Working with Outlook

Core Training for Microsoft Office Outlook 2003

Creating New Messages

1	To open a new, blank, e-mail message, on the Standard toolbar, click the New button.
2	To maximize the message window, in the upper-right corner of the window, click the indicated Maximize button.
3	To verify that Word is your e-mail editor, click the Help menu and notice that it contains information about Word instead of Outlook.
4	To close the message and leave the Word window open, click the indicated Close Window button.
5	To close the Word window, click the indicated Close button.
6	To open another new e-mail message, on the toolbar, click the New button.
7	To enter the recipient's address in the To box, for the purposes of this exercise, press SPACEBAR, andKaren@gardenco.msn.com will be typed for you in the To box.
8	To move the cursor to the Cc box, press the TAB key.
9	To add e-mail addresses to the Cc box and move the cursor to the Subject box, press SPACEBAR, wait for the e-mail addresses to be typed for you in the Cc box, and then press the TAB key.
10	To enter Tradeshow schedule as the message's subject and then move the cursor to the message body, press SPACEBAR, wait for the subject to be typed for you, and then press the TAB key.
11	To enter the message text, press SPACEBAR, and the message text will be typed for you.
12	To use Word to check the spelling of the e-mail message, click the Tools menu, and then click Spelling and Grammar.
13	When the spelling and grammar check is completed, in the dialog box that appears, click OK.
14	To send the message, click Send.

Viewing and Printing Messages

1	To preview all the messages in the Inbox, click the View menu, and then click AutoPreview.
2	To open the file attached to the selected message, in the Reading Pane, double-click the Web Site Insertion Order.htm attachment.
3	In the Opening Mail Attachment dialog box, click Open.
4	To return to the Inbox without closing the attachment, on the taskbar, click the Inbox taskbar button.
5	To move the Reading Pane to the bottom of the Outlook window, click the View menu, point to Reading Pane, and then click Bottom.
6	To close the Reading Pane entirely, click the View menu, point to Reading Pane, and then click Off.
7	To open a message in its own window, double-click the Upcoming Tradeshow message.
8	To change the way the message will look when it is printed, click the File menu, point to Page Setup, and click Memo Style.
9	To widen the left page margin, in the Page Setup dialog box, under Margins (inches), in the Left box drag from left to right to select the contents, then press SPACEBAR, and 1.0 will be typed for you.
10	To close the Page Setup dialog box and apply your changes, click OK.
11	To print the message to the default printer, on the toolbar, click the Print button.
12	To close the message window, click the message's Close button.

Responding to Messages

1	To open a message and begin replying to it, in the Inbox, double-click the Upcoming Tradeshow message.
2	To reply to the message, on the message window toolbar, click the Reply button.
3	To add your comments to the message, for the purposes of this exercise, press SPACEBAR, and What size booth would you like? will be typed for you in the message body.
4	To send the response, click the Send button.
5	To send a response to all of the original recipients of the Upcoming Tradeshow message, on the Standard toolbar, click Reply to All.
6	Notice that addresses appear in the To and Cc boxes of the reply message. To add text to the message body, press SPACEBAR, and I faxed the form to the show organizers, and will follow up with them on Friday. will be typed for you in the message body.
7	To send a copy of the message to yourself, click to the right of the text in the Cc box, press SPACEBAR, and ;Ben@gardenco.msn.com will be entered for you in the Cc box.
8	To send the response, click the Send button.
9	To read the desktop alert, hold the cursor over the desktop alert.
10	To open the received message from the desktop alert, in the desktop alert, click the message text.
11	To close the received message, click its Close button.
12	To forward a message to another recipient, on the Upcoming Tradeshow message toolbar, click the Forward button.
13	To enter the recipient's e-mail address, press SPACEBAR, and David@gardenco.msn.com will be typed for you in the To box.
14	To enter text in the message body, press the TAB key four times to move the cursor to the message body, and then press SPACEBAR, and You might be interested in this! will be typed for you in the message body.
15	To send the message, on the Message toolbar, click Send.
16	To close the original message, click its Close button.

Using Address Books

1	To open the address book, on the Standard toolbar, click the indicated Address Book button.
2	To switch from the Global Address List to the Contacts address book, click the Show Names from the arrow, and then click Contacts in the drop-down list.
3	To add an entry to the Contacts address book, on the toolbar, click the indicated New button.
4	To add an individual contact rather than a distribution list, in the New Entry dialog box, double-click New Contact.
5	To enter the contact's name, for the purposes of this exercise, press SPACEBAR, and Doris Hartwig will be typed for you in the Full Name box.
6	To move to the Company box, press TAB twice.
7	To enter the contact's company name, press SPACEBAR, and Graphic Design Institute will be typed for you in the Company box.
8	To enter the contact's e-mail address, click in the E-mail box, and then press SPACEBAR to have Doris@graphicdesigninstitute.com typed for you in the E-mail box.
9	To enter a Web page address for the contact, press TAB three times to move to the Web page address box, then press SPACEBAR, and http://www.graphicdesigninstitute.com will be typed for you in the Web page address box.
10	To close the Contact form, click Save and Close.
11	To add another entry to the Contacts address book, on the toolbar, click the New button.
12	To add a distribution list rather than an individual contact, in the New Entry dialog box, double-click New Distribution List.
13	To enter the distribution list's name, press SPACEBAR, and Marketing will be typed for you in the Name box.
14	To add members to the distribution list, click Select Members.
15	To add David Ortiz to the distribution list, in the Name list, click David Ortiz, and then click Members.
16	To use a faster method for adding a name to the distribution list, in the Name list, double-click Kim Akers.
17	To close the Select Members dialog box, click OK.
18	To save the distribution list and close the Distribution List form, click Save and Close.
19	To close the Address Book, click its Close button.
20	To see the contents of your Contacts address book, in the Navigation Pane, click Contacts.
21	To send a message to the Marketing distribution list, in the Contacts window, click Marketing, and then on the toolbar, click the indicated New Message to Contact button.
22	To enter the message subject, press SPACEBAR, and test of Marketing alias will be typed for you in the Subject box.
23	To move to the message body and enter the text of the message, press TAB, and then press SPACEBAR, and the message text will be typed for you in the message body.
24	To send the message, click Send.

Attaching Files to Messages

1	To open a new e-mail message, on the toolbar, click the New button.
2	To enter the recipient's e-mail address, the subject of the message, and the message text, for the purposes of this exercise, press SPACEBAR, and the text will be typed for you.
3	To attach a file to the e-mail message, on the message window toolbar, click the indicated Insert File button.
4	To attach the Ad Copy document to the message, in the Insert File dialog box, click the Ad Copy document, and then click Insert.
5	To send the message, click Send.
6	To create another e-mail message, on the Standard toolbar, click the New button.
7	To enter the recipient's e-mail address, the subject of the message, and the message text, press SPACEBAR, and the address, subject, and message text will be typed for you.
8	To attach a file to the e-mail message, on the message window toolbar, click the Insert File button.
9	To attach the Tradeshow Schedule document to the message, in the Insert File dialog box, click the Tradeshow Schedule document, and then click Insert.
10	To send this document as a shared attachment, click Attachment Options.
11	To specify that the document should be posted in a Document Workspace so that all of the recipients can access one shared document, in the Attachment Options task pane, click Shared attachments.
12	To enter the location of the Document Workspace, click in the Create Document Workspace at box and then press SPACEBAR, and http://gardenco.msn.com will be typed for you in the Create Document Workspace at box.
13	To send the message and create the Document Workspace, on the Standard toolbar, click Send.