| Getting
Started
Microsoft Outlook 2000
Using the Inbox
Managing Messages
Working with Folders
Working with Contacts
Using Personal Distribution Lists
Working with Categories
Using Internet Addresses
Using the Calendar
Miscellaneous Features
|
|
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.
Note: If you do not log into the network, you can still get into e-mail
but you will not have access to your contacts. |
|
Top
|
|
Loading Outlook
If your computer does not automatically load Outlook,
follow these directions.
- Double-click on the Outlook icon. The
following screen appears.
- Enter your User Name at the prompt. This
is your network login name.
- Enter dupage at the Domain Name
prompt.
- Enter your email password at the prompt.
NOTE: Your password is located on the COD Enterprise
Network Account Request Form unless you have changed it before
this time.
- Select OK complete the login procedure.
|
|
Top
|
|
Changing Your Email Password
- Double click 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.
- 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.
|
|
Top
|
|
Microsoft
Outlook 2000
Microsoft Outlook 2000 is a
software package that pulls together tasks that are used daily such as
email, managing addresses and keeping appointments. As a personal information
manager, Outlook can handle both business and personal information in
the same location. The most popular components of Outlook 2000 are described
below.
- Inbox
- Provides e-mail access and management of e-mail messages and folders.
- Calendar
- Provides calendar support for managing schedules and projects.
- Contacts
- Provides electronic management of addresses and phone numbers.
- Tasks
- An electronic to-do list.
- Notes
- Electronic equivalent of sticky notes.
Identifying the Outlook
2000 Components
- Menu Bar
- Provides item selection from a drop-down menu.
- Tool Bar
- Provides point and click selection for the most popular menu items.
- Folder List
- A list of all of the folders that contain Outlook items. To display
the folder list, select View/Folder List from the menu bar.
- Outlook Bar
- A list of your favorite and most used folders, as well as a list of
all of the components of Outlook 2000. To display the Outlook Bar, select
View/Outlook Bar from the menu bar.
- Current
Folder - Identifies
the current folder and displays the items in that folder within the
Information Viewer window.
- Information
Viewer - Area where the contents of the selected folder are displayed.
|
|
Top
|
|
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
|
|
Top
|
|
Selecting the Recipients
|
|
Top
|
|
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.
|
|
Top
|
|
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.
|
|
Top
|
|
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 Insert on the Menu Bar, select File
(paperclip icon). 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 at the cursor location
in the message window.
Note: When inserting files, do not change the file extension. The
person that you send it to will not be able to open/read it.
|
|
Top
|
|
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.
-
 -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.
-
 -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.
 -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.
 -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.
-
 -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.
|
|
Top
|
|
Assigning Options
- Select the
tab at the top of the message to display the following screen. Select
one or more of the following options.
Message Settings:
- 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 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:
- 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.
- 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.
When all options
have been selected, press the Close tab to return to the message
window.
|
|
Top
|
|
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.
|
|
Top
|
Managing
Messages
The information window of the
Inbox displays the messages that have been read, as well as messages that
are unread. The boldface messages represent unread messages.
|
|
Top
|
|
Using AutoPreview
Outlook 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.
|
|
Top
|
|
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.
|
|
Top
|
|
Identifying
the Message Window Components
Message
Toolbar- Provides point and click access for
managing the displayed message.
Message Header-
Provides general information about the message. This includes from whom
the message was sent, to whom the message was sent, when the message was
sent and the subject of the sent message.
File Attachment-
Identifies the name of the attached file as well as the type of file.
|
|
Top
|
|
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.
|
|
Top
|
|
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.
|
|
Top
|
|
Replying to a Message
- Open the message that you want to reply to.
- Click on the
button from the Message Toolbar. The message window will be 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.
|
|
Top
|
|
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).
|
|
Top
|
|
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.
|
|
Top
|
|
Working with Folders
Outlook organizes
everthing into folders. The number in paranthesis next to a folder name
reflects the number of unread items within the folder.
|
|
Top
|
|
Displaying the Folder List
- Select View/Folder List from the menu
bar to display the folder list.
- Select View/Folder List from the menu
bar to hide the folder list.
|
|
Top
|
|
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.
|
|
Top
|
|
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.
- Press and hold the left mouse button.
- Drag the message to the new folder on the folder list.
- Release the mouse button. The message is now positioned
in the desired folder.
|
|
Top
|
|
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.
|
|
Top
|
|
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.
|
|
Top
|
|
Working with Contacts
Contacts consists of the collection of separate address
books used to store names, e-mail addresses, and distribution lists. Contacts
contain a Global Address List and an Outlook Address Book. Below are definitions
of the two 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.
|
|
Top
|
|
Selecting Address Books
- Create a new message.
- Select the To: button to display the
Type Name or Select From List 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.
|
|
Top
|
Using
Personal Distribution Lists
A personal distribution list is a collection of e-mail addresses
that you create and add to your Contacts as one e-mail address. When you
address a message to one personal distribution list, a message is sent to
each e-mail address in the list. Personal distribution lists are only visible
for on campus mail systems. Remote access mail accounts are not able to
access personal distribution lists.
|
|
Top
|
|
Creating a Personal Distribution
List
Note:
When creating a Personal
Distribution List, make sure that you are in your inbox
and not in am new message.
- Select Tools/Address
Book from the menu bar. 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.
- At the Name:
Section, in the Members Tab enter a name to identify the
group. This will appear in the Personal Address Book as
a single entry but will represent each address in the list.
- Select the Select
Members button at the bottom 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 Add
-> 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.
- Click on the Save
and Close button.
|
|
Top
|
|
Editing a Personal Distribution List
- Select Tools/Address Book from the Menu
bar. 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
display Select 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 Add
->:. 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 or the
Remove button to remove the member from the group.
