section g chap 1

8/10/2019 Section G Chap 1

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Section E :MS Office

Utilities

Microsoft Outlook 2010


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100 Hrs. Information Technology Training IT Directorate, ICAI

Objectives

To understand the features of the MicrosoftOutlook, how to create email account, etc.

To understand about the configuration affecting

behavior of Microsoft Outlook

To understand how to navigate within Microsoft

Outlook

To understand how to use Microsoft Outlook email,

tasks, contacts, etc.
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Introduction

Microsoft Outlook 2010 is the

Windows Email client. It includes

customizable email, calendar, task,

contacts, notes tracking tool, to help

us efficiently manage our

business/personal activities.
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Added the ribbon to the main Outlook window.

Behind-the-Scene options

Conversation view

Meeting Reply Forgotten Subjects

Reduce the size of a picture attachment

View zoom control Access OWA from Outlook client

Folder order changed

Whats New in Outlook 2010


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The following items are also new in Outlook 2010,

but either require add-ins or changes to the

Exchange server:

MailTips

Speech to text translation of voice mail

Quota Thermometer

Whats New in Outlook 2010


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Outlook 2007 had the ribbon for messages, but

Outlook 2010 replaces the menus in the main

Outlook window with the ribbon.

Ribbon


7/37100 Hrs. Information Technology Training IT Directorate, ICAI

Many Outlook

settings that are

not related to

creating ormanaging Outlook

items were moved

to the File, Infotab.

Behind-the-Scenes Options



Conversation viewgroups emails by titleand date.

When you receive a

new email, the entireconversation is movedto the top.

To turn conversation

view on or off, on theViewtab, select Showas Conversations.

Conversation View



Conversations can include messages from multiplefolders. Messages that you send are saved in the SentItems folder, but if they are part of a conversation, theywill also appear within the conversation.

If you choose Ignorefrom the Hometab, all newmessages for a given conversation will go directly tothe Deleted Items folder.

You can Clean Up a conversation by selecting Clean Up,Clean Up Conversation from the Hometab. This willdelete all messages in the conversation that are notunread, flagged, categorized or the newest message inthe conversation.

Conversation View



Instead of just replying to an email, you can

choose Meetingfrom the Hometab and it will

create a meeting that is sent to everyone that

was included on the original email.

Meeting Reply



When you click Send on a message that

doesnt have a subject, a message popups up

to confirm that no subject was intentional.

Forgotten Subjects



An option is available to resize large attached

pictures.

This will not affect the original picture, only

the attachment.

Reduce the Size of Picture Attachments



Outlook now has a Zoom control like that

found in the other Outlook programs.

Zoom Control



You can now access OWA directly from

Outlook.

Access OWA from Outlook



The folder order used tobe strictly alphabetical.

Now Inbox, Drafts, Sent

Items and Deleted Itemsare at the top and all

other folders are in

alphabetical order belowthem.

Folder Order Changed



MailTips help you avoid common, but potentially

embarrassing mistakes. MailTips alerts can be

triggered to clicking Reply All to a large recipient list,

sending sensitive information to someone outsideyour organization or sending a message to someone

who is out of the office.

MailTips



Voice Mail

Preview provides

a speech to text

transcript of themessage left on

your voice mail.

Voice Mail Transcripts



On the File menu, your account information

includes a visual representation of how much

space is left in your mailbox.

Quota Thermometer



Outlook mail options

Checking spelling and grammar

Outlook checks the spelling and grammar as user types. Potential spelling errors are underlined by

red color. However, spell check is performed in the body of message, not in the subject section.

To review / change the spell check options, click on Filemenu and select Options. Select option

Mail. The following screen appears:
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Editing Options

Editing options

Click on Editor Optionsbutton and select Proofingoption. The following screen appears:



Editing Options Continue..

The above section deals with auto spell check and corrections options. Go through the above

and select the options as required. They have not been discussed in detail as they are self-explanatory.

Click on Advancedoption and the following screen appears:



Alerts for incoming messages

Outlook provides the functionality of alerts to the user for incoming messages. To verify the

configuration settings, Click on FileTab and select Options. After that, view the section

Message arrival. The following screen is visible with options:

In case the user wants to get an alert for incoming message, enabling some of the above boxes will

have following impact:Play a soundsystem plays a sound for each incoming message.

Display a desktop alertA message alerts is shown when an incoming message arrives. The

sender the title and brief content of the message is shown as an alert.


