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Lesson 2: Working with Email

Lesson Objectives

After studying this lesson, you will be able to:

Set email options

Send messages

Handle incoming messages

Organize your Inbox

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Getting Started with Outlook Email

Sources for email accounts

Internet Service Provider (ISP)

Company/corporate email servers

Webmail: Hotmail, Gmail, Yahoo

Email settings required

User information

Server information

Logon information

Getting Started with Outlook Email

Displays Account Settings dialog box

Your information

Change the Your Name setting

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Getting Started with Outlook Email

Send/Receive

Send/Receive button

Set interval for Automatic Send/Receive

Check for New Messages

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Sending Messages

All email addresses follow the same format

No spaces allowed in an email address

Username and domain name are separated with @

johnsmith@lablearning.com

User name Domain name

Sending Messages

Separate multiple recipients email addresses in the same box with semi-colons

Cc – Sends a carbon copy to recipients

Bcc – Sends a blind copy to recipients

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Sending Messages

Use Signatures to Save Time

Displays the Email Signature Dialog Box

Signature name

Signature information

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Handling Incoming Messages

Check for messages manually at any time

Set option to check for messages automatically

Use the Send/Receive button on the toolbar

Handling Incoming Messages

Messages appear in the Contents pane with icons next to themUnopened envelope indicates a message not yet read

Paperclip indicates an attachment

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Handling Incoming Messages

Reply automatically adds the sender’s email address to the To box

Reply to All automatically sends your reply to all the original recipients

RE: appears in front of the subject

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Handling Incoming Messages

Forwarding a message send a copy of it to the addressees

Attachments are forwarded with the message

FW: appears in front of the subject

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Handling Incoming Messages

Print message

Prints the sender’s and recipient’s name, subject, date, and the message

Print message with attachment options

Print message from Outlook and the attachment from its associated program

Print message and attachment from Outlook

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Organizing Your Messages

Folders and subfolders are used to keep messages organized

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Inbox holds all incoming messages

Outbox holds a sent message until the process is completed

Sent Items keeps a copy of all sent messages

Deleted Items holds a copy of messages deleted until it’s emptied

Plus sign means folder contains subfolders

Minus sign indicates subfolders being displayed

Organizing Your Messages

Move a message to a folder

Two methods to move messages

Drag the message over onto the folder

Edit Cut and Edit Paste

Select multiple messages to move

Hold down the Ctrl key and click on individual messages

Hold down the Shift key, click on the first message then click on the last message to select the entire group

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Organizing Your Messages

Deleting moves a message to Deleted Items

You can drag it back to its original folder to Undelete it

Messages are permanently removed from the computer when you empty the deleted items folder

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Lesson 2: Working with Email