Introduction to E-Mail in Outlook 98/2000

Navigating in Outlook

After opening Outlook, a window will appear, offering several different toolbars and views. Explore the different options in the View menu. It is suggested you use the options, Folder List, Preview Pane, and Status Bar.

You may resize both the folder pane and message pane by placing your mouse pointer on the left edge of the vertical scroll bar that separates them. When it turns into a "" Click and Drag either left or right to resize.

Composing a Message

Click

or use the keyboard shortcut Ctrl-N.

Addressing -- You have a couple options. (Multiple addresses can be separated by commas or semicolons.)

Enter the complete e-mail address
Enter the first name or last name and Outlook will attempt to resolve the address when you move your cursor out of the address field.
- Nothing happens -- The name could not be found in the OSU global address book or your personal address book. Try again.
- The name is underlined in red -- Many possibilities were found. Right-click the name and choose the name you want to use.
- The name is resolved but underlined in green -- Many possibilities were found but the last time this happened for the name you entered, you chose the resolution underlined in green.

Message Text -- Stay away from formatting the text!! Unless you know that all of your message's recipients can handle your formatted text, DON'T USE IT. Sending formatted text to someone whose mail system can't handle it means that they can't read your message.
Note the Spell Check icon in the Toolbar.

Sending the Message -- Click Send or use the keyboard shortcut Ctrl-Enter.

If you want to delay the sending of a message, while composing the message to go: File | Properties | Send Options | Microsoft Exchange Server

A copy of all messages you send will be automatically saved to the Sent Items folder.

Receiving Messages, Reading, Replying, and Forwarding

You will be notified with a pop-up message when a new message arrives. Additional notification options are available in Tools | Options | Preferences | E-mail Options | Advanced E-mail Options

Use the Toolbar icons to Reply, Reply All, or Forward the currently selected message in your Inbox or the message you're currently viewing.

Deleting Messages

To delete a message you are currently reading, click the icon on the toolbar.
To delete a message from the Inbox or any other folder, Right-Click on the message and press the Delete key or the icon.
Select the message by clicking on the message in a list of a folder's messages and then click the icon or press the Delete key.

Deleted messages are moved to the Deleted Items folder and are not really gone until you Right-Click on Deleted Items and choose "Empty Deleted Items" Folder.
In fact, once you empty your Deleted Items they are saved in a "hidden" Deleted Items folder on the server for 14 days. To restore something from the system Deleted Items folder to your Deleted Items folder:

Select your Deleted Items folder in your Folder List
Select Tools | Recover Deleted Items
Select the items you want to recover
Then click the Recover Selected Items icon on the toolbar

Creating and Using Folders

Creating a Folder

In your Folder List you must select the folder that will CONTAIN the folder you are about to create.
Usually this means you want to right-Click on Mailbox – {Your Name}.
Choose New Folder...
Type in the name of your new folder and Click OK.
Your folder will now be placed alphabetically in the folder list with the Outlook folders.

Note that the special Outlook folders Inbox, Deleted Items, Outbox, and Sent Items act like all other folders but they may not be deleted.

Moving Messages Between Folders
There are many ways to move messages to folders but with the Folder List in your view you can use the usual Drag and Drop techniques to move messages.

Sending and Receiving Attachments

Sending an Attachment
While composing a message you can Insert | File to browse to a file you'd like to attach to the current message. Consider adding this command to your Standard toolbar.

Various forms of encoding/wrapping can be used with attachments. cc:Mail used an old form called UUEncode. Most mailers now handle MIME attachments. For compatibility when working with people on other mail systems you may want to specify an attachment type. While composing a message go to: File | Properties | Send Options

Viewing an Attachment
If you see the attachment

icon next to a message, someone has inserted a file such as a Word document into your e-mail message.

Open the message and view it in its own window (rather than just in the Preview Pane).

Remember that opening any attachment is how viruses are transmitted.

Double-click the icon placeholder in the message for the attachment.
Or ... Right-click the icon placeholder in the message and choose Quick View.

Saving an Attachment
Open the message and view it in its own window (rather than just in the Preview Pane).

Right-click the icon placeholder in the message and choose Save As...

Contacts as Address Book

The suggestion for Forestry users is to use your Contacts rather than your Personal Address Book.

Contacts saved in your Contacts folder on the Exchange Server will be viewable when you are away from your office where your Personal Address Book would be stored on local or network disk space.
Outlook 97/98 -- Using categories in the Contacts gives you a way to build distribution lists that list all the members when they are used to address a message. Use the Categories section of each Contact's detailed information card to put a contact in categories. You can enter your own category names and put folks in multiple categories separated by commas.
To use categorized Contacts as a mailing list from Outlook (couldn't be done remotely):
1. Click Contacts to view the Contacts folder.
2. Choose View | Current View | By Category
3. Click and Drag the category heading of interest to your Inbox
4. Respond "Yes" to creating a new item (a message since that is what is in your Inbox)
Outlook 2000 -- In Outlook 2000 you can create a distribution list as a Contact! (Unfortunately you won't be able to see this "group contact" from the Web interface.)
1. Go to your Contacts folder
2. Choose File | New | Distribution List
3. Give the list a name
4. Use Select Members to add members from the global address book or your Contacts
5. Use Add New... to add members by specifying their e-mail address rather than picking them out of the address book
6. You can also create new contacts at this time, using the Add to contacts checkbox.
7. Once you save and close, a new contact with your Group name will be added to your contacts folder. It shows a "people" icon in the right-corner to differentiate it from individual contacts.
8. To change members, just double-click the contact, and you may add, delete, and edit members.

Navigating

Composing a Message

Receiving Messages, Reading, Replying, and Forwarding

Deleting Messages

Creating and Using Folders

Attachments

Address Book

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