Objective 2. Read and Respond to E-mail

Messages you receive are stored in Outlook's Inbox folder. Each message displays the name of the message sender, the subject, the date and time sent, and sometimes other information. You can respond to a received message by either replying to the message in the Reading Pane or by opening the message.

In Activities 1.4 through 1.7, you will work with messages that you will import into your Inbox. This will enable you to work with and respond to different types of received messages.

Activity 1.4. Importing Messages into the Inbox

In this activity, you will import Darron Jacobsen's received messages into your Inbox.


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.


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.


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.


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


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.


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.



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.


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


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.



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.



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.


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.

Alert!: Does Your Screen Differ?

Your Outlook screen may differ slightly from the one shown. In Figure 1.11, above the first message, Older is indicated. The label above your first message may vary, depending on the dates of the messages. Individual messages will likely display the dates they were sent instead of the time of day. The Unread Mail folder may also display in italic and not show any items until you click the folder name.


Activity 1.5. Opening, Navigating, and Closing an E-mail Message

You can read messages in two ways. You can read the text of shorter messages in the Reading Pane without opening the message. When the Reading Pane is not displayed or the text of the message is too long to fit in the Reading Pane, you can open the message. When you open a message, it is displayed in an Outlook form, which is a window for displaying and collecting information. There are forms for messages, contacts, tasks, and appointments. In this activity, you will view Darron Jacobsen's messages in several ways.



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.


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.


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.


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.



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.

Figure 1.13.

Keystrokes for Moving the Insertion Point in a Message


Moves to the end of the message

Moves to the beginning of the message

Moves up one window

Moves down one window

Moves up one line

Moves down one line



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.


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.


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

Activity 1.6. Configuring Outlook and Replying to a Message

If your computer is connected and onlineconnected to your organization's network or to the public InternetOutlook's default setting is to send messages immediately when the Send button in the Message form is clicked. Copies of sent messages are then stored in the Sent Items folder. If you are offline, not connected to a network or to the public Internet, messages are stored in the Outbox. In this activity, you will configure Outlook to store all your sent messages in the Outbox instead of actually sending the messages, and then you will reply to one of Darron Jacobsen's Inbox messages.


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



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.



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.


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

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



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.



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.


On the Message toolbar, click the Send button .

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

Alert!: Is Your Send Button Missing from the Toolbar?

If the Outlook program you are using has never been set up for an e-mail account, the Send button will not display. For the purpose of displaying the button, you can set up an e-mail account even if you are not online. Minimize the e-mail message that is on your screen. In the Outlook window, click the Tools menu, and then click E-mail Accounts. Click the Add a new e-mail account option button, and click Next. To add a fictitious account, under Server Type, click POP3, click Next, and type your name in the Your Name box. In the E-mail Address box, type Firstname_Lastname@GOMAIL.com In the Incoming mail server (POP3) box, type GOMAIL.com and in the Outgoing mail server (SMTP) box, type PHMAIL.com As the password type 123456 Alternatively, select one of the options to set an account for your personal or college e-mail address, or consult your instructor or lab coordinator. Click No if prompted to set the account as a permanent setting, and then complete the process.

Activity 1.7. Printing the Inbox and a Message

Recall that Outlook organizes its information in folders. To print information in Outlook, each folder type has one or more predefined print styles associated with it. A print style is a combination of paper and page settings that determines the way items print. For the Inbox folder, there are two predefined print stylesTable Style and Memo Style. In this activity, you will print Darron's Inbox and one of his sent messages.


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.



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.


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.


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.


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.


In the Print dialog box, click OK.

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


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.


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.


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.


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

NoteAccount Names in Printouts

Depending on the print style you use, your printout may include the name associated with the e-mail account that you are using on your computer. In the Memo Style print style, it displays in bold just under the header. It may be different from your own name.

[Page 83 (continued)]

Objective 3 Store Contact and Task Information

Windows XP

Outlook 2003

Internet Explorer

Computer Concepts

Word 2003

Chapter One. Creating Documents with Microsoft Word 2003

Chapter Two. Formatting and Organizing Text

Chapter Three. Using Graphics and Tables

Chapter Four. Using Special Document Formats, Columns, and Mail Merge

Excel 2003

Chapter One. Creating a Worksheet and Charting Data

Chapter Two. Designing Effective Worksheets

Chapter Three. Using Functions and Data Tables

Access 2003

Chapter One. Getting Started with Access Databases and Tables

Chapter Two. Sort, Filter, and Query a Database

Chapter Three. Forms and Reports

Powerpoint 2003

Chapter One. Getting Started with PowerPoint 2003

Chapter Two. Creating a Presentation

Chapter Three. Formatting a Presentation

Integrated Projects

Chapter One. Using Access Data with Other Office Applications

Chapter Two. Using Tables in Word and Excel

Chapter Three. Using Excel as a Data Source in a Mail Merge

Chapter Four. Linking Data in Office Documents

Chapter Five. Creating Presentation Content from Office Documents

Go! With Microsoft Office 2003 Brief
GO! with Microsoft Office 2003 Brief (2nd Edition)
ISBN: 0131878646
EAN: 2147483647
Year: 2004
Pages: 448

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