Teen Challenge SA Inc – Murray Bridge
Introduction To Email Using MS Outlook
Instructor: Kylie Willison
Contents
Introduction
Sending and receiving email
Replying to email
Sending and receiving email attachments
Creating a personal folder
Spam
Email security
Creating a contact list
Sending email to contacts in list
Creating a distribution list
Sending email to distribution list
Creating an auto signature
Email has been around since the early days of the Internet in the 1960s. The word email is short for electronic mail. You can recognise an email address by the @ symbol in it. For example is my email address. You will be told your email address at the start of the session.
Open Microsoft Outlook email program and we will talk about the various parts of the program. Pictured below is the inbox. The inbox is where all your incoming emails are.
Now we are going to type our first message. Click on the 'new' button in the top left hand corner of the screen.
Choose someone in the class to send an email to. When you've typed the message click on the send button. Click on the 'Send/Receive' button to get new messages. The number in brackets next to the inbox shows the number of new (unread) messages in your inbox.
Continue sending messages to everyone in the class.
Double click on the new message to open it. Read the message and click on 'reply' to reply to it.
Keep practising sending messages to each other and replying.
Attaching A File To An Email
Click on the 'new' button to open a new mail message. Type in the address, subject and message.
Choose the file you want to attach to the email and click on it.
Click on the 'insert' button. This is what the email message looks like now.
The message is ready to send. Click on the 'send' button. The message and the file with it are now being sent. More than one file can be sent with an email however you do need to watch the size of the files you're sending. Files sent over a dial up Internet connection will take much longer than those sent over a broadband Internet connection. It also takes time to receive these files don't forget that the person you're sending to may not have a fast (broadband) Internet connection.
Receiving An Email With An Attachment
You may need to click on 'Send/Receive'. Double click on the email with an attachment to open the email. You can tell that an email has an attachment because it has a paper clip next to it.
Click on the 'file' menu. Click on 'Save Attachments'. Save the file in your My Documents folder. Open My Documents folder.
Email attachments can be pictures, music, word processor documents, small games etc. Viruses are most commonly spread via email as email attachments. Antivirus software is set up to scan emails for viruses as they are being received. Each workplace may have a different set up. Home computers are set up differently again. If you're not sure if the file has been scanned by your antivirus software, scan it now.
Once it has been scanned, double click the file to open it. You can now use the file on your computer. Eg. edit it and send it back to the person who sent it to you, print it out, keep it for later reference.
Creating A Personal Folder
Click on 'personal folders', click on 'file' menu, go to new, click on folder.
Click on 'ok'. Your new folder has been created. Emails can be stored in this folder. Filing emails in folders helps to keep them organised and makes it easier to quickly look through and deal with what's in your inbox. To move an email to your folder – click on 'inbox', drag an email to your folder listed on the left hand side of the window.
Junk/Spam Email
Modern email programs will attempt to filter emails as they come in. Junk email is referred to as spam. These messages come from all over the world. Sometimes legitimate emails are accidentally filtered into the junk email folder. Click on the junk email folder to see what is in it. If there is a legitimate email you would like to take out of there drag it to your inbox or your own email folder. You may not receive many junk emails at work however this can be quite a problem with a personal email account.
Email Security
Never open an attachment with an email
from someone you don't know
someone you're not expecting to receive an email from
someone or somewhere unrelated to your work (or home)
if it looks suspicious
It's just not worth breaching the security of your computer or network for one email. If you delete an email which was legitimate then simply ask the person to send it again.
Creating A Contact List
Click on 'Contacts' in the bottom left hand corner of the screen.
Click on 'File', go to 'New', click on 'Contact'.
Type in the contact's information. Add a class member's name and email address. Click on 'Save and Close'. Repeat previous step to add more contacts. Add all of the class members.
Your contact list will look like this:
Sending An Email To Everyone On Your Contact List
If you're in the 'Contacts' screen click on the 'Mail' button. Click on the 'File' menu and click on 'New' (for a new message). Click on 'To'.
Click the first contact in the list and click 'To'.
Repeat this until all contacts have been added then click 'OK'. Now you can type and send your message as usual. You can also send attachments to your whole contact list.
Creating A Distribution List
Click 'File' menu, go to 'New', click 'Distribution List'. Click 'Select Members'. Choose the members from your contacts to go in your distribution list. Click on the contact's name, click 'Members'.
Repeat this until the needed contacts have been added then click 'OK'.
Click in 'Name' box, type a name for your Distribution List. E.g. Clients or Team Members.
Click 'Save and Close'. The Distribution List is now created.
To Send An Email To the Distribution List.
Click the 'New' button to bring up a new mail message. Click 'To'. Click name of distribution list 'Clients', click 'To', then click 'OK'. Type your message and send.
Using Help To Create An Auto Signature
Click on the 'Help' menu, click on 'Microsoft Office Outlook Help'. In the 'Search For' box type: “create a signature” and press enter. In the search results click 'Create a signature for messages'. Read the instructions through and then follow the steps listed for creating a signature.
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