Using Email Client Ms Outlook and Outlook Express

Objective of this lesson After you have completed this lesson, you will be able

AGENDA • OBJECTIVES OF THE SESSION • LIST OF KEY WORDS • NAVIGATION IN

OBJECTIVES • The objectives of this session consist in: – Training students to one

KEY WORDS • Verbs: – To navigate (noun = navigation) : in the context

NAVIGATION IN OUTLOOK • First glance in Outlook: This part of the screen is

NAVIGATION IN OUTLOOK • For each main function, the navigation pane enables: – To

CREATE AN E-MAIL • • To create an e-mail, you have to navigate to

E-MAIL FORMATTING • Outlook offers similar functionalities as Word & Powerpoint, to format your

SIGNATURE • To create a signature: – In the menu bar, access to «

SIGNATURE • To insert a signature: – On the tab « Mail format »

ATTACHMENTS • It is possible to attach a File in an e-mail (any Microsoft

REPLY / FORWARD • Reply functionality: – You can: Ø Respond to the sender

CREATE A CONTACT • To add a new contact, navigate to Contacts Function •

DISTRIBUTION LIST • A distribution list is a group of e-mail addresses. The purpose

EXERCISE • Purpose of this exercise: • Create the following contacts: • Create a

E-MAILS SEARCHING • It is easy to find sent and received e-mails in your

CREATE FOLDERS • • When you receive e-mails, they all appear by default in

CALENDAR OVERVIEW Outlook enables to view a calendar, according to various layouts. • You

APPOINTMENT • • To create an appointment, access to Calendar functions, and click on

MEETING REQUEST • A meeting request is an e-mail sent to members who are

EXERCISE • Send me a meeting request: – Schedule on the 26 th Februray,

TASKS LIST OVERVIEW Outlook enables to manage a « to-do list » , with

TASKS • To create an task, access to Tasks functions, and click on «

EXERCISE • You want me to review your report about First Cambodia conference. •

Backup data in Microsoft Outlook 1. Open Microsoft Outlook 2. Click File >click Import

Restore data in Microsoft Outlook from. pst file 1. Open Microsoft Outlook 2. Click

How to backup and restore Outlook Express items 1. How to back up Outlook

Import messages from Outlook Express • When Outlook and Outlook Express are installed on

Import messages from Outlook Express When Outlook and Outlook Express are installed on different

Import messages from Outlook Express 6. Do one of the following: Ø Ø Copy

Import messages from Outlook Express 12. To close the Store Location dialog box, click

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Using Email Client (Ms Outlook and Outlook Express) August 2008

Objective of this lesson After you have completed this lesson, you will be able to: • Configure Outlook and Outlook Express with POP 3 server and Microsoft Exchange Server • Using some functionalities of Microsoft Outlook • Backup and restore data in Microsoft Outlook and Outlook Express • Import data from Outlook Express to Microsoft Outlook Copyright © 2007 - CIST 2

AGENDA • OBJECTIVES OF THE SESSION • LIST OF KEY WORDS • NAVIGATION IN OUTLOOK • E-MAIL CREATION • CONTACTS MANAGEMENT • E-MAIL FILING • CALENDAR MANAGEMENT • TASKS MANAGEMENT Copyright © 2007 - CIST 3

OBJECTIVES • The objectives of this session consist in: – Training students to one communication tool, used in many companies, – Provide students with materials, in case they need to train end users. • After this session, you should be able to use the main functionalities of Microsoft Outlook: – Navigation in Outlook – E-mails creation: Ø To / CC / BCC , reply and forward, default signature in new and reply messages, attachments in email, email formatting – E-mail filing: Ø create folders and sub-folders for sent and inbox emails, how to search sent and received emails – Contacts management: Ø Create a contact, distribution list – Calendar: Ø Create an appointment, a meeting request and reminders. – Tasks management. • Main benefits of this session: – Learn basics of Microsoft Outlook. – Practice of Microsoft Outlook. Copyright © 2007 - CIST 4

KEY WORDS • Verbs: – To navigate (noun = navigation) : in the context of this training on Outlook software, it means to move to a type of functionalities to another one. – To customize : to adapt to our own requirements – To drag and drop: this is an IT expression. This consists in moving items by clicking on them and deplace them with your mouse. Copyright © 2007 - CIST 6

