Outlook I   Outlook II

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Outlook I

 

To Start Outlook XP

 

To activate Outlook on your computer, double click on the Outlook icon on your Windows 2000 Workstation desktop. It looks like this: 

 For a quick way to know whether you have new unread mail, a closed envelope appears in the bottom lower right corner of your screen near the time icon.  If you move your mouse pointer to it, you will see: “You have new unopened items.”

 

Minimize/Maximize

Whenever you aren’t using Outlook, click on the minimize button (dash) in the.  That way it’s out of your way, but still available.  To maximize it again, click on the Outlook button on the task bar at the bottom of the screen. To close and exit Outlook, click on the close button (X) in the upper right corner of the window (or on the menu bar, select File, Exit.)

 

 

To create and send a message: 

Click on the “New” button. (New Mail Message).  (Note there is a pull-down menu (triangle icon) next to the New button that allows you to create other new things like folders, contacts, distribution lists. More about this later.)

Notice that Microsoft Word is now your default email editor.  This allows you to have the functionality of a word processing program while using email.

The cursor is flashing in the TO field.

Click on the “To” button.

  1. A Select Names Window appears.  The cursor is flashing under “Type Name or Select From List.”  The Names are in alphabetical order by last name.  Groups are listed first.

  2. You can search for a name by typing in some or the entire last name or by using the up/down arrows (move the mouse pointer to the arrow and hold down the left click.)

  3. Once the name is highlighted, click on the To field or press Enter.  You will see the name appear under “Message Recipients.”  If you have more than one person to send the same message to keep selecting names.  (Semicolons (;) are inserted automatically between the names.) 

  4. When you are done selecting recipients, Click on OK. 

  5. Cc is optional.  If you want to send a carbon copy of your message to anyone, click on the Cc field and select one or more recipients in the same manner.

  6. The subject field is optional but it is a good idea to use it.  Click in this field and type in a subject if you wish.

  7. Below the subject field is the body of the message.  Click in this area and type your message.  When done, to send your message, click on the Send button.

 

 

 

 

 

 

 

To read incoming mail

 

 

You can read a message in the preview pane by just clicking on it in the inbox or double clicking on it to open it into a window.

 

There are some symbols to note:

 

The purple arrow on envelope – means you replied.

 

The blue arrow on envelope – means you forwarded this message to someone else.

 

The paperclip  - means that there is an attachment.

 

 

You can have your folder list open or closed.


 

 

View Menu- Here is where you can control how you want your inbox to look. You may want to experiment with some different choices.

 

Toolbars and drop-down lists

Certain items in the toolbars have many items from which to choose.  Click once on the little down arrow to the right of the item.  This “drops down” a list of all the possible choices for that item.  For example:  on the formatting toolbar, you see “Times New Roman” and if you click on the arrow, you’ll see a list of all the fonts that are available.  You can scroll through the list by pointing to the up/down arrows and holding the left click down.  To select a font simply point to it (with the mouse pointer) and click once.

 

If you can’t locate an item (button) on the toolbar, click on the More Buttons button [the down arrow at the very end (far right) of any toolbar] and you’ll see even more items from which to choose.

 

As you move your mouse pointer across the items in any toolbar, a description appears under the pointer.  For example, if you point to the capital letter B, you see “Bold” appear.  Likewise with the I (Italic) and U (Underline).

 

 

 

Formatting Messages (Optional)

In the body of your message, you can format your text for appearance with features such as bold, italics, underlining, styles, and color.  You can either select a format and then type the text, or select the text and then format it.

To select text, place the mouse pointer at one end of the text, press and hold down the left click, and drag the mouse across it, and release the left click at the end of the text.  If you only want to select one word, point to anywhere on the word and double click.  Deselect text by clicking once anywhere in the message.

 

The Formatting toolbar should be displayed by default.  If it is not displayed, click on View, Toolbars, Formatting. 

 

To set a default signature or pick stationary.

The Mail format tab enables you to create things like multiple Signatures and then to select the Signature or stationary that you would like to use as your default.  Select Tools, Options, Mail Format tab, Signatures (at bottom right of window), New.  Type in a name to call the signature.  Click on Next, type in signature, Finish, OK, OK.

 

 

Deleting Messages

To delete a message, select it and click on the Delete button (the big X on the toolbar) or press the Delete key.  The message is placed in the Deleted Items folder. To REALLY delete them select Tools, Empty “Deleted Items” Folder, Yes.

 

Printing Messages

To print a message, simply click on the Print button (looks like a printer) if you know where your default printer is.  If you’re not sure where it’s going to print, just place your arrow over the print button and do not click.  The name of the printer that you are going to print to appears in a yellow box.  If you wish to use a different printer, select File, Print.  At the top of the Print window is the name of the printer that you are printing to.  You may click on the black arrow to the right of the name to see additional printers.

