Microsoft Outlook Email 2003

MICROSOFT

OUTLOOK 2003

Email

Education/Training Programs Information Services Health Sciences Center

University of South Florida

2004

Microsoft Outlook Email 2003.doc Page 2 of 15

Table of Contents OBJECTIVES 3

GETTING STARTED 4

OUTLOOK TODAY USER INTERFACE 4 THE INBOX USER INTERFACE 5

BUTTONS & TOOLBARS 6

THE STANDARD TOOLBAR 6 THE ADVANCED TOOLBAR 8 OPTIONS 8

ELECTRONIC MAIL 8

CREATING AN E-MAIL 8 ATTACHMENTS 9 SENDING THE E-MAIL 9 ADDRESS BOOK 9 CHECK NAMES 9 IMPORTANCE 9 MESSAGE FLAG 9 CREATE RULE OPTIONS 9 OPTIONS 10 EMAIL OPTIONS DIALOG Box 11 PERSONAL STATIONARY 11 HTML 12 DELETING AN E-MAIL 13

CONTACTS 14

CREATING A CONTACT: 13 EDITING A CONTACT 13 DELETING A CONTACT 13 CREATING A DISTRIBUTION LIST 13 EDITING A DISTRIBUTION LIST 13 DELETING A DISTRIBUTION LIST 15 CREATING RULES & ALERTS 15


OBJECTIVES

• Set up Outlook Email • Learn to Send, Receive, Forward and Reply to Messages • Set up Contacts and Distribution Lists • Use the Rules Wizard


Getting Started

Outlook Today User Interface

With the Outlook Today User Interface you may view, all in one place, your:

• calendar items • messages • tasks

There are several ways to set up the screen. It may be customized to include or exclude certain items and it may be viewed in different layouts. This screen can also be set to open in different views. Each section may be customized. So begin by opening the Outlook program: Click on Start – Email (Microsoft Office Outlook) OR Click on desktop setup icon (Image??)

To set up Outlook

to open to “Outlook Today”

Click on the Outlook Today icon:

or if you don’t see it - in the left column click on Shortcuts, then at the top of that column click on Outlook Today. Then, click on “Customize Outlook Today.” OR

To set up Outlook 2003 to open directly to your “Email Inbox” Uncheck the “Startup” box: “When Starting, go directly to Outlook Today”. Click on “Save Changes” on the top right.

OR

To Start Outlook showing Calendar, Contacts, Tasks or another folder: On the Tools menu, click Options.

• Click the Other tab, and then click Advanced Options. • Under General Settings, next to Startup in this folder, click Browse, then, OK, OK and another OK!


The Inbox User Interface The Inbox displays a listing of the messages that have been received. The messages can be sorted ascending or descending by Sender, Subject Line, Date Received, or Size. It also has four categories in front of each message in which the messages can be sorted by as well. The exclamation mark represents the importance of the message. The sheet of paper represents the category of the message, whether it is a reply to, an unopened message, an opened message, etc. The paperclip represents an attachment. The flag represents any messages that are marked for Follow Up, For Your Information Forward, No Response Necessary, Read, Reply, Reply to All and Review. To sort, click on the subject heading.

The left pane is called the Navigation Pane. It contains buttons to open various folders. On the Menu Bar, clicking on “Go” will reveal all the navigation buttons and “Folders” reveals the following folders: Mail, Calendar, Contacts, Tasks, Journal, as well as any folders created by the user. To see the folders available in your mailbox, click on “Folder List.” To expand folders and see subfolders, click . To collapse folders and hide subfolders, click .

Favorite Folders is available only in the Mail pane. The Favorite Folders pane cannot be removed, hidden, or resized. Only mail folders can be added to or removed from Favorite Folders.

If you do not want to see the Folder List pane or any other features such as Journal, you may remove the button by right clicking on the name of the program you would like to remove, select Navigation Pane Options and uncheck the appropriate button.

.

NOTE: In setting up your email, go to “View” – “Reading Pane” and select “OFF.” Please do not allow MS Outlook to automatically open your email as this will give you one more opportunity to not open spam or other emails with a potential problem. This needs to be set for each one of your folders that are receiving your emails.


Buttons & Toolbars

Outlook has three toolbars that may be viewed: The Standard Toolbar, the Advanced Toolbar and the Web Tool Bar

The Standard Toolbar

The Button Descriptions

New: When the button is pressed, it will open up a new screen in whichever section is open. For instance, if the inbox interface is on the screen, and the button is pressed, it will open a new e-mail. If the task interface is on the screen, and the button is pressed, it will open up a new task. Notice that the New button also has an arrow next to it. This is for a dropdown list. In this list any of the items listed can be opened by clicking on them. This is especially useful if the inbox interface is open and a new task is desired.

Print: Press the button to print. Select the message that you wish to print and press the print button.

