Lecture 3 - Microsoft Outlook

Lecture 3 - Microsoft Outlook Lesson #1 – Understanding Microsoft Outlook Introduction In this lesson, we will look at and learn the basic components of Outlook 365. We will examine the different components of Outlook 365, its connection to OfÏce 365, and its ability to work anywhere on any digital device. Outlook 365 is an important tool in organizational and individual communications because it helps to improve and enhance communications capabilities. There are many resources available to help you on Outlook 365, as well as of the apps we use in this class. Always feel free to use Google to ask a question, YouTube, or other resources. There are many excellent examples available to help you. What is Outlook? Microsoft Outlook is part of the OfÏce 365 application suite, which is a webbased set of applications used for email, word processing, presentations, and spreadsheets. Since OfÏce 365 is web-based, the user can access the various apps at any time from most digital devices, such as desktops, laptops, phones, and tablets, so long as they have access to the internet. OfÏce 365 includes Word 365, Excel 365, PowerPoint 365, Outlook 365 and OneDrive, including other applications that users can explore. The components of Outlook 365 include email, people, a calendar, and a task list. In today’s professional world, both individuals and organizations use email as one of the primary communication tools. Outlook 365 is a personal information manager with the advantage of integrated components such as contacts (or people), a calendar, and a task manager. In addition, Outlook 365 is integrated with the OfÏce 365 apps. This gives the user the ability to utilize the other OfÏce 365 functions such as Word 365, Word 365 and PowerPoint 365. This integration allows professionals to pick and choose those functions and tools to best meet their communication needs. For example, a manager might compose a memo to employees and distribute the memo using Outlook 365 by simply attaching the memo to an email with a distribution list for the entire company or department, saving time and improving efÏciency. What makes Outlook 365 different from other email applications? Most email systems have the same basic functions: composing emails, attaching documents, and sending emails. Outlook 365 is unique in that, by itself, it is not a stand-alone email system, but it can work in connection with another email platform such as Microsoft Exchange, Gmail or Yahoo. For example, one can be a Gmail user, but be connected to Outlook 365 to get all the benefits. The advantage of using Outlook 365 includes security, as well as access to its email functions, the contact manager, the task manager, Lecture 3 2 the calendar, and integration to OfÏce 365. Since Outlook 365 is a webbased application, all of its functions can be accessed from most electronic devices that can connect to the internet, such as a smart phone, a tablet, or a laptop. This offers flexibility and consistency to the user. Below is a short 3 minute, 3 second video that overviews Outlook 365 and its email function. After watching this video:   Provide a brief overview of what you’ve learned about Outlook so far. Explain how you believe Outlook can be used in the workplace. Intro to Outlook 365 In the video you learned how to access Outlook and how to download the app to your computer as well. You learned about the calendar and people feature, and the importance of using folders to organize your messages. Workplace Scenario A health care worker includes a task to send a memo to a patient’s group of doctors on an upcoming date in Outlook. Outlook would notify the worker from her calendar notifications that the task is coming due, the worker could compose the memo in Word, include any pictures, attachments or web links associated with the patient file, compose a brief email explaining the situation, and send the document to any number of appropriate people. The worker could answer any questions he or she may receive via email in a timely manner, therefore improving communications and getting results for the patient. Lesson #1 Completed! Thank you! You have completed this lesson. Please scroll down to complete a short, ungraded Knowledge Check activity. Check Your Knowledge #1 1. Outlook 365 is strictly an email system. False 2. Outlook 365 can be described as a personal information manager. True 3. Outlook 365 can only be used on one standalone computer. False 4. Outlook 365 is a tool to help improve communications. True Lesson #2 – The Basics of Composing an Email Introduction In this lesson, you will review the correct methods for using TO, CC (Carbon Copy), BCC (Blind Carbon Copy), and the subject line as it relates to composing a message. This lesson will also provide you with some helpful hints for developing and using email as part of your communication strategy in your career. Lecture 3 3 Composing an Email Let’s start by reviewing the Outlook 365 email function. We will examine a variety of different areas and their correct usage, such as TO, CC, and BCC. By default, when you open Outlook 365, the email function opens and you are looking at the Inbox. When addressing an email, you must first make sure you have the correct email address(s). The TO line is where you input the email address of the primary person(s) to whom your email is intended to be sent. Simply type the person’s (or people’s) email address(s) in the TO line. Additional email addresses can be added by putting a semi-colon (;) after each email address. If you are using the People function in Outlook 365 you can look up a contact‘s email address. The CC and the BCC work the same as the TO line.  