E-Mail

1. E-Mail

2. Microsoft Outlook

3. Incoming Mail Managing Mail Using the Address Book Creating Mail Organize Messages Creating a Contacts List Preview Pane Off Access From Web Outlook - Items of Interest:

4. Introduction to E-Mail: • Parts of an E-mail address: • User Name- is the name of the person’s account. • Domain Name- is the location of the person’s account on the internet. • For example: My work Email Address is---joe.haner@mail.state.ky.us • Use this address for comments and question about this presentation.

5. Reading E-Mail: • Move the mouse pointer to the folder containing the messages to be read (typically the In-box) and click. This will display a list of messages in your folder. • Select the message by double clicking on it with the mouse pointer. The message will appear in a separate window. Close message and repeat for other messages. • Note: You can also open messages by choosing File, Open in the menu.

6. Microsoft Outlook

7. Attachments: • Open the message containing an attachment by double-clicking the message. • (Optional) You can open the attachment within the message by double-clicking the Icon. • In the message, select the attachment you want to save and choose File, Save Attachments. The Save Attachments dialog box appears. • Choose the folder in which you want to save the attachment and click Save • You can open the attachment at any time from the application in which it was created.

8. Answer Mail: • Follow the steps to read E-Mail and proceed as follows: • Click on the “Reply” button with the left mouse button or choose Compose, Reply. The Reply Message window appears. • The “To” and “Subject” are already filled in with information from the original e-mail message. • Left click the mouse button within the body of the message above the original message. • Start type you comment. • When you are done, move the mouse back to the “Tool Bar” and click on the “Send” button. • Close the original message.

9. Microsoft Outlook

10. Managing Mail: • Delete Mail • You only have so much storage. • Undelete Mail • After delete you still have a chance to recover a deleted message • Emptying the Deleted Items • Final step to delete and save storage • Forwarding Mail • Saving Mail to a Folder • Another way to organize files • Can save space if you store on your hard drive

11. Delete Mail: • There are three ways you can delete messages. • To delete an open message, click the Delete button on the toolbar or choose Edit, Delete. • To delete a message while viewing the Inbox Viewer, select the check box adjacent to the sender's name, and then click Delete marked messages. • To delete multiple messages while viewing the Inbox Viewer, select the check box adjacent to the sender's name for each message that you want to delete, and then click Delete marked messages .  Deleted messages are sent to the Deleted Items folder.  they are not removed permanently unless they are deleted from the Deleted items folder.

12. Undelete Mail: • To retrieve a deleted item from the Deleted Items folder: • Click the Deleted Items icon in the Outlook Bar to open the folder • Select the items you want to retrieve and drag them to the folder that you want them to appear. • Alternatively, you can choose Edit, Move to Folder and choose the folder you want to move to and click OK.

13. Emptying the Deleted Items: • Select the Deleted Items folder • To permanently delete an item, select it in the Deleted Items folder and click Delete or choose Edit, Delete. • Outlook displays a confirmation dialog box asking if you’re sure you want to permanently delete the message, choose Yes to delete the selected item.

14. Forward Mail: • Select or open the message you want to forward. Then click the Forward button or choose Compose, Forward. The FW Message dialog box appears. • In the To text box, enter the names to whom you want to forward the mail. • In the message area of the window, enter any message you want to send with the forwarded text. • Click the Send button or choose File, Send.

15. Microsoft Outlook

16. Saving Mail to Folder: • Select a message • Choose Edit, Move to Folder and the Move Items dialog box appears • Select the folder you want to move the item to and click OK • Note: You can also use the Drag and Drop to move items from one folder to another.

17. Using the Address Book: • Personal Address Book • Personal Distribution List

18. Personal Distribution List: • To create a distribution list: • click on File in the menu bar, select New, and then choose Distribution List. The Distribution List form is displayed. • Type the name you want for the distribution list in the Name field. • If there are people you want to add to the distribution list that are in the Global Address list or your contacts, click the Select Members button. To list your contacts, click on the dropdown and select "Contacts". • The list you can select from is in the left hand pane. You can use the scrollbar to move through the list, or you can type part of the user's name, beginning with the last name. • When you locate the user you want, click the user's name and then click the Add button. • When you have finished selecting users, click the OK button.

19. Microsoft Outlook

20. Personal Address Book: • Click the Address Book button on the Outlook Express toolbar. • Click the File, New Entry, New Contact on the Address Book toolbar. • Select Other Address, OK in the dialog box • In the Properties window, enter the person's first name, last name and e-mail address. • With Windows, enter a Nickname to distinguish this person from others with similar names, or simply to shorten the name. Outlook Express will recognize this nickname when you type it in the To: box of a new message. • With Windows, click the other tabs at the top of the window to enter other information about the person as desired. • Click OK when you're done.

