Outlook and Office Automation

Hasnur Group
MIS Department
© 2008 Hasnur Group 0 Confidential
 Training Topics
• Introduction • Create Signature
• How to Log on • Create New Folder
• Outlook Main Screen • Create Email Rules
• Navigation Panel Buttons • Archive an Email
• Create Message • Add and using Contacts
• Requesting a Delivery/Read • Create Distribution Lists
• Find Email Address • Create Appointment
• Insert Attachment • Create Meeting Request
• Read Email • Give Other User Access To
• Reply Email Your Mailbox
• Delete Original Message When • Create Task
Reply Email • Create Out Of Office Message
• Saving Interrupted Messages • Email Etiquette
• Flag an Item
• Disable Copies of Sent Messages

© 2008 Hasnur Group 1 Confidential

 Introduction

Electronic mail mempunyai peranan yang semakin

meningkat dalam mendukung produktivitas di lingkungan
kerja Hasnur. Email adalah sarana komunikasi yang cepat,
murah dan mudah dibandingkan dengan system
komunikasi lainnya. Disisi lain, bahaya Email seperti
pembocoran rahasia, terkait hukum, kehilangan
produktivitas, dan rusaknya reputasi institusi telah
mengakibatkan jutaan dollar setiap tahunnya.
Adalah kebijakan Manajemen Hasnur Group untuk
mendorong setiap pengguna email perusahaan
menggunakan semaksimal mungkin untuk sarana
komunikasi perusahaan dengan penuh tanggungjawab.
Vanson.Sihole@HasnurGroup.com

© 2008 Hasnur Group 2 Confidential

 Introduction
Email adalah salah satu dari sarana komunikasi formal
perusahaan. Oleh karena itu, setiap penggunaanya harus
menjungjung tinggi etika komunikasi seperti halnya etika
pembicaraan telepon, atau surat menyurat.

VISION

Reliable Email Secure System

System

© 2008 Hasnur Group 3 Confidential

 Exchange 2007 more than Just Basic Email
• Calendar sharing and group scheduling
• Resource scheduling
• Contact sharing
• Task management
• Enhanced security
• Backup & recovery
• Offline access Exchange servers The internet

• Public folders

MS Outlook
© 2008 Hasnur Group 4 Confidential
 How to Log on to Hasnur’s Network
• UserID / Username : 5 Characters
• Password Minimum 8 Characters, Expired every 60 days
• Domain Name : HasnurGroup

© 2008 Hasnur Group 5 Confidential

 Share Drives

• Drive G: for Group / Department

• Drive H for personal folder
• Drive P for Public

© 2008 Hasnur Group 6 Confidential

 Outlook Main Screen

View
Panel

Navigation
Panel
Reading Panel

© 2008 Hasnur Group 7 Confidential

 Navigation Panel Button

• Mail button : Shortcut to Inbox, collects

incoming e-mail
• Calendar button : Show schedule and
appointment
• Contacts button : Stores names and
contacts
• Tasks button : Display Task List
• Notes button : To keep track of information
• Folder List button : Display Outlook folders

© 2008 Hasnur Group 8 Confidential

 How to create a message

• Click New button

• Menu File – New – Mail Message

© 2008 Hasnur Group 9 Confidential

 How to create a message

Press “TO”
Button
To show
Address List

Global Address List

© 2008 Hasnur Group 10 Confidential

 Requesting a Delivery/Read Receipt
• In order to be notified that an e-mail has been delivered
and/or read, a receipt must be requested. If requested, an
e-mail will be sent to the sender upon delivery and/or
opening

•Click Option

© 2008 Hasnur Group 11 Confidential

 How to find someone’s contact #

• Type in <Type a contact to find> box to find email address

© 2008 Hasnur Group 12 Confidential

 How to Insert Attachment

• When create/reply/forward email, click Insert tab, choose

File or Item

© 2008 Hasnur Group 13 Confidential

 How to read an e-mail ?