When using the CC (or carbon copy) function, make sure this is another person who is meant to see the message.  The BCC function is meant to include individuals you want to receive the message, but you do not want the main recipient to see. The subject line is very important when composing an email.  Always include a meaningful title in the subject line that relates to the content of the email.  It is a good idea to focus on one subject in the email to ensure that your subject line is specific and focused.  The subject line gives the recipient of the message an idea of what the message is about. Some examples of good subject lines might be: John Smith Employee Review Needs Your Attention, or Vacation Request.  Make sure that you remember to include a subject line. If you do not have one, or if your subject line is vague, it may result in your email being overlooked by the recipient. Things to Remember When Composing Emails  When composing your email message, you need to ensure that you use proper English and grammar. Think critically about your message and make sure it is worthy of the receiver’s time. Do not send vague or unimportant subject matter in emails.  Think about your message and outline the message before writing. Always start the email with a salutation or greeting. The greeting will depend on how well you know the person and how formal the message must be. For example, “Hello Bill” might be appropriate if you know this person well and you are on a first name basis. “Dear Mr. Smith” might be appropriate if you do not know the person well or this is a person in a high-level position.  Never type in all caps. Avoid using font styles and colors that are not easily read. Lecture 3    4 Keep the message on point and do not ramble. People will not read long emails, so if you have a subject that requires a great deal of time or much detail, compose a memo in Word 365 and attach the memo to an email. Always try to make your emails pertain to only one subject. Stay focused. After you compose the email always include a closing—such as Sincerely or Thank You or Regards—and your name. Before you hit Send, make sure to proofread your message for content, spelling and grammar. If necessary, have someone proofread the message. If the subject is very important, it is a good practice to save the email as a draft and leave it sit for a while and go back and reread. Once the message is composed and proofed, you can then hit Send. Below is a brief 2 minute, 59 second video on Outlook 365’s email functions. After you have watched the video, please provide a brief response to the following prompt:  Explain how you would apply the basics of composing an email in a workplace environment. Writing an Email in Outlook In this video you learned about the TO, CC, and subject lines. You also learned how to search for an email address in Outlook 365, and why it is important to pay attention to your grammar before sending an email. Lesson #2 Completed! Thank you! You have completed this lesson. Please scroll down to complete a short, ungraded Knowledge Check activity. Check Your Knowledge #2 Match the terms with the descriptions provided: Lecture 3 BCC 5 Blind Carbon Copy CC A line meant to include any email addresses besides the intended recipient. Subject line Ensure that this is specific and focused and speaks to the overall message of the email. Closing Examples of this would be “Thank you” or “Sincerely.” Salutation Examples of this would be “Dr. Mrs. Smith” or “Hello Susan.” People A function in Outlook in which one can save contact information. TO The location of the intended recipient’s email address. Send Once an email has been proofread, this function delivers the message to the recipient. Lesson #3 – File Attachments Introduction In this lesson, we will examine the ability to attach or insert files, photos, documents and weblinks into an email. Attaching or inserting documents and files is efÏcient and helps to improve the communication and distribution of important supporting information. We will examine how to attach and insert a file, what to do with large files, as well as provide a workplace example. How to Attach There are several ways a document, photograph, screen shot, or web address can be attached or inserted into an OfÏce 365 email. The Attach function in OfÏce 365 makes a copy of your selected document (Word, Excel, PowerPoint, PDF file, etc.). Then, once the email is sent, the email recipient must download that document in order to open, view or edit it. Below are the steps for attaching documents, photos and weblinks to an email: Attaching a document 1. Open the Outlook 365 email and right above the TO line look for the Attach function or the paper clip icon. 2. Click on either the paperclip icon or Attach button. You will be asked if the document is on the computer or in the cloud. Click on the appropriate location. 3. Once the location is opened, search your folders for the document or documents you want to attach. o You can select more than one document at one time and select different types of documents. To select multiple documents, click on the first document, then hold down the Ctrl key and click on the other documents you wish to select. After you have selected the documents, release the Ctrl key and click Open on the Lecture 3 6 bottom right-hand side of the email message section. Your documents will be attached just below the subject line. Attaching images and weblinks 1. Find the photo or the text of the web link you want to insert. Right click on the document and select Copy. 2. Go to the message section of the email and place the cursor in the message section and click Paste. Attaching media or large files When attaching/inserting files into emails, you need to be careful of the size of the files and the types of files. Photo and video files tend to be large. The same could also be said when attempting to send multiple Word, Excel or PowerPoint files.  