AGENDA • OBJECTIVES OF THE SESSION • LIST OF KEY WORDS • NAVIGATION IN OUTLOOK • E-MAIL CREATION • E-MAIL FILING • CONTACTS MANAGEMENT • CALENDAR MANAGEMENT • TASKS MANAGEMENT Copyright © 2007 - CIST 7

NAVIGATION IN OUTLOOK • First glance in Outlook: This part of the screen is the navigation pane. You can access to each main function of Outlook by clicking on its name. Copyright © 2007 - CIST Outstanding messages (unread, drafts, not sent yet) Events scheduled for the current day When you open Outlook, it displays all your mails, events, tasks for the current day. Active tasks up to the current day 8

NAVIGATION IN OUTLOOK • For each main function, the navigation pane enables: – To access to another function, – To change the structure of the screen, with the use of « views » . • If you access to menu « View » , as shown below: – You can define how you can sort information – You can desactivate the « Navigation pane » display – You can desactivate the « Current view » display • These are the predefined views proposed by Outlook for the mail box. • Each view displays information in a different way. • It is also possible to create your own views by using functionality « Customize current view » Copyright © 2007 - CIST 9

CREATE AN E-MAIL • • To create an e-mail, you have to navigate to « Mail » function. Then click on icon « New » . This will create a new e-mail by default. Then, Outlook pops up the following screen, where you can write your message. – Main information: Ø To = Persons directly involved by the content of the message. Ø Cc = Persons to inform. Ø Bcc = Persons to inform « secretly » . Ä For fields To / Cc / Bcc, you can either type the e-mail address of the receiver or select it from the address book. Ø Subject = Title of the mail, that will be first displayed to the receivers. The title should be short and explicit enough, summarizing the topic. Ø Main body of the message = you type the content of your e -mail in this part of the screen. • – Note = the « Bcc » option can be activated/desactivated in menu « Options / Bcc » , as shown here. Then, once you have finished to type the content of your mail, you need to read again your message : – – • To check if any information you want to convey are not missing. To check the words spelling and grammar. Only when you are confident about your e-mail in terms of content, vocabulary, grammar, format, then you can click on the « Send » button. Copyright © 2007 - CIST 11

E-MAIL FORMATTING • Outlook offers similar functionalities as Word & Powerpoint, to format your text. In an e-mail, it is possible to add other format toolbars, by selecting them as below: • As a result, it is possible to: • – – Personalize the format of your text Insert bullet points and paragraphs Add drawings Etc… Copyright © 2007 - CIST 12

SIGNATURE • To create a signature: – In the menu bar, access to « Tools > Options » . Click on tab « Mail format » . Then click on button « Signatures » , at the bottom of the tab. – Outlook pops up a new screen. Click on button « New » to create a new signature. – Enter a name for your signature. You can specify either you use a blank page or use a pre-defined document as a model. Then click on « Next » . – If you selected to start from a blank page, Outlook displays the following screen, where you can type and format your signature. Click on « Finish » button. – Outlook displays a preview of your signature. Click on « OK » to validate. • A professional signature should contain: – – Your full name The company you are working for Your exact job title Your contact details : Ø phone number where people have highest probability to reach you, Ø professional e-mail adress. Copyright © 2007 - CIST 13

SIGNATURE • To insert a signature: – On the tab « Mail format » , you can select the signatures you created from a drop list. You can have different signatures for new e-mails and for « forward/reply » e-mails. – Click on « Apply » button to implement your changes. – Your signature will be displayed on all e-mails you write from now on. Copyright © 2007 - CIST 14

ATTACHMENTS • It is possible to attach a File in an e-mail (any Microsoft Office file). – Outlook enables to browse to all documents on your computer. Select your file and double click on it to insert in your e-mail. – The document will then appear in « Attach » section. • It is possible to attach an Item from Outlook (calendar, tasks, e-mails, contacts). • It is possible to remove any attached document by selecting it and click on « Delete » button on your keyboard. Copyright © 2007 - CIST 15

REPLY / FORWARD • Reply functionality: – You can: Ø Respond to the sender of a received e-mail « Reply » button Ø Respond to the sender and the other people that were in copy in the received e-mail « Reply to All » button • Forward functionality: – You can transfer a received e-mail, to someone that was not included as receiver in the original mail. • When you reply/forward a message, the whole content of the initial mail appears by default. It is possible to remove some part of the original message, if you don’t want to send all information to the (new) recipients. Copyright © 2007 - CIST 16

