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Technology Training Services
Outlook Mail 2002
Outlook Mail 2002
Developed by: Laura Stock Technology Training Services & Robert Seifert Information Technologies Services April 2003
Maricopa Community College District
April 2003
This training manual may be duplicated or put on the Internet for instructional use. Please give credit to the Maricopa Community College District and to the author(s). This training manual is not to be sold for profit. Technology Training Services Maricopa Community College District 2411 West 14th Street Tempe, Arizona 85281-6942 (480) 731-8287 http://www.dist.maricopa.edu/training/
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Technology Training Services Vision & Mission
Vision Technology Training Services (TTS) provides the highest quality in-service technology training and support to the faculty, staff and administrators of the Maricopa Community Colleges. Technology Training Services is committed to providing leadership and support to the organization as it implements new technologies and administrative systems.
Mission
TTS delivers quality technology training and support to all employees if the Maricopa Community Colleges.
To fulfill this mission we: · Provide responsive and accessible technology training on a variety of desktop applications and administrative systems. · Research and develop comprehensive training and reference materials. · Meet and support the colleges' technology training efforts by delivering on-site technology training and providing training materials. · Cultivate positive partnerships with our colleges to meet and exceed their training needs and expectations. · Provide technology training support in a variety of ways including, telephone help lines, one-on-one assistance, online help, troubleshooting, consultation and referral services. · Collaborate with organizational teams to develop strategies to meet future technology training needs. · Provide consultation and services to the teams implementing new technologies and administrative systems within the organization. · Expand and update our knowledge and skills in the areas of technology and training. The Maricopa Community Colleges do not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, handicap/disability, age, or Vietnam era/disabled veteran status in employment or in the application, admission, participation, access and treatment of persons in instructional programs and activities.
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Table Of Contents
Outlook Mail 2002 Objectives Start Outlook 2002 Open MEMO and View Inbox Outlook Screen Components New Message Editor Create a New Message Address a Message Using an MCCCD Employee Name Address a Message Using an Email Address Compose and Save a Message Edit a Draft Message Format a Message Spell Check a Message Create a Signature File Attach a File to a Message Remove/Detach an Attachment Send a Message Retrieve and Read Messages Open an Attachment and Scan for Viruses Detach an Attachment from a Received Email Reply to a Message Forward a Message Delete, Hide, Undelete and Purge Messages Create Folders Edit and Delete Folders File Messages Print a Message Add a Person to the Contacts List Address a Message Using a Contact Edit a Contact 1 2 3 4 6 8 10 12 14 16 17 18 20 26 28 29 30 32 36 38 40 41 44 46 48 50 52 54 56
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Table of Contents Continued...
Delete a Contact Memo System Distribution Lists Create a Personal Distribution List Edit a Personal Distribution List Address a Message Using a Personal Distribution List Delete a Personal Distribution List Filter Incoming Messages by Creating Rules Search for a Message Help Menu Use the MCCCD Directory Search Use the PAT and PAM Tool MEMO-Outlook Account Setup Set Up the Maricopa Directory Exporting and Importing the Personal Address Book Add the Online MCCCD Directory Search to Favorites Add the PAT and PAM Tool to Favorites Set Up Security Settings Configure Screen Layout Customize the Outlook Today Folder Set a Rule to File Sent Messages into the MEMO Sent Folder Turn Off the Suggest Names Function Set Up Advance Searching Function 57 58 61 65 69 71 72 77 81 83 85 ii vii xii xix xxi xxiii xxvi xxix xxxii xxxvii xxxix
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Outlook Mail 2002 Objectives
This workshop has been designed to present the following competencies: 1. Start Outlook 2002 and set up the account. 2. Create and save a message. 3. Edit a message. 4. Format a message. 5. Spell Check a message 6. Send a message 7. Create a signature file. 8. Attach a file to a message 9. Retrieve and read messages. 10. Read an attachment and scan for viruses. 11. Reply to a message. 12. Forward a message. 13. Delete, hide, undelete and purge messages. 14. Create, edit and delete folders. 15. File messages. 16. Print messages. 17. Add, edit and delete personal contacts. 18. Use system distribution lists. 19. Create, edit and delete a personal distribution list 20. Address a message using a personal distribution list. 21. Filter incoming messages. 22. Search for messages. 23. Use the Help Menu.
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Start Outlook 2002
Microsoft Outlook is a communication application that MCCCD will be supporting as an email client. Outlook supports multiple email accounts from the Maricopa MEMO system to various other email accounts all in one application. Outlook allows for each of these email accounts to be viewed through the Outlook interface. In other words, using Outlook, you will still be using the same server for your MEMO email account (i.e. mail.Maricopa.edu). Although Outlook has a variety of features, as you will see, MCCCD will only use and support the email communication function. In order for Outlook to interface and function with your MEMO account properly, you will need to add your MEMO account and the Maricopa Directory. These instructions are located in the MEMO-Outlook Account Setup section in the Appendix of this manual (page ii). To start Outlook you must first find the application in your Programs menu: 1. From the Start Menu on the Taskbar, select Programs and then Outlook.