 

 

Replying to messages

After you read a message, you might want to send an immediate reply.  Clicking on the Reply button automatically addresses the reply (in a New Message form) to the person who sent you the original message.  The reply includes the original message in the Message area, and the subject of the original message is entered in the Subject text box, preceded by the prefix RE: (for “regarding”).  You can add your comments above the original message or within the body of the original message.

 

When you finish typing your comments, click on the Send button.

Replying to a message in this way, rather than composing a separate message, can be useful for both you and the recipient.  Your message can often be brief because you type comments within the original message.  Also, the recipient does not need to refer to his or her copy of the original message, because the original message and the reply are sent together.

 

 

 

Using the Reply to All Button

If the original message is sent to more than one individual, you can return a reply to everyone who received the original message and to the originator of the message by clicking on the Reply to All button.  The reply is automatically addressed to the person who sent you the message and to all other recipients.

 

 

Forwarding messages

You might want to forward to another individual a copy of a message you receive.  To forward a message that is open click on the Forward button.  Forwarding a message is similar to replying to a message.  When you forward a message, the subject of the original message is entered in the Subject text box and is preceded by the prefix FW: (for “forward”).  You can include your own comments in the body of the message.  When you are ready to forward a message, click on the Send button.

 

 

Attachments

To open an attachment just double click on the little icon or shortcut in the attachments line, right under the subject line. It will look like a little shortcut icon like this: 

 

and have a  description by it like this: Technology.doc (23 kb)

 

Then you can read the attachment, print the attachment, or SAVE the attachment in one of your folders. Good Advice- you almost always want to save it. Then you can manipulate it, print it later, etc.  To save the attachment, choose File, Save As and type in the file name in the file name box.  Pay close attention to the Save In field; be sure your document is going to be saved where you want it. Click on Save.

 

To insert a file attachment, create the body of your message, and on the tool bar, click on the Insert File button (paper clip).  In the Insert File dialog box, (see below) select the appropriate file (Look In: and browse to the correct folder. Then select how you would like to insert the attachment. Click on the down arrow on the lower right corner of the window next to the word Insert, This is the Insert drop-down list. You can just click on insert or insert as text. You want insert.  (The original file is kept in its original location and a copy of the file is sent with the message.) An attachment shortcut with the document name is displayed in Attachments line of the email header.

 

You can also send a document by email directly from Microsoft Word. Select File, Send To, Mail Recipient (as Attachment).

 

 


 

Inserting a File as an attachment:

 

 

Sorting your Mail

At the top of the Inbox is a bar with headings like “From, Subject, Received.”  If you move your mouse pointer to any one of the items you will see “Sort by….” And if you click on that item, then your inbox messages will be sorted accordingly.  For example if you click on Received your messages will be sorted by the date that they were received.  If you click on Received again, they will be sorted by date again but in reverse order.  You can also use the View Menu to sort or arrange email. You may also want to try FIND to locate specific items, etc. 

 

PROBLEMS:

 

“Mailbox over size limit” message

If you get a message from System Administrator with a subject:  “Your mailbox is over its size limit” (and you may get this when trying to send) make sure you are deleting unwanted email.  ALSO don’t forget your sent items folder. Do the following:

Click on Tools, Empty “Deleted Items” Folder, choose Yes to the question “Are you sure you want to permanently delete all the items and subfolders in the “Deleted Items” folder?”

Then you will see the Deleted Items “bin”.  It will be empty.  Notice “Deleted Items” at the top.  Click on “Deleted Items.”  Select Sent Items.  That folder will appear.  Press the delete key until all sent items that you want are gone.  You will need to empty the deleted items folder again.

 

 

 

 

Recovering Deleted Items

You can undo a deletion by dragging an item from the Deleted Items folder to its original location.

 

Personal Distribution Lists

A distribution list is one email address that includes multiple email addresses.  When you frequently send mail to the same set of people, it’s nice to have them grouped together in one address.  That way, you can select one address for the To:  field rather than repeatedly selecting the same set of names. 

 

To create a distribution list:

  1. Click on the Address Book button

  2. Click on the New Entry button (far left button on the toolbar, white figure).

  3. Select New Distribution List in the New Entry dialog box, in the Select Entry Type box.

  4. Click on OK.

  5. Type in a name to call your list.

  6. Click on Select Members.

  7. Select the email addresses you want to include as members on your distribution list.

  8. When done selecting members, click OK.

  9. Click on Save and Close.

 

Remember:  The Information Technology (IT) Department has already created a number of distribution lists like #All BWE, #Help Desk or #Curriculum Senate that are in the address list.

