Outlook Email Basics
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: cspusa@ibm.net
Your Internet Address
Note: Your Internet address is still your userid@deere.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.
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