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After configuring the screen layout, the instructions are located in the appendix of this manual (xxvi); Outlook will open to display the Outlook Today screen with a Folder List Pane to the left that lists all folders in your Outlook account. You can customize your Outlook Today window to display the messages within your MEMO account as shown below. These customizing instructions are in the Customize the Outlook Today Window section in the Appendix of this manual (xxix).
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Open MEMO and View Inbox
Once you have opened Outlook, you will be in the Outlook Today window. You will want to go to your MEMO Inbox to view your new messages. Keep in mind that there are two folders titled Inbox in your Outlook account: your MEMO Inbox and the Outlook Today Inbox located on your local hard drive. 1. Click on the "Plus sign" next to the domail.maricopa.edu folder to view the entire contents of your MEMO email:
MEMO Folders
2. Click on the Inbox beneath the mail.maricopa.edu folder.
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Your Window will now be open to your MEMO Inbox with its contents displayed.
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Outlook Screen Components
If you have been using Netscape 4.7 as your email browser to access the MEMO system, you are probably most familiar with the screen layout as it displays in Netscape. Though Outlook has similar functionality, the layout displays very differently when it is first installed. However, it is possible to have your Outlook screen mimic the appearance of your old Netscape layout with a Folder List Pane, Message List Pane and the Preview Pane. This three-paned screen can be set up from your View menu and the instructions are in the Configure Screen Layout section in the Appendix of this manual (page xxv). The Outlook window is made up of various toolbars and menus and has options to customize these areas as well. In the screen print below, the various areas are identified and beneath the screen print, their functions are described.
Menu Bar Title Bar
Standard Toolbar Folder List Pane
Message List Pane
Preview Pane
Title Bar: identifies the location you are viewing in Outlook. In the picture above, we are looking at our MEMO Inbox. Menu Bar: has expandable menus with various options for performing functions within Outlook. Standard Toolbar: has button shortcuts to frequently preformed functions in Outlook such as: composing a new message, printing, sending and receiving mail, finding filed messages, locating contacts and the help menu. This toolbar can be customized to your specifications.
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Folder List Pane: lists all folders available in Outlook. The Maricopa folder is your MEMO account and the Outlook Today folder is your local mail folder. Message List Pane: lists the headers of all messages within the folder you are currently viewing from the Folder List pane. Preview Pane: shows the message selected from the Message List pane in its entirety.
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New Message Editor
Before you create a new message in Outlook, it is important to know that the default message editor for Outlook 2002 is Microsoft Word XP. Usually email systems use plain text editing and newer email programs give you the option of using an HTML editor. HTML will allow you to add formatting to a message whereas plain text editing will not. Using Microsoft Word XP as an editor will allow for my elaborate formatting to be added to your message because it is a word processor and has all the functionality of one. The drawback to using Word as the message editor is that there is a potential for messages to display incorrectly when opened by the recipients. Some formatting may get jumbled or even not display at all. Using an HTML format will ensure that each message displays correctly no matter who the recipient is. HTML is the "universal" method of editing emails. Because Word XP is the default editor, you may wish to change it to be HTML edited. Note: If you know that your message recipients are using the same version of Outlook and Word that you are and are using a Windows computer, you will be able to use Word as your default editor when sending messages without having formatting display incorrectly. You can switch back and forth between editors when necessary. To change your default editor: 1. From the Tools Menu, select Options. 2. Click on the Mail Format Tab and select HTML from the drop-down menu in the Message Format section. 3. Click on the OK button.
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Notes
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Create a New Message
1. Click on the New Message button Message: or from the File Menu select New Mail
The New Message window has a Menu Bar and a Standard Toolbar. Beneath these toolbars are the Addressing (To... and Cc...) and Subject Fields with a large space for the Composition window.
Title Bar Menu Bar
Addressing Fields Subject Field Standard Toolbar
Composition Window
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2. To display the Bcc... field, go to the View menu and select Bcc Field.
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Now that you have displayed the Bcc field, you can also address a message as a blind carbon copy.
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Address a Message Using an MCCCD Employee Name
Outlook is designed to remember your frequently preformed actions. When addressing messages, Outlook will try to guess which address you want to use by filling in name suggestions using the most frequently used names and emails drawn from your contacts list and the Maricopa Directory. For example, when you begin typing the first name of a message recipient, Outlook will fill in the entire name of the person that fits the letter criteria. If there are multiple names that fit the criteria, you will get a list of names to choose from. This function is called the Suggest Names Function. If this function proves to be more bothersome than helpful, you can turn it off, and the instructions for this are located in the Turn Off Suggest Names Function section in the Appendix of this manual (page xxxv). In order for this addressing function to work, you must first add the Maricopa Directory to your list of directories that function in Outlook. The instructions for adding a new directory are in the Set Up the Maricopa Directory section located in the Appendix of this manual (page vii). 1. In the To... field, type the first or last name of the employee you wish to address the message to and click on the Check Names button
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[Keyboard shortcut: CTRL + K].