Be careful as to how many documents are attached. If the file size is too big, the email system might not send or receive the files. If you want to remove a document, simply click on the X next to the document.  If the files are too big and won’t send, you can break them up and send multiple emails, create a ZIP drive, or put the documents in OneDrive and give the recipients permission to access them. Below is a brief 1 minute, 53 second video overview on attaching and inserting document and files into an Outlook email. When you are finished, please provide a brief response to the video.  Explain why attaching files is an important skill to have in the workplace. Attachments in Outlook In this video, you learned how to attach single or multiple files to an email. You also learned that one must be careful about the size or number of files to be attached, as they can affect whether or not an email is sent successfully. Why attach or insert files or documents? When communicating with others electronically, many times one needs to share additional or supporting information. Rather than retyping the document, attaching the document is faster and provides the recipient with the original document. If a valuable website is located, for example, it is much faster and more efÏcient to copy and paste the web link and let the receiver open the website directly. Earlier we discussed keeping email messages short and to the point. If you have a subject that is very detailed, a good practice is to develop a memo in Lecture 3 7 Word 365 and attach the Word document to the email. This allows you to keep the email short and focused and describe in brief the purpose of the attached memo. Workplace Scenario You are a manager of a company and need to develop a business plan. You need input from your managers and would like them to include a description of their plan, a financial forecast of costs and revenues, and a summary of the PowerPoint presentation they will use to present it. As a manager, you could develop the required templates in Word, Excel and PowerPoint and email these to your managers. In the email, you would attach each of these documents for the managers to use. The managers could open the documents and save them, work on them, and when completed attach them to an email and send them back to you. This way, you can open and save the documents and assemble the business plan. This provides for effective and consistent communications that saves time and effort for you, the managers, and the company. Lesson #3 Completed! Thank you! You have completed this lesson. Please scroll down to complete a short, ungraded Knowledge Check activity. Check Your Knowledge #3 1. You can select more than one document to attach at one time and select different types of files as attachments. True 2. When attaching a file or files in Outlook 365, you select the Attach command and then select the file’s location. True 3. You should always send documents mentioned in an email through the U.S. Mail. False Lesson #4 – Email Etiquette Introduction As professionals, we communicate in many formats, but our communication reflects on us as individuals and our organizations. Email communication is one of the most widely used tools in the professional world today. As such, professionals need to use it to be effective and to make one’s efforts as clear and as meaningful as possible. Examples of proper email etiquette include (but are not limited to) creating a proper subject line, including a greeting and a signature, and ensuring that your email is well-written and free of spelling or syntax errors. Lecture 3 8 Email Etiquette Tips As a career professional in any job, you need to keep emails professional and clear. Email is a communication tool, and the quality of your emails will determine how the message is accepted and will affect people’s impressions of you as a professional. Here are some general rules to keep in mind for professional emailing:          Always include a subject line. Make the subject line clear and focused directly on the subject of the email. Use a professional salutation or greeting. The degree of formality depends on how well you know the individuals, their position in the organization, and the importance of the subject itself. The less you know someone, the higher the person’s position, and the more important the subject, the more formal the salutation should be. Avoid jokes or humor. Stay away from politics and religion. Avoid texting formats (like LOL and BTW) and other word shortcuts when using email. Proofread and spellcheck. Today’s emails are considered formal communications, so avoid any slang and unprofessional acronyms. Do not type in all caps. This is the same as yelling. Use upper and lower case only where appropriate. Use a professional email address. Avoid email addresses that are too relaxed, such as “whiskychamp@” or “mrblue@.” If you do not have a professional email, then consider getting one. Think before you hit the Reply All button. There could be many people on the email and your reply might not be of interest to everyone included. Always send a new email for each different or new subject. Do not hit “Re:” from and old email to send a message on a new topic. For more on email etiquette read the following article, “The Dos and Don’ts of Business Email Etiquette,” by Sharon Schweitzer: The Dos and Don’ts of Business Email Etiquette Creating Signature Blocks Include a signature block in the email message. Signatures can be created so that each time you create an email the signature and any additional information is inserted. To create a signature block, please review the following steps: 1. In Outlook 365, click on the Settings icon (it looks like an assembly line tool) in the upper right corner in the banner line. 2. Click “View all Outlook settings” and choose “Compose and Reply.” Lecture 3 9 3. The Email Signature will be presented to you. Enter your name and any other information you might want to include, such as job title, or phone number and address. 