WHAT IS E-MAIL & How Outlook configured

 

   

WHAT IS E-MAIL

Emailing is one of the most important utilities in today's world. It is used widely and utilized by almost each and every one of us not only as professionals but also in our personal lives. Emailing software like MS Outlook , Outlook Express etc, not only provides emailing facility but also used for scheduling appointments, maintaining contacts, setting task reminders, sending attachments with emails etc.

Creating Email Accounts and Profiles

Before using Outlook, an Email profile and account has to be created.

1.    In MS Windows, go to control panel and select Mail option.

2.      Click Show Profiles

3.      Click on Add and Type a name for the profile and then click OK

4.      Add email account to use in your profile by following the directions on the screen.

Create a new Email Message

The most important feature of Email software is to send and receive emails. Once the email account has been configured, the same can be used to send and receive emails.

1.      On the File menu, select, New ->Mail Message

2.      In the Subject box, type the subject.

3.      Add the recipient's name in the To, CC, Bcc box. Separate the names with semicolon.

     4.    To select the recipient's name from a address book, click the To or CC button

5.      The level of importance for message can also be set which appears as an indicator by selecting High Importance or Low Importance in           the Options group in the message tab. This is only an informational flag and does not expedite or affect actual message delivery.

It is also possible to put file attachments along with the email message or include website links or links to documents present on a shared network.

Manage Contacts

New Contacts can be added to the Address Book. It is possible to make groups of Contacts and create distribution lists to ease selection of contacts when sending messages.

1.      To add a new Contact, select File Menu, New->Contact

2.      Fill in the Contact Details on the contact form that appears.

It is also possible to create a contact from an email message received. To do this:             

1.      Open or preview the email message that contains the Contact name that is to be added to the Contact List

2.      Right Click the name of the sender and then Click Add to Contacts through the shortcut menu.

Calendar Management

Using the Calendar feature, one can schedule activities as appointments, meetings, events or tasks. This choice will depend on who is involved and how the entry should appear.

To view the activities of any day, click on Calendar in the Navigation Pane. And then choose the date for which the activities need to be shown.

It is possible to view the activities, day wise, month wise or week wise as required.

Right Click on the time and date the activity has to be set and choose the activity type whether it will be an appointment, meeting or event or task.

A meeting occurs only at a schedules time and includes other people and a meeting location. An Appointment is an activity where only one person is involved. A task is an entry that is seen in the calendar but doesn't need to be scheduled for a specific time. An event is an activity that lasts all day and do not occupy schedule time in the calendar but appear as banners on the top of the date specified for the event like conferences, business travels, holidays etc.

If any particular activity is occurring again and again, it can be set as a Recurring activity using the Recurrence feature. To set up a recurrence pattern, open the appointment and click Recurrence button in the Options group in the Appointment tab.

Check Your Progress 3

1.      Is it possible to import data from Excel into Access?

      

     Yes, it is possible to import data from Excel workbook into Access 2010. This can be done by copying data from an open worksheet and              pasting into Access datasheet, or by importing a worksheet into a new or existing table, or linking the worksheet from an access database.

2.      What is a signature of an email message?

      Signature is the way the senders name will appear at the end of the message. One can create a default signature to be added to all your               

      outgoing messages, or you can insert a signature manually into outgoing messages on an individual basis.       

      

3.      Is it possible to get a delivery receipt from the email recipient?

          

              A delivery receipt tells you that your e-mail message was delivered to the

       recipient's mailbox, but not whether the recipient has seen it or read it. A read receipt tells you that your message has been opened. In both cases, you                receive a message notification when your message is delivered or read. The contents of the message notifications are then automatically recorded in the           original message in your Sent Items folder

4.      Which of the following entry will be best entered as an event in your calendar?

•  A party that occurs from 4 pm to 6 pm
• Birthday
• A visit to the dentist
  
  Birthday's happens all day long, and that's what an event is used to enter. The benefit of using an event is that you can show the event at the top of that day in the calendar. You'll remember, and the time in your calendar is still available for you to schedule.