If the name you have entered is a unique name in the directory, once you click on the Check Names button, the name will automatically enter into the To... field.
2. From the Check Names dialog box, select the name of the recipient you wish to address from the scrolling list of names. Click on the OK button.
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The name selected will fill into the To... field with a black line beneath it.
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3. To add another recipient, you can simply begin typing their name directly after the first recipient, Outlook will insert the semi colon for you! 4. Continue typing recipients names in any of the addressing fields: To..., Cc..., and Bcc, click on the Check Names button or use the keyboard shortcut CTRL + K to select names. Note: If you have already addressed an email to this person before, the name may autofill while you are typing. You may delete the name suggestion if it is incorrect or leave it if it is correct. This function is called the Suggest Names Function.
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Address a Message Using an Email Address
Outlook will allow you to enter an email address in the various addressing fields (i.e. To..., Cc..., and BCC...). If you know the entire email address of the person you wish to send an email to, you can type it directly into any of the addressing fields. As you will later find out, Outlook will remember the email address you enter for future recall. 1. In the To: field, enter the email addresses you wish to send a message to and use a semicolon to separate each address.
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In the CC: field, enter the email addresses you wish to send a carbon copy to, again, using a semi-colon to separate each address.
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Notes
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Compose and Save a Message
After you have addressed your message, you can begin to compose your message. After composing the message, it is a good idea to save the message to your Drafts folder so that you can review the message and make edits before sending it. 1. In the Subject Field, give your message a descriptive subject:
2. In the Composition Window, type the message you wish to send:
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3. From the Standard Toolbar in the New Message window, click on the Save button
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The message will save to the Drafts in your Outlook Today folder.
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If you want the message available on your server account (mail.maricopa.edu), you may manually move the message into the server Drafts folder.
4. To move the message, click on the Drafts folder in your Local Mail folders to display the contents in the Message List and Preview Pane. 5. Click on the message you wish to move and drag it over the Drafts Folder icon in the Folder List Pane and release your mouse button. 6. Click on your Server Drafts folder to view the moved message. Note: This will delete the message from your Local Drafts folder!
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Edit a Draft Message
After saving a message to your Drafts folder, you will want to open it, make edits possibly add some formatting or other details such as an attachment. 1. From the Folder List pane, click on the respective Drafts folder. 2. From the Message List pane, double-click on the draft message you wish to read and edit.
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The message will open in a separate window with a highlighted yellow note below the standard toolbar that says: This message has not been sent.
3. Make edits to the message in this window.
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Format a Message
When composing an email message, you may wish to add formatting to the body of the message. Using the Formatting Toolbar, you can format the font style, size, color and type. You can also set the alignment to be left, right, center or justified. There are numerous other formatting options within Outlook that you can use to make your message look more professional. 1. First, open a new message or a message from your Drafts folder. 2. To view your Formatting Toolbar, go to the View Menu, scroll down to Toolbars and select Formatting from the submenu. 3. Apply necessary formatting additions and changes using the Formatting Toolbar located beneath the Standard Toolbar in your New Message window. Note: To apply formatting to text, you must first highlight the text and then using the formatting buttons and functions in the Formatting Toolbar.
Font Color Alignment Indent Horizontal Rule
Styles
Font Type
Font Size
Font Styles
Bullets & numbering
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Tip: You can also add a background color or image to your composition window by going to the Format Menu, selecting Background and then Picture or Color from the submenu.
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Spell Check a Message
Outlook has a built-in spell checker when composing messages. You have the ability to set spelling defaults so that Outlook will check spelling while you are composing or even before you send the message. You can set the defaults in the spelling options area and you can also manually check the spelling of each new message. If you want to edit the Spell Checker defaults: 1. From the Tools Menu, select Options. 2. Click on the Spelling tab.
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The screen print displays the default spell check settings for Outlook, you may customize them as you see fit
3. Click on the AutoCorrect Options... button to customize the AutoCorrect feature.
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4. As a default each check box is selected, you can deselect the checkboxes as necessary.
To manually spell check a message: 1. From the New message window, go to the Tools Menu and select Spelling. 2. If you have misspelled words, the Spell check window will display. 3. You have the options to: Ignore the spelling suggestion for the misspelled word, Change the misspelling, Add the misspelled word to the Outlook dictionary or Ignore or Change All misspellings.
4. When the spell check is complete or if there are no misspelled words, you will get a message that states "the spelling check is complete" click on the OK button.
