

OVERVIEW

Outlook Email is a powerful application which offers several functions such as sending, receiving, and forwarding email, creating distribution lists and contacts, among other great features. Below is a quick view of the Outlook screen.

Item

Function

1 To open Outlook, click on Start, Programs, Microsoft Outlook in Windows. The application will open. OR … click on Outlook icon located in Windows.

2 When you Outlook opens, it automatically defaults to the inbox which lists all incoming emails. It is defaulted to show a split screen, with a preview pane exhibiting some of the contents of the incoming email.

3 Menu Bar - when you click on each command, a sub-menu will appear which allows you to complete different functions in the application

4 Toolbar – these icons are similar to the Menu Bar, but allow short-cut access to certain commands

5 Folder List and Shortcuts – these icons allow quick access to different files and aspects of Outlook, i.e., Inbox, Calendar, Contacts, Tasks, etc.

3 2

4

INCOMING EMAIL:

READING/REPLYING/FORWARDING

Step

Action

1 Tip: You can sort your incoming emails alphabetically by importance, sender,

attachment, subject, received, etc., by clicking on the icons above the incoming emails. 2 When you first open Outlook, it defaults to your inbox. Simply double click on any

entry and the email will open. To read an attachment, simply double click on the attachment.

3 TO REPLY: Either in the open message or in the inbox, highlight the desired e-mail. Click REPLY on your toolbar. Outlook automatically generates a message with the outgoing address to the sender. If you click on REPLY TO ALL, the message will be returned to the sender and all original recipients of the email.

Type your response and click on SEND.

Note: When you are replying, attachments in the original email will not be included in the reply email. See section on Sending Emails with Attachments.

4 TO FORWARD: Click Forward on your toolbar. You will need to enter an address in the TO field.

Type your message and click on SEND.

1 2

INCOMING EMAIL

Step

Action

Tip: If you prefer, you can receive notification every time you receive an email. (In order to receive notification, the Outlook application needs to be open.)

1

EMAIL OPTIONS

2

3

1

PRINTING EMAILS

Step

Action

1 When you are directly in the email, either click on the printer icon or FILE, PRINT 2 If you need to use printing options, select FILE, PRINT, select your options, and click

OK.

1 2

OPENING AND SAVING EMAIL ATTACHMENTS

Step

Action

1 When you are in the email, simply double click on the attachment. The file will open in its original application (i.e., Word document will open in Word).

2 If you need to save the attachment directly from the email, click once on the attachment, and then click on FILE, SAVE ATTACHMENTS

3 If you need to save the file when the attachment is open, follow the application’s save procedure (usually, FILE, SAVE AS), and save in your standard file location (usually DESKTOP\MY DOCUMENTS).

Note: If you are modifying the file and returning it to the sender, you need to save the file to your standard file location, make the changes, then attach it to the email reply. (See section on Sending Emails with Attachments).

1

2

SENDING EMAILS

Step

Action

1 Click NEW in the top left hand corner in the Inbox screen. The Untitled Message screen will appear.

2 Double click on the TO button. A global address list containing BAMSI employees will appear. In the TYPE NAME OR SELECT FROM LIST box, type the first letter of the person's last name. Outlook will automatically move to that section of the alphabet. Continue typing the last name until you locate the desired person.

3 When the desired addressee is highlighted, click the TO button. The person’s name will appear in the MESSAGE RECIPIENTS box. If you are sending to more than one person, repeat steps 1-3 for each person. You can also Cc: (Carbon Copy) an individual if you would like them to receive the email, but it is not directed to them. You can also Bcc: (Blind Carbon Copy).

If you are sending an email to someone outside of the company, type their email address in the TO box. Example: person@company.com

4. If you are sending an email to someone on your contact or distribution list, change the global address list to CONTACTS and select the addressee.

5. When you are done addressing the e-mail, click OK. After clicking OK, you will return to the UNTITLED MESSAGE box.

4

1 2

3

SENDING EMAILS

Step

Action

6 Press the Tab button on your keyboard to move your cursor from box to box. Add a subject in the subject line.

7 Tab again to the Text Box and type your message.

8 Once you have completed your email click on SEND. The e-mail will move to the SENT ITEMS box when transmitted.

9 Tip: If you want a return receipt when your outgoing email is opened or read by the recipient(s), click on OPTIONS, select the tracking option you want, and click CLOSE.

8 9

6

SENDING EMAILS WITH ATTACHMENTS

You may oftentimes want to attach a file from your computer to an outgoing email.

