Getting Started
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Using the Inbox
Managing Messages
Working with Folders
Working with Address Books
Using Personal Distribution Lists
Working with
Categories
Using Internet Addresses
Using the Calendar
Miscellaneous Features
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Logging onto the Network
When you turn on the computer, the following screen appears.
- Enter your Username at the Username:
prompt.
- Enter your Network Logon Password at the
Password: prompt
- Click on OK to accept these entries and
log onto the network.
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Loading Outlook
If your computer does not automatically load Outlook,
follow these directions.
- Double-click on the Outlook icon. The
following screen appears.
- Enter cdnet-ad\Username at the prompt. The username is the same as your network login name.
- Enter cdnet-ad\username at the Password
prompt.
Enter your email password at the prompt.
NOTE: If you are a new user, your email password can be found on your Enterprise Network account form
(unless you have changed it).
- Select OK complete the login
procedure.
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Changing Your Email Password
- On the Tools menu, click Options.
- In the Options dialog box, click the Other tab.
- Click Advanced Options.
- Click Custom Forms.
- Click Password to display the Change Windows Password dialog box.
- Fill out the appropriate information in the Change Windows Password dialog box. (domain name is cdnet-ad)
- Click OK four times to close the Options dialog box.
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Creating a New Message
- Select File/New from the menu bar. Select Mail Message from the sub menu. The New Message window appears.
- Address Line – Displays a list
of recipients of the message
- Carbon Copy Line – Displays a
list of the recipients who are to receive a copy of the message.
- Subject Line – Provides a
description of the contents of the message.
- Message Area – Area that
contains the actual text of the message.
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Selecting the Recipients
- Click the mouse button on the To: button
to display the Select Names dialog box.
- Select the desired address book from the Show
Names from the: list box.
- Select the desired recipient(s) from the list of names
in the left window. Select the appropriate choice to properly place the
name(s).
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Typing the Message
- Position the cursor on the Subject: line
and type a brief description of the contents of the message. This
information will appear in the recipient’s mail list.
- Position the cursor in the Message Area. Type the
message.
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Changing Font Attributes
- Make sure that the formatting toolbar is displayed in
the New Message window by selecting
View/Toolbars/Formatting from the Menu Bar.
- Highlight the text from the message to be modified or
position the cursor at the location where the new text will be inserted.
- Select one or more of the following attribute
options.
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 Places the Bold feature on the selected text.
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 Places the Italics feature on the selected text.
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 Places the Underline feature on the selected text.
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 Allows for changing the color of the selected text.
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 Aligns the selected text on the left.
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 Centers the selected text between the margins.
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 Aligns the selected text to the right.
- To remove the font attributes, simply highlight the text to be modified. Select the attribute from the toolbar that is to be removed. The attribute is removed.
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Attaching Files
- Position the cursor at the point in the message where
you would like to attach the file. Generally this is either at the
beginning or the end of the email message.
- Select the
 button from the standard
toolbar. The Insert File dialog box is displayed.
- Select the exact folder location of the file to be
inserted into the message from the Look In: box. The list of
files that are located inside of the selected folder are displayed.
- Select the file to be inserted.
- Select the Insert button to insert the
selected file. An icon with the filename is placed below the subject heading.
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Using the Spellchecker
- Select
Tools/Spelling from the Menu bar to begin the
spellchecker. Outlook will begin to scan the message and stop at the
first word that is not in the dictionary. The Spelling dialog box will
appear.
Perform one of the following
options each time Outlook stops at a word that is not in the
dictionary.
If the unrecognized word is not in the
dictionary, not in the suggested list and is not spelled correctly,
position the cursor in the Change to: dialog box.
- Delete any existing text.
- Type the correct spelling of the word.
- Select the Change button. Exchange
replaces the word and continues.
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Assigning Options
- Select the Options tab at the top of the message to display the following screen. Select one or more of the following options.
Message Settings:
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Importance: Displays a symbol in the
recipient's message list indicating that a message is of high, normal, or low importance.
- Sensitivity: Select Normal, Personal,
Private or Confidential from the drop –down list. The
Personal and Confidential setting only notifies the recipient that the
message may need to be handled differently from the Normal message. The
Private message allows for no one to modify the message when it is
replied to or forwarded.
Voting and Tracking Options:
- Use Voting Buttons: Displays voting buttons in the recipients' copy of the message so that recipients can reply to the message by making choices such as Approve or Reject.
- Request a delivery receipt for this message: Returns a message to you verifying the date and time the message arrived at the post office of the recipient.
- Request a read receipt for this message: Returns a message to you verifying the date and time the message was read by the recipient.