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Create a Signature File
Outlook has a simple way to create multiple personalized signature files that display at the end of your sent messages. You are able to create numerous signature files that can be used depending on the purpose of the email. For example, if you are sending an email to employees within the Maricopa Community College District, you can create a signature file that includes your name, your office extension number and your college location. You could name this signature file: MCCCD signature. If you were sending an email to people outside of the MCCCD, you could create another signature file that would include your name, complete telephone number and maybe even your work address. You could name this signature file: External signature. 1. From the Tools Menu, select Options to display the Options window. 2. Click on the Mail Format Tab.
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In the Signature section, you will have no signature to choose from yet.
3. Click on the Signatures button to display the Create Signature editing window.
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4. Click on the New...button to create a personalized signature.
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The Create New Signature window will display.
4. Give your signature a name in the Enter a name for your new signature and select the Start with a blank signature option.
5. Click on the Next button and Edit Signature window will display 6. Type your signature in the: This text will be included in outgoing mail messages: space.
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Use the Font and Paragraph buttons to format the text color, style and alignment.
7. When finished with the contents of your signature, click on the Finish button.
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You will be back at the Create Signature editing window and your new signature should be listed with a preview of it beneath the name.
8. Click on the OK button.
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You will now be back at the main Options window and in the Signature section, your new signature will be listed in the Signature for new messages:
9. Click on the OK button.
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Your signature will now show up on all new messages.
Note: You may change the Signature for new messages field back to and then manually add a signature to each message. This works well when you have multiple signatures to choose from.
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10. To insert the new signature into an existing message, place your cursor where you want your signature to display (below the message). 11. From the Insert Menu; select Signature and then the name of the signature from the submenu.
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Your signature will display where you placed your cursor!
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Notes
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Attach a File to a Message
Though it is encouraged that you type messages in to your composition box as opposed to attaching a file to an email; there will be instances in which you need to attach a lengthy document to an email or a file type that will not display in the message body of an email. If this is the case, you can send an email with an attached file. 1. Click on the New Mail button 2. Address and compose the message. 3. From the Insert menu, select File. to open the new Message window.
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4. Click on the file you wish to attach and click on the Insert button.
5. Check to see if the file name and type appear in the Attach...field.
6. To check to make sure the file is correct, double-click on the link to the file.
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The file will open in a new window.
7. Close the attached file by clicking on the close button in the upper-right corner of the document.
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Remove/Detach an Attachment
After you have attached a file to a message, you may wish to detach the attachment because it has mistakes or it is the wrong file. 1. From the Message window, right-click on top of the underlined link to the attachment located in the Attach... field .
2. Select Remove (if you have Windows XP, your option may be "Clear") from the pop-up menu that displays.
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The attachment will be removed.
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Send a Message
After composing your message, sending it is as simple as clicking on a button. Once the message is sent, it will go to the Sent Items folder in your Outlook Today folder. This sent message will not be available in your Sent folder within MEMO unless you specify it within your own account. If you wish for your sent messages to go to your Sent folder as well, you will need to set that up using the instructions in the Set a Rule to File Sent Messages into the MEMO Sent Folder section located in the Appendix of this manual (xxx). 1. From the Standard Toolbar, click on the Send button
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The message will be saved to your Sent Items folder.
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Retrieve and Read Messages
Reading a message in Outlook is a simple process. You will first need to pull all of your messages off the server after you have opened your Outlook account. Much like Netscape, your messages usually are pulled off the server and into your Inbox when you first log in. However, if you have opened Outlook and remained idle for a period of time, you will need to manually get the messages that have remained on the server by clicking on the Inbox folder from the Folder List pane or the Outlook Today window. New messages will appear in boldface print with a sealed envelope icon next to the message header.
1. Click on the Inbox folder in your Folder List pane or the Outlook Today window.
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New messages are indicated with a boldface header and a sealed envelope icon
2. Click on the message you want to read from the Message List Pane at the top of the Outlook screen.
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A 2-3-sentence preview of the message will display beneath the header within the Message List pane (note: if the preview of the message doesn't display after clicking on the message, select AutoPreview from the View Menu).
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The entire message will open in the Preview Pane directly below the Message List Pane. Use the right scroll bar to scroll through the entire message.
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Open an Attachment and Scan for Viruses
Though it is encouraged to send all information in the body of an email message, there will be times when you receive emails with attached files. As a precautionary measure, it is a good idea to scan each file for viruses before opening and reading. The following instructions will work if you have an anti-virus software program on your computer. 1. Locate the message you wish to read that has an attached file.
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An attachment is indicated with a paper clip icon that is placed directly in front of the sender's name:
2. Click on the email in the Message List Pane so that the message displays in the Preview Pane. 3. From the Preview Pane, right-click on the file link next to the Attachments: label.
