Core Training for Microsoft Office XP

Working with E-Mail

Reading and Responding to Messages

1 To open Microsoft Outlook, click the Start button on the Windows taskbar, point to All Programs, and then click Microsoft Outlook.
2 To maximize the Microsoft Outlook window so that it fills the entire screen, click the Maximize button on the window title bar.
3 To slightly modify the way that messages are presented so that the first three lines of each message are displayed in addition to the message header, click the View menu and click AutoPreview.
4 To open the first message you received from your manager, click the Welcome to LMR message from Chris Hill and read the contents of the message in the Preview Pane.
5 To reply to the message, click the Reply button on the Standard toolbar, and notice that the sender's name is automatically entered in the To box.
6 Type Thanks, Chris., and click the Send button on the Standard toolbar.
7 To open the second message you received from your manager, double-click the LMR Picnic message from Chris Hill, and notice that it contains an attached file.
8 To open the attached file, double-click the Map.bmp file to the right of the Attachments field and notice that the map is displayed using the program which has been set up to read picture files.
9 To close the Windows Picture and Fax Viewer window, click the Close button in the upper-right corner of the title bar.
10 To close the message, click the Close button on the title bar of the message window.
11 To open the third message from your manager, double-click the Contoso Ltd. Account message from Chris Hill, and read its contents.
12 To follow up on the message with one of your colleagues, click the Forward button on the Standard toolbar.
13 To address the message, type mandyv in the To box and press the TAB key four times.
14 Type Hi Mandy, in the message area, and press the ENTER key twice.
15 To send the message, click the Send button on the Standard toolbar.

Creating and Sending Messages

1 To start composing a new message, click the New Mail Message button on the Standard toolbar.
2 Notice that a new window opens, and type hollyd; michaela; johne in the To box.
3 To keep a copy of the message for your own records, press the TAB key and type jeffp in the Cc box.
4 To specify the subject of the message, press the TAB key and type Introduction in the Subject box.
5 To start entering the contents of your message, click to place the insertion point in the message area and type Hi All,.
6 To send the message, click the Send button on the Standard toolbar.
7 To send a draft of a document you have been working on to your manager, click the New Mail Message button on the Standard toolbar.
8 In the Message window, type chr in the To box, and notice that Chris Hill is displayed.
9 To accept the suggested recipient name, press the ENTER key.
10 To specify the purpose of the message, click in the Subject box and type Rental Tracking Sheet Draft.
11 To attach a copy of the draft document to the message, click the Insert File button on the message form's toolbar.
12 In the Insert File dialog box, make sure that the contents of the My Documents folder are displayed and double-click the Drafts folder.
13 Make sure that the Activity Rentals worksheet is selected, and click the Insert button.
14 To ask your manager to review the document, click in the message area and type Take a look at the attached draft, and let me know what you think.
15 To send the message, click the Send button on the Standard toolbar.

Using the Address Book

1 To start adding contact information for a new client, click the Tools menu and click Address Book.
2 In the Address Book dialog box, click the Show Names from the arrow and click Contacts in the list since you can't add entries to the Global Address List that is maintained by the Lakewood Mountains Resort System Administrator.
3 To create an entry, click the New Entry button.
4 In the New Entry dialog box, make sure that New Contact is selected in the Select the entry type box and click OK.
5 In the Contact window, type Scott Fallon in the Full Name box.
6 Click in the E-mail box, and type scott@wcs.microsoft.com.
7 To save the contact information you just entered, click the Save and Close button on the Standard toolbar.
8 To store a group of individual addresses under a single name, click the New Entry button.
9 In the New Entry dialog box, click New Distribution List in the Select the entry type box and click OK.
10 In the Distribution List window, type LMR Sales Team in the Name box.
11 To specify the e-mail addresses of the people you want to include in the new distribution list, click the Select Members button.
12 In the Select Members dialog box, click Chris Hill in the list and click the Members button.
13 To complete the creation of the distribution list, click OK.
14 To save the LMR Sales team distribution list, click the Save and Close button on the Standard toolbar.
15 To update the information contained in an Address Book entry, double-click Scott Fallon.
16 In the Contact window, press the TAB key and type Regional Manager.
17 To save the revised Address Book entry, click the Save and Close button on the Standard toolbar.
18 To delete an outdated Address Book entry, click Scott Fallon entry and then click the Delete button.
19 When prompted to confirm the deletion, click Yes.
20 To close the Address Book dialog box, click the Close button in the upper-right corner of the title bar.
21 To create and address a message to the entire Lakewood Mountains Resort Sales team, click the New Mail Message button on the Standard toolbar.
22 Type LMR Sales Team in the To box, and click the Check Names button on the Standard toolbar.
23 Click in the Subject box, and type Testing new distribution list.
24 To send the test message, click the Send button on the Standard toolbar.

