Objective 2. Read and Respond to E-mail

1.

Locate and insert the CD that came with this textbook. From the Start menu, click My Computer, create a file folder named Outlook for your Outlook files on the storage location that you will be using for your projects in this chapterfor example, on your USB flash drive, your diskette, your hard drive, or a network drive that has been assigned to you.

2.

From My Computer, navigate to the CD and display its file list, point to the go_outlook2e_2003_datafiles application, and then right-click to display a shortcut menu. On the displayed shortcut menu, click Open. In the WinZip Self-Extractor dialog box, click Browse, navigate to the folder you created in Step 1 and click to select it, click OK, and then click the Unzip button.

3.

When the unzip operation is complete, click OK, and then click the Close button. Close My Computer. Your files are ready to use for the Outlook projects in this chapter.

4.

In the Navigation Pane, click the Mail button . Under Favorite Folders, click Inbox to make the Inbox folder the current folder.

5.

From the File menu, click Import and Export.

The Import and Export Wizard dialog box displays. A wizard is a tool that walks you step by step through a process.

6.

In the Import and Export Wizard dialog box, under Choose an action to perform, click Import from another program or file, and then click Next.

7.

In the Import a File dialog box, under Select file type to import from, click the down scroll arrow until the lower portion of the list displays.

8.

Click Personal Folder File (.pst), and then click Next. In the displayed Import Personal Folders dialog box, click Browse.

9.

In the displayed Open Personal Folders dialog box, click the Look in arrow at the right edge of the Look in box to view a list of the drives and folders available on your system. See Figure 1.9 as an examplethe drives and folders displayed on your screen will differ.

Figure 1.9.

10.

Navigate to the drive and folder to which you unzipped the Outlook files in Steps 1 through 3. Locate o1A_Inbox, and click once to select it. Then, in the lower right corner of the Open Personal Folders dialog box, click Open.

The Open Personal Folders dialog box closes, and the path and file name display in the File to import box. Under Options, Replace duplicates with items imported is already selected.

11.

Click Next and compare your screen with Figure 1.10.

Figure 1.10.

The Import Personal Folders dialog box displays the folder structure for the file you are going to import.

12.

Click Finish. If a Translation Warning dialog box displays, click OK. Compare your screen with Figure 1.11.

Figure 1.11.

(This item is displayed on page 76 in the print version)

The Inbox displays the imported messages. Icons next to the message sender indicate whether the message has been read or not.

1.

Look at the Inbox, and take a moment to study the messages shown in Figure 1.11.

Messages that have not yet been read or opened are displayed in bold, and the icon at the left of the message shows a closed envelope. After a message has been read, the bold is removed and the icon changes to an open envelope. The Unread Mail folder contains all the new, unread messages in the Inbox, and the number following it indicates that there are four new items.

2.

Locate the second message in the Inbox, which is from Joyce Walker-MacKinney and has as its subject Conference presentation. Click it once to display it in the Reading Pane.

After you view a message in the Reading Pane, Outlook considers its status as read after you move to another message. The first message indicates that you have read itthe bold has been removed and the icon displays an open envelope. The Conference presentation message is too long to display entirely in the Reading Pane; however, you can scroll down to view the remainder of the message. Or you may prefer to open the message to read it.

3.

Double-click the Conference presentation message to open it. Alternatively, right-click the message, and click Open. Compare your screen with Figure 1.12.

Figure 1.12.

A separate window opens and displays the message, which is the Message form. The gray area above the text of the message contains the message header information, which includes the sender's name and the date of the message.

4.

In the vertical scroll bar of the Message form, click the down scroll arrow or drag the scroll box down until the lower portion of the message displays.

5.

Hold down and press to move the insertion point to the end of the message.

You can use a number of different keystrokes to move the insertion point within the message, as described in the table in Figure 1.13.

6.

Press until the insertion point is at the top of the message, and then, on the Message form title bar, click the Close button to close the Message form.

7.

Locate the third message in the Inbox, which is the message from Joyce Walker-MacKinney with the subject heading Monthly Faculty Meeting, and then open it by double-clicking.

8.

Close the Message form, and then view the remaining Inbox messages in the Reading Pane.

1.

From the Tools menu, click Options. In the Options dialog box, click the Mail Setup tab.

2.

