Microsoft Outlook 2010: Email - Constant Contact

Microsoft Outlook 2010: Email

Prepared by Felician Sisters Information Technology

Microsoft Outlook Overview

Microsoft Outlook 2010 is a Personal Information Manager. It's used to manage email messages, appointments, events, meetings, names and addresses, tasks, and notes.

Navigating in Outlook

Outlook's major components are the Mail, Calendar, Contacts, Tasks, and Notes. Information in Outlook is stored in folders. There is a folder for each of Outlook's components. These are shows in the lower left side of the navigation pane. The Mail module is the default when Outlook first starts.

Component Mail Calendar Contacts Tasks Notes

Description Shows received e-mail messages. Used to schedule appointments, events and meetings. Displays an address book for storing names, addresses, phone numbers etc. Displays a To Do list for business and personal tasks. Used to write quick notes, reminders or ideas.

Navigation Pane

List View

Microsoft Outlook 2010: Email (Nov. 2016)

Reading Pane

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The Mail module's look can be customized (i.e. you can turn the Reading Pane at the far right on and off or have the Reading Pane be at the bottom under the list of emails instead of on the right side) so yours may look a little different but, in general, the above picture is what the Mail module looks like.

The Navigation Pane is actually made up of two sections: an upper window area and a bottom section made up of buttons. Each button on the bottom section corresponds with one of Outlook's major components. To navigate to another Outlook component, simply click on the button.

The Favorites shortcut at the top of the Navigation Pane can include any folders you want. You can right click on any mail folder to add it to your Favorites

The Reading Pane by default it is on the right but it can be moved to the bottom or turned off by clicking the View tab and then clicking Reading Pane.

Creating E-mail The easiest way start a new Email messages is to make sure you are on the Home tab and then click

New Email.

To send an e-mail to someone you must know his or her e-mail address. You can send e-mail to more than one recipient at a time by separating them with a semicolon. The Cc line (carbon copy) and the Bcc line (blind carbon copy) are optional. The subject line is technically optional, too, but it's good practice to use it. Below the Subject line is where you type the body of your message.

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You can either type the e-mail address(es) in directly or you can pick and choose them from an address list by clicking "To...". The latter is preferable so that you don't mistype them as mistyped email addresses cannot be sent.

You can choose e-mail addresses from the Global Address List which is the default. This lists everyone whose e-mail ends with either @. Make sure it says Global Address List as the first part here!

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Or you can choose people whose e-mail addresses you have put in your Contacts or "Personal Address Book". Typically these are addresses that don't end with @ but end with @madonna.edu or @ or @ or @ or @ or something else. Change it to say Global Address List as the first part here!

Sending E-mail After composing an e-mail, you must send it. Click the Send button to send it. Outlook doesn't immediately send messages; they first go to the Outbox. After a message arrives there, Outlook usually sends it immediately but it sometimes waits until certain conditions are met.

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Receiving E-mail Items in Outlook's Inbox are e-mail messages you have received. When you receive an e-mail, it appears in your Inbox. As mentioned earlier, the mail module's look can be customized so yours may look a little different but, in general, the picture below is what the Mail module looks like.

Replying to E-mail After receiving an e-mail, you can Reply or Reply to All. These options are near the top on the Home tab. If you reply, Outlook automatically puts the sender's e-mail address in the To box so you don't need to type it, and the subject gets prefixed with "RE" to indicate that this is a reply message.

Forwarding E-mail After you receive an e-mail, you can Forward it on to a third party. This option is near the top on the Home tab. When you forward an e-mail, the subject automatically gets prefixed with "FWD" and the original message is included with the ">" sign before each line. You can control this; however, by choosing clicking the File tab near the top, then clicking Options, then clicking Mail and then scrolling down.

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