Using Outlook

Enter your email password at the prompt. NOTE: Your password is now the same as your user name unless you have changed it before this time.

Select OK complete the login procedure.

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Changing Your Email Password

Select the Outlook Icon from the desktop. The Enter Password dialog screen appears.

Enter your User Name if it is not already entered. Press Tab to advance to the next dialog box.

Enter dupage at the Domain Name if it is not already entered. Press Tab to advance to the next dialog box.

Enter your password at the Password prompt. REMEMBER: Your password is now the same as your user name unless you have changed it before this time.

Select Change Password to display the Change Windows NT Password screen.

Enter your Username at the prompt if it is not already entered. Press Tab to advance to the next dialog box.

Enter dupage at the Domain if it is not already entered. Press Tab to advance to the next dialog box.

Enter mse1 (number 1) at the Exchange Server prompt. Press Tab to advance to the next dialog box.

Enter your Old Password at the prompt. Press Tab to advance to the next dialog box.

Enter your New Password at the prompt. Press Tab to advance to the next dialog box.

Enter your New Password again at the Confirm New Password prompt.

Select OK to accept the change. A confirmation screen will be displayed at Outlook loads.

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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.

Places the Bold feature on the selected text.
Places the Italics feature on the selected text.
Places the Underline feature on the selected text.
Allows for changing the color of the selected text.
Aligns the selected text on the left.
Centers the selected text between the margins.
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 OK button to insert the selected file. An icon with the filename is placed at the cursor location in the message window.

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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.

Ignore The unrecognized word is spelled correctly but not in the dictionary. This option will leave the unrecognized word and move on to the next word.
Ignore All The unrecognized word is spelled correctly but not in the dictionary and there are multiple instances of the unrecognized word. This option will bypass all instances of this word.
Change The unrecognized word is spelled incorrectly and the suggested word is spelled correctly. This option will replace the misspelled word with the suggestion. To change the suggested word to one that is displayed in the dialog box, simply select the correct word and then select this button.
Change All The unrecognized word is spelled incorrectly and the suggested word is spelled correctly. This option will replace all of the instances of the misspelled word with the suggestion. To change the suggested word to one that is displayed in the dialog box, simply select the correct word and then select this button.
Add The unrecognized word is spelled correctly and you would like to add the word to your personal dictionary so that it is recognized the next time it is encountered.

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.

General Options:

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.

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.

Have replies sent to: Sends replies to this message to someone else, such as an assistant.

Save sent messages to: Saves a copy of the sent message to the specified folder.

Delivery Options:

Do not deliver before: Keeps the message in your Outbox folder until the date and time you specify.

Expires after: Makes the message unavailable after the specified date and time.

Tracking Options:

Tell me when this message has been delivered Returns a message to you verifying the date and time the message arrived at the post office of the recipient.

Tell me when this message has been read Returns a message to you verifying the date and time the message was read by the recipient.

When all options have been selected, press the Message 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/Folder List to display the folder list.

Select View/Folder List 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

Double 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

Double 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

Double 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 access.

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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 Personal 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 Personal Address Book as a single entry but will represent each address in the list.

Select the Add/Remove Members button at the bottom of the window. The Edit 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.

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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 Add/Remove Members: button to display Edit Members list for the selected group. The names of the members are listed on the right.

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 right.

Remove a member from the group by selecting the name from the list on the right. 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 the Outlook Bar.

Select View/Current View/Address Cards. Each entry in the Contacts list is displayed.

Double-click on the contact name to which a category is to be assigned.

Click on the Category: button on the bottom left of the window. The Master Category List is displayed.

Select the appropriate category.

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 the Personal Address Book

Select Tools/Address Book to display the Address Book dialog box.

Select the

icon from the toolbar to display the New Entry dialog box.

Select Internet Address from the entry type list.

Select OK to display the New Internet Address Properties.

Select the SMTP-General tab to display the New Internet Address Properties dialog box.

Position the cursor in the Display name: line.

Type in an alias for the Internet Address. This is the name that will appear in the Personal Address Book.

Position the cursor in the E-mail address: line.

Type in the Internet Address.

Select OK to save the Internet Address in the Personal Address Book.

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Creating an Internet Address in Contacts

Display the Contacts list.

Select the

icon 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 Requires to place the selected name in the recipient list.

Select OK to return to the meeting planner window.

Select the Meeting Planner 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 icon from the Outlook Toolbar.

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 Special Folder/Exchange Server 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 the Inbox Assistant (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 Inbox Assistant from the Tools menu. The Inbox Assistant box is displayed.
Select to display the following window. The condition is set on the top of the screen. The action is set on the bottom of the screen.

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.

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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/AutoSignature from the menu to display the AutoSignature dialog box.
Select the check box for the Add this signature to the end of new messages to automatically place the desired signature at the end of all new messages.
Position the cursor in the dialog box and type the desired signature.
Select Font or Paragraph to change the font or alignment of the signature.
Select the check box for the Don’t add this signature to replies or forwarded messages if you would not like to add the signature to replies or forwarded messages.
Select OK when complete.

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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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Send comments to:
rathke@cdnet.cod.edu
Last Update: January 8, 2003