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Lakeside Technology Department
E-Mail: Outlook Basics
If you would like to download
a printable copy of this document, click here: Outlook Basics
Addressing
a Message • Click
in the To… dialog area
• Enter :
• The
name of the person if the person is in the Lakeside address
list or
• The
full email address if the person is NOT in the Lakeside address
list (i.e. smiths@yahoo.com)
• If
more than one person is to receive the message in To... enter a semicolon between
names
• Click
on the Check Names icon in the Toolbar
• If
the name is in the Global Address List the name will be underlined.
• If
the name is not found, a Check Names window appears and you will
be asked to create a new address for this person
• If
more than one person has that name a window appears and you are asked
to chose
• If
you don't know the exact or complete spelling, type in a partial
name and then click on Check Names
• If
there are suggestions, click on the desired name and then click OK
• If
there are NO suggestions, or none of the suggestions are appropriate,
click on “ Create a new address…”
• Click OK which
will begin the process of adding a new Contact.
• Use
the Tab key to go from the To… to Cc… to Subject: to the Message
area
• Enter
an appropriate Subject and enter the message in the message area
• Check
the spelling under Tools to Spelling (F7)
• Click
on Send to mail the message
To
Address Using the Global Address List
• Click
on To ... or Cc … and the Select
Names window appears .
• Enter
the first name of the person and the list will scroll accordingly
• Highlight
the name of the person to receive the message and click on the To , Cc or Bcc buttons.
• Click OK when
done
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Creating
a Personal Distribution List (for
sending messages to groups)
• Click
on the down arrow next to New. 
• Select
New Distribution List and click OK .
• Give
the list a unique name. It is the shortcut you will use to for this
list. It should not be the name of someone in the Global
Address
List.
• Click
on Select Members to add someone
in the Global Address List.
• Locate
the name and click on Members to add them to your list. When all
the members are added to the list click OK
• If
the name is not in the Global or Outlook/Contacts Address List, click
on Add New.
• Type
in the Display Name (full name) and the e-mail address.
• Click
in the box beside Add to Contacts if you want to
put them in your Contacts list. Click OK
• Click
on Save and Close when finished.
• To
test the list create a new message and enter the list name.
• Click
on the Check Name icon and the list name will
be underlined.
• To
see who is on the list double click on the list name.
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Reading
Attachments :
• Double
click on the attachment icon.
• You
will be prompted to either Save to disk or Open the Attachment.
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• Select
Save to disk. Save it to
your my Docs folder or the Desktop.
• Right
click on the file and select Scan for Viruses
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Sending
Attachments from Outlook :
• Under
the Insert menu select File or click on the Paperclip icon
• Locate
the file in My Documents or in your server folder.
• When
you locate the file click on Insert. The
attachment will appear as an icon in the message box.
Sending
Attachments from within Microsoft applications :
You
can send a Microsoft Word or Excel document from within the application.
• While
in the file or document you wish to attach, under File drag
down to Sent To and over to Mail Recipient (as attachment)
• An
Outlook message window appears with the attachment and the
message has the same subject title as your document.
• Address
the message, type any additional message information and
click on Send .
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Folders
for Mail Messages :
• Under
File drag to New and over to Folder
• Give
the folder a name.
• Folder
contains should be set to Mail and Post Items.
• Highlight
Inbox, or other location, to place folder.
• Click OK
• Click No and
check Don't prompt me again.
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Saving
Messages into Folders :
• Drag
a selected message into the desired folder; OR
• Click
once on a message to highlight it.
• On
the Tool Bar click on the Move Item icon or under Edit select
Move to Folder.
• A
list of your folders will be displayed
• Select
on the desired folder and click OK
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Rules : You
can manage your e-mail messages by using rules to automatically perform
actions on messages.
After you create a rule, the Microsoft Outlook
Rules Wizard applies the rule when messages arrive in your Inbox
or
when you send a message. For example, you can automatically:
• Designate
a folder to receive all incoming messages from a specific sender
• Designate
a folder to receive all incoming messages with a specific word in
the subject line.
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Messages to a Folder based on the Sender: |
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• Under
the Tools Menu select Rules Wizard .
• In
the Rules Wizard window click on New .
• Verify
that “Start creating a rule from a template” is selected .
• Select
“ New message from someone .”
• Note
the description of the rule in the lower box.
• Click
on Next .
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• Select
the desired condition or conditions.
• Click
on “people or distribution list” in the lower box.
• Locate
the person or distribution list . (Out of Lakeside addresses
can be added by clicking in the From area
and entering the complete address).
• Click OK.
• Note
that “people or distribution list” has been replaced with your
choice.
• Click
on “specified folder.”
• Highlight
the desired folder or click on New to create
a folder.
• Click OK .
• Note
that “specified” folder has been replaced with the desired
folder.
• Click Finish .
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• The
window shows all of the actions and folders.
• Click OK to
move all future messages.
OR
• Click Run Now if
you want all existing messages and future messages in your
Inbox from the specified person moved. Then Close.
• Click Close.
(Note:
rules can be applied to e-mails with specific words in the
messages, levels of importance, dates and etc .)