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It will have a document icon next to it, indicated the file type [Word, PowerPoint etc...].
4. From the pop-up menu, select Save As.
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5. In the Save As Window, locate the Desktop in the Save in: field.
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Saving attachments to the Desktop make them much easier to find and scan for viruses. If you need to keep the file after reading, you can save it to a new location.
6. Name the file in the File Name field. Click on the Save button.
7. Locate the saved attachment file in the saved location (i.e. on the desktop). 8. Right-click on the file icon. 9. From the pop-up menu, select Scan for viruses.
10. The Virus Scan window will display and scan the file for viruses.
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When the scanning is finished the window will say Completed.
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11. Click on the Close button scan.
in the upper-right corner of the Virus Scan window to exit the
12. Open the file by double-clicking on the file icon. 13. Now you can safely read the file! If you want to open an attachment without scanning: 1. Click on the Message header in the Message List pane. 2. Double-Click on the envelope located in the Attachment area in the Message header in the Preview Pane. 3. Depending on how you have your computer setup, you may get a warning message that asks if you would like to save the attachment or open it from it's current location. Click on Open or Save.
The attachment will open with the necessary application.
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Notes
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Detach an Attachment from a Received Email
There may be times when you receive emails with attachments that you want to detach so that when saving the message, the attachment isn't in your email account taking up space. 1. In the Message List pane, double-click the message you want to detach the attachment from. 2. Right-click on top of the attached file icon. 3. Select the Remove option from the pop-up menu.
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4. Move the message to the folder you wish to save it by going to the File Menu and selecting Move to Folder.
5. From the Move Item to window, click on the folder where you want to place the message. Click on OK.
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Your message will be moved!
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Reply to a Message
You often times will receive messages that require a response to either the message sender or to all the people included in the recipient list. There are two reply options available: Reply, which allows you to send a response to the sender of the message and Reply All, which allows you to send a response to the sender and all the recipients of the message. Most messages only require a response to the sender, so be careful to use the Reply All option sparingly and only when all message recipients must know the information too! 1. From the Message List pane, click to select the message you wish to reply to.
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The entire message will display in the Preview Pane.
If you wish to reply only to the sender: 2. From the Standard Toolbar click on the Reply button
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A reply window will display and the Title Bar will indicate that the message is a reply by using the abbreviation: RE: You will notice that the message sender's email address is filled into the To... field and the subject of the message is filled in with the original message subject with the abbreviated RE: preceding it to indicate that it is a reply. The original message is indented and the reply you type will be in blue.
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If you wish to reply to the sender and all recipients of the message: 2. Click on the Reply All button
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A reply window will display and the Title Bar will indicate that the message is a reply by using the abbreviation: RE: You will notice that the message sender's email address is filled into the To... field along with any other recipient that the original message was addressed To... In the Cc... field, the names of the recipients of the message that were originally carbon copied are again being listed in the Cc... field. The subject of the message is filled in with the original message subject with the abbreviated RE: preceding it to indicate that it is a reply.
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3. Once you have typed your message above the original message (indicated by the indentation and the label: --------Original Message--------) you can click on the Send button
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This message like all other message sent through your account will be placed in the Sent Items folder in your Outlook Today folder. In your Message List pane next to the message header you replied to, there will be a indicating that you replied to the message. reply icon
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Forward a Message
You might receive messages in your Inbox that you think someone not included in the recipient list would benefit from receiving. You can forward these messages to other people. Forwarded messages function a little differently than forwarded messages in Netscape. When forwarding a message, you can type your own personal message above the original message being forwarded. The original message, by Outlook default, uses a black font. The message preceding the forward, by Outlook default, is blue. 1. From the Message List pane, select the message you wish to forward. 2. From the Standard Toolbar, click on the Forward button
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The forward Message window will display and the Title Bar indicates that it is a forwarded message by using the abbreviation FW: The addressing fields are left blank, type the names of the recipients in the respective addressing fields. In the Subject: field, the original subject of the message is filled in with the abbreviation FW: preceding it.
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3. Once you have typed your message above the original message (indicated by the label: --------Original Message--------) you can click on the Send button .
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Delete, Hide, Undelete and Purge Messages
Deleting messages in Outlook is a two-step process, much like deleting messages in Netscape. After deleting a message in Outlook, it appears in your Inbox with a single line through it. You must then purge the deleted message from the account; this purging will permanently delete the message. Unlike Netscape, Outlook does not use the Trash folder. Messages marked for deletion will appear in the Inbox and will be susceptible to the 7-day purge or they can be manually deleted. Note: when purging deleted messages, only the messages marked for deletion in the specified folder will be purged. You must go to each folder and purge deleted messages manually. 1. From the Message List pane, select the message you wish to delete. 2. Click on the Delete button in the toolbar.
Note: the message is now "Marked for Deletion". It has a single line through it and it is gray.