Adding Signatures to Messages

1 To create a default signature to include in the e-mail messages that you send to customers, click the Tools menu and click Options.
2 In the Options dialog box, click the Mail Format tab.
3 On the Mail Format tab, click the Signatures button.
4 In the Create Signature dialog box, click New.
5 In the Create New Signature dialog box, type Business in the Enter a name for your new signature box.
6 Make sure that the Start with a blank signature option is selected, and then click Next.
7 In the Edit Signature dialog box, type Jeff Pike, press the ENTER key, and type Account Manager.
8 To further format the signature text, drag from left to right to select the name Jeff Pike and click the Font button.
9 In the Font dialog box, click Bold under Style, click the Color arrow under Effects, and click Navy in the list.
10 To apply the formatting changes, click OK.
11 In the Edit Signature dialog box, click Finish.
12 To close the Create Signature and Options dialog boxes, click OK in each dialog box.
13 To create a new message using the signature, click the New Mail Message button on the Standard toolbar.
14 Notice that signature that you created, including the formatting you applied, appears at the bottom of the message area, and click the Close button on the title bar of the message window.
15 To create an alternate signature, click the Tools menu and click Options.
16 In the Options dialog box, click the Mail Format tab.
17 On the Mail Format tab, click the Signatures button on the Mail Format tab.
18 In the Create Signature dialog box, click New.
19 In the Create New Signature dialog box, type Personal in the Enter a name for your new signature box and click Next.
20 In the Edit Signature dialog box, type Jeff.
21 In the Edit Signature dialog box, click Finish.
22 To close the Create Signature and Options dialog boxes, click OK in each dialog box.
23 To try out the Personal signature, click the New Mail Message button on the Standard toolbar.
24 Notice that the Personal signature you created, including the formatting you applied, appears at the bottom of the message area, and click the Close button on the title bar of the message window.
25 To switch back and make the Business signature the default one when messages get created, click the Tools menu and click Options.
26 In the Options dialog box, click the Mail Format tab.
27 On the Mail Format tab, click the Signature for new messages arrow, click Business in the list, and click OK.

Recalling Messages

1 To start drafting a message to all of the picnic's attendees, click the New Mail Message button on the Standard toolbar.
2 To address the message, type LMR in the To box and press the ENTER key to accept the suggested recipient name.
3 To indicate the purpose of the message, press the TAB key twice and type Picnic Activity Survey in the Subject box.
4 To place the insertion point in the message area, press the ENTER key.
5 Type Take a look at the list of activities below.
6 To send the message, click the Send button on the Standard toolbar.
7 To display the Folder List, click the View menu and click Folder List.
8 To display the contents of the Sent Items folder, click Sent Items in the Folder List.
9 To open the message you just sent, double-click the Picnic Activity Survey message.
10 To recall the message, click the Actions menu and click Recall This Message.
11 In the Recall This Message dialog box, make sure that the Delete unread copies of this message option is selected and click OK.
12 To close the message window, click the Close button in the upper-right corner of the window.
13 To check the contents of your Inbox folder, click Inbox in the Folder List, click above the scroll box on the scroll bar, and notice that a new message titled Message Recall: Picnic Activity Survey is displayed in the Inbox.
14 To confirm that the recall request has been successful, wait a few seconds and notice that the message changes to Message Recall Success: Picnic Activity Survey, indicating that the message was successfully deleted from Jeff's Inbox.

Printing Messages

1 To open the message to print, double-click the Contoso Ltd. Account message.
2 To print one copy of the active message using the default printer and settings, click the Print button on the Standard toolbar.
3 To close the Contoso Ltd. Account message, click the Close button in the upper-right corner of the window title bar.
4 To open another message, click the Sent Items folder in the Folder List and double-click the Picnic Activity Survey message.
5 To change some of the page setup options for the message, click the File menu, point to Page Setup, and then click Memo Style.
6 To modify the default margins so that you have more room to keep track of corrections and add comments, drag from left to right to select the contents of the Left box under Margins (inches) and type 2.25.
7 To apply the changes and close the Page Setup dialog box, click OK.
8 To print one copy of the message using the default printer and newly defined settings, click the File menu and click Print.
9 In the Print dialog box, click the Print button.