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Moving
Messages to a Folder Based on the Subject or Body Text: |
• Under
the Tools Menu select Rules Wizard .
• In
the Rules Wizard window click on New .
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• Verify
that “Start creating a rule from a template” is selected.
• Select
“Move messages based on content.” • Note
the description of the rule in the lower box. • Click
on Next .
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• Select
the desired condition or conditions.
• Click
on “specific words.”
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• Type
in the desired word or words.
• Click
on Add . The words are added to the Search
list box.
• Click OK .
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• Note
that “specific words” has been replaced with your text.
• Click
on specified folder.
• Highlight
the desired folder or Click on New to create
a new folder for these messages.
• Click OK .
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• Note
that “specified” folder has been replaced with the desired folder.
• Click Finish .
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• The
window shows all of the actions and folders.
• Click OK to
move all future messages.
OR
• Click Run Now if
you want all existing messages in your Inbox and future incoming
messages containing the key word(s) moved. Then Close.
• Click Close.
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Using Contacts :
The Contacts folder
is your e-mail address book and information storage for the people
you want to communicate
with often. Use the Contacts folder
to store the e-mail address, street address, multiple phone numbers,
and any
other information that relates to the contact ,
such as a birthday or anniversary date.
Creating
a Contact :
• Click
on File on the Menu Bar, choose New and
select Contact.
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• Enter
the name of the person.
• Click
on Full Name to add more complete information
. Click OK .
• If
you want the Contact to be filed other than the default (last
name, first name), enter desired name in the File As box.
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• Enter
the address
• Click
on down arrow next to the address box to identify the type
of the address (business, home, other ).
• Click
on Address to add more specific detail .
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• Enter
the email address
• Click
on down arrow to be able to add more than one email address.
• Enter
a UNIQUE word in the Display as: box.
When
addressing a message and using this unique word, the Check
Name function will locate this contact's email address.
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• To
view a map of the contact's address, click on the yellow
symbol on the Tool Bar. An Internet map program will
be launched and an appropriate map will be displayed.
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• To
add additional information about Contact, click on the Details tab.
• Enter
desired information.
• For
Birthday and Anniversary, click on down arrow and use the dropdown
calendar to navigate to desired date.
• If
a save alert appears, click OK.
The
birthday or anniversary will appear in the calendar. Return
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Addressing
a message to a Contact :
• Click
on New Message .
• Enter
the name of the contact in the To : box.
• Click
on Check Names.
• If
you get a message that “Microsoft Outlook does not recognize…
”, click on Show More Names.
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• Click
on Global Address List and drag to select Contacts .
• Locate
the desired contact.
• Click OK.
The
next time you use this contact, Outlook should recognize
it and you will not have to repeat this step.
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Adding
a sender to Contacts :
• Open
the message that has a sender or recipient whose name is to
be added to contacts.
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• Right
click on the desired name and select Add to Contacts.
• Complete
the information on the contact window.
• Click Save
and Close; name and e-mail address is added to contacts. |
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Editing
a Contact :
• Changing
the content in the Contact information.
• Click
on Contacts on the Outlook Bar or Folder
List.
• Locate
the desired contact, double click on that contact, and make
desired changes
• Changing
how the contact is filed .
• Click
on Contacts on the Outlook Bar or Folder
List.
• Locate
the desired contact and double click on it.
• Contacts
are filed by what is entered into the File as window;
click in the File as window and enter desired
text.
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Deleting
a Contact :
• Click
on Contacts on the Outlook Bar.
• Locate
and click on the desired contact to be deleted .
• Click
on the Delete button on the Tool Bar, or
press the Delete key on the keyboard.
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Creating
Contact folders : (This
is used to organize contacts)
• Click
on File , choose Folder and
select New Folder.
• Enter
the name of the contact folder.
• Click
on Contacts to highlight /select that folder.
• Click OK ;
folder is created in the Contact Folder.
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Moving
Contacts to a folder:
• Click
on Contacts in the Outlook Bar.
• Spill
the contents of the Contacts folder in the Folder List (to
display the folders in the Contacts folder).
• Click
and hold on the Contact to be moved , and drag to the desired
folder in the Contacts folder list.
• Contact
will appear in the desired folder.
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Finding
a Contact :
• Click
in Type a contact to find window of the Tool
Bar.
• Enter
the name of a contact and press Enter.
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Printing
Contacts :
• Printing
one contact:
• Enter
name of a contact in the Type a Contact to find window
of the Tool Bar and press Enter to display
the contact.
• Click
on File on the Menu Bar and select Print ,
and proceed with printing that contact.
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• Printing
all contacts:
• Click
on Contacts on the Outlook Bar.
• Click
on File on the Menu Bar and select Print.
• Scroll
through the Print style menu and click to
highlight.
• Click
on Preview to see the results).
• Click
on OK.
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Sending
a Message to a Contact :
• Click
on Contacts on the Outlook Bar.
• Click
on the desired contact.
• Click
on New Message to Contact icon on the Tool
Bar; a new message will appear addressed to desired
contact.
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