4. You can change the font, font color and size to set the signature apart from the rest of the message. 5. Click Save. Below is a brief 2 minute, 43 second video demonstrating how to add a signature block to email.  When you are finished, please provide a response to this video, including why signatures are used in the first place. Adding a Signature Block In this video you learned about the importance of the signature block and what it provides to a professional email, and how to create one in both Outlook 365 and the desktop version of Outlook. Lesson #4 Completed! Thank you! You have completed this lesson. Please scroll down to complete a short, ungraded Knowledge Check activity. Check Your Knowledge #4 1. Briefly explain the danger of neglecting to proofread one’s emails in a professional context. (Sample answer: If you neglect to proofread your emails, grammatical and stylistic mistakes can be sent out, thus affecting your professional reputation. Important messages may be misunderstood as well. 2. Briefly describe what a signature lines provides an Outlook user. (Sample answer: A signature line allows a user to add a personal touch to his or her emails, while also providing important job-related and contact information.) Lesson #5 – Understanding Folders Introduction We have discussed using Outlook 365 as a communication tool and how you can become more effective in using it. Being organized is one method to help us improve our effectiveness and efÏciency. In this lesson, we will examine how we can use and create folders in Outlook 365 to organize and save the emails we send and receive. Using Folder Basics Outlook is a personal information manager, and one of its functions is the ability to organize and save email communication. Over time, you will send and receive many emails. Therefore, you need a way to save this information Lecture 3 10 and retrieve it, should you need it in the future. Outlook 365 provides the ability to use its default folders to help organize your emails. You can also add additional folders to meet your needs. Default Folders The default folders that come installed with Outlook 365 include Inbox, Save, Drafts, Sent Items, Clutter, Junk Email and Deleted Items. When an email is received, the email is automatically put in the Inbox. When you delete an email, it is moved to the Deleted Items folder until the user deletes the contents. To open a folder, move the cursor over the folder you want to open and double click. Once the folder is open, you can delete, save, or move the email to another folder. To delete files, right-click on the folder and you will see a command to Delete Folder or open the folder by doubleclicking on it and deleting each email one at a time. You can create and add your own folders and name them as well. Adding a folder can be accomplished by right-clicking on the + sign to the right of the Favorites; this will open a new folder. Click in the white space and type the name you want for the folder. Once the folder is established, you can use it like any other folder and move emails into it. To move an email into a folder, place the cursor on the email you want to move, hold down the left mouse button and move the email to the target folder, then release the mouse button. Below is a brief 2 minute, 46 second video demonstrating how to add folders to your email. As you watch the video, consider the following:  How is folder organization useful in the workplace? Folders in Outlook In this video we learned about the importance of using folders to prevent your inbox from getting overwhelmed. We learned how to create and name a new folder, how to add it to and take it away from your favorites, and how to delete it as well. Workplace Scenario Imagine you are a Health Services Administrator, and as such you communicate to many different types of employees: nurses, doctors, food service workers, to name a few. You also send out many emails on many different topics to these groups; some employees might all get the same email, but most of the time emails will have messages specific to a group or person and the email might be about a specific patient. It would be impossible to keep track of these emails, so you need a way to organize and follow up on the information. To get Lecture 3 11 organized you could set up a folder for each group—for example, one folder for nurses, one for doctors, one for food services and so forth. As emails are sent or received to any of these groups, they could be moved and saved in the appropriate folder. If you didn’t set up these folders, you would have to scroll through the entire Inbox or the Sent Files folder in the hopes of finding the email you are looking for. Lesson #5 Completed! Thank you! You have completed this lesson. Please scroll down to complete a short, ungraded Knowledge Check