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In the To text box, enter the names to whom you want to forward the mail. ... Access your Web Browser (Ex: Netscape, Internet Explorer, AOL) ... – PowerPoint PPT presentation

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Title: EMail

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

Introduction to E-Mail
  • Parts of an E-mail address
  • User Name- is the name of the persons account.
  • Domain Name- is the location of the persons
    account on the internet.
  • For example My work Email Address is---
  • Use this address for comments and question about
    this presentation.

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.

Microsoft Outlook
  • 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.

Answer Mail
  • Follow the steps to read E-Mail and proceed as
  • 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.

Microsoft Outlook
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

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
  • 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.

Undelete Mail
  • To retrieve a deleted item from the Deleted Items
  • 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.

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 youre sure you want to permanently delete the
    message, choose Yes to delete the selected item.

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.

Microsoft Outlook
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.

Using the Address Book
  • Personal Address Book
  • Personal Distribution List

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.

Microsoft Outlook
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.

Microsoft Outlook
Creating a Contact List
  • Create New Contact
  • View the Contacts List

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
  • 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
  • Save Saves and closes the dialog box.
  • Save and New Saves and clears dialog box so you
    can enter new contact.

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

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
  • 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.

Microsoft Outlook
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
  • When the spelling check is complete, Outlook
    displays a message box telling you its done.
  • Click OK to close the dialog box.

Microsoft Outlook
Sending Mail
  • Click the Send button
  • or
  • Choose File, Send

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.

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

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 itemto open it. When you finish with it, click the
    Close button.

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
  • 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.

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.

Getting Mail From The Web
  • You must have Internet access to use this
  • How To Get To Your Exchange Account Over The
  • Access your Web Browser (Ex Netscape, Internet
    Explorer, AOL)
  • Type in http//
  • The Microsoft Outlook Web Access Page should

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
  • chsdphlhd/joe.haner 

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

The End.