 

You can also create New Contacts (information on a single person that you frequently communicate with following the same procedure.)

 

 

Tracking Options

 

You can request to be notified when your message has been delivered, read, or both.

 

  1. Before sending your message, Click on the Options button.

  2. Under Voting And Tracking Options, check “Request A Delivery Receipt For This Message” and /or “Request A Read Receipt For This Message”

  3. Click on Close.

  4. Send the message.

 

When your recipient receives the message, it is displayed as a normal message in their Inbox.

 

After your recipient opens the message, a notification message is automatically sent to you as a piece of mail.

 

Spell Check

You can use the spelling feature on any item in Outlook 2000.  By default the spelling option is turned off for mail messages.  To set an option to check the spelling of all messages choose Tools, Options, and select the Spelling tab.  Check the “Always Check Spelling Before Sending” option.  Then click on OK.

 

Microsoft Outlook Web Access

To Begin:

  1. Type webmail.northallegheny.org on your browser. (no www) or use mail.northallegheny.org just as before.

  2. Enter your PC login id (jsmith), Password, and Domain (NA) in the login box, and click OK.

 

***If you do not see a domain box in the login screen, type your login name as follows: na\jsmith, type your password in the Password box.

 


 

Microsoft Web Outlook will load and you will be able to see the new look that is very similar to the full version of Outlook included with Office that we use in the district.

  

Preview pane in now available by clicking on the preview icon.

     Sorting emails can also be changed by selecting the sort type.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

With the new version you will be able to access your folders by clicking on the

Folders tool bar.

 

 

Click on folders to view material.

 

To Compose A New Mail-simply click on the word NEW icon, this will open a template to produce a new email to add text to the body as well as an attachment.

 

 

Click on the To icon (above) to search for a recipient, this will prompt you with a Find Names box. Type a last name of a person, which is an NA employee and click on Find.

If the email address is external, just type the address in the To: box.

 

By clicking on find, this will produce a list of all of the last names that reside in the NA address book. To make a selection, just Click on the recipient (will turn blue) and click on To: (original), Cc: (carbon copy), Bcc: (blind copy), and finally select close to see your email.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The following will define the main toolbar in your email template.

 

Add an attachment.       Check a name if it is misspelled.            Request delivery receipts.

 

 

 


 

                                                                         Importance:

 High    Low

 

 

 


 

 

 

 

 

 

 

 

 Outlook II

 

 

Using Microsoft Outlook Calendar

 

 

 

  1. Basic use of the calendar

 

    1. Using different views, i.e. weekly, monthly, etc, and full screen

    2. Printing your calendar

    3. Creating a basic appointment.

    4. Setting reminders

    5. Marking items as private

    6. Creating recurring appointments

    7. Setting global calendar options

 

  1. Sharing your calendar

 

    1. Setting permissions for people to view and edit your calendar

    2. Viewing someone else’s calendar

 

  1. Sending meeting invitations

 

    1. Sending meeting invitations, accepting and rejecting meetings

                                                               i.      Finding an open time to meet

    1. Be careful with read receipts

    2. Using Go To Date

    3. Using Emails to create appointments

 

  1. Scheduling a conference room

 

5.      Add someone to the Junk Senders list

 

6.      Change Color of Font based on Sender

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. Basic use of the calendar.

 

    1. Working with views is fairly simple.  Simply click how you want to see your calendar.  You can use the predefined views of day, week, workweek, and month.  (See blue circle in figure 1)  The day, week, and workweek views allow you to see your calendar broken down by half hour increments.  The month view does not show the hour increments.  You can also view any custom set of days by clicking on them in the calendar on the right of the screen.  (red circle in figure 1)   The arrow buttons at the top and left and right of the calendar lets you move forward and backwards in the calendar.  (green circles in figure 1)    You can also view your calendar full screen without having the outlook bar, etc in the way.  To see you calendar full screen right click the calendar shortcut on the outlook bar and choose open in new window. 

 

    1. When printing your calendar you can choose to print a daily, weekly, or monthly view, amongst many others.  You can also define what days you want to print it for. 

 

    1. When creating a new appointment it is easiest to highlight the desired hours of the appointment and right click new appointment.  Otherwise you have to set the hours of the appointment. (Figure 2)  Once you have created the new appointment you can fill out a relevant subject and location, and set the hours and date of the appointment.  (Figure 3)  The location field is a user-entered field.  It will remember you last few entries to save you time from typing. 

