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Introduction to IMAP Email with Outlook · PDF fileOutlook 2003 is part of the Microsoft Office 2003 Professional suite of programs. It has many It has many features and menus in common

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Text of Introduction to IMAP Email with Outlook · PDF fileOutlook 2003 is part of the Microsoft...

  • Introduction to IMAP Email with Outlook 2003Version 4 August 2006

    Massachusetts Institute of Technology

  • Outlook 2003 Eudora FeatureComparison

    Eudora Outlook Page

    Mailboxes Mailbox Folders p. 4, 5, 10, 11

    Out mailbox Sent ItemsDraftsOutbox (holds mail until sent)

    p. 5, 20

    Attachments Attachments - cant accessfiles directly but can saveand/or delete from e-mailmessage

    p. 7-8

    Filters Rules p. 13

    Address Book Address Book p. 6, 16

    Nicknames Distribution List p. 17

    Directory Services Select Names p. 16

    Delete select message(s)and Delete; Empty Trash tocomplete the process

    Delete select message(s)and Delete; Purge DeletedMessages or Empty DeletedItems Folder to complete theprocess

    p. 11

    Personalities Accounts Tools Menu/E-mail Accounts

    Signature Signature p. 9

    Stationary No Stationary use Signature p. 9

  • Outlook 2003 Quick Start Guide v4 Page 4http://web.mit.edu/ist/topics/email/migration.htm [email protected]

    Getting Started

    This Quick Start class assumes that:

    1. Outlook 2003 is configured for use at MIT. If you need help with configuration please see Outlook2003 for Windows: MIT Recommended Settings (http://itinfo.mit.edu/article.php?id=7064).

    2. If you are migrating from another email program such as Eudora it is assumed thatprocess has already taken place. For information about migrating see Email Migration atMIT (http://web.mit.edu/ist/topics/email/migration.html).

    3. You are familiar with the features of at least one email program.

    About Outlook 2003

    Outlook 2003 is part of the Microsoft Office 2003 Professional suite of programs. It has manyfeatures and menus in common with Word and the other Office programs. If your department ispart of the Microsoft Campus Agreement then you should have access to Office 2003 Professional.

    Outlook 2003 manages and organizes email messages, schedules, tasks, notes, contacts, andother information. Because it has so many functions it is more complicated to learn than OutlookExpress 6, the other recommended Windows email client, but you can use Outlook 2003 as anemail program without using any of the other features. If you used filters in Eudora to directincoming email to certain folders you will want to use the Rules feature in Outlook 2003. Thisfeature does not work with IMAP email in Outlook Express.

    The Outlook 2003 Window

    The first time you open Outlook 2003 your window may look like the window below. This is theOutlook 2003 screen which appears by default. Click on the Inbox folder with the name of your PO(post office) server .

  • Outlook 2003 Quick Start Guide v4 Page 5http://web.mit.edu/ist/topics/email/migration.htm [email protected]

    This picture shows a typical Outlook 2003 Window.

    Area Description

    1 Folder List The Folder List shows all folders in which mail may be stored. This list includesfolders on the IMAP mail server and folders on the computer you are using. Itincludes folders you create and folders which are part of Outlook e.g., Drafts, DeletedItems, Junk E-mail, Outbox and Sent Items.

    2 Navigation Pane

    [Alt-F1 to hide or show]

    The Navigation Pane lists the different functions in Outlook like Mail, Contacts andCalendar. Click on a function name to bring it into view in the main windows. TheNavigation Pane may be customized to show just the Mail function. It may also behidden from view.

    3 Menus and Toolbars Toolbars can be customized. After youve used Outlook for a while remember to addyour frequently used menu choices to the toolbars.

    4 Message List This window shows information about each mail message in the selected mailbox(Inbox in the picture above).

    5 Reading Pane This shows the body of the message selected in the Message List.

    2

    3

    51

    4

  • Outlook 2003 Quick Start Guide v4 Page 6http://web.mit.edu/ist/topics/email/migration.htm [email protected]

    The Basics: Read and Send Email

    Reading Email Messages [CTRL-1 to show mail]

    After Outlook 2003 downloads your messages, or after you click the Send/Receive button on the toolbar, you can read messages either in a message window or in the Preview Pane.

    1. Click the Inbox icon on the Folders List under poXX.mit.edu (XX is your po box number,e.g., po14.mit.edu) to show the mail in your inbox.