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If you want to undelete a message: 1. To undelete a message, click on the message that is Marked for Deletion. 2. From the Edit menu, select Undelete.
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If you want to hide messages marked for deletion: 1. Select the folder for which you want to hide messages marked for deletion. 2. From the View menu, select Current View, then Hide Messages Marked for Deletion
If you wish to manually remove messages marked for deletion: 1. Select the folder for which you wish to remove messages marked for deletion. 2. From the Edit menu, select Purge-Deleted Messages.
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Create Folders
It is extremely important to get in the habit of filing email messages. The main reason for this importance is to save these messages from the Message Aging process, which deletes all messages that are older than 120 days in your Inbox and Sent folder. If you file these messages into a folder you have created, these messages are safe from the Message Aging purge. The filed messages will stay in the folder you have created indefinitely. The second reason filing messages is so important is in order to keep your email account organized, so that you can easily locate messages. In order to file messages, you will first need to create folders for filing and then immediately file them after reading. 1. Right-click on the folder or server where the folder will exist.
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In this case, we are creating a folder on the Maricopa server, so click on your college's server location: mail.maricopa.edu
2. From the pop-up menu, select New Folder.
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3. In the Name field, type a name for your new folder. Make sure the correct location is selected for the placement of the new folder. Click the OK button.
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The folder will now appear in the folder list pane, beneath or inside the folder or server where you created it.
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Edit and Delete Folders
Once you have created folders to file your messages in, you can edit them and delete them as needed. You can do this within the Folder List pane. Folders can be moved and copied to new locations; they can be renamed and deleted as well. 1. In the Folder List pane, click on the folder you wish to edit/delete. 2. Right-click on the folder and a pop-up menu will display.
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You have many editing choices: move, copy, delete or rename a folder.
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If you want to move or copy the folder:
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Outlook will allow you to specify the folder to move or copy to.
If you want to rename the folder:
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Outlook will highlight the folder name in the Folder list pane so you can re-type the new folder name Type the new name and when finished press the Enter Key on your keyboard.
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File Messages
Once you have created and named folders, you can then start filing your incoming messages. The messages that you file into the folder that you have created are safe from the 120-day purge, they do however still contribute to the 100 MB of space you are allotted. If you want messages to be saved in Outlook, without them contributing to your 100 MB of space, save them to your Outlook Today [Personal Folders]. Messages in these folders will not be available from a remote location, only when you log on to your desktop computer. 1. From the Message List pane, click on the message you wish to file. It will be highlighted. 2. From the Edit Menu, select Move to Folder. 3. From the Move Items window, click on the folder you wish to file the message into. Click on the OK button.
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The message will now have a line through it when you view it in your Inbox. This typically means that the message has been deleted, however, this message has only been deleted from your inbox, not from Outlook.
4. From the Edit Menu, select Purge deleted messages.
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This will delete the message from the Inbox, but the message will still appear in the folder in which you filed it.
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5. To view the message you filed, select the corresponding folder from the Folder List pane and the filed message will appear in the Message List pane.
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Print a Message
Rather than keep electronic copies of messages within your email, you may also wish to print off paper copies of your important emails. Sometimes you may receive lengthy emails that may be easier to read as a paper copy. 1. From the Folder List pane, select the folder that has the message you wish to print. 2. From the Message List pane, double-click on the message.
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The message will open in a new window. Please note that you must double-click the message and print it from a separate window, otherwise, you will print the Message List, not the selected message!
3. From the Message window in the Standard Toolbar, click on the Print button
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.
The message will print with a header that consists of: Your name with a horizontal rule beneath it, the From, Sent, To and Subject fields and the complete message.
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Notes
51
Add a Person to the Contacts List
Outlook refers to the Personal Address Book as your Contacts. You can view your personal contacts within the Contacts folder in the Outlook Today folder. You can add personal contacts in various ways. You can add a contact from an email you received, you can manually enter information into a blank contact card or you can import contacts from another address book program. For instructions on this, see the Exporting and Importing the Personal Address Book section in the Appendix of this manual (page xii). To add a personal contact from an email: 1. Open the message in the Preview Pane by clicking once on the message in the Message List pane. 2. Right-click on top of the name you wish to add as a contact from any of the fields (From:, To:, Cc: or Bcc:) 3. From the pop-out menu that displays, select Add to Contacts.
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A Contact card will display with that person's information filled in. You will notice that not all fields are filled in.
4. You may manually enter any other information you wish to include in their contact information. 5. When you are finished entering contact information, click on the Save and Close button.
To add a personal contact manually: 1. From the Outlook Today folder, select the Contacts folder. 2. Click on the New Contact button
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.
The New Contact window will display.
3. Enter the contacts information into the New Contact window. 4. When finished entering all information, click on the Save and Close button .
