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In Outlook 2010 Essential Training, author Karen Fredricks provides in-depth instruction on the key features of Outlook 2010. The course shows how to master fundamental Outlook features including sending and receiving email, creating an address book, and scheduling activities and tasks. It also covers basic administrative tasks including backing up the data file, setting up email accounts, and organizing data both manually and automatically.
If you're already familiar with sending e-mail using another program, then you will find that things look pretty much the same in Outlook, however, Outlook also contains every imaginable bell and whistle you can think of, if you want to jazz things up a bit. I am going to start by sending a simple e-mail; we do that by clicking the New Email icon on the ribbon bar. The new e-mail message pops forward. Now if we are sending this message off to someone that we have sent e-mail to in the past, we can begin simply by typing in the first latter of that person's name. In this case, I am sending to Greg, and I choose his name, and I am good to go. At this juncture, we normally type in a subject, but I am going to forget to put that subject in this time, and go ahead and try to send my e-mail. Outlook has my back and prompts me: Do you want to send this message without a subject? If I really wanted to, I could send it anyway, but for now I'm choosing not to send it. I am going to click on Don't Send. When composing a subject, it's important to come up with something that will make sure that your e-mail is actually going to be read. So I'm going to type in, and at this juncture I could type in the body of my message, and click the Send button, and off my message hurdles through cyberspace. Now this time I am going to go a little fancier. So once again, I am going to click the New Email icon on the Ribbon, and once again, I'm going to see the New Email form. This time I'm not sure if that person's name is going to appear when I type in a letter, so I am going to click on the To button. When I click on To, my Address Book's opened, and it's important to notice that Outlook has a variety of address books; for example, if you're using another program like @salesforce, you might have a salesforce address book. In this case, I am just going to look under my Contacts and see if I can find my contact there. So I am going to type in the first couple of letters of her name and sure enough, there she is. I could double-click her name, click OK, and I'm good to go. If I want to send this e-mail to a second person, I could separate the names by a semicolon and type in another name. Now sometimes I like to send this e-mail to more than one person, so I might add additional names in the Cc line. Now it's important to note that any other names will be revealed to all the recipients of this e-mail message. So if I send this to Alberto, he will also see Lucia and Greg's e-mail addresses. Sometimes I prefer to send things using a BCC, which means that those e-mail addresses won't be revealed to all the recipients; for example, I might be sending a message to a long list of recipients. I don't want them to have to read through row upon row of e-mail addresses. So in this case, I go to the Options tab and I click on BCC. It shows me the BCC field, and now I can include as many BCCs as I want, and not have to worry that all my recipients will be seeing all of those addresses. So once again, I'm going to type in a subject line and fill in the body of my e-mail. Now you might have noticed that my signature showed up automatically. If you're interested in creating e-mail signatures, I have created a movie on that, but for now, we are going to assume that you have already those signatures. If you want to change it, you can simply click on the Insert tab, click on Signature and switch to a different signature. One of the nice things about Outlook is we can use it to track multiple e-mail accounts. In this case, Olivia is sending this e-mail from her business account, but she might want to send from her personal account. She can do that by clicking the From icon and choosing her other e-mail address, and now this message will come from her Gmail account, and all replies will be going back to her Gmail account. Outlook comes with a couple of other options, which I find particularly handy, and you will find them on the Review tab; for example, we have a Spellchecker, which you can click to make sure that all your words are spelled correctly, and we have a Thesaurus, in case you can't think of just that right word. Sending e-mail in Outlook is a quick, easy and fast way to get your message across to someone. Once again, Outlook has covered all the bases and allows you to send anything, from the simplest of text to a fully formatted work of art.
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