    2. To view a message in the Reading Pane, click the message in the Message List.3. To view the message in a separate window, double-click the message in the Message List.

    Reply to a Message [CTRL-R to reply or CTRL-SHIFT-R to reply to all]

    1. With the message open in the Reading Pane or a separate window click on the toolbar toselect Reply to Sender, Reply to All, or Forward .

    2. A new reply window will open into which you can type your reply.3. Type your message, and then click the Send button on the toolbar.

    Reading Messages Stored in a Folder

    1. Click to select the folder name in the Folder list or use CTRL-Y to select a folder.Messages from that folder will be displayed. Use the scroll bar to see more messages.

    2. Select the message to view in the Reading Pane or double-click to view in a separatewindow.

    Sending Email Messages

    1. On the toolbar, click the Write Message button or press CTRL-N.2. In the To: or Cc: boxes, type the e-mail name of each recipient, separating names with a

    comma or semicolon.3. To show the Bcc: field if its currently unavailable, select Bcc Field on the View menu.4. Type a message title in the Subject box.5. Type your message, and then click the Send button on the toolbar or press

    CTRL-S.6. If you are composing a message offline, your message will be saved in the Outbox. It will

    be sent automatically when you go back online.7. To save a draft of your message to work on later, click Save on the File menu. This saves

    a copy in the Drafts folder of computer you are using. To save a draft of your messageon the server so you can get to it from any computer, choose Copy to Folder from the Filemenu and save to your IMAP Drafts folder (the one under your poXX.mit.edu Inbox).

  • Outlook 2003 Quick Start Guide v4 Page 7http://web.mit.edu/ist/topics/email/migration.htm [email protected]

    Inserting Email Addresses

    When adding an email address to a message or a reply you can have Outlook 2003 automaticallyenter the address in three different ways. More information about the Address Book andContacts is provided later in this document.

    1. When manually entering an address Outlook 2003 will automatically complete an addressyou have used recently. Type enough letters to get to the name you want.

    Note: to turn this option on go to Tools>E-Mail Options>Advanced E-Mail Options>SuggestNames While Completing..

    2. You may enter an email address from the Contacts list (click Contacts in the NavigationPane). Select the name and click New Message to Contact from the Actions menu.

    3. Or you may click on , , or in a new or reply message window toopen the Address Books Select Names dialog box. Select a contact name and click toadd the address to the appropriate field.

  • Outlook 2003 Quick Start Guide v4 Page 8http://web.mit.edu/ist/topics/email/migration.htm [email protected]

    Attachments

    In Eudora attachments are saved as separate files in an easily accessible folder. Outlook uses amore complicated arrangement. By default attachments are saved with their mail messages alltogether in one single file. You can:

    read and edit an attachment save an attachment on your computer keep an attachment with its message remove an attachment from its message

    A message with an attachment, shows a paper clip icon displayed in the Message List.

    Opening Attachments

    From the Reading Pane [NOTE: attachment opens as Read-Only]1. Double-click the icon to open the attachment in its native program2. OR, right-click the attachment and choose Open

    From a Message Window1. Open the email message in a message window2. Double-click the icon to open the attachment in its native program3. OR, right-click the attachment and choose Open

    Saving Edited Attachments with Original email Message

    [NOTE: you must open attachment from a Message Window]1. Open the attachment in its native program and make changes2. Close the document and click Yes to save changes3. Back in Outlook, close the message window and click Yes to saving changes

    Note: A new copy of your message will be created with the changes. The old copy of yourmessage will be marked for deletion.

    Saving Attachments onto your Computer Directly from a MessageFrom the Message List

    1. Select a message in the message list2. Choose File > Save Attachments3. Choose the attachment to save or choose All Attachments to save multiple attachments

    From the Reading Pane or a Message Window1. Right-Click on the attachment and choose Save As

  • Outlook 2003 Quick Start Guide v4 Page 9http://web.mit.edu/ist/topics/email/migration.htm [email protected]

    Saving Edited Attachments on your Computer

    From within the native application1. Open the attachment in its native program and make changes2. Choose Save As from the File menu and choose a save location3. After saving quit the application4. NOTE: the original version of the attachment is still saved with the mail message [see

    Remove Message below]

    Remove Attachments1. From a message window right-click the name of the attachment2. Choose Remove from the pop-up menu

    NOTE: Deleting a message will also delete its attachments.

    Sending Attachments

    1. From within a new message or reply window go to the Insert me

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