CREATE A CONTACT • To add a new contact, navigate to Contacts Function • Click on icon • Outlooks pops up a screen where you can specify all details about your contact: – – Full name E-mail address Phone numbers Office addresses • Validate your data by clicking on « Save and close » button. • Your address book is then automatically updated with your new contact. Copyright © 2007 - CIST 18

DISTRIBUTION LIST • A distribution list is a group of e-mail addresses. The purpose is to avoid to select individual e-mail addresses when you want to share the same information to a group of persons. • To – – create a distribution list: Click on the Address book icon In the Address book, click on icon to create a new entry. Select « New distribution list » , then click on « OK » Outlook pops up a screen where you can: Ø Enter the name of the distribution list Ø Select existing contacts from your Address book by clicking on « Select members » Ø Enter a new e-mail address that can be added to your address book, by clicking on « Add new » . Outlook will then pop up the following screen, where you can enter the name and e-mail address of your contact. – Once you finished to enter all members of the distribution list, click on button Copyright © 2007 - CIST 19

EXERCISE • Purpose of this exercise: • Create the following contacts: • Create a distribution list for ERO team (Kim, Ratna, Nimol) • Prepare an e-mail: • Forward your e-mail to one of your class mates. – Practice Outlook – Refresh your writing skills – – – kim@cistrain. org ratna@cistrain. org nimol@cistrain. org kandara@cistrain. org slr@cistrain. org One of your classmate – Direct receiver is ERO team, in copy: slr, in secret copy: Mr Kandara. – The e-mail should contain your signature. – You have to attach a clear report about First Cambodia: Ø Short history of the company, Ø What are their main activities, Ø Who are their customers, what is their approach regarding customers, Ø How do they manage their projects. Copyright © 2007 - CIST 20

E-MAILS SEARCHING • It is easy to find sent and received e-mails in your mail box, using « Find » functionality. – Click on « Find » icon. – Outlook then displays a bar where you can enter : Ø Words to search in « Look for » Ø Locations of e-mails (received or sent, e-mails, other folders…) in « Search in » – Click on « Find Now » button to start the search. • Outlook will then display all items that contains the words entered in « Look for » . Outlook will find these words in the title of the mails, and in the content of the mail. To start a new search, click on « Clear » button. Copyright © 2007 - CIST 22

CREATE FOLDERS • • When you receive e-mails, they all appear by default in « Inbox » . When you send e-mails, they are stored by default in « Sent items » . It is possible to classify your sent and received e-mails, by creating folders in Outlook. • When creating a new folder, you need to: • Once you have clicked on « OK » , the new folder is displayed in your personal folders. • You can move items from other folders to store them in your new folder, by « drag and drop » with the mouse. – Enter the name of the folder – Specify the type of Outlook items it can contain (mails, tasks, …) – Indicate where you want to insert your folder. Copyright © 2007 - CIST 23

APPOINTMENT • • To create an appointment, access to Calendar functions, and click on « New » icon. Outlook pops up the following screen where you can enter main information about your appointment: – – Purpose, Location, Date and time, Contacts. • Click on « Save and close » , once you finished. • Outlook automatically display the new appointment in your calendar, on the relevant day. Copyright © 2007 - CIST 26

MEETING REQUEST • A meeting request is an e-mail sent to members who are registered in the address book, to ask for an appointment. The meeting request updates your calendar with the appointment, as well as the receivers’ones. • To create an appointment, access to Calendar functions, and select « New » then « Meeting request » . • Outlook pops up a screen, very similar to the appointment. The main difference consists in the possibility to enter receivers mail addresses. Click on « Send » icon. • • When you create a meeting request, you can specify various options, in menu bar « Actions » : – You can request a reply from the receivers. In this case, when they get the meeting request e-mail, they have the possibility to click on a button to « Accept » or « Decline » your invitation. You will then receive an e-mail notifying their decision. – You can also change the date and time of a meeting request already sent, if you activate « Allow new time proposals » . In this case, when you change the initial meeting request, an e-mail is sent to your receivers to notify and validate the modifications. Copyright © 2007 - CIST 27

EXERCISE • Send me a meeting request: – Schedule on the 26 th Februray, at 17: 00 PM – In the meeting room • The purpose of this meeting is to ask for an appointment to prepare your internship research • Add the agenda of the meeting, in your meeting request. Copyright © 2007 - CIST 28