activity. Check Your Knowledge #5 1. All folders must be set up by the user. False 2. Users can add and create new folders. True 3. Adding and using folder helps the user be more organized and efÏcient. True 4. The user can move emails to different folders by picking up the file with the mouse and dragging it to a new folder. True Lecture 3 12 Lesson #6 – The People Feature in Outlook Introduction The People section of Outlook 365 contains contact information such as names, phone numbers, email addresses and much more. It is seamlessly integrated into Outlook 365, so the user can click on the email address of a contact and watch it automatically populate the TO line in an email. Using Contacts Outlook 365 does much more then provide email. As a personal information manager, other tools are available to assist the user in keeping information together in one app and integrated with the other more common functions, like email and the calendar. Outlook 365 has a contact manager called People. This function is in the Outlook 365 panel on the left-hand side on the lower part of the page. Once you are in the People section, you can keep information on each person you come in contact with via email. You can add, delete and edit the contacts. Often, contacts and their information are preloaded by your organization. For example, at Bryant & Stratton, you can often find information on the campus location and the title of an organization member simply by hovering over the contact with your mouse. The ability to access contact information gives you a one-stop location for the information you may need without going to another app. In addition to creating and keeping your contact information, you also can create groups. For example, as a Health Services Administrator, you might have many individual contacts and need the ability to send emails to groups of people such as managers, nurses, or State Tested Nursing Aides (STNAs). In the People section, you can create groups and give them a title you prefer and add your individual contacts to them. The People section also includes the ability to import and export contact information from other sources. In the People section you can store names, titles, email addresses, physical addresses, organizations, and notes, or even schools, hobbies, and anniversaries. The flexibility to use as much or as little as you need or want gives the user the ability to be in command of the information important to them. Using the People function helps professionals stay organized with all the useful information in one location. Due to Outlook 365’s web-based nature, all of the contact information in the People section is always available from any device connected to the Internet. Lecture 3 13 People Menu and Interface Once in the People section, you can now enter contacts by clicking on the New Contact button, located in the top-left corner of the screen. Once your contacts are entered, you can now create Lists or Groups. A List is used by and accessible to the user only. A Group is a list of contacts that can share information and interact for collaborative work. You can also manage your contacts and Groups and set up Favorites. Again, the ability to be flexible and set up the contacts to meet the user needs provides the ability to be more efÏcient and effective in your communication. Creating and Managing People To add a contact in the People section, please review the following steps: 1. Click on the People icon. 2. Once the People section is open click the New Contact, which will open the contact section. 3. Enter the information you want to capture. a. First name b. Last name c. Organization or Company d. Email address e. Phone f. Address g. Other information h. Notes 4. Once all the information is entered, click Create. 5. To edit the contact information, click the ”Edit Contact” button. a. Make any changes or add new information. b. Click on Save. 6. Once your contacts are in the People section, you can now create Lists or Groups. Lecture 3 14 7. To create a List or Group: a. Select either New Contact List or New Group. b. Give the List or Group a name c. In the case of a Group, create an email address for the Group. d. In the case of a List, type in the name or the person you want to add, and from here a list of contacts will appear and you can select the contacts to add. e. The editing process for Lists and Groups is the same as for contacts. Below is a brief 2 minute, 53 second video on using and developing contacts using the People feature in outlook. When you are finished, please provide a response. In your response:  Summarize how the People section might be useful in the workplace. People Feature in Outlook In this video, you learned about how to add a contact in Outlook 365. You also learned about the difference between Lists and Groups, and how to create each. Workplace Scenario A manager for a mid-sized company interacts with many people, such as employees, managers, vendors and customers. In addition, the manager sometimes travels out of town on business. When out of town, the manager is in constant communication with his contacts. Over time, the manager has built a list of contacts in his Outlook 365 app and keeps them up to date. When the manager is traveling, there is important product safety information that she must provide to other managers and to customers. Since the manager has a List in Outlook 365 of customers and managers, she can open Outlook 365 email, click the TO option, select the vendor and customer list, and the emails for all the contacts will be inserted in the email’s TO line. The manager can now attach any