iCheck Series Office 2003: Real World Applications-Advanced

These articles allow you to further explore various computing topics and include a quiz for review.

Introduction Learn more about Microsoft Outlook.

Directions Read the information below and apply what you learn to answer the questions. Check your work carefully, and click Check Answers.

Microsoft Outlook’s Management Tools

In the past, business communication was slower and more costly. The most common form of workplace communication was memos, which presented several drawbacks when compared to electronic communication. The paper and ink needed to print hundreds or thousands of memos was costly; memos needed to go through the time-consuming process of being drafted, proofread, revised, addressed, printed, and then copied before they were sent; and employees needed to keep track of all of their memos in a large file cabinet. Keeping track of contacts and appointments was also more difficult—employees needed to carry around bulky planners with contact lists and calendars.

Microsoft Outlook allows businesses and individuals to communicate with each other and to manage their time more quickly and efficiently. Some of Outlook’s most commonly used features are explained in detail below:

• E-mail. Outlook’s most common feature by far is e-mail. Large businesses use e-mail to send memos to thousands of employees across the country. Employees can organize these e-mails in folders, sort them by date or subject, or search for a specific e-mail. Individuals also use e-mail to communicate with family and friends because it is cheaper and faster than traditional mail. In addition, sending an e-mail is often less expensive than a long-distance phone call. E-mail also enables employees to telecommute, or work from home, since they can e-mail files to their supervisors as attachments.

• Contacts. Outlook includes a contacts list in which the user stores the e-mail addresses, work and home addresses, telephone and fax numbers, and other personal information of their contacts. Contacts can be grouped into categories such as accounting department and customers so that businesses can quickly address e-mails to their target audience.

• Calendar. Many people use the Outlook Calendar instead of personal planners to record their appointments. This Calendar includes a reminder feature that opens a warning message and makes a sound when the user has an appointment. At the workplace, employees can check their co-workers’ Outlook Calendars to see if they are available for a meeting. Then a meeting can be scheduled and each attendee will automatically receive a reminder before the meeting.

• Tasks. Outlook users can keep track of their tasks or assign tasks to others. This feature reminds you of tasks as deadlines approach and also keeps track of the tasks you assign to others.

1			Name two advantages of e-mail compared to traditional mail.
2			What does telecommute mean?
3			Which Outlook feature would you use to send a memo to all of the employees in the accounting department?
4			Which features include a reminder feature?