Outlook Email Basics Topic Process Starting Outlook 1. Double-click the Outlook icon. Note: If you wish to start another application, minimize Outlook by clicking the button with the underline. Double-click an application icon to start another program. Password/Domain Information 1. Type your user id (ex. ou90100). 2. Type your domain name ______________ 3. Type your password. Note: Domain names are not case sensitive, passwords are. Exiting Outlook Select Icons from Outlook Bar 1. Select File - Exit and Logoff or double-click the Close icon in the left corner of the application window. 2. Exit Windows by clicking the Start button. 3. Shut down the computer if no one else needs to use it or choose Exit and log on as another user to set the computer up for someone else's use. 4. Choose Exit and Log Off. 1. Click the icon whose information you wish to see. Inbox Calendar Deleted Items Review of Inbox Headings Sizing Columns in the Inbox Displays your mail Displays your calendar Displays the messages you deleted. ! Identifies important messages Envelope Identifies new, read or replied to messages Flag Message to be dealt with later Paperclip Message w/ attachment 1. Place the mouse pointer on the black separator line before the word Subject or Received Date. 2. Drag the column divider to the appropriate location and release the mouse. Outlook Email Basics Topic Process Displaying Someone's Phone Number while Reading a Message 1. In a message you have received, double-click the recipient's name when it appears in the gray heading area. Displaying the Next Message 1. Click the Next icon in the toolbar or choose View - Next from the menu. Displaying the Previous Message 1. Click the Previous icon in the toolbar or choose View Previous from the menu. Replying to Messages 1. Open or select the message. 2. Select one of the Reply icons. Forwarding Messages Deleting a Message Note: If you reply to a message containing an attachment, the original attachment is not included in the reply. Note: If you leave the Reply window open, your screen saver will not be displayed. 1. Open or select the message. 2. Select the Forward icon. Note: If you forward a message containing an attachment, the original attachment is included in the reply. Note: If you leave the Forward window open, your screen saver will not be displayed. 1. Select or open the message to be deleted. 2. Select the Delete icon from the toolbar or press the [Delete] key. Note: Undeleting a Message 1. The [Delete] key only works when you are deleting a message from the Inbox. Choose Edit - Undo from the menu or Display the Deleted Items folder. Outlook Email Basics Topic Process Previewing a Message 1. Open or select the message(s) to be printed. 2. Choose File - Print Preview from the menu or click the Print Preview icon. Closing a Message 1. Double-click the control icon in the top left corner of the window or choose File - Close from the menu. Creating a Message 1. Select the New Message icon from the toolbar or choose Compose - New Message from the menu. Addressing a Message if you know the person's name 1. Type as much of the person's last name and first name as you wish. 2. Type a semi-colon (;) or press the [Enter] key to add another recipient. 3. Press the [Tab] key to move to the CC recipient box or click the mouse in the next box. 1. If you don't know how to spell a person's name, click the To button. Addressing Message with To: Button 2. Start typing the first few characters of the person's last name. The name will be highlighted in the Global Address Book. 3. Click the name to whom you wish to send a message. 4. Click the To: button. 5. Add any additional names. 6. Click the OK button to return to the message. Names w/ Red, Wavy Lines 1. Click the Check Name icon twice. The first time closes the list created by the right mouse click and the second click displays the Address Book. 2. Select the appropriate name from the Address Book window. Note: Red, wavy lines mean that there is more than one person listed with the given information. Outlook Email Basics Topic Process Names w/ Globes 1. When a globe appears to left of someone's name, it means they are not using Outlook. Names Appearing Twice 1. If a name appears twice and the phone number is exactly the same, the migration is not yet complete. Always select the name without the globe. Important Message 1. Create a new message. 2. Select the Important icon. Removing a Recipient Name 1. Click the name you wish to remove and press the [Delete] key or position the cursor behind the name and press the [Backspace] key. Printing a Message before Sending It 1. Select the Printer icon before selecting the Send icon. Sending a Message 1. After addressing the message and typing the message contents, select the Send icon from the toolbar. Canceling a Message 1. When the New Message window is open, select the Control icon in the top left corner of the window or choose File - Close from the menu. 2. Select the No button to abandon the message. Duplicate Names Internet Addresses 1. If multiples of the same name appear, select the Check Names icon from the toolbar. 2. Select the Properties button from the Address Book window. 3. Select the appropriate person. 4. Click the OK button twice. 1. Create a new message. 2. Type the Internet address: example: firstname.lastname@example.org Your Internet Address Note: Your Internet address is still your email@example.com Outlook Email Basics Topic Process Reading an Attachment 1. Open the message containing the attachment. 2. Double-click the attachment icon. The application and file will be opened. 3. Close the application. 1. Select the Sent Items folder. 2. Double-click the message you wish to view. 1. Open the Sent Items folder. 2. Open the message you wish to resend. 3. Choose Tools - Resend from the menu. 4. Change the message recipients and/or text. 6. Send the message. Viewing Sent Items Resending Messages Note: You can resend a message stored in any of your Sent Items and File Cabinet folders. Note: You cannot resend a message you did not create. Emptying the Sent Items Folder 1. Open the Sent Items folder. 2. Highlight the messages you wish to delete. 3. Select the Delete icon from the toolbar or press the [Delete] key. Displaying the Address Book 1. Select the Address Book icon or choose Tools - Address Book from the menu. Displaying Phone Numbers using the Address Book 1. Open the Address Book. 2. Type the person's last name or as much of it as you know. 3. Click the Properties button if you need to see more information. 1. Choose Tools - Autosignature from the menu. 2. Select the Add check box. AutoSignature Outlook Email Basics Topic Process AutoReply or Out of Office Assistant 1. Choose Tools - Out of Office Assistant. 2. Select the I am currently Out of the Office option. 3. Type the reply message text. 4. Select the OK button. Turning Off the Out of Office Assistant 1. As soon as you start Outlook, it will ask if you wish to disable the Out of Office Assistant. Select the Yes button. Archiving Outlook 1. A dialog box will occasionally appear asking if you wish to archive your messages. When this dialog box appears, select the NO button. Need Help – Call your unit's Help Desk.
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