related documents, include a subject line, and compose an email. And the manager can access all of it from her phone, tablet or laptop, and not worry about carrying all the needed information each time she travels. This manager saved time, had accurate and up-to-date information in Outlook 365, and could send the information in a timely and efÏcient manner. Lecture 3 15 Lesson #6 Completed! Thank you! You have completed this lesson. Please scroll down to complete a short, ungraded Knowledge Check activity. Check Your Knowledge #6 1. When using Outlook 365, users must download Outlook email and People on each device they might use. False 2. In Outlook 365 the People section is for contact information. True 3. When using the People section, you must fill in all the fields in the contacts to use the contacts. False 4. The People section in Outlook 365 is integrated into the email function. True Lesson #7 – The Calendar Introduction In this lesson, we will look at the functions and benefits of the calendar feature in Outlook 365. The calendar is integrated with both the People and the Email functions. When using the calendar, professionals can schedule a meeting and send an invention to individuals, who can then accept the meeting request, which will place it on their calendar. This type of scheduling helps to improve communication in an organization, leading to effective and efÏcient uses of time. Using the Calendar As we stated in the People lecture, Outlook 365 does much more than provide email, and the calendar feature makes this clear. The link to it is located in Outlook 365 on the lower left-hand side of the screen. Creating a calendar event or meeting To open the calendar, click on the calendar symbol. When the calendar opens, the current day will be displayed. You have the option to change the view to day, week, or month, as seen in the image below. Lecture 3 16 You can view the calendar for the current month or move forward to a future month to find a specific day. The monthly calendar is on the left-hand side and you click on the day you would like to schedule. Once you select the day, select the time you want to schedule and type in the name of the event or appointment. Another powerful feature of the calendar is the ability to invite others to a meeting. To invite others, simply double-click on the time of day. This will open a new window (See the image below). In it, name the event, provide a location, select the day and time. Now move to the ”Invite Attendees” line, click on it and start typing (or search for) the email addresses of the attendees. You can also attach documents to the invitation. When you have completed the invitation process, click the Save icon on the top left of the window. Once you have saved the scheduled appointment, an email will be sent to those individuals or Groups. Those who have received the invitation will receive an email, which they can open, read and accept, and the appointment will then be placed on their Outlook 365 calendar. Using the integrated calendar provides professionals with the ability to stay organized while managing time and resources. Below is a short 3 minute, 36 second video on using the calendar function. As you watch, consider the following:  Describe how sending meeting requests and adding attendees to them will be an important skill to learn in your future career. Lecture 3 17 Calendar Feature in Outlook In this video, we learned about how to change the view on our calendars (from day, to week, to month), how to create a meeting request, how to include attendees on that request, and how to edit it once it’s been sent out. This is a helpful tool for collaboration. Workplace Scenario Think about the manager from the scenario in the previous lesson. The manager sent important safety information to managers and customers. After receiving information from customers, the manager felt it was important to meet with the managers and develop a plan of action. Using Outlook 365, the manager opened the Calendar, selected the day, time and location of the meeting. She selected the appropriate managers to invite, attached a document for the team to review, and sent the invitation to them. When the managers received the email, opened it and accepted the meeting request, this placed the meeting on everyone’s calendar. Outlook 365’s email, People and Calendar features allowed the manager, in a matter of a few minutes, to determine when and where a meeting could take place, and to send an email to the managers. The managers in turn received the email and accepted the meeting request. Lesson #7 Completed! Thank you! You have completed this lesson. Please scroll down to complete a short, ungraded Knowledge Check activity. Check Your Knowledge #7 1. When using Outlook 365 a different calendar from another program needs to be installed. False 2. You are required to copy in your attendees’ emails from outside of Outlook when creating a meeting. False 3. You can create multiple calendars in Outlook 365. True Conclusion Most email systems have the same basic functions: compose an email, attach documents, and send the email. Outlook 365 is unique in that, by itself, it is not a stand-alone email system, but can work in connection with other email platforms, such as Gmail or Yahoo. For example, one can be a Gmail user, but be connected to Outlook 365 to get all the benefits. Since Outlook 365 is a web-based application, all of its functions can be accessed from most electronic devices that can connect to the internet, such as a Lecture 3 smart phone, tablet or laptop. This offers flexibility and consistency for the user. 18