• Click Mail button in Navigation Panel

• Double-click the title of the message
• Message window screen opened
• To close, press Esc

© 2008 Hasnur Group 14 Confidential

 How to Reply an e-mail

• When open an email, Reply button and Reply to All button

appear at the top
• Reply button to reply a message to the person who sent the
message
• Reply to All button to reply a message to several people
• The original text include in replies below to your reply
message
• Outlook can be set not to include the original message
when reply an email

© 2008 Hasnur Group 15 Confidential

 Recalling and Resending an Email

• Recall or resend a message by opening the sent item, then

go to Actions Recall This Message or Resend This
Message

If recalling, the following message will appear:

Tip using Recall Vs. Resend:
Recall allows you to “retract”
or delete unread copies (if the
recipient accepts).
Resend sends the same
message again, without
retracting.
© 2008 Hasnur Group 16 Confidential
 How to delete the original message when reply
• Choose Tools – Options
• Click E-mail Options button
• Change When reply to a message option to Do not
include original message
• Click OK

© 2008 Hasnur Group 17 Confidential

 How to saving interrupted messages
• If you are not intend to send your message immediately, or
made a concept message, you can save your interrupted
message to Draft Folder
• When write a message , click Save icon and message will
automatically save to Draft folder

© 2008 Hasnur Group 18 Confidential

 How to flag an Item
• Sign a flag to an item (email or task) that we have to follow
up them. Right Click -> Follow-up -> Add reminder
• Add a reminder to an item to warn us

© 2008 Hasnur Group 19 Confidential

 Disable Copy to Sent Item
• By default, after you send a message, Outlook makes a
copy to Sent Item folder
• To reduce the content of Sent Item folder, you can disable
Outlook makes a copy to Sent Item folder
– To disable copy to Sent Item :
– Choose Tools – Options
– Click Email Options button
– Uncheck Save copies of messages in Sent Items folder
– Click OK

© 2008 Hasnur Group 20 Confidential

 How to Create a Signature
• Signature used to give identity to
your message
• Choose Tools – Options
• Click Mail Format tab
• Click Signatures button
• The Signatures and Stationery
dialog box appears
• Click New button
• Type a name for new signature,
click Next button
• Type the text of signature and
format it
• Click OK

© 2008 Hasnur Group 21 Confidential

 Create a New Folder
• You can create a folder inside your Inbox folder
• Click Mail button in Navigation Pane
• Choose Go – Folder List
• Right click Inbox in Folder List
• Choose New Folder
• Type a name
• Click OK

© 2008 Hasnur Group 22 Confidential

 Create Email Rules
• Applying a rule to automate Outlook sort an email based on
your own criteria
• Click Inbox icon in Navigation Pane
• Choose Tools – Rules and Alerts
• Click New Rule button
• Choose type of rule
• Fill the criteria
• Don’t forget to run after create a rule

© 2008 Hasnur Group 23 Confidential

 How to Archive Email
• Archive to store messages and other Outlook item that you
don’t need to look at right now
• Archive to reduce your mailbox usage storage in Exchange
Server
• Auto Archive
– Choose Tools – Options
– Click Other tab
– Click AutoArchive button

• Manual Archive
– Choose File – Archive menu

© 2008 Hasnur Group 24 Confidential

 Contact – Main Screen

© 2008 Hasnur Group 25 Confidential

 How to Add Contacts
• Use Contacts to add your own personal contact other than
Address List
• Click Contacts button in Navigation Pane
• Click New button
• Fill in all the information field
• Click Save & Close

© 2008 Hasnur Group 26 Confidential

 How to Use Contacts
• Use Contacts items to send an email
• Select contact from Contact folder and drag to Mail button in
Navigation Pane
• New Message dialog box opened and your contact is already
typed in To…
• Click Send to send an email

© 2008 Hasnur Group 27 Confidential

 How to Create Distribution Lists
• Distribution List : a group of many email addresses
• Distribution List located in Contacts
• Choose File-New-Distribution List
• Type the name of Distribution List
• Click Select Members button
• Double-click the name of each person on add to
Distribution List
• Click OK

© 2008 Hasnur Group 28 Confidential

 CALENDER

Use icons above

calendar to
switch to work
week, month, etc.
etc.

