In this video, author Megan Hoffman demonstrates how to specify the sending account, show or hide the From and Bcc fields, send a message to a contact group, configure voting and tracking options, specify message content format, set a reminder for message recipients, specify the sent item folder, and configure message delivery options. Master these MOS objectives as a part of your prep for the MOS Outlook 2010 exam.
- [Instructor] In this video, you'll learn to create and send email messages. For the MOS example you'll need to know how to specify the sending account, show or hide the From and Bcc fields, send a message to a contact group, configure voting and tracking options, specify message content format, and configure message delivery options. These are all important for the MOS exam, so you can see I've tagged each one with a MOS icon. So the first objective, is to specify the sending account. There are really two layers at which we can do this.
I'm gonna start by showing you the account settings and then we'll also look at this within a message. So I'll start by clicking the File tab, this first drop down under Account Information specifies the mail accounts that I can work with here. Notice I can also add an account. You can see that email@example.com is my default email account. Just below that I can dig into Account Settings and then choose Account Settings to see all of the set up. I could add a new account here and I can also switch which account is the default.
So I could choose Jennifer Dawson's account and click set as default if I choose. What this is really controlling, is that when I click New E-mail, the message will be coming from the person set as default. I'll go ahead and leave this set as Chong and close the box. So the second layer at which we can control this is within an individual email. For this, I'll go ahead and click the New E-mail button on the ribbon. Now that I'm in an email message, I notice the From field at the top. So because Chong's account was the default, it's automatically set as the From for this email message.
If I want to send this email from someone else, I can click on From and quickly change to another sender. This all assumes that I have permissions to these other accounts, which I do in this case. I'll go ahead and set the From back to Chong and continue from here. So the second objective includes showing the Bcc field. You'll notice that the From field displays, we can also see the To field and Cc field. To add the Bcc field, you always need to use the Options tab of the Ribbon.
You can see I've already clicked on Options and here's the Bcc field, I'll just go ahead and click to add that. And now that appears as part of my message window. Bcc will now always be turned on as I create new messages. My task is to create a message to Cecilia, Where I'll Cc Jennifer and Bcc David. I'll go ahead and click the To button and work from the Address Book. Notice when I click the Address Book down arrow I get several choices as to where I'd like to send from.
I'll go ahead and choose the Global Address List, that's the one that my company has set up and my IT maintains. If you're connected to an Exchange server you'll see this. If you want to use your own contacts, then you would instead choose the Contacts option. You can see all of these appear under Chong's name. So in this case, I'll go ahead and choose the Global Address List. I wanted this to be to Cecilia. I'll select Cecilia and select the To button. I wanted to copy Jennifer, so I'll select Jennifer's name, Jennifer Dawson is the Jennifer I wanted.
And I'll click Cc. And then I wanted to Bcc David. So I'll select David and choose Bcc. From here I'll click OK. So what do all these fields mean? If you find yourself in the To field on an email, that means you're the one who's supposed to respond or take the action. If you find yourself in the Cc field, this is simply a carbon copy, and you're just being kept in the loop. Anything that's put in the Bcc or blind carbon copy field is actually invisible, so the other senders don't know that David Rivers is receiving this email.
The next objective in this section is to send mail to a contact group. I can go ahead and click the To button again. As I look through the Global Address List, I notice I have a group for IT Support. I'll go ahead and select IT Support and click on Cc to copy the IT Support group. And then I'll click OK. Notice that IT support shows up with a plus sign next to it so that you know it's more than one person. You can always click on the plus sign to expand the group, if you'd like to see who's in the group.
I'll add a Subject called Handbook. My next task is to save this as a draft. That means I'd like to come back to it later. I can do this just by clicking Save at the top of the screen and then clicking the X to close this message. It will now be in my Drafts folder and I can come back to it any time. The next objective is to configure voting and tracking options. So my task here is to add voting options to the draft called Lunch Meeting. Note that Outlook requires you're connected to an Exchange server to work with voting options.
