. Write about Ms Outlook ?

Today , with the evaluation of computers , expectially with wide usage of internet people have adequate and timely information in the form of letters , emails , file attachment , fax sets. People have rather excessive information for the business negotiations.

Microsoft developed Ms – out look 2000 products , thus it indicates personal and group calendars , emails , client contacts and to perform different tasks , to – do lists , documents and address book and so on . Therefore Ms outlook helps you to communicate and Share information with people inside and people from outside through emails , faxes , phone , contacts and group scheduling for the business activities to share information.

You can do lot thinks within your office by using Ms outlook suck as :

1. Exchange emails with others on intranet and internet.

2. Create a appointment and events such as business meeting(one time weekly or monthly) business trips , vacations.

3. View or manage entire year plan or your calendar month , week or single day at a time .

4. Send and receive faxes by using dialog boxes as emails.

5. Check whether your emails sent to other outlook user have been read or not.

6. Conduct online voting for any decision.

7. you can manage the address book thus Ms – outlook 2000 provides new tools for enhancing your productivity.

 The features are :

v     Outlook today: Displays new – E-mails , scheduling meetings , task lists in all one window.

v    Preview plan: It displays emails messages in a pan at bottom of window for quick priority.

v     Auto preview: view the 1^st three lines of messages(E- mail).

v    Find and organizing tools: such for any e- mail messages , contacts or tasks. The organize tools provide easy access to various folders and filters.

v    Zunk: E – mail filters it helps you to block spam mails.

An outlook window contains :

• Title bar.
• Menu bar
• Standard tool bar
• Scroll bar     and
• Short cut bar

Working with outlook:

Start with in the programs  start --> program --> Ms office 2000 --> out look. When you open an outlook window it shows the following options.

1.      Outlook today

2.     Calendar

3.     Contacts

4.     Tasks

5.     Notes  etc.. on the extreme left pane.

Address book :

The address book enables you to maintain comprehensive  database of your personal and business contacts .It can store up to 3 postal address , 3 Email address 19 different telephone numbers for each individual contacts . It is integrated with Ms word so that you can perform mail merge.

Adding contacts :

The contacts option display your contact organized in cards form  only fields that contain information are visible. To change any information about a contact , double click the contact field.

Steps :

1.    Click contact buttons from the out look short cut menu.

2.   Click on New icon from the formatting tool bar.

3.   Click on maximize button to maximize the window.

4.   Fill in all details you can field up to as many as three business telephone numbers and two home phones.

5.  You can click on the roll down list button next to each window to view various options recording that particular field.

6. Click on address button to get a check address dialog box for fielding the detail regarding address.

7. Click save and new icon to save the current contact and opened a new one.

Alter fielding all your contacts click on save and closed icon to save the contact details and close the dialog box. Observe that Ms outlook can create contacts just like your address book.

Changing view :

The information viewer shows the contact in current Views , address cards view. But developing up on what information you wish to see , you can change it in to different views.

View menu -->current view --> phone list.

Thus , you can see all the companies are displayed along with their phone numbers and can also change the look of your address book . you can also sorted on the basis of category , company , location etc..

Finding a contact :

You can find any information about any by searching through finding a contact.

Steps :

1. Click find icon from standard tool bar.

2. Type the name or address or company name of the contact that you are looking for.

3. Click find new button.

Filtering contacts :

 you can display only those contacts from your database which meet a particular criteria for example , people living in a city or all the people whose last name is Sharma. You can also filter your address book.

Steps :

1. Choose Customize current view command from current view option available in view menu.

2. You can see view summary dialog box. Click on filter button.

3. Click in the search for words column and type text.

4. Click on the in Roll down list and choose address fields only option from the list.

5.  Click ok button to filter the contacts.

Sorting Contacts :you can sort your contacts data base based on any category.

Steps :

1. View menu -->current view --> Customize current view .

2. View summary dialog box appears , click on sort button.

3. Choose first name option from the sort items by using roll down list click ok button.

4. A message box would display starting that sort items by fields is not shown. click yes button to    displace. Click ok button to continue.

5.  Address book is shown on the basis of first name in the ascending order.

Calendar :

The outlook calendar provides scheduling tool for both individuals and as well as groups . you can schedule 3 types of activities.

1.  Appointments

2.  Meetings

3. Events

To change your views to the calendar view , click on calendar icon from outlook short cut bar.

1.  Click on times slot.

2.   Click on new appointment icon from standard tool bar.

3.   Enter appointment subjects in the subject box.

4.   Give beginning and ending time for the meeting / appointment.

5.   Click save and close icon.