Microsoft® Official Site - Outlook With Microsoft 365

Microsoft® Official Site - Outlook With Microsoft 365

Structure

5.0 Introduction
5.1 Objectives
5.2 Basic Operations

5.3 Managing Contacts

5.4 Lab Exercises

5.5 Summary

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5.0 INTRODUCTION

Office Automation Products are widely used in industry for performing all kinds of tasks like word processing, mathematical calculations, documents management, managing E-Mail, making presentations, creating catalogues and brochures and managing websites. Microsoft Office products are the most popular for Office Automation.

Outlook is among the most widely used software for communication through e-mail. Now we will learn the basic features of Outlook 2007 which will help us to manage our communication and make it more efficient.

5.1   OBJECTIVES

After studying this unit, you will be able to :

• basic operations of Outlook;
• managing Contacts;
• calendar and Scheduling Tasks..

5.2   BASIC OPERATIONS

Outlook is used for communication using e-mail, managing contacts, scheduling tasks and appointments using calendar.

Sending An E-mail

Creating and sending an e-mail is perhaps the most frequent task that is performed using Outlook.

•  On +the File menu, point to New, and then click Mail Message
  
• In the subject write the e-mail subject
• Add the recipients’ e-mail addresses in the To: and Cc: boxes as needed.
• In the BCc box, add those recipient’s e-mail addresses to whom the e-mail has to be sent as copy but the other recipients should not know that the e-mail has been copied to them
  
• Write the e-mail matter in the space provided.
• Press Send to send the e-mail to the recipients.

Assign the Level of Importance

The level of importance for a message can be set so that recipients can see the indicator in their Inbox before they open the item. Setting the level of importance also enables the recipients to sort their messages by importance. Please note that this does not expedite or retard the transmission of the message in any way. It is for the information of the recipient only.

• On the message tab, in the Options group choose the ! Button to set the level to High Importance
• Choose the Down Aero symbol Button to set the importance to low level.

Changing the Appearance of the E-mail

One can change the appearance of the e-mail message by changing the font, colour of the font and the background colour.

• On the Message tab, in the Basic Text group, you can select the font, font size, font style (bold, italic, and underline), font color, and text highlighting.
• On the Format tab, in the Font group, you can select the font and font size; increase or decrease the size by one increment; change the font style (bold, italic, underline, strikethrough, subscript, superscript); change the case, the font color, and the text highlighting; and remove all font formatting.
• On the Mini toolbar that appears when you select text, you can select the font, increase or decrease the size by one increment, select a theme, use the Format Painter, select the font style (bold, italic, and underline), and highlight text.

Add a Signature to the E-mail

You can create a default signature to be added to all your outgoing messages, or you can insert a signature manually into outgoing messages on an individual basis. Do one of the following:

 To Insert a signature automatically:

• On the Message tab, in the Include group, click Signature, and then click Signatures.
• On the E-mail Signature tab, in the Select signature to edit list, select the signature that you want.
• Under Choose default signature, in the New messages list, select the signature that you want.
• If you want to include a signature in messages that you reply to and in messages that you forward, in the Replies/forwards list, select the signature. If you don't want a signature in these messages, select none.
• Click OK.

To add the default signature to a current message, on the Message tab, in the Include group, click Signature, and then select the signature.

To insert a signature manually, On the Message tab, in the Include group, click Signature, and then select the signature that you want. Note :    You can also access the signature options that are available on the Message tab after you click Reply, Reply to All, or Forward in an open message. Add an Attachment One can attach files and pictures etc, to the e-mail message and send them to the recipient. On the File menu, click New, and then click Mail Message. On the Message tab, in the Include group, click Attach File, and then click File. Browse to and select the file that you want to attach, and then click Insert.  The selected file will get attached with the e-mail message and will be delivered to the recipient with the message that is sent.