Exercise
UNIT 15: Outlook Express: Using the Address Book Table of Contents
UNIT 15: Outlook Express: Using the Address Book
1.0 Introduction
In this unit, we will be looking at how to use the Outlook Express address book to store and retrieve your e-mail addresses, as well as automatically address any messages you want by clicking the name of the recipient.
2.0 Objectives
At the end of this Unit, you should be able to:
Explain how to add address to your address book;
Explain how to send same mail to different people at same time;
How to use the To:, Cc: and Sec: buttons.;
How to use the signature picker.
3.1 Adding an Entry to Your Address Book
When you click on the Addresses button in Outlook, it will open and show all your contacts and e -mail addresses. If you have more than one folder, then the address book will display the other folders as well. In this dialog box, you can create new address folders, rename existing ones and delete folders you no longer require. You can also add new contacts and create groups of contacts.
Fig.15.1: The Address Book
To add an entry to your address book, select the Addresses icon. Next, if you have more than one folder, select the one in which you would like to place the new entry. You can add new contacts, groups or folders
31,1 New Contact
When you select New Contact ..., a new dialog box appears which lets you fill out information about that person. The necessary fields which should be filled in are First: name or Last: name. All other fields are optional, although inputting the e-mail address will be very helpful if you are planning to use the address book with Outlook.
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3.1.2 New Group
A group is a list of e-mail addresses of at least one person. You may want to create a group if you send e-mails to the same people all the time. For example, if you are working with 12 people on a project, you may not want to type in all their e-mail addresses every time you compose a new message. To create a new group, simply click on the New button on the toolbar in the address book, select New Group... and give a name for this group of contacts. Next, select the contacts that you want placed in this group and press Okay.
3.1.3 Adding Contacts to Your Address Book Using Outlook Express
You can quickly add the contacts from your e-mails into the Address Book by right clicking on the message in the message pane from the contact you want added and selecting Add Sender to Address Book. This will automatically place the contact's e-mail address and name as it appears in
Outlook in the Address Book.
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Fig. 15.2: Adding the Sender to the Address Book Using Outlook
Adding an entry to your address Book involves typing in the necessary particulars in your address book while add contact will automatically place the contacts e-mail address and the particulars as it appeared in the e-mail.
Exercise 1
Distinguish between Adding an entry to Your Address Book and Adding Contacts to Your Address Book using Outlook Express.
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3.2 Selecting Recipients from the Address Book
You can open and address a new message from the Address Book using the To:, Cc: and Bcc:
buttons.
To create a new message from the Address Book, click on the To:, Cc: or Bcc: buttons in your New Message window. This will bring up a window with all contacts from your Address Book.
Select the entry or entries to which you want to address the mail (hold down the Shift key to select multiple entries in sequence or the Ctrl key to make disjoint sections). Then, click on To:, Cc:, or Bcc: The name(s) are inserted into the appropriate field. When you are done selecting your recipients(s), click OK.
3.2.1 To:, Cc: and Bcc: Fields
The To: field represents the main recipients of your message. The Cc: field means 'carbon copy' and is used when the message is not directed at the receiver, but you would still like him/her to know the contents of the mail. Finally, putting an mail address in the Bcc: field sends a copy of the e-mail to that person as well, but the e-e-mail address is not shown in the other recipient's e-e-mail messages.
This is used when you want to send an e-mail to multiple users without them knowing that it was sent to multiple users.
Fig. 15.3: Selecting Recipients from the Address Book Activity 1
Add the sender's name from one of the e-mail messages you received into the Address Book without actually opening the Address Book. Next, open up the Address Book by clicking on the Addresses icon in Outlook. Add a new.
Main Identity's Contact
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3.3 The Signature File
A signature file contains afew lines of text about your contact information that appears at the end of your e-mails. Once set up, Outlook automatically adds your signature to the end of every outgoing message. When people read your signature, they learn whom you are and how to contact you by ways other than e-mail. Also, electronic mailing lists sometimes do not include the sender's e-mail address in the sender information, so it is a good idea to place your e-mail address information in your signature. If you do this, other people will be able to communicate with you directly instead of going through the mailing list. Fig. 15.3 illustrates a signature in Outlook.
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Fig. 15.3: Example of a Signature File
To set up your signature file, go to Tools, Options ... Select the Signatures table and click on New.
Next, in the Edit Signature text box, type in the signature you want added to the end of your e-mails.
Click on Set as default, then Apply. At this point, you may also fill in the check boxes, depending on whether you want to apply the signature to all outgoing messages and whether or not you want the signature added to replies and forwards.
Exercise 2
State a reason why you will need to sign your mail.
Adding your signature in your mail will enable people to co mmunicate with you through your e-mail address directly.
Fig. 15.4: Example of a Signature File
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4.0 Conclusion
You can see all your contacts and e-mail addresses using the Addresses icon and also create a new groups of contacts. The address book can be used to create a new message by selecting the recipients from the address book. To: Cc: and Bcc: fields are used to send e-mail to multiple users without them knowing that it was sent to multiple users. You can insert essential information into outgoing messages
as part of your personal signature, and you can create multiple signatures to use for different purposes.
Adding a signature file will enable other people to communicate with you directly when they have to contact you for one reason or the other.
5.0 Summary
We have discussed how you can save names and addresses in your Address Book, automatically by simply replying to a message. We also discussed how you can send an e-mail to multiple users and also how to add essential information into outgoing messages as part of your personal signature.
6.0 References and Suggestion for Further Reading
OpenContent License (http://www.opencontent orz/) WWWmetrics (http://www.wwwmetrics.com)
Mediarnetrix (http://www.mediametrix.com/data/thetopjsp) Microsoft word (hitp://www.miscrosoft corn
7.0 Tutor-Marked Assignment
Question
When do you think you need to create a new group in Address Book? State the procedure for doing so.
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