Hng dn to nhm, qun l, cch gi, cch trnh by 1 email

Ti liu tra cu nhanh s dng MS Outlook

CM NANG TRA CU S DNG MS OUTLOOK

I) To ngi s dngThm mt a ch vo Contacts Address Book trc tin chn Tools >> Address Book. Bc1: Khi ca s Contacts Address Book xut hin, chn New entry trn thanh cng c. Bc 2: Ca s New Entry hin ra, chn trng New Contact trong mc Select the Entry type v chn gi tr Contacts trong mc Put this entry sau nhp phm OK. Bc 3: Xut hin ca s thng tin c nhn yu cu nhp thng tin c nhn ca a ch mail mi ny. tab General thc hin nhp h tn ca ngi gi mail trong phn Full Name v a ch mail trong phn E-mail. Ngoi ra c th nhp cc thng tin khc ca Contact cho y nh Company, Job-title, Home, MobileSau khi nhp xong nhp vo nt Save and Close lu li thng tin mi c.Ngoi ra c th thm a ch mail ca mt ngi vo Contacts Address Book trong qu trnh son mail. Thc hin nhp a ch mail ca ngi nhn vo To hoc CC Di chuyn chut khi trng ny, cc a ch xut hin du gch di. Nu mun thm tn ngi vo Contacts Address Book nhp chut phi vo a ch, mt menu xut hin chn Add to Outlook Contacts Cng tng t nh vy khi nhn mail ca ngi khc gi n.

II) To nhmTrong qu trnh s dng mail c nhng lc ngi s dng phi thng xuyn gi mail c cng mt ni dung cho nhiu ngi. Tin hnh xy dng nhm ngi lin h, chc nng ny l Distribution List. Mun to mt Distribution List thc hin nh sau:Bc 1: u tin chn Tools >> Address Book hoc n t hp phm Ctrl+Shift+B.Bc 2: Ca s Address Book hin ra, to mi 1 Entry trong ca s New Entry. Ca s New Entry hin ra >> chn New Distribution List v nhn OkBc 3: Lc ny ca s Distribution List m ra vi mt s chc nng sau:+ Nhp tn ca nhm ny vo trng Name.+ Nhp nt Select Members chn a ch mail ca nhng ngi trong nhm t Contacts Address Book.+ Nhp chut vo phm Add New nhp mi mt a ch Email khng c trong Contacts Address Book. + Nhp nt Remove loi b mt a ch email trong List i.Bc 4: Sau khi nhp xong nhp vo nt Save and Close lu li thng tin. Khi cn gi mail cho nhm ngi ny ch cn chn tn nhm trong Contacts Address Book.

III) Mt s nguyn tc chung khi gi mailNgi dng ang ng ca s Inbox v c nhu cu gi mail cho mt hoc mt nhm ngi.Bc 1: Chn New mail Message hoc File>New>Mail Message. Bc 2: Nhp chut trng To nhp a ch ngi nhn. K n trng CC cha a ch nhng ngi nhn bn sao ca mail ny. Trong 2 trng To... v CC c th nhp nhiu hn 1 a ch mail v nhng a ch ny cch nhau bi du ; hoc c th gi cho 1 nhm bng cch chn tn nhm.Bc 3: Nu mun dng s danh b Contacts Address Book nhp chut vo nt To hoc CC Sau khi bng Select names hin ra ngi s dng ch cn chn tn ngi , nhm v chn cc nt To -> thm vo trng To hoc nt CC-> thm vo trng CC..Mt th in t khi gi nht thit phi c y cc phn sau: (vn ha th in t)+ Subject (Ch ca th): Vic ny gip vic phn loi th d dng v gip ngi nhn c th nm bt c ni dung tm tt ca th ni g.+ Ni dung th: Phn ny ghi chi tit ni dung ca bc th cn gi. Nu trong th c nh km file bn nn ghi tm tt ni dung file, cui cng cn phi c tn ngi gi v cc thng tin lin quan.

