Assignment 12 - More Outlook Exchange

Assigned: 1 December 2011
Due: 2 December 2011
Points: 20 points (5 points= taking a screen shot, 5 points= contacts 5 points=Inbox Folders, 5 points=Creating calendar events)

Hi Everyone,

Before we start today's class, let me remind you that I need you to email me the link to your blog's home page. 

Most of you got your email set up on your computer without issues. Some of you weren't able to access the Global Address Book, but you will be needing that. So I'll show everyone how to be sure you have it and how to add it if you don't have it in class today.

Today we're still using Outlook/Exchange. We will be cleaning up our inboxes, adding classmates and me as contacts, and starting to use the "calendar" features. That sounds like a lot... and it is! So let's get goin'!

Adding Contacts

You should have access to the global address book, but it is better to have the people you email most often saved in your contacts. There are a few ways to do this.

• If the person has already emailed you, simply right-click on the sender's name and a drop down menu will appear. Select Add to contacts. 
• If they are in the global address book, look them up in the global address book, then right-click on their name and a drop down menu will appear. Select Add to contacts.
• You can always enter the information yourself if they are not in the address book and haven't emailed you. In the File menu, select New, then Contact. Type in the person's name and email address.

Once you have saved their email addresses you can add more information about them in the contacts section. Check it out now and we will get into it a bit more in the upcoming weeks. 

Take a screen shot of your contacts.

Taking A Screen Shot

A "screen shot" is basically taking a picture of what is on your computer screen at the moment, exactly the way it is. We need to learn how to do this so you can take a screen shot of the other things I'm asking you to do today and I can see that it was done correctly.

1. Make sure the screen looks exactly as you want it to and that it shows everything you want it to show.
2. To take a screen shot (or picture) of the entire screen you press the Print Screen Key, which is usually labeled PrtScn. It will seem like nothing happened, but it copied your screen. Now you need to put it somewhere.
3. Open the application where you want to paste the image. Today I want you to use Paint. So go to the home button and select the application Paint.
4. When Paint opens up there will be a blank page. Paste the screen shot by pressing the Control Key and the V key at the same time. Or you can paste it by going to File and selecting Paste. Paint will then ask you if you want to expand the canvas, keep the canvas size or cancel. Click on Expand the canvas. You should now see the screen shot.
5. Now you just need to save it. Select Save from the File menu. Name the file something that describes what it is: Khoi's Contacts; Khang's Inbox Folders; etc. Save it in your folder. Remember where you are saving it because you will need to email it to me later today.

Inbox Folders

You probably have a lot of mail. I know I do! One way to keep it organized is by creating folders to keep messages in once you have responded to them. You can create as many folders as you'd like, but you need to create at least two folders - one named Ms Kris and the other named SIS 8 classmates. Here's how to create a folder:

1. In the File menu, select New, then Folder
2. Enter the name for the folder. (Ms Kris and SIS 8 classmates)
3. Under Folder contains: be sure Mail and Post Items is selected
4. Under Select where to place folder: be sure that Inbox is selected
5. Click Okay and your folder should appear in the left hand panel of Outlook.
6. Go back and do it all again for the second folder.
7. Now you need to take a screen shot that shows me those two folders in your Outlook display.

You should keep all messages from me in the Ms Kris folder and all messages from your classmates in the other folder. Be sure you reply to the message before you put it in the folder, otherwise you'll forget about it.

Take a few minutes now to add any other folders you need and to put some of your messages in the folders.

Creating Calendar Events

One cool thing about Outlook is that it keeps your email, tasks (to-do's), contacts, and calendar all in one place. I'll show you how to add calendar events. I want you to enter at least 5 calendar events for this week (so it shows up on the same screen). Then take a screen shot so I know you did it.

Email Me Your Screen Shots

You now need to email me the two screen shots so I know you accomplished all the tasks for today. The subject of the email should be "______'s Assignment 12" and your message should include:

• A screen shot of your contacts
• A screen shot of your two folders (Ms Kris and SIS 8 classmates) in your inbox
• A screen shot of your five calendar events
• The URL to your blog's homepage (if you forgot last week) - it should look something like this: http://ukuleleeric.blogspot.com/

Send the message. When you finish, please play with the functions of MS Outlook and explore its features - specifically the calendar and task displays.  We will use these next week.

 Good Luck!!!

-kris