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In Outlook for Mac 2011 Essential Training, author Alicia Katz Pollock provides a comprehensive overview of the full-featured email, calendar, and scheduling application from Microsoft. The course covers the key fundamentals of the program, including sending and receiving email, creating and managing contacts, and scheduling tasks and appointments. It also covers Outlook 2011 organizational features such as the Media Browser, Conversation view, My Day, the Scrapbook, and more.
Do you ever send emails to a list of people all at one time? Maybe you have a workgroup in your department or you're a member of a club. You don't have to type in everybody's name one at a time every time you send a new email. instead use a contact group to address the message to everyone at the same time. To create a contact group, click on the second button in the Home Ribbon. You can also go up to the File menu, choose New, and Contact Group. A window will appear with the title Untitled Group. Add a descriptive name for the group, but make it something short and easy to type.
This is what you'll use to address the email message later. I'll use Fun Day for the team project that I am working on. If I want to hide all the email addresses from the members of the list, click this checkmark to use Bcc to hide member information. This is good etiquette, unless all the members have a need to see the list of names, and because my group is a business project I'll leave it unchecked. Now let's go down to the Name box and I'll double-click to add my first name. I'll type in the name and if they are already on my Contacts list, their name will auto fill.
When this list displays, you can click on her name or if the correct name is already highlighted in blue, you can just press the Tab key on your keyboard to accept the entry. With either of these two actions, the email address will fill in automatically. If you're typing in a new name, just keep typing and that list will eventually disappear. Then click in the email box or press Tab on your keyboard and type in the email address. You can also copy and paste it from another source if you'd like. You can also add names by dragging them from your contacts list and in addition to clicking in the boxes you can also use this Add button to start another name.
If you want to remove a name from the list, use the Remove button. Do not click this Delete button by accident. It's actually there if you want to delete the group entirely. You can also categorize the entire group by picking the category off of this list. I'll select Fun Day. If you want to flag the group for any reason, there is a button right here for that. You can use this button to send an email right from this window or click here to invite everyone to a meeting. We'll cover meeting invitations in detail in a later video. When you're done adding names to the list, use the Save and Close button to shut the window.
Your group will now show in your Contacts list. The beautiful part is putting this group into action. Click on the New button, drop it down, and choose Email Message. In the To box, type the name of your new group. When it appears, click on it or press Tab to accept it as it auto fills. When you send the message, it will automatically be addressed to everybody on your list. Creating groups for sending bulk emails is a great timesaver. Be sure to make groups for your co-workers, friends, and family.
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