effective e-mail creating e-mail address groups using e-mail address groups attaching documents...
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Effective E-mailCreating E-mail Address groupsUsing E-mail Address groupsAttaching Documents
Copyright Gary Maunder, 2003Nipawin School Division No.61, Box 2044 Nipawin, SK
Effective E-mail – Creating E-mail groups One useful
function that Microsoft Outlook can perform is to do group emails.
You need to have entered all the people you are going to included in your email group
To do this go to the Tools menu and choose Address Book
Effective E-mail – Creating E-mail groups When the address
book pops up, choose the File menu and the New Contacts option
This will allow you to enter the names and email addresses of people you know
You have to enter a First and Last Name and an email address – the rest is optional but can be a useful way to save this information
Then choose the ADD button
Effective E-mail – Creating E-mail groups When you have
entered sufficient people, you can create an email group
This is a group of people whom you will designate who will all receive the same message when you send it
To do this go to the File menu and choose NEW GROUP
Effective E-mail – Creating E-mail groups First enter a
descriptive name for this group
This name will be the name this group is knows as in your address book.
Then choose the SELECT MEMBERS button
Effective E-mail – Creating E-mail groups
Click on a member to add to the group
Then click the select members button
When you are done click the OK button and your group will be created.
Effective E-mail – Using E-mail groups
To send an e-mail to your group, you start up a new message and type it into the appropriate place
Then fill in a subject line as usual.
Effective E-mail – Using E-mail groups Finally
click on the address book button as in the example on the right
Effective E-mail – Using E-mail groups Choose the
group you just created and click on Select
Then click on OK
Now your message will be sent to all member of this group when you click the SEND button.
Effective E-mail – Attaching Documents
Another very useful task that e-mail can do is to carry any file or document on your computer as an attachment
This means you can compose a document in Word and then attach it to a message. It will arrive with all its formatting intact just as you types it.
To do this start up a new message in the usual way
Effective E-mail – Attaching Documents
Next attach a file by clicking the Paperclip icon which will insert a file.
Effective E-mail – Attaching Documents
You will then get an Insert File dialogue window
Browse to the file you want
Click once on it and then click the Insert Button.
Effective E-mail – Attaching Documents
That’s all there is to it
Now click the send button and the message will be sent
Effective E-mail
Test yourself:Use your address book to create an
e-mail group of at least 3 peopleAttach a small file to this messageSend the message to these people
by using the e-mail groupAsk them if they received it