- Click the OK button when you are done
adding/removing members.
|
|
Top
|
|
Sending an E-Mail message to
a Personal Distribution List
- Create a new message.
- Select the
button from the new message.
- Display the Contacts.
- 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.
- Compose a message and send when complete.
|
|
Top
|
|
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.
|
|
Top
|
|
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.
- Click the OK button in the Master
Category List window then click the OK button
in the Categories window.
|
|
Top
|
|
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.
- Click the Save and Close button
|
|
Top
|
|
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.
|
|
Top
|
|
Creating
an Internet Address
An Internet address
is any address that is not on campus. Internet addresses will be stored
in the Contacts List. Remember that the entries in the Personal Address
Book are not visible from remote access.
|
|
Top
|
|
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 New Contact from the entry type
list.
- Click on the OK button.
- Position the cursor in the Email line.
- Type the email address.
- Position the cursor in the Full name..
line
- Type the name of the person. This is the name that
wil appear in Contacts.
- Position the cursor in the Display name:
line.
- Select the Save and Close button.
- Select File/Close from the Menu bar, to exit the address
book.
|
|
Top
|
|
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.
- Click on Save and Close from the menu. The contact
with the internet address is saved in the Contacts list.
|
|
Top
|
|
Using the
Calender
The calendar feature of Outlook
2000 provides for electronic management of time, inviting others to meetings,
and accepting meetings scheduled by others. The calendar can be viewed
daily, weekly or monthly.
Identifying the Calender Components
- Folder List
Selector- Allows for displaying the folders of Outlook for point
and click selection of folders.
- Time Line-
Display of time of day and allows for point and click selection of time.
- Date Navigator-
Allows for point and click selection of date. Dates that are boldfaced
have a schedule appointment.
- Scheduled Appointment-
Identifies the selected amount of time that has been scheduled as well
as a brief description of the appointment.
- Free Time-
Display of the time available on the selected day.
- Task List-
The electronic to-do list.
|
|
Top
|
|
Selecting the Date
- Locate the Date Navigator portion of
the screen.
- 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.
|
|
Top
|
|
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. Note: The location, if specified will be
in paranthesis.
- 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.
|
|
Top
|
|
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.
|
|
Top
|
|
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.
|
|
Top
|
|
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 -> to place the
selected name in the recipient list.
- Select OK to return to the meeting planner
window.
- Select the Attendee Availability 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.
- Position the cursor on the Location:
Line. Enter the location where the meeting will be held. This will appear
in the Location Line of the email message that invites the recipients
to the meeting.
- Enter a brief description in the blank area if desired.
- Press Send button 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.
|
|
Top
|
|
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 the Send Updated button 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.
|
|
Top
|
|
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. Click the Add ->
button.
- 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.
|
|
Top
|
|
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 User's 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.
|
|
Top
|
|
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.
|
|
Top
|
|
Using the Rules Wizard
The Rules Wizard allows 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 Rules Wizard from the Tools
menu bar. The Rules Wizard box is displayed.
- Click the New button to display the following
window.
- Select what type of rule you would
like to create, if the type of rule you selected requires
you to edit the rule description, click on the underlined
value to edit it. Once you are done with your selections, click
on the Next button.
- Click on the condition(s) that you want
to check. Again if the condition(s) that you selected requires
you to add a rule description, click on the underlined value
to edit it. Click the Next button.
- Choose what you want to do with the message.
Again if the condition(s) that you selected requires you to add
a rule description, click on the underlined value to edit it.
Click the Next button.
- Add any exceptions if necessary, Click the Next
button.
- Specify a name for the rule that you
have just created. Click the Finish button. This will
return you to the Rules Wizard dialog box.
- Select OK when complete. Each time a
message meets the condition set, the selected action will take place.
|
|
Top
|
|
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
. Click the OK button.
|
|
Top
|
|
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 Menu bar.
Select the Mail Format tab. Towards the bottom of the Options dialog
box, click on the Signature Picker button.
- Click the New button then type a name
for your signature.
- Click the Next button..
- 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.
- Click the Finish button.
- 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.
|
|
Top
|
|
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 Actions/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.
|
|
Top
|
Shortcut
Keys
| Open
an e-mail message |
CTRL + SHIFT +
M |
| Open
the address book |
CTRL + SHIFT +
B |
| Open
an appointment |
CTRL + SHIFT +
A |
| Open
a contact |
CTRL + SHIFT +
C |
| Open
a meeting request |
CTRL + SHIFT +
Q |
|
Open a task
|
CTRL + SHIFT +
K |
| Make
the Find a Contact box active |
F11 |
| Switch
to the Inbox |
CTRL + SHIFT +
I |
| Switch
to the Outbox |
CTRL + SHIFT +
O |
| Check
for new mail |
F5 OR CTRL
+ M |
| Open
the Advanced Find dialog box |
CTRL + SHIFT +
F |
|
Mark an e-mail
message as read
|
CTRL + Q |
| Delete
an e-mail message, contact, calender item or task. |
CTRL + D |
| Delete
a word |
CTRL + BACKSPACE |
| Select
all |
CTRL + A |
| Copy |
CTRL + C |
| Paste |
CTRL + V |
| Undo |
CTRL + Z |
| Print |
CTRL + P |
|
Activities
|
Shortcut
Keys
|
|
|
Top
|
button to
display the Select Names dialog box.
Places
the selected name(s) in the To: line of the message.
Places the selected name(s)
in the Cc: line of the message 
Sends a blind carbon
copy to the selected name(s).
when finished to return to the message windo