Step

Action

1 Follow steps 1-7 listed under the section SENDING EMAILS.

2 Prior to sending the email, click on the PAPERCLIP icon on your toolbar. The Insert File box will appear. Search for the desired document by clicking on the drop down box to the right of the Look In box. When you locate the file, double click on it or click the

INSERT button.

Your personal files usually located in Desktop\My Documents. Shared files are usually located in the S:\ drive.

File locations vary in each program. 3 When you are done, click on SEND.

Note: If you want to remove the attachment, simply click once on the attachment and press the delete key on your keyboard.

3

SENDING ATTACHMENTS DIRECTLY FROM A FILE

Sometimes you may want to send an attachment directly from the application, i.e., Excel, Word, PowerPoint, etc.

Step

Action

1 Open your document.

2 Click on FILE, SEND TO, and choose MAIL RECIPIENT, AS ATTACHMENT. 3 You will now be in the OUTLOOK ADDRESS box. Complete the address lines. You

may also write a note in the space under the attachment line. Once you have completed your email click the SEND button.

CREATING AND USING A CONTACT LIST

Step

Action

1 On the first toolbar, click on FILE,NEW, CONTACT. A contact screen will display. 2 Type information in the fields indicated. When done, click SAVE AND CLOSE. 3 To view or edit the contact, click on CONTACTS on the Sidebar or folder list and

double click on the contact.

1

CREATING AND USING A CONTACT LIST

Step

Action

4 To add a contact to an outgoing email:

a. Click on TO: The SELECT NAMES screen will appear. b. Change the Global Address List to Contacts.

c. Click on the contact you want to insert into the email.

d. Click OK. The contact’s email address will appear in the outgoing email address window.

4a

4b

xxxxxxxxx xxxxxxxxx xxxxxxxxx xxxxxxxxx xxxxxxxxx xxxxxxxxx xxxxxxxxx xxxxxxxxx xxxxxxxxx xxxxxxxxxxx

CREATING AND USING A DISTRIBUTION LIST

Step

Action

1 On the first toolbar, click on FILE,NEW, DISTRIBUTION LIST.

2 In the NAME box, type a name for the group of contacts you are creating.

3 Click on SELECT MEMBERS and add those employees you would like to include in the group.

a. You can also add email addresses of non-contacts outside of the company,(click on ADD NEW).

b. You can also add contacts from the contact list (change address list to Contacts). 4 When done, click on SAVE AND CLOSE

Note: When you save a distribution list, it is saved under CONTACTS.

5 To review or modify your distribution lists, click on CONTACTS located on the Outlook Bar or folder list. If you folder list is not visible, click on VIEW, FOLDER LIST.

4

1

3a 3b

2 3

CREATING AND USING A DISTRIBUTION LIST

Step

Action

4 To add a distribution list to an outgoing email:

a. Click on TO: The SELECT NAMES screen will appear. b. Change the Global Address List to Contacts.

c. Click on the distribution list you want to insert into the email.

d. Click OK. The distribution list will appear in the outgoing email address window.

4a

4b

xxxxxxx xxxxxxx xxxxxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxx

CREATING AND USING FOLDERS

Step

Action

1 Click on FILE, FOLDER, NEW.

2 Click on the file where you want the folder to reside (usually the inbox file) 3 Type the name of the folder in the NAME box, click OK.

4 Click and drag whatever email you want moved to the appropriate folder. You can also click and drag deleted and sent messages.

Tip: If you plan to utilize folders in Outlook on a regular basis, you may want to keep the folder list open at all times.

1 2 3

CREATING AND USING FOLDERS

Step

Action

Note: If your computer is on a network (i.e., main office), you may want to save your folders on your c:\ drive to save memory on your network. Follow instructions below for creating personal folders.

1 Click on File, New, Personal folders.

2 A Personal Folders display menu will open. Click on CREATE. 3 A second display menu will open. Click on OK.

4 An item entitled PERSONAL FOLDERS will appear on your folder list. Follow instructions #1-3 for creating folders, but select Personal Folders instead of Inbox.

1

CREATING AND USING FOLDERS

Step

Action

1 To view your folder, click on the folder in the Folder List. If your Folder List is not visible, click on VIEW, FOLDER LIST

2 A Folder List will appear. In Folder List, double click on INBOX or PERSONAL

FOLDERS

3 Click and drag whatever email you want moved to the appropriate folder. You can also click and drag deleted and sent messages.