I can tell that I'm connected to an Exchange server by the message in the Status Bar. I'll click on my Drafts folder at the left and I'll open the message called Lunch Meeting. I can see that this has been addressed to the IT Support group and a brief message has been indicated. Next, I'll add the voting button so that they can vote between Spaghetti, Fettuccine, or Italian Beef. To do this, I'll click the Options tab. Click Use Voting Buttons. Notice there are some default options, Approve;Reject, Yes;No, Yes;No;Maybe, it's always important to note that these are separated by semicolons.
I'm about to set up a custom option, and I'll need to do the same, separating my choices with semicolons. I'll click on Custom. In the Use voting buttons section, I'll delete the text that's already there and then I'll add my choices. I'll start by entering Spaghetti, I'll type a semicolon and a space, I'll type Fettuccine semicolon space, and then Italian Beef. From here I'll click Close to close the box. Notice the message bar that says, You have added voting buttons to this message.
Next I'll save and close the draft. The next objective is to specify message content format. My task is to reply to the Committee Chair email and set it as Rich Text. I'll go back to my inbox, I've already got the Committee Chair email selected, I'll click Reply, to set it as Rich Text, I'll click the Format Text tab on the Ribbon. Notice the three options within the Format section. I'll go ahead and choose Rich Text.
I can set this for an individual message within the email, like we just did, or I can change the default, by going under File, and Options, and looking in Mail Options. So just keep that straight when you're going through the MOS exam, you want to pay attention to whether you're being asked to change it for an individual message or for all of Outlook. So our next objective is to set a reminder for message recipients. For this, I'll click the Message tab, click the Follow Up down arrow, and choose Add a Reminder.
It's important to note, there are two sections of this box. The top section specifies that I can Flag for Me, and set my own reminder, my own flag, my own type. The second part of the box, is to Flag for Recipients. I'm going to uncheck Flag for Me, mark Flag for Recipients, and then set the reminder. In this case, I'm setting it to Reply, and I'm setting the reminder for Wednesday at three o'clock. And then I'll click OK.
Notice the Info bar that specifies the reminder that's been set. The next objective is to specify the Sent Item folder. For this, I'll click the Options button and choose Save Sent Item To, you can see that it's set originally to use the default folder, you might be asked to set it to Do Not Save or to choose another folder. And you can see when I choose another folder, I get to choose. For this example, I'll choose my Archive folder under the Inbox.
And then I'll click OK. The last objective in this section is to configure message delivery options. There are several things that I could do here. I'm already on the Options tab, so I'll just note a couple of these. I could Request a Read Receipt by checking the box. This means that when it sends to the recipient and they read it, it will prompt them to send me back a receipt. Keep in mind they can click Yes or No to that. Read receipts can be popular for important messages. You can request a Delivery Receipt as well, but this just tells you that they received it.
You can delay the delivery, I'll go ahead and click the Delay Delivery button. And notice the Do not deliver before. You can set a date and time there. You can also set a date and time when the message should expire. You can choose where replies go, so if someone replies to this message, maybe I'd like to select a different name. So for this I can set that all of the replies go back to Dahlia, and click OK. We've already seen some of the Importance and Sensitivity options in a previous lesson. At the bottom, I can associate this with a Contact or a Category.
So this is a good box just to be familiar with. I'll go ahead and close the box. Now we got there by clicking Delay Delivery. But we also could have gotten there by clicking Direct Replies To, or the More Option. So there are lots of ways to get into that box. So that's our overview of creating and sending messages. You can see that there are lots of options that we can work with here. Just be sure that you spend some time going through the ribbon, going through those boxes, so that you're super comfortable finding these.
The key is always to be able to do this quickly during the MOS exam. So you always want to work on improving your time.
The course first explores the MOS certification program and highlights its cost, format, and objectives. Megan then explains how to manage the Outlook environment by customizing the interface, printing and saving information, and searching in Outlook. Next, learn how to manage email messages (including creating, formatting, and organizing messages), create contacts, and manage calendars (including appointments, meetings, and events). Finally, find out how to work with notes, tasks, and journal entries.
Challenge exercises are included along the way, and the course concludes with a full-length practice exam.
- Preparing for the exam
- Managing the Outlook environment
- Printing and saving information
- Creating and formatting email messages
- Creating Quick Steps
- Cleaning up the inbox
- Managing rules
- Creating contacts and groups
- Creating appointments, events, and meetings
- Managing tasks and notes
- Taking a full-length practice exam