© 2008 Hasnur Group 29 Confidential

 How to Create Appointment
• Choose File – New menu bar
• Choose Appointment
• Type in Subject box about the appointment
• Type in Location box about the location
• Click Send

© 2008 Hasnur Group 30 Confidential

 How to Create Meeting Request
• Choose File – New menu bar
• Choose Meeting Request
• Click Scheduling button
• Click Attendees to choose person to invite
• Click Appointment button
• Type in Subject and Location
• Click Send

© 2008 Hasnur Group 31 Confidential

 How to give access to your mailbox
• Using Folder Sharing
– File – Folder – Change Sharing Permissions…

• Using Delegates
– Tools – Options – Delegates

© 2008 Hasnur Group 32 Confidential

 How to Delegate Permission
• Delegate give user a send-on-behalf-of permission
• Delegate can send item on your behalf
• Delegate can create and respond to meeting request
• If you want grant folder access without giving send-on-behalf-
of permission, use Change Sharing Permission

• Choose Tools – Options

• Click Delegates tab
• Click Add
• Double-click the name to delegate
• Click OK
• Set permission in Delegate Permissions dialog box
• Click OK

© 2008 Hasnur Group 33 Confidential

 How to Open Other User’s folder
• After owner delegate permission, you can open other user’s
folder
• Choose File-Open-Other User’s Folder
• Click Name button
• Select the name of the person
• Choose Folder Type
• Click OK

© 2008 Hasnur Group 34 Confidential

 Task List Screen

© 2008 Hasnur Group 35 Confidential

 How to Create and Maintain Tasks
• Choose Tasks button in Navigation Pane
• Click New toolbar
• Fill in Subject
• Set Start date
• Set Due date
• Set Status
• Set Priority
• Set Category
• Set % Complete
• Click Save & Close

© 2008 Hasnur Group 36 Confidential

 How to Set Out of Office
• Click Tools menu
• Click Out Of Office Assistant…
• Click Send Out of Office auto-replies

© 2008 Hasnur Group 37 Confidential

 Etika Email
Apa tanggapan anda jika menerima email berikut ini dari
seseorang yang anda tidak tau pengirimnya?

Pendidikan Matematika di Indonesia hanya mengisi OTAK, tidak mengisi

watak.... buktinya banyak orang Pintar tapi korupsi dengan memanipulasi
data atau jumlah nominal uang.

• Isinya bisa dimengerti.

• maksudnya apa?
• minta saran?
• atau hanya curhat?

© 2008 Hasnur Group 38 Confidential

 10 Tips Email
1. Jangan Mengirim Spam
• Spam atau promosi produk akan mengganggu orang lain.
2. Jangan Mengirim Hinaan
• Jangan pernah mengirimkan email untuk menghina seseorang ataupun
produk tertentu.
3. Jangan Menyianyiakan Bandwidth
• Hemat pangkal kaya. Reply All dan attachment harus selective.
4. Jangan Terlalu Panjang
• Straight to the point. Hindari kalimat basa basi/gadur gidul
5. Jangan Teriak di Email
• Penggunaan huruf CAPITAL diartikan teriak.

© 2008 Hasnur Group 39 Confidential

 10 Tips Email (cont)
6. Jangan Mengosongkan Subject
• Dengan Subject penerima dapat mengambil response yang tepat
7. Jangan Menunjukkan Perselihan Pribadi
• E-mail bukanlah sasana tinju.
8. Jangan Sembarang Menggunakan bahasa
• Hindari penggunaan idiom, jargon, singkatan, humor.
9. Baca kembali sebelum mengirimkannya
• Hindari asumsi sudah benar dan tepat.
10.Hormati Kerahasiaan
• Tidaklah sepantasnya menceritakan e-mail teman anda (rahasia) kepada
orang lain tanpa sepengetahuan dia.

© 2008 Hasnur Group 40 Confidential

© 2008 Hasnur Group 41 Confidential