Under Send/Receive, click to clear (remove the check mark from) the Send immediately when connected check box, and then compare your dialog box with Figure 1.14.

Figure 1.14.

3.

Click Send/Receive. In the displayed Send/Receive Groups dialog box, under Setting for group "All Accounts", clear both Include this group in send/receive (F9) check boxes. If necessary, clear both Schedule an automatic send/receive check boxes. Click Close.

4.

In the Options dialog box, click OK to close the dialog box.

Outlook is configured to store all sent messages in the Outbox.

5.

In the Inbox, select the message from Joyce Walker-MacKinney that has the subject Monthly Faculty Meeting to display it in the Reading Pane. Then, on the toolbar, click the Reply button .

A Message form displays. Outlook adds the prefix RE: to the subject and title of the message. RE is commonly used to mean in regard to or regarding. The text of the original message is included in the message area of the form, and Outlook places the sender's e-mail address in the To box. Compare your screen with Figure 1.15.

Figure 1.15.

6.

With the insertion point at the top of the message area, type Joyce, and press two times. Type I have scheduled the faculty meeting for next Wednesday at 2 P.M. Press two times, and type Darron

A message reply is typed above the original message so that the recipient does not have to scroll down to see your reply. Note that you can click the Maximize button on the Message form title bar if you want to see more of the message as you type.

7.

On the Message toolbar, click the Send button .

The message is sent to the Outbox, and the Message form closes.

1.

Be sure your Inbox folder is displayed. From the File menu, point to Page Setup, and then click Table Style. In the displayed Page Setup: Table Style dialog box, click the Format tab if necessary, and then notice the Preview image of what your printed document will look like.

To print a Folder List, use the Table Style. Use Table Style to print multiple items in a folder, such as the contents of the Inbox.

2.

Click the Header/Footer tab. In the Page Setup: Table Style dialog box, under Footer, click to position the insertion point in the first white box. Delete any existing text. Using your own first and last name, type 1A_Inbox_Firstname_Lastname Do not be concerned if your text wraps to another line. Delete any existing information in the center and right footer boxes. Under Header, delete any existing text in the three boxes. Compare your screen with Figure 1.16.

Figure 1.16.

Print styles may include the user name, the page number, and the print date in the footer, or they may include other information. Although the text you type in the Footer box may wrap to two lines, when the page is printed, the footer displays on a single line.

Alert!: Does Your Screen Show a Different Header or Footer?

Outlook remembers previously entered headers and footers. The boxes for this information in the Page Setup dialog box may indicate a previous user's name or some other information. You can enter new information in these boxes and Outlook will retain this information for the next header or footer you print in this print style.

3.

At the bottom of the Page Setup: Table Style dialog box, click Print Preview.

The Inbox list displays as it will appear when printed. The pointer displays as a magnifying glass with a plus sign in it, indicating that you can magnify the view.

4.

Point to the lower portion of the document, and click once to enlarge the lower portion of the preview.

The lower portion of the document is enlarged and easier to read. The pointer changes to a magnifying glass with a minus sign in it.

5.

Click once anywhere in the document to return the view to its previous magnification. On the Print Preview toolbar, click the Print button , and then compare your screen with Figure 1.17.

Figure 1.17.

The print preview closes, and the Print dialog box displays. In the Print dialog box, you can specify the rows of the Inbox to print, the number of copies to print, and the printer to use. The printer that displays will be the printer that is configured for your computer.

6.

In the Print dialog box, click OK.

From the printer connected to your system, collect your copy of the Inbox list.

7.

In the Navigation Pane, under All Mail Folders, click Outbox to display the Outbox folder. Click the RE: Monthly Faculty Meeting message in the Outbox once to select it.

8.

From the File menu, click Print.

The Print dialog box displays. When you select an individual message to print, Outlook uses the Memo Style by default; thus, Memo Style is already selected. Memo Style prints the text of the selected items one at a time. Use Memo Style to print individual items, such as an entire e-mail message.

9.

Click Page Setup. In the Page Setup: Memo Style dialog box, click the Header/Footer tab. Under Footer, delete any existing information in the three boxes. In the left Footer box, using your own name, type 1A_Message_Firstname_Lastname Delete any information in the three Header boxes. Click OK.

10.

In the Print dialog box, click OK to print the message.

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Objective 3 Store Contact and Task Information