Delivery Options:
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Have replies sent to: Sends replies to this message to someone else, such as an assistant.
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Save sent messages to: Saves a copy of the sent message to the specified folder
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Do not deliver before: Keeps the message
in your Outbox folder until the date and time you specify.
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Expires after: Makes the message
unavailable after the specified date and
time.
When all options have been selected, press the Close tab to return to the message window.
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Sending the Message
- Once the email message is
complete, press Send the button. The message is sent to
the selected recipients and a copy of the message is saved in the folder
specified in Options.
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Using AutoPreview
Outlooks allows for the partial contents of each unread
message to be displayed in the Information Viewer. This aids in
determining the importance of a message.
- Select View form the Menu Bar.
- Select AutoPreview from the View Menu.
The first few lines of each unread message is displayed in the
Information Viewer.
- To remove the AutoPreview feature, simply
reselect View/AutoPreview from the Menu Bar.
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Reading a Message
- Position the mouse arrow on the message to be read.
- Double-click the left mouse button. The contents of the
message is displayed. If the message is very long, use the scroll bar,
or the PgDn key to see the whole message.
- Press the
 icon to close the
message and return to the Information Viewer.
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Reading an Attachment
- Open the message.
- Position the mouse arrow on the attachment icon in the
message box.
- Double-click on the attachment icon. The associated
application will open, and the contents of the file will be displayed.
If there is no association established with the attachment, call the
Help Desk at ext. 4357.
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Saving an Attachment
- Return to the email message.
- Select File/Save Attachments from the
Menu Bar. The Save Attachments dialog box is displayed.
- Select the folder location where the attachment is to
be saved. This folder name will be displayed in the Save
In: box once it is selected.
- Accept or change attachment name that is displayed in
the File name: box.
- Click on Save to save the attachment to
the designated location.
- Make sure the correct file type is displayed in the
Save as type: box.
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Replying to a Message
- Open the message to which a reply will be sent.
- Click on the Reply button from the
Message Toolbar. The message window will be displayed. The cursor is
positioned in the To: box and the original message is displayed.
The sender's name is in the To: box, the cursor is positioned in
the message area and the original message is displayed below the cursor.
- Type the response to the message at the cursor
location.
- Click on the Send button to send
the message to the sender.
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Forwarding a Message
- Open the message to be forwarded.
- Click on the Forward button from the
Message Toolbar. The message window will be displayed. The cursor is
positioned in the To: box and the original message is displayed
in the message area.
- Click on the To: button to select the
recipient(s) of the message. Make sure the correct address list is
displayed.
- Click on OK to accept the selected
recipients and return to the message window.
- Position the cursor at the top of the message
- Type any change/addition to the message.
- Click on the Send button to send the
message to the recipient(s).
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Deleting a Message
- Return to the Information Viewer and
display the Inbox.
- Position the mouse on the message to be deleted.
- Single-click to select the message
- Press the Delete key from the
keyboard. The message is removed from the Inbox.
- To delete multiple messages, position the mouse on the
first message to be deleted.
- Hold down the Ctrl and click on the next
message to be deleted. Both messages are highlighted. Continue to select
additional messages for deletion by using the Ctrl/Click
sequence.
- Press the Delete key from the keyboard to
delete all of the selected messages.
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Displaying the Folder List
- Select View/Navigation Pane to display the
folder list.
- Select View/Navigation Pane to hide the
folder list.
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Creating a Folder
- Display the file list.
- Select File/New/Folder to display the
following screen.
- Enter a name for the folder in the Name:
dialog box.
- Select the Folder contents: option from
the dialog box.
- Select the existing folder from which the new folder
will be a subfolder. Use the scroll bar on the right side if necessary.
- Enter a Description for the new folder if desired.
- Select OK when finished. The new folder
will be displayed.
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Moving a Message to a Folder
- Click on the folder that contains the file to be
moved. The contents of the folder are displayed on the right side of
window.
- Position the mouse pointer on the message to be moved.
Drag the message to the new folder on the folder list.
- Release the mouse button. The message is now positioned
in the desired folder.
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Copying a Message to a Folder
- Click on the folder that contains the file to be
copied. The contents of the folder are displayed on the right side of
window.
- Position the mouse pointer on the message to be copied.
Press and hold the left mouse button.
Press and hold the Ctrl button. A
+ sign appears.
Drag the message to the new folder on the folder list.
- Release the mouse button. Release the
Ctrl key. The message is now copied to the desired folder.
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Retrieving a Message from the Deleted Items Folder
- Click on the Deleted Items folder.
