Microsoft Outlook has integrated features that combine Email, a Calendar, Tasks list and a Note pad. Some items also come from Word, Microsoft's word processing program.
Distribution Lists
Distribution lists are used to send the same information and or files to a group of people at the same time. There is no limit to the number of email address you can create for a distribution list. There is also no limit to the number of lists you can create. A list can be created from current contacts you have set up. Each list has a separate name. Names should be created that will easily identify the group of people who will be receiving your mail. For example, if you are a member of the PTA and you want to create a distribution list for them, you should call it "PTA."
Create a Distribution List:
Left click on Contacts in the Outlook shortcut bar, left click ACTIONS on the Standard toolbar, NEW DISTRIBUTION LIST, enter a name for your list, left click on SELECT MEMBERS button, left click on the names from either the Global Address List, or Contacts. Left click the name, then left click on ADD until all the names have been added to your list. Left click on OK when finished. Left click on SAVE AND CLOSE after all names are entered.
You can add or remove names from your distribution list by opening the list, then left clicking on either Select Members or Remove.
Calendar/Appointments and Meetings
The Calendar is a very important tool. You can keep track of appointments and meetings. Appointments can be set up to send you a reminder fifteen minutes or more before the starting time. A box will open on your screen at the time you designate with a note about the appointment. The subject of the appointment, location, date, starting and ending time, a reminder bell, and notes can all be entered into the appointment. The Appointments are used to keep track of appointments you have with individual people.
The meetings work similar to appointments with the addition of being able to email notices to the meeting attendees, and who will be attending.
Open the calendar by clicking on the calendar in the Outlook Shortcut bar. Left click on the appropriate date, left click on FILE, New Appointment. The appointment box will open.
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