21. Microsoft Outlook

22. Creating a Contact List: • Create New Contact • View the Contacts List

23. Create a New Contact: • You use the Contacts folder to create, store and utilize your contacts list. • You can store any or all of the following: Name, Title, Company, Address, Phone, E-Mail address, Comments and more. • To create a new contact: • Click the contacts button or choose the Contacts folder. • Choose Contacts, New Contact. The Contact dialog box appears. • Fill in the text boxes with the information pertaining to this contact. • Open the File menu and choose one of the following: • Save – Saves and closes the dialog box. • Save and New – Saves and clears dialog box so you can enter new contact.

24. Creating Mail: • Compose Message • Checking Spelling • Sending • Using Message Flags • Attaching a File

25. Composing an E-Mail: • Move the mouse pointer to New Mail and click or choose Compose, New Mail Message. • Type the E-mail address of the recipient. For more than one recipient, put a “;” between each address. • TAB or click with the mouse to move the cursor to the subject box; type the subject. • TAB or click the mouse in the message box and type your message. You can check the spelling before sending. (Next Slide) • To send - move the mouse pointer on the SEND button and click. • Outlook stores a copy of each message you send in the Sent Items folder. Note: Another storage issue, delete these items when they have served their purpose.

26. Microsoft Outlook

27. Check Spelling: • With the message open, choose Tools, Spelling and Grammar. When the spelling checker finds a word whose spelling it questions, it displays the Spelling dialog box. • You can do an of the following in response to the Spelling dialog box. • Not in Dictionary • Suggestions – select correct spelling • Ignore – continue without changing selected word • Ignore All – no change to any occurrence of selected word • Change – change this occurrence of selected word • Chang All – change all occurrences of selected word • When the spelling check is complete, Outlook displays a message box telling you it’s done. • Click OK to close the dialog box.

28. Microsoft Outlook

29. Sending Mail: • Click the Send button • or • Choose File, Send

30. Attaching a File: • When you send an attached file, it appears as an icon in the message. • To attach a file to a message: • In the Message window, position the insertion point in the message text, and then choose Insert, File or click the Insert File toolbar button. The Insert File dialog box appears. • From the Look In list, choose the drive and folder that contains the file. • Select the file you want to attach. • Click OK to insert the file into the message.

31. Organizing Messages: • Viewing Sent Items • Creating Folders • Moving Items to Another Folder

32. Viewing Sent Items: • To view sent items • In the Outlook Bar, choose the Mail Group. • If necessary, scroll to the Sent Items folder. • Click the Sent Items icon, and Outlook displays a list of the contents of that folder. All messages you send remain in the Sent Items folder until you delete or move them. • Note: This means it takes up space in your Outlook. Need to delete these on a periodic basis to save disk space. • (Optional) To view a sent item< double-click it to open it. When you finish with it, click the Close button.

33. Creating Folders: • To organize you mail in various folders to make storing and finding items more efficient, you can create folders within Outlook. • To create a folder: • Choose File, Folder, Create Subfolder. The Create New Folder dialog box appears. • In the Name text box, enter a name for the folder. • Click the Folder Contains drop-down arrow and choose type of items you will store: Mail, Contact, Task. • In the Make This Folder a Subfolder Of list, those the folder in which you want to create the new folder. • (Optional) In the Description text box, add a comment or brief description of the folder. • Click OK to close the dialog box.

34. Moving Items to Another Folder: • With additional folders, you can move items from one folder to another in Outlook. You can then organize by a subject or a sender. • To move an item to another folder: • From the Inbox or other folder, open the message you want to move. • Choose File, Move to Folder. The Move Item To dialog box appears. • In the list of folders, select the folder to which you want to move the message. • Click OK. When you close the message, Outlook stores it in the designated folder. • OR: you can quickly move an unopened message by dragging it from the open folder in which it resides to any folder icon in the Outlook Bar.

35. Getting Mail From The Web • You must have Internet access to use this feature. • How To Get To Your Exchange Account Over The Internet • Access your Web Browser (Ex: Netscape, Internet Explorer, AOL) • Type in http://mail.state.ky.us/exchange • The Microsoft Outlook Web Access Page should appear.

36. Getting Mail From The Web • At the Log On Box type your NT alias name. • Ex: joe.haner • This dialog box should appear. • Beside the Username, type in your Exchange Server/Your NT Account Name • Ex:CHSDPHLHD/FIRSTNAME.LASTNAME • chsdphlhd/joe.haner

37. Getting Mail From The Web • Then type in your NT account password in the box below. • This is the password you use to login into NT at work. • This will get you into the Web Exchange Outlook program.

38. The End.