IV) B lc mail (Mail Rule) thun tin cho vic phn loi, qun l ngi s dng thc hin to cc cy th mc v phn loi mail gi n, gi i mt cch t ng vo cc th mc to bng cch chn Tool > Rules and Alert. Ca s Rules and Alert hin ra >> chn New Rule to mt b lc mi. Trong qu trnh to mt b lc mi ngi s dng s phi thc hin 1 s bc khc nhau phn loi mail theo cch qun l ca mnh. V d to mt b lc khi cc a ch mail v cc distribution list gi n s t ng chuyn vo th mc nh trc ngoi tr 1 hoc vi a ch mail trong distribution list. Sau khi chn New Rule ca s Rule Wizard hin ra Bc 1: Chn Start creating a rule from a template (lm tun t theo cc bc) hoc chn Start from a blank rule (theo cch qun l ngi s dng).+Ti Step1: Select a template Ti y c mt s la chn >> chn phn Move message from someone to a folder.+ Edit the Rule Description Sau thc hin xong Step 1, ti Step 2 c phn People or distribution list v Specified c gch chn. Nhp chut vo People or distribution, ca s Rule Address xut hin >> chn a ch mail hay distribution list cn thc hin ri nhp phm Ok chp nhn. Sau khi lm xong People or distribution, nhp chut vo Specified chn th mc s cha mail ca ngi gi n. Ca s Rule and Allert xut hin, chn Folder s cha mail c gi n v nhp phm Ok.Bc 2: Chn iu kin cho Rule Nu nh cc template Step 1 cha ta c th thc hin tip bng cch nhp phm Next, s xut hin 1 ca s vi cc iu kin lc. Ti y c th kt hp nhiu iu kin lc vi nhau c th qun l mail thun tin. Khi chn cc Step1 th ti Step 2 s thy cc iu kin tng ng. Nhng ch mu xanh v c gch di l nhng gi tr c th ca Rule. Tin hnh nhp chut vo v chn gi tr thch hp. V d trong phn 1 chn Move message from someone to a folder nhng i ch email a vo th mc chn. Trong phn Step2 s c tng ng l People or distribution v Specified folder.Bc 3: Chn cc hnh ng cho quy tc (Rule)Sau khi xong bc 2 nhp phm Next sang bc 3. Trong phn ny tu thuc vo chn la hnh ng thc hin quy tc th phi xc nh by nhiu hnh ng tng ngBc 4: Chn cc iu kin ngoi lV d bc 1 >> chn 1 distribution list nhng trong c mt vi ngi m khng cn a vo th mc nh trc. + Chn except if from people or distribution list + Trong except if from People or distribution a ch mail khng cn a vo th mc nh trc.Bc 5: Kt thc qu trnh to RuleNhp phm Finish kt thc qua trnh to rule. Kim tra ngay kt qu qu trnh to Rule trong ln gi mail ti.Vic to Rule kh phc tp i hi ngi s dng phi phi mt kh nhiu thi gian lm c mt Rule t yu cu t ra.

V) Th rc (Junk Email)Hng ngy ngi s dng nhn c qu nhiu mail khng mong mun nh qung co Nu khng mun nhn n n na c th dng chc nng ca MS Outlook loi b. u tin vo Actions >> Junk E-mail >> Junk E-mail OptionBc 1: Ti Tab Options chn mc mun bo v email. C 4 mc sau+ No Automatic Filtering (Khng t ng lc): Th t ngi gi b kha s c chuyn vo th mc Junk E-mail.+ Low (Mc thp): Chuyn cc th chc chn l th rc vo th mc Junk E-mail.+ Hight (Mc cao ): Cc th b nghi l th rc s b chuyn n th mc Junk E-mail. Trng hp ny s c mt s mail b hiu nhm l th rc v vy nu bn chn trng hp ny bn phi kim tra th mc Junk E-mail thng xuyn.+ Safe List Only: Ch c th t ngi hoc tn min thuc danh sch Safe Sender List or Safe Recipients List (Danh sch cho php ngi gi v ngi nhn gi mail ti bn) s c chuyn th vo Inbox.Nu mun xa th b chuyn vo th mc Junk Email ta chn Permanently delete suspected junk email instead of moving it to the junk email folder.Bc 2: Tab Safe Sender s a danh sch nhng tn min hay a ch e-mail khng b chn khi gi th n. C mt s la chn sau+ Add: Thm a ch e-mail hoc tn min vo danh sch tin tng+ Edit: Sa a ch e-mail hoc tn min trong danh sch.+ Remove: Xa a ch email hoc tn min trong danh sch.+ Import from File: Nhp nhiu a ch email hoc tn min t mt file dng text ta c.+ Export to File: Kt xut cc a ch email hoc tn min c trong danh sch ra mt file text.C th coi tt c l a ch mail tin cy bng cch chn Also trust e-mail from my Contacts.Bc 3: Tab Safe Recipients s a danh sch nhng tn min hay a ch e-mail khng b chn khi gi th n cho h. Trong bc ny cng c 1 s la chn ging bc 2.Bc 4: Tab Blocked Sender ti tab ny ngi s dng a ra danh sch nhng tn min hay a ch e-mail s b coi l Junk Email khi gi th n. C mt s la chn sau.+ Add: Thm a ch email hoc tn min vo danh sch s b coi l Junk e-mail+ Edit: Sa a ch e-mail hoc tn min trong danh sch.+ Remove: Xa a ch e-mail hoc tn min trong danh sch.+ Import from File: Nhp nhiu a ch email hoc tn min t mt file dng text ta c.+ Export to File: Kt xut cc a ch email hoc tn min c trong danh sch ra mt file textTrong qu trnh lm khng nht thit phi tri qua ln lt 4 bc trn m ch cn lm nhng bc ph hp vi yu cu

VI) Import Contacts import cc Contacs c sn vo MS Outlook ta lm ln lt cc bc sauBc 1: Ta vo File > Import and Export Ca s Import and Export Wizard xut hin, ta chn Import from another program or file v chn Next.Bc 2: Sau khi nhp Next bc 1, ta chn Personal Folder File(.pst) trong Selected file type to import from.Bc 3: mn hnh Import Personal Folder, ta chn ng dn n file cn Backup ri nhp Next.Bc 4: Chn ni lu d liu trong ca s Import Personals Folders, ta chn Contacs v click chut vo Include Subfolder. Cui cng ta bm Finish kt thc qu trnh Import Contacts.

- 5 -Ban Cng ngh Thng tin