The contents of the folder are displayed on the right side of window.
- Position the mouse pointer on the message to be
retrieved.
Press and hold the left mouse button.
Drag the message to the folder where the message will
be placed.
- Release the mouse button. The message is now retrieved
into the desired folder.
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Identifying Address Books
The Address Book consists of the collection of separate
address books used to store names, e-mail addresses, and distribution
lists. The Address Book may contain a Global Address List, Outlook Address
Book, and Personal Address Book. Below are definitions of the three types
of address books.
Global Address List The address book that
contains all e-mail addresses for users, groups, and distribution lists
for College of DuPage. This address book is created and maintained by the
administrator. The administrator can only change this address
book.
Outlook Address Book The address book
automatically created from your existing Personal Address Book within
MSMail or MSExchange, and the contacts from your Contacts folder that
include an entry in the E-mail field. The email addresses from the
Contacts list are available from remote access. Your contacts can be
people inside and outside COD, and you can have multiple e-mail addresses
for each contact. When you update your contacts in the Contacts folder,
the Outlook Address Book updates as well. Your Contacts folder appears as
a separate entry under Outlook Address Book in the Show names from
the: dialog box.
Personal Address Book A customizable address
book used to store personal addresses and distribution lists you
frequently address messages to, such as a list of everyone on a specific
committee. This list is not available from remote
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Selecting Address Books
- Create a new message.
- Select the To: button to display the
Select Names dialog box. Notice the name of the address book that
is displayed by looking in the Show Names from the: dialog box.
- Select the
 from the Show
Names from the: dialog box. A list of the available address
books is displayed.
- Select the address book that contains the email address
desired. The name of the address book is displayed in the dialog box and
the list of address within the address book is displayed in the name
list.
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Creating a Personal Distribution
List
- Select Tools/Address Book from the main
menu. The Address Book screen is displayed.
- Select File/New Entry to display the
New Entry dialog box.
- Select New Distribution List from
the entry type list.
- Click on OK to advance to the Properties
screen.
- Enter a name to identify the group. This name will
appear in the Contacts Folder as a single entry but will
represent each address in the list.
- Select the Select Members button at
the top of the window. The Select Members window is displayed.
- Select the correct Address Book from the Show
names from the: dialog box. This is the list that contains the
desired addresses to be added to the group. The list of members from the
selected address book is displayed on the left.
- Select a name/group that is to become a member of the
list from the list on the left.
- Click on the Members button to place the
selected name in the box on the right. This selection becomes a member
of the personal distribution list.
- Continue to select names from the list on the left and
adding them to the list on the right.
- Select OK when the list is complete.
- Select Save and Close to save the list
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Editing a Personal Distribution
List
- Select Tools/Address Book from the main
menu. The Address Book screen is displayed.
- Select the address book where the personal distribution
list is located from the Show Names from the: dialog box.
- Double-click on the personal distribution list that is
to be edited. The editing screen for the selected list is displayed. The
name of the list is displayed across the top and all of the members of
the list are displayed in the window.
- Click on the Select Members: button
to add Members to the selected group. The names of
the members added are listed on the bottom.
- Add a member to the list by selecting the desired
address book, selecting the name from the list on the left and clicking
on Members:. The new member is added to the list on the
bottom.
- Remove a member from the group by selecting the name
from the list. Press the Delete key to remove
the member from the group.
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Sending an E-Mail message to a Personal Distribution List
- Create a new message.
- Select the
 button from the new
message.
- Display the Personal Address Book.
- Select the Personal Distribution List from the list on
the left. Personal Distribution Lists are boldfaced.
- Click on the To: button to place the
Personal Distribution List in the Message Recipient’s box.
- Click on OK to return to the message
window.
- Complete message and send when complete.
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Using Categories
Categories are used to keep track of Outlook items so you
can easily find, sort, filter, or group them. A category is similar to a
personal distribution list in that it can be used to email a defined group
of people by sending it to a single category. Categories also assist you
in keeping track of different types of items that are related but stored
in different folders
Outlook supplies a predefined list of categories called
the Master Category List. You can use this list as it is or add your own
categories. Items can be assigned to more than one category.
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Creating a
Category
- Select Edit/Categories from the main
menu. If Categories isn't available, click any item from the menu, and
then try Edit/Categories again.
- Click on the Master Category List button
to display the Master Category List.
- Type a name for the new category in the New
category: box.
- Click on Add to add the new category to
the Master Category List. This category will appear alphabetically
within the Master Category list.
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Assigning a Category to a
Contact
- Click on the Contacts icon from on the Navigation Pane.