TASKS LIST OVERVIEW Outlook enables to manage a « to-do list » , with the use of Tasks functionalities. • You can select criteria to display your tasks list, using « views » (detailed list, only not finished tasks, delayed tasks…) • Copyright © 2007 - CIST 30

TASKS • To create an task, access to Tasks functions, and click on « New » icon. • Outlook pops up the following screen where you can enter main information about your task. – – – • Short description, Due date, Start date, Priority, Percentage of completion Detailed description. It is possible also to assign a task to people, if they use Outlook also. In this case, Outlook will send an e-mail to the owners of the task and update their tasks list. – To do so, click on icon « Assign task » – Then the system displays icon « TO » , where you can enter e-mail address of the person assigned to the task. • Click on « Save and close » if you have not assigned the task to someone else. If the task is assigned to a person, click on « Send » to send his the task by e-mail. • Outlook automatically display the new task in your list. Copyright © 2007 - CIST 31

EXERCISE • You want me to review your report about First Cambodia conference. • To do so, you will have to create the following task – The purpose is to review First Cambodia Conference report – Define the level of priority – Set the deadline – Explain what you expect from me – Attach First Cambodia conference report • Assign this task to me Copyright © 2007 - CIST 32

Backup data in Microsoft Outlook 1. Open Microsoft Outlook 2. Click File >click Import and Export 3. Select Export to a file > click Next 4. Select Personal Folder File (. pst) > click Next 5. Under Select the folder to export from, select 6. 7. 8. 9. what you want to export Tick the check box Include subfolders > Next Under Save exported file as, type or browse the folder you want to put the backup file Under Options, select the option that you want Click Finish Copyright © 2007 - CIST 33

Restore data in Microsoft Outlook from. pst file 1. Open Microsoft Outlook 2. Click File >click Import and Export 3. Select Import from another program or file 4. Click Next 5. Select Personal Folder File (. pst) > click Next 6. Under file to import, browse to back up file 7. Under Options, select the option you want 8. Click Next 9. Under the Select the folder to import from, select the item you want to import 10. Check Include Subfolders check box 11. Click Finish Copyright © 2007 - CIST 34

How to backup and restore Outlook Express items 1. How to back up Outlook Express items – – Step 1: 2: 3: 4: Copy message files to a backup folder Export the Address Book to a. csv file Export the mail account to a file Export the newsgroup account to a file 2. How to restore Outlook Express items – – Step 1: 2: 3: 4: Import messages from the backup folder the Address Book file the mail account file the newsgroup account file Note: for detail see How to back up and to restore Outlook Express data. mht Copyright © 2007 - CIST 35

Import messages from Outlook Express • When Outlook and Outlook Express are installed on the same computer 1. In Outlook, on the File menu, click Import and Export. 2. Click Import Internet Mail and Addresses, and then click Next. 3. Click Outlook Express. 4. Select the Import mail check box. 5. Click Next. 6. Click Finish. 7. To save a copy of the import summary to your Inbox, click Save in Inbox. Copyright © 2007 - CIST 36

Import messages from Outlook Express When Outlook and Outlook Express are installed on different computers 1. Copy Outlook Express folder 1. On the computer where your Outlook Express account is set up, in Outlook Express, on the Tools menu, click Options. 2. Click the Maintenance tab. 3. Click Store Folder, and then note the entire path shown in the field in the Store Location dialog box. 4. If necessary, modify the default view in Windows Explorer so that you can see hidden folders. The Outlook Express folder is located in a hidden folder. 5. Browse to the location that you found in the Store Location dialog box. Copyright © 2007 - CIST 37

Import messages from Outlook Express 6. Do one of the following: Ø Ø Copy the entire Outlook Express folder to removable media, such as a floppy disk, DVD, or portable memory device, and then copy it to the computer where Outlook is installed. Copy the entire Outlook Express folder to a network location that the computer with both Outlook and Outlook Express has access to. 7. On the computer where Outlook is installed, open Outlook Express. If prompted to create an e-mail account, click Cancel. 8. On the Tools menu, click Options. 9. Click the Maintenance tab. 10. Click Store Folder and then click Change. 11. Browse to the location where you copied the Outlook Express folder, and then click the folder that you copied in step 6. Click OK Copyright © 2007 - CIST 38

Import messages from Outlook Express 12. To close the Store Location dialog box, click OK. 13. When prompted to use the new messages or replace them with messages from the old store location, click Yes to switch to that store. 14. Close Outlook Express, and then open it again to complete the process. Copyright © 2007 - CIST 39