Move to Folder: Press the button to move a message to a different folder. To do this, click once with

the mouse on the message to highlight it. Then, press the Move button. Select the desired folder from the list. This can also be attained by clicking once on the message to select it and drag to the desired folder. If more than one message is to be moved at once, select the messages by pressing and holding down the Ctrl button on the keyboard and clicking once on the desired messages with the left mouse button. Then follow either of the two directions above. Delete: Press the button to delete an item, whether it is a message, a task, an appointment, etc…, depending on which interface is being used at that time. Deleted items move into the Deleted Items folder.


Reply: Press the button to reply to a message. The message does not have to be opened for this to work. Select (highlight) the message, then press the Reply button.

Reply All: Press the button to reply to all the recipients of the original message. For example, if the original message was sent to five people, then when the Reply to All button is pressed, the new email will be sent to all five people plus the original sender. Forward: Press the button to send this message to a person other than the sender.

Send/Receive: Press the button to send and receive new email. This option may be set to be automatic (every so many minutes) rather than manual. Click on the drop down arrow on the right side of the button and select “Send/Receive Settings.” Send/Receive Groups. Check the box to schedule an automatic Send/Receive every ___ minutes. This button may still be used manually, even when the automatic function is activated.

Find: Press the button to activate the find bar.

If an e-mail or item containing a certain word is desired, then it can be typed here, and searched for. A word, name etc can be searched for in the inbox, calendar, and task etc. sections of the program. Organize: Press the button, to activate the organize interface. Keep in mind that when the inbox interface is on the screen, then the “Ways to Organize Inbox” interface will come up. If the Calendar interface is on the screen then this will change to “Ways to Organize Calendar”.

Address Book: Press the button to activate the address book dialog box. Search for a contact, edit a current contact, or add new contacts.

Find a contact: Enter a name in the box to find a contact. This box remembers and keeps a record of names typed in the box.


The Advanced Toolbar

Outlook Today: Press the button to go to the Outlook Today screen.

Back One Screen: Press the button to go back one screen.

Forward One Screen: Press the button to go forward one screen.

Up One Level: Press the button to go up one level.

Folder List: Press the button to Display the folder list.

Preview Pane: Press the button to Display the Preview Pane.

Undo: Press the button to undo the last action.

Rules Wizard: Press the button to go to the Rules Wizard.

OPTIONS

To set the options for your own personal settings, go to Tools on the toolbar and select Options. This will bring up the Options Dialog box. Check the box to set the option to automatically send and receive mail. Click on the Send/Receive button and set how often to check. Create personal signatures and choose stationary as well. This is also where spelling and grammar checking is set.

Electronic Mail

Creating an E-mail Click on start, and you may see the

Outlook button, if not, click on All programs, Microsoft Office then Microsoft Office Outlook. To get the Message User Interface Click on New -> Mail Message The Message User Interface comes up. Here the fields: From, To, Cc, Bcc, and Subject, can be filled in. There is also a space where the user can type his/her message.


Attachments Press the button to insert an attachment into the email. The Insert File dialog box will appear. After locating the file, click on the insert button and your file will be attached. If more than one file is to be attached, then go through that process until all the desired files are attached.

Sending the E-Mail

When the e-mail is finished and is ready to be sent, simply press the button to send the e-mail. Note: A copy of the e-mail that is sent is automatically saved in the Sent Items Folder.

Address Book Press the button to go to the address book and look up a person or a group.

Check Names

Press the button to check the persons name with their email.

Importance These buttons will alert the receiver as to the importance of the message: Press the button to indicate a high importance message. Press the button to indicate a low importance message.

Message Flag Press the button to put a flag in front of the message

Create Rule Press the button to create a rule for email


Options Press the option drop down to get the list of options.

This drop down menu lets you select dialog boxes for Message Options, and E-Mail Options which include Signatures and Stationary. It also allows one to include a Bcc and From field in the message.

Press the button to open up the options dialog box.

By selecting Options from the drop down menu, a message options dialog box comes up. This box pertains to this message only, and will be reset to defaults after sending this message. In this box, one can set the message settings, the tracking and voting options, and the delivery options.


Email Options Dialog Box This box gives you formatting options for all emails (until it is changed) by including a signature, selecting from stationary, and the option of choosing the type of text that is displayed. Under Tools, click on Options and the following box appears: There are several items that may be customized for your email as well as your Calendar, Tasks, Contacts and Notes.

Personal Stationary

To set your personal stationary, click on the Mail Format tab. To set up your Signature File, click on Signatures, then click on New and follow the instructions. Notice that you may set up several different signatures (formal, informal, personal, etc.)