Tip: If you plan to utilize folders in Outlook on a regular basis, you may want to keep the folder list open at all times.

1 2

2

DELETING EMAILS

Step

Action

You can delete an incoming or sent email either from the email directly or from the list of messages. If you are deleting from the list, you need to highlight those items you want deleted.

1 In either view click on the DELETE icon and the message will be forwarded to your

DELETED ITEMS FOLDER.

Tip: You can click and drag your message to the DELETED ITEMS FOLDER located on the Folder List.

2 To view your DELETED ITEMS FOLDER, click on the folder located in the Folder List. on the sidebar. If your Folder List is not visible, click on VIEW, FOLDER LIST

3 To empty your DELETED ITEMS FOLDER, click on TOOLS, EMPTY DELETED

ITEMS FOLDER

3 1

DELETING EMAILS

Step

Action

Tip: If you prefer, you are able to empty your Deleted Items Folder when exiting Outlook.

1 Click on TOOLS, OPTIONS, OTHER

2 Under General, click on box which states Empty the Deleted Items upon exiting 3 If you prefer a warning prior to emptying the Deleted Items Folder, click on

ADVANCED OPTIONS, and click box which states Warn before permanently

deleting items

1

2 3

AUTO REPLY/OUT-OF-OFFICE ASSISTANT

Step

Action

When you plan to be away from the office for an extended period of time, you can insert an Out-Of-Office Auto Reply which will be sent to anyone who sends you email while you are out.

1 Click on TOOLS, OUT OF OFFICE ASSISTANT.

2 In Auto Reply text box, type the message you want in the reply. 3 Click on I AM CURRENTLY OUT OF THE OFFICE

4 Click on OK

5 When you want to cancel the Auto Reply, repeat the procedure and simply check

I AM CURRENTLY IN THE OFFICE

1

5

2

USING THE HELP FUNCTION

Step

Action

1 The HELP function is a useful tool for answering questions about the Outlook Email program.

2 When clicking on Microsoft Outlook Help, a help screen will appear which allows you options for locating information. Contents provides information by chapter.

Answer Wizard allows you to ask a specific question, and searches for relevant topics.

Index allows you to search by topic.

3 When clicking on Show the Office Assistant, an office assistant will appear to guide you though the help process.

4 When clicking on What’s This?, you are able to identify a specific function by then clicking on the function itself

1

2

CLOSING THE APPLICATION

Step

Action

1 To close the Outlook Program, click on FILE, EXIT or click on the X in the upper right hand corner of the screen.

BAMSI ELECTRONIC COMMUNICATIONS POLICY

The following is an excerpt from BAMSI’s Electronic Communications Policy relative to email:

A wide array of business technologies exist for the purpose of streamlining communication, and providing employees with effective and convenient methods of conducting business. These tools are available to BAMSI employees for business use, but are owned and maintained by the organization. As a result, their use is governed by agency policy and monitored to ensure the protection of agency assets as well as an environment conducive to sound business practices and positive work relations. Personal use of electronic communications equipment is restricted to that authorized by the employee’s supervisor. Management has the right to access equipment for purposes of retrieving information and monitoring use. Any violations of this policy may result in disciplinary action, up to and including termination.

E-mail is a resource available to many employees and may be used both internally and externally to make the conduct of business communications more convenient and effective. E-mail should be checked daily to ensure that time sensitive information is obtained.

Employees should always consider matters of confidentiality and security when transmitting e-mails. Prior written consent of consumers is required prior to transmitting any personal health information (PHI), and management approval must be obtained prior to transmitting any sensitive program or Agency information.

Employees should have no expectation of privacy regarding e-mail. Management reserves the right to monitor and access all e-mail messages at any time. Employees should not put any business or personal information in their e-mails that they would not want persons other than the intended recipient to see.

Significant amounts of “junk emails” overload the system and prevent other employees from receiving work-related communications. Content that would not be suitable in a typed memorandum or letter on agency stationery should not be transmitted by e-mail. Users may lose their email accounts if it is discovered that this privilege is being abused.

Due to the number of viruses that circulate via e-mail, caution must always be used when opening or downloading document attachments. Therefore, to protect agency assets and ensure data integrity, employees are advised to access such documents only after anti-virus scanning. If you recognize the sender but are unsure of the e-mail’s integrity, contact the person if possible prior to opening it. Otherwise, the email should be deleted from an individual’s “inbox”