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Address a Message Using a Contact
You can address a message using a Contact from within the Contacts Folder. 1. From within your Contacts Folder in the Outlook Today folder, right-click on top of the Contacts name. 2. Select the New Message to Contact option from the pop-up menu.
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3. The New Message window will display with the Contacts name filled in the To... field.
4. Compose and send the message.
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Edit a Contact
You can add or delete information from a personal contact at any time. You may want to update telephone numbers or an office number of a contact. 1. From your Contacts folder, click to select the personal contact you wish to edit. 2. Double-click on the name to display the personal contacts information. 3. Make the desired edits to the contacts information and when finished click on the Save and Close button.
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Delete a Contact
1. From your Contacts folder, click to select the personal contact you wish to delete. 2. Right-click on the name of the personal contact and select Delete from the pop-up menu or press the Delete Key on your keyboard.
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Memo System Distribution Lists
Memo System Distribution lists are set up by the system administrators. They are lists that can be used by everybody, but only edited by the list manager. You can use these lists to send messages to all people on the list. For example, if you have a message that needs to be sent to all MAT employees, there is a system distribution list that will allow you to send a message to all people that fit that criterion. To look up and view the people included in a distribution list, you will need to use the MCCCD Directory Search available online at: http://memo.maricopa.edu/addressbook.html. If you do a search on the characters DL-, you will find all of the distribution lists and can look at the properties of each list to determine the list members and the list manager/administrator. 1. Click on the New message button to display the new Message window. 2. In the To... field, type the characters: DL- and then press the Check Names button or use the keyboard shortcut: CTRL + K.
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DL- is an abbreviation for the words: distribution list and is the abbreviation that is used for all distribution lists in MCCCD.
3. A warning box will display alerting you that there are over 100 entries that fit that letter criterion. Click OK.
4. If the distribution list you are looking for isn't in this initial results window, you may need to conduct a search for the distribution list using the Online Maricopa Directory.
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5. Select a distribution list from the lists available in the scrolling screen and click on the OK button.
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If your list doesn't appear, click on the Cancel button and add more letters to your searching criterion.
6. Your new Message window should display with the Distribution List name in the To... field.
7. Compose the message and send it when ready.
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Notes
60
Create a Personal Distribution List
There are many system-created distribution lists to choose from; however, you may have a small group of people that you are working with and would like to create your own personal distribution list. These personal distribution lists can be edited and deleted to suit your needs, whereas, system distribution lists can only be edited by the list manager. 1. From any of the folders in your Outlook window, click on the File Menu and select New and then Distribution List from the submenu.
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The Distribution List window will display.
2. Type a name for your distribution list in the Name: field and then click on the Select Members... button.
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The Select Members window will display
3. In the Show Names from the: field, select the location you wish to draw names from (i.e. Maricopa Directory, contact list, etc...) 4. In the Name window, click to highlight the name you wish to add to the distribution list.
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If the name you are looking for doesn't appear in the Name window, do a find using the Find... button. Enter the name criteria in the dialog box that displays.
5. Click on the Members -> button to place it in the Add to distribution list: field. 6. Keep selecting names and adding them to your personal distribution list until finished. Click on the OK button.
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Beneath the List Name, the names of the people in your personal distribution list will be listed with the email addresses. Check to make sure they are correct.
7. Click on the Save and Close button
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The distribution list will be saved in your Contacts folder under the name you gave it and will be labeled with a people icon:
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Notes
64
Edit a Personal Distribution List
You can edit a personal distribution list if the group members change or if you have members join the group. You can edit the name of the list, the members and the notes. 1. From the Contacts folder, double-click on the name of the Personal Distribution list.
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The Distribution List window will open
2. You may change the name of the list by deleting the name and typing a new one. 3. You can delete members by selecting the name and clicking on the Remove button or pressing the Delete key on your keyboard.
4. You can add members by clicking on the Select Members... button and adding member like you did while creating the distribution list. (See the Create a Personal Distribution List section).
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5. Click on the OK button after you have added names.
6. Click on the Save and Close button
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from the Distribution List window.
The edits will take effect and you can access the distribution list in your Contacts folder.
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Notes
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Address a Message Using a Personal Distribution List
1. From the Contacts folder, click on the personal distribution list name. 2. Right-click on top of the name and select New Message to Contact from the pop-up menu.
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The new Message window will display with the personal distribution list's name filled in the To... field.
3. Now you can compose and send the message.
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Delete a Personal Distribution List
If you have a temporary distribution list for a hiring committee or a short-term planning committee, you may eventually want to delete a distribution list. If you are no longer using a personal distribution list you have created, you may delete it. 1. From the Contacts folder, click to select the personal distribution list you wish to delete. 2. Right-click on top of the name and select Delete from the pop-up menu or press the Delete Key.