- Click on the contact name to which a category is
to be assigned.
- Select Edit/ Categories
- In the Available categories list, select the check boxes next to the categories you want.
- Click on OK to assign the category to the
contact.
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Sending an E-mail message to a Category
- Display the Contacts list by double
clicking the on Contacts icon in the Outlook bar.
- Select View/Current View, by Category
from the menu bar to view the Contacts by Category.
- Position the mouse pointer on the desired Category.
Press and hold the left mouse button and drag the category to the
Inbox icon in the Outlook bar.
- Release the left mouse button. A new message is created
and the members of the category are positioned in the To:
dialog box.
- Continue to create the message and send when complete.
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Creating an Internet Address
in Contacts
- Select File/New/Contact to display a new
contact window.
- Enter the information in the appropriate boxes. Include
any categories on the bottom.
- Position the cursor in the dialog box to the right of
the E-mail dialog box.
- Type the Internet Address at the cursor
location.
- Click on Save and Close from the menu. The
contact with the internet address is saved in the Contacts list.
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Selecting the Date
- Locate the Date Navigator portion of the
screen. There are two months displayed. This is generally the current
month and the next month.
- Click on the
 icon next to the first
displayed month name to display the previous month.
- Click on the
 icon next to the last
displayed month name to display the next month.
- Click on the desired date of the month to display the
appointment area for that day.
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Making an Appointment
- Select the correct date of the appointment.
- Double click the mouse arrow on the desired start time
of the appointment to display the appointment window.
- Enter the Subject and the
Location in the appropriate boxes. This information will
be displayed in the appointment display.
- Set the start date and time by typing or using the
drop-down menu.
- Set the end date and time by typing or using the
drop-down menu.
- Set a reminder if desired.
- Position the cursor in the detail area and type any
details concerning the meeting.
- Click on Save and Close to save the
appointment and return to the calendar.
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Editing an Appointment
- Double-click on the appointment to be changed. The
appointment window is displayed.
- Make the changes desired. See Making an
Appointment in this document for direction if necessary.
- Click on Save and Close to save the
appointment and return to the calendar.
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Deleting an Appointment
- Select the appointment to be deleted by single clicking
on the appointment.
- Select Edit/Delete from the menu. The
appointment is removed from your calendar.
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Planning a Meeting
- Select File/New/Meeting Request from the
menu. The new meeting screen appears.
- Select the To: option to display the
Global Address Book.
- Select the desired recipient from the address book.
- Click on Required button to place the selected
name in the recipient list.
- Select OK to return to the meeting
planner window.
- Select the Scheduling tab to display
a grid with all of the schedules of the selected recipients. The line
across the top represents all of the scheduled time for all of the
recipients. The following lines represent the schedule for each
recipient.
- Identify a time where all necessary attendees are
available.
- Select a Meeting start time and a
Meeting end time on the bottom of the screen.
Autopick can also be selected and Outlook will identify an
available time for all invitees.
- Select the Appointment tab to describe
the appointment.
- Position the cursor on the Subject: line.
Enter something that describes the meeting. This will appear in the
Subject Line of the email message that invites the recipients to the
meeting.
- Enter a brief description in the blank area if desired.
- Press Send when finished. Outlook sends
an email message to all of the recipients on the To: line. Once
the message has been received, the recipient has the option to accept or
decline. Confirmation will appear in your email when the meeting has
been accepted or declined.
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Editing an Existing Meeting
- Double-click on the existing meeting on your calendar.
The meeting is displayed on the screen.
- Make the desired changes to the meeting.
- Click on to send the revised meeting information to the
recipients. The changes will be noted in the calendar. If the meeting is
accepted by the recipients, an acceptance will appear in email and their
calendars will display the changes. Likewise, if the changes have been
declined, a notification will be sent to your email.
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Setting Permissions
- Right click on the Calendar folder on the Folder List.
- Select Properties from the menu.
- Select the Permissions tab from the
Calendar Properties dialog box.
- Select the Add button to display the Global
Address Book.
- Select the name of the individual you would like to
give permission to view your calendar.
- Press OK to return to the Calendar
Properties dialog box. The name of the selected individual is displayed.
Single click on that name to highlight it.
- Select the desired permission(s) for the highlighted
individual.
- Select Apply to set the permissions for
the highlighted individual.
- Select OK when finished.
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Viewing Another Calendar
A calendar can only be viewed if access permissions have
been granted from the owner of the calendar.
- Select File/Open/Other Users Folder. The following screen appears.
- Select the Name: button to display the
Global Address Book.
- Select the name of the person whose calendar you would
like to view. Select OK.