 

    1. A reminder can be set so that it warns you of meetings.  To enable the reminder check the box and set how long before the reminder appears that you want to be warned. (Figure 3, blue circle).  A reminder will popup and a sound will be played when the reminder comes due.  (Figure 4)   Once you receive the reminder you can choose to snooze or dismiss, so that you may or may not be reminded again. 

 

    1. Marking an item private keeps users from viewing the details of that appointment.  (Figure 3, green circle)   fyi…only people whom you have given permission have access to your calendar. 

 

    1. A recurring appointment is one that will automatically be input on you calendar on a defined schedule.  i.e. you may schedule an appointment for every Monday from 8 to 9 to update your supervisor on your project schedule.  In your appointment box, click on the Recurrence box.

 

    1. Global calendar options can be set from your tools options menu within outlook.  This allows you to set a default reminder time, what your work days and hours are, etc.   Click on Tools, Options, Calendar Options.

 

 

 

  1. Sharing your calendar

 

    1. To set permissions on your calendar, right click on your calendar in your outlook bar and choose properties. (Figure 5) The click your permissions tab.  You decide who has access to your calendar, to include who can view it, and who can add, edit and delete items.  The IT department cannot set these permissions for you.   To give someone permission to you calendar, click the add button (Figure 6) and choose the group or persons name from the global address list, just as you would in a new email message.   Once you see their name in the display list you can choose what role they have.  The most commonly used roles are listed below:

 

                                                               i.      Reviewer:  Can only read your calendar.  Cannot create, edit or delete anything. 

                                                             ii.      Author:  Can read you calendar and new appointments in your calendar.  An author can also edit or delete any item that they created in your calendar.

                                                            iii.      Editor:  Can read, edit and delete anything.  **

                                                           iv.      ***No one can read, edit or delete items marked private

 

    1. To view someone else’s calendar, go to the File menu in outlook and choose Open-Other User’s Folder. (Figure 7) Choose their name from the address book, and choose to open their calendar.  (Figure 8) Once you have opened someone else’s folder, they will show up under file open (Figure 7) so you don’t have to go through the whole process again. 

 

  1. Sending Meeting Invitations

 

    1. To send a meeting invitation, simply create an appointment as normal and then click invite attendees.  Add the people you want to invite to the meeting.  An email will automatically be sent to the invitees to accept, decline, tentatively accept, or propose new time.  (Figure 9)  Assuming the invitee accepts it will automatically be entered in their calendar. When they accept it will prompt the invitee to send a response.  When the invitee sends the response and the sender reads the message it will update the sender’s calendar that they accepted.  If you delete a meeting it will also prompt you to send a cancellation notice, which will remove the meeting from the other people’s calendars. 

 

                                                               i.      To find an open time to meet, it is not necessary to check everyone’s calendar first.  You can actually just click the scheduling tab, and it will show you any appointments from the invitees that conflict.  (Figure 10).  You can use the autopick next button to allow it to find the next date and time that all invitees have open.  You can also set whether or not people are required or optional attendees from this screen. 

 

    1. Be careful if you use read receipts.  If you have them automatically turned on for all messages you send, then it can become a pain to sort through all the mail. 

You can turn receipts on and off from the file-properties menu when sending a meeting invitation.

 

 

    1. Using Go To Date.  To create appointments by Holidays a by time period (week     

      from now, week ago etc…), click on View, Go to Date, type in Christmas etc…

 

d.  Create Appointment by Emails.  To create appointments by Emails, simply drag an email from your inbox into your Calendar Icon.

 

  1. Scheduling a conference room electronically

 

    1. We have just added a new feature for conference rooms.  Under the public folders, there will be a folder for each building.  For now you will only see the building for which you are a member.  These are shared calendars.  For example…all users have the right to read everything in these folders, but you can only delete your own appointments.  No longer do you have to call to find out the schedule of a conference room.  Of course Mary has been given the permission to edit or delete the appointments in these calendars, so you can still call if you wish.  (Figure 11)

 

Add someone to the Junk Senders list

1.  In Inbox, click a message from the sender whose messages you want to automatically

     deleted.           

2.  On the Actions menu, point to Junk E-mail, and then click Add to Junk Senders

Change Color of Font based on Sender

1.      Click on the Organize icon displayed on the advance toolbar. (Figure 12)

2.      Select using colors.

3.      Choose users and color scheme to represent sender.

 

 

 

Figure 1

 

 

 


 

Figure 2

 

 


 

Figure 3

 

 


 

Figure 4

 

 

 


 

Figure 5

 

 


 

 

 

Figure 6

 

 

 

 


 

Figure 7

 

 

 


 

Figure 8

 

 

 

Figure 9

 


 

Figure 10

 

 


 

Figure 11

 

 

 

 

 

 

 

 

 

 

 

 

Figure 12