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Save Messages

Outlook provides for saving the messages while typing / sending. To verify the configuration

settings, Click on FileTab and select Options. After that, view the section SaveMessages. The following screen is visible with options:

Select from among the check boxes, as required. These options are not explained as they are self-

explanatory.


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Send Message

The outgoing messages are marked with certain importance, sensitivity, automatic name checking,

etc. This is governed on the basis of options specified in Savemessagesection of the Options

in FileTab of Outlook.

Change of these options will have impact on importance, sensitivity, etc. of the message. Change

the above configurations as required.


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Tracking options for messages

Outgoing messages can be tracked for delivery, read, etc. While you send mail, there are

certain default values. These values are specified in the following section of the Options

section of the FileTab.

Some of the key options are:

For default delivery receipt for each outgoing message, click on check box Delivery receipt

confirming the message was delivered to the recipients email server

For read receipt of the message by recipient, click on check box read receipt confirming the

recipient viewed the message. Further read receipt can be configured in such a way that

system asks each time whether to send a read receipt or it may be configured so that readreceipt is always / never sent etc.


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Customizing the Ribbon

Office ribbon is fully customizable in all Office 2010 applications. For

this, select the Optionsbutton on the Filetab of Outlook. SelectCustomize Ribbonoption.


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Calendar group To create a new Quick Step, select the New dropdown box towards the

lower left of the screen (as shown above) and choose between multiple

options:


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Manage another person's mail and Calendar items

Let us create a quick step that

automatically starts an Email to all of the

specified team members. To do this,select the option New email to, the

following screen appears:

Specify the name of the email group in

the Namefield.

Then click the To button to select thepeople who will be included in the mail

as recipients. Click on the Finish

button at the bottom.

Once done, Test Mail Groupappears

in the Quick Steps section of the Outlook

Ribbon.

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Working with Meetings

Click on the Test mail

group in the Quick Step

section to send mail to

specific recipients.

Similarly you can manage

the Quick Steps. For this,

select the To Manager

option in Quick Steps and

click on Edit button.

Specify the Manager name

and To button etc.


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Working with emails

1.Create new email

There are two ways to send email messages using outlook 2010:

you can open Outlook 2010 and create a new message.

You can also send any office 2010 document directly within the software (i.e. Word,

Excel, etc.) to email.

2.Attachments to the message

Outlook allows user to attach files, outlook items and signatures along with email.

3.Track email messages

Outlook provides the following features to track the email messages:

Delivery and Read notifications

Voting

Follow up actions

4. Security settings of the email being sent

Click on Securitysettingsbutton in the Settingssection of the Propertiespage.


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Working with emails Continue..

5.Outbox of Outlook

Once the email is sent, the email appears in the Outbox.To send the mail, either wait for some time. Outlook automatically send the mails or

you need to click on sendallor send/ receive all foldersbutton

6.Responding to emails

Replythis option is responding to person sending the mail, not to all persons copied

on the email.Reply AllIn case you want to respond to all the persons marked on the email, click on

this button.

ForwardIn case you want to forward the email to a person who is not marked to the

person, click on this button.


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Insert copyright and trademark symbols

A variety of symbols can be added to anemail message being composed. For this,

click Symbol in the Insert tab of outlook.

Following screen appears.

System allows you to select various

symbols like copyright, trade mark, etc. to

be inserted as part of the message text.

There are shortcuts as well for some of the

symbols.


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Contact

Microsoft Outlook helps user to organize their

contacts. With this feature, users can track contactdetails of people with whom they interact.

Outlook allows to group contacts in various

categories like employees, friends, family, etc. with

this, it is easy and quick to send mail to certain

contacts in a particular group.

Outlook allows use of address book in Microsoft

Outlook to look-up and select names, their contact

details, email ids, etc. while composing an email

message.

Microsoft Outlook address book is a collection of

address books or address lists, created from

Outlook contact folders. Outlook allows to use the

Global Address List if you use Microsoft Exchange

Server account.


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Some of the key features provided by Outlookare:

Add or remove an address book

Add, remove or change picture of a contact

Import Gmail, Yahoo, etc. contacts in outlook

and transfer contacts between Gmail, Yahoo,

etc. and OutlookExport / Import contacts

Automatically add contacts for everyone that

you send an email message

There are 3 views of contacts:

Business Card

Card

Phone List

Contact features of Outlook
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Thank You

section g chap 1

Documents