HTML HTML stands for hypertext markup language, created specifically for the World Wide Web and consists of commands inserted in the text of a document to tell the web browser what typefaces to use and display it on the screen as a webpage. They don't contain text therefore; some ISPs automatically delete anything without text in the body of the message. Note: Delete without bouncing them back to you, hence, you won't know if it was received or not. Advantages of HTML: Send only if you are sure that recipients can view them. It will display the email message exactly the way it looks like on the web. The advantages are: tracking recipients click through rate, interactive hyper links, pop-up windows, embedded sound, movies clips, images and survey forms, etc. Disadvantages of HTML: To prevent virus from spreading many recipients or corporations system disperse email as text only or constrained by policy to disperse HTML emails as text message. Some version of email client or users of AOL can't read HTML messages, and your HTML messages will look like gobbledygook.

HTML email is not as secure as plain-text because when it is viewed or preview, messages containing embedded commands will auto "pop-up" annoying ads, connect their browser to sites without choice, activate tracking scripts, codes, cookies, viruses and all kinds of embedded web bugs and gadgets.

Rich Text Format Rich Text Format (RTF) is a standard formalized and developed by Microsoft Corporation for specifying formatting of documents. RTF files are actually ASCII files with special commands to indicate formatting information, such as fonts and margins etc.

Advantages of Rich Text Format: It enables you to save text files with an .rtf file name suffix, in your word processor with formatting, font information, text color, and some page layout information intact and intended for exchange among all kinds of word processors with different operating systems.

Plain Text Format Plain-Text: is exactly what it says “plain” “text”. No pretty formatting, just plain words on a plain white background. The advantage of Plain-Text is that, it can be read by all recipients, the message file size is small and faster to send. The disadvantage is that you can't make it look as appealing as fruits salad, but... a professional and pleasing to read quality plain-text message can still be crafted...


Deleting an E-Mail Deleting a message simply moves the message into the Deleted Items Folder. To permanently remove the email, click the Tools menu and choose Empty Deleted Items Folder. From the Inbox: Highlight the message by clicking on it once with the mouse. Then either press the delete key on the keyboard, or press the button on the toolbar. This can also be achieved by the drag and drop method as well. Highlight the message by clicking on it once with the mouse, then drag it over to the deleted Items Folder and drop it into the folder. From the E-Mail Message: When the e-mail message is opened press the button on the toolbar. This moves the message to the Deleted Items Folder. NOTE: The items in the Deleted Items Folder may contain items other than e-mail messages if the user uses other items. For instance, if the user has deleted a meeting, or a task, they too would show up in this folder.


Contacts

Creating a Contact: From the Inbox: Click the down arrow on the button, to get the drop down and then select Contact. This will bring up the Contact Dialog box. Fill in the appropriate information and when finished, click the button. This information will now be saved under contacts.

Editing a Contact Make sure that the Contact screen is open. If not, then press Contacts on the Folder List, or go to View, then press Go To then select Contacts. Double Click with the mouse on the desired Contact, this will open it up. Make the desired changes. When finished, click the button.

Deleting a Contact Make sure that the Contact screen is open. If not, then Press Contacts on the Folder List, or go to View, then press Go To then select Contacts. Select the contact that is to be deleted by clicking on it once with the mouse. Then either press the delete key on the keyboard, or press the button on the toolbar. Remember, this simply puts the contact in the Deleted Items Folder.

Creating a Distribution List Click the down arrow on the button, to get the drop down list and then select Distribution List. This will bring up the Distribution List Dialog box. Type in the name of you wish to assign to the list. Press the Select Members button if you have the contacts already in your contacts list, or press the Add New button to put in new contact. The contacts will then appear in the window. When finished, click the button. This information will now be saved under contacts.

Editing a Distribution List Make sure that the Contact screen is open. If not, then Press Contacts on the Folder List, or go to View, then press Go To then select Contacts. Double Click with the mouse on the desired Distribution List this will open it up. If the name of the List needs to be changed, then make that change. If Members need to be added, then press the Select Members button if you have the contacts already in your contacts list, or press the Add New button to put in new contact. If members need to be removed, simply click on their name in the window, and press the remove button. When finished, click the button. The newly edited information will overwrite the old, and will be saved under contacts.


Deleting a Distribution List Make sure that the Contact screen is open. If not, then Press Contacts on the Folder List, or go to View, then press Go To then select Contacts. Select the distribution list that is to be deleted by clicking on it once with the mouse. Then either press the delete key on the keyboard, or press the button on the toolbar. Remember, this simply puts the distribution list in the Deleted Items Folder.

Rules and Alerts The Rules Wizard allows you to organize your email by setting filters for your messages. You can assign messages to move into particular folders based on the criteria set in the Rules Wizard. To access the Rules Wizard, select the Tools menu and choose Rules and Alerts.

You may create a new rule, change a rule, copy or delete a rule. The arrows change the order that rules may be applied.

If you click on New Rule, then this window will appear: Select the radio button: Start creating a rule from a template In Step One, you set the criteria by who sent the message, words in the subject or from a distribution list. The messages that fit the criteria you set up, will then be moved to a folder you set up. In Step Two, you may check and edit the rule.

Documents

Microsoft Outlook Email 2003