How to Use Microsoft Outlook Level of difficulty:
Microsoft Outlook is a program distributed either as a standalone or as a component of the Microsoft Office productivity suite primarily for the purpose of assisting computer users in managing their data and time by organizing their information to maximize productivity. By using this software application, computer users can quickly search for information from right within the window interface of the program using the Instant Search function based on user-inputted keywords. It also provides the user with a To-Do bar for efficient time management and prioritizing of things that must be done for the day, the week, or the month using the built-in calendar feature which also allows for the flagging of specific email accounts and viewing of upcoming tasks. A great advantage in using the Microsoft Outlook software is that it readily interfaces with any component of the Microsoft Office productivity suite making the sharing and transfer of data faster, easier, and more secured. Materials Needed:
- Microsoft Outlook
- Internet connection
To begin using Microsoft Outlook, simply click on the 'Start' button, choose 'All Programs' and navigate to the Office 2003 folder.
Click on the 'Microsoft Office Outlook 2003' icon to launch the program. When the program window is displayed, click on the 'View' menu and select the 'Navigation Pane' to make sure that it is displayed correctly.
To create new messages, proceed to the next step. To retrieve messages, jump to Step 6. For adding attachments, go to Step 8. If you want to access contacts, skip to Step 12.
Select the 'Actions' menu and click on the 'New Mail Message' option. Click the 'To' button to display the Names dialog box. Click the intended recipient’s name on the left side and click the 'To' option to copy it into the 'To' field of the message.
Type the preferred message subject in the corresponding box. The white space is where the body of the message can be typed in. When finished, simply click on the 'Send' button and your message is on its way. You can also check for spelling errors before sending by choosing the 'Tools' menu and clicking on the 'Spelling' option.
In retrieving messages, click on the 'Tools' menu, select the 'Send/Receive' category, and choose 'Send/Receive All'. You can alternatively click on the 'Send/Receive' tool.
After receiving the messages, simply click on it to display its contents in the reading pane. Double clicking a message will open its contents in a separate window.
To add an attachment to a message, click the 'Insert' and then 'File' option or you can look for the paperclip icon on the toolbar and click it. Both actions will generate the same result.
Browse for the file to be attached, click on the file, and click the 'Insert' button. Remember to limit the size of the file in order to avoid any potential problems during transmission.
To save a received file attachment, double click the message and select the 'File' menu and click on the 'Save Attachments' option. Click the 'OK' button.
Choose the folder where the file will be saved and click the 'OK' button. You can choose to modify the name of the file to be saved.
To access your contacts list, click on 'Go' and select the 'Contacts' option. Click on the 'Actions' and choose the 'New Contact' category to add a new contact to your list.
Click on the appropriate fields to input relevant details into the Contact Card. Click the 'Save' button and close the window.
To edit the Contact Details, double click the contact to open the Contact window. Make the appropriate changes to the correct fields. Click on the 'Save' and 'Close' option.