- Select OK to view the calendar.
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Creating a Message from a
Contact
- Open Contacts.
- Position the mouse arrow on the contact to which the
message is to be sent.
- Press and hold the left mouse button and drag the
contact name to the Inbox icon in the Outlook Bar.
- Release the mouse button. An Untitled Message is
displayed and the cursor is positioned in the Subject line.
- Complete the message and click on the
Send button when complete.
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Using Rules and Alerts (Filtering
E-Mail Messages)
The Inbox Assistant allows for you to set rules for
managing incoming email messages. These rules may include copying a
message from a specific individual to a specific folder, or messages that
you send to a specific individual be moved to a specific
folder.
- Display the Inbox.
- Select Tools/Rules and Alerts. The Rules and Alerts box is displayed. Do one of the following:
To use a template with pre-specified actions and conditions.
- Select Start creating a rule from a template and select the template you want to use.
To create the rule by specifying your own criteria.
- Select Start from a blank rule and then click Next.
- Under Select when messages should be checked, select Check messages when they arrive or Check messages after sending, and then click Next.
- Follow the rest of the instructions in the Rules Wizard.
- If you want to run this rule on messages already in one of your folders, select the Run this rule now on messages already in "folder" check box on the last page of the Rules Wizard.
- To have this rule apply to all your e-mail accounts and Inboxes, select the Create this rule on all accounts check box on the last page of the Rules Wizard.
- Select From: or Sent To: to display the Choose Sender or Choose Recipient window. These options are used to set the condition for all messages that are sent to a particular address or received from a particular address.
- Select the Address Book from the Show Names from the: dialog box.
- Select the Email Address from the selected address book by highlighting the name from the list on the left.
- Select the From: button to place the selected address in the list on the right.
- Select OK after all names have been selected to return to the Edit Rule window.
- Optionally, enter a condition in either the Subject: or the Message Body: dialog box if desired.
- Optionally, select the Advanced button to set date and size ranges for the condition on the message.
- Select the Action: from the bottom of the screen by clicking on the desired action and determining the appropriate folder if necessary.
- Select OK when complete. Each time a message meets the condition set, the selected action will take place and a dialog window will appear announcing the action.
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Using the Out of Office
Assistant
The Out of Office Assistant allows for you to set up your
email to perform specific actions when the incoming email messages meet
certain criteria. The Out of Office Assistant includes three sections.
These are a choice of whether you are in or out of the office, a box for
you to enter an automatic reply to those who sent you mail while you were
away, and an area to enter rules you would like to apply to your messages
in your absence.
- Display the Inbox.
- Select Tools/Out of Office Assistant to
display the Out of Office Assistant dialog box.
- Select the I am currently Out of the
Office radio button.
- Position the cursor in the AutoReply only once to
each sender with the following text: dialog box.
- Type an automatic reply to the senders of your
messages.
- Select the Add Rule to display the
Edit Rule dialog.
- Set the rules for the Out of Office Assistant
in the same fashion as discussed in the Using the Inbox
Assistant portion of this document.
- Select OK when complete.
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Creating an Automatic
Signature
The Automatic Signature feature of Outlook allows for
placing a signature at the end of each message either automatically or on
demand.
- Select Tools/Options from the main menu to display the Options dialog box.
- Select the Mail Format tab
- Under Signature , click Signatures , and then click New .
- Enter a name for your signature in the, Enter a name for your new signature box.
- Under Choose how to create your signature , select the option you want.
- Click Next .
- In the Signature text box, type the text you want to include in the signature.
To change the paragraph or font format, select the text, click Font or Paragraph , and then select the options you want. These options are not available if you use plain text as your message format.
- Click Finish when you are done editing the new signature.
- Click OK Under Signatures , choose the signatures that you want to use for new messages and for replies and forwards. You can use a different signature for each.
- Click OK to complete the setup.
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Recalling a
Message
You can only recall or replace messages you sent to
recipients who are logged on and using Outlook and who have not
read the message or moved the message out of their Inboxes.
- Open the Sent Items folder.
- Open the message that is to be recalled.
- Select Tools/Recall this Message to display the
following dialog box.
The status of the message is displayed on the top of the
screen. Select one of the following options.
Delete unread copies of this message
Deletes all copies of the message that have not yet been
read or moved out of the Inbox.
Delete unread copies and replace with a new
message
Deletes all copies of the messages that have not yet been
read or moved out of the Inbox and replace with a new
message. |
- Select one of the above options.
- Optionally, select the Tell me if recall succeeds
or fails for each recipient box to be updated as each message is
recalled.
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