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Filter Incoming Messages by Creating Rules
In Outlook you have the option of creating filters for your incoming messages by using a function called "creating rules". Creating rules allows you to filter incoming messages into specified folders. For example, if you want all of your messages from your supervisor to be organized in one folder, you can set a rule for messages with your supervisor's name as the sender to go directly to a folder with his/her name. Note: Rules will only work if you have Service Pack 2 [SP-2] installed with your Outlook 2002. To find out if you have SP-2 installed, go to your Help Menu and select About Microsoft Outlook. The SP-2 abbreviation will be located after the product version in the very top line:
1. From the Folder List pane, click on the Inbox folder. 2. From the Standard Toolbar, click on the Organize Button
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Your Outlook Window will now be sectioned into 4 panes. The top pane where you create your rules and organize your inbox and the other panes remain the same.
Organize Inbox
3. In the Organizing Inbox pane, select the Using Folders tab on the far left of the pane.
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You can create a simple rule by filling in the Create a rule sentence.
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4. From the drop-down menu next to the word "from", you can select either from or sent to.
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The message selected in your Inbox will determine what name displays in the field next to the from or sent to field.
5. Fill in the name of a sender or a recipient whose messages you want to filter. 6. From the drop-down menu next to the word "Inbox", select the folder you wish to filter the messages into. 7. When finished with the rule, click on the Create button.
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A warning box will display that tells you the rule will be applied to new messages and asks if you would like to move any messages that are currently in your email that apply to this rule.
8. Click on the Yes or No button depending on your preference.
Note: If you would like to create a more complex rule that filters based on the fields in the message header, you can click on the Rules Wizard link in the very top of the Organize Inbox pane.
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Note: These filters will only work when you login to this machine and use Outlook 2002. If you login from home or from Webmail, these filters will not be applied. If you create these same rules using Webmail filters, the Webmail filters will be applied regardless of the machine or mail client you are using.
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Notes
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Search for a Message
In the process of reading and filing your messages, you may wish to find a message that you have filed. Much like Netscape, you can perform a simple or a complex search. Using a simple search you can find a message using the header information: the sender's name, subject of message, etc. In order to search in other areas of the message including the message body, you must Set Up the Advance Searching Function; these instructions are located in the Appendix of this manual (xxxvii). 1. From the Folder List Pane, click on the folder in which you want to search. 2. From the Tools Menu, select Advanced Find.
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3. If you want to search multiple folders on the server, click the Browse button and place a checkmark next to all folders you wish to search. Click the OK button.
4. Click on the Messages tab within the Advanced Find window. 5. In the Search for the word(s) field, enter key word(s) you wish to look for.
6. If you want to search on an e-mail address, type part of the e-mail address in the From or Sent To fields. Note: You can also click on the From and Sent To buttons to fill these fields from your list of contacts.
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7. Click in the checkbox next to Where I am: If you want to search on your e-mail address. In the drop-down list, you can indicate the location you wish to search for your email address.
8. If you want to search on any time related e-mail message fields, select the appropriate options from both time drop-down lists.
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You can search for emails you have received or sent at a certain time. You can search by creation date, date modified etc...
Note: You can search on any or all of these options. 9. When you have filled in all of the desired options, click the Find Now button.
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Notes
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Help Menu
The Help Menu functions like all other Microsoft help menus. It can work in conjunction with the Office assistant or it can be accessed from your Help Menu located within your menu bar. The Help menu has a database of frequently asked questions that it draws its answers from and it also has the option to find answers online. 1. From the Menu Bar, Select Help to display the options available in the Help Menu.
Microsoft Outlook Help will either display the office assistant or the Outlook Help window in the right quarter of your Outlook window. You can ask a question in the What would you like to do? Field. You will then get several questions to choose from that match your question criteria. Click on the question that most closely relates to your question.
Show the Office Assistant will display the office assistant during your Outlook session. The Office assistant is an animated character that offers productivity suggestions based on the actions you perform while in Outlook. What's This is an option that turns your mouse pointer into a question mark. When you place your mouse over an object or a menu and click once, the mouse will display a box with a brief description of the selected object.
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Office on the Web is an option that takes you to online support for Microsoft products. You can select the product you are using and there will be numerous help options available to you. Activate Product will activate an inactive Outlook account. This should not be an issue if you are currently using your Outlook account--this means that it is currently activated. Detect and Repair will run a scan on your Outlook to detect if there are any problems with the software. It also restores default settings. About Microsoft Outlook gives the product description and ID number.
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Use the MCCCD Directory Search
In order to search for an employee's phone number, office number, campus location or job title, you will need to use the Online MCCCD Directory Search. The Directory Search allows you to search for an employee using various search criteria such as their first and last name, the organization, the department and so on. Note: You must first add the Online MCCCD Directory Search to your Favorites Menu in order to quickly access the site for searching. The instructions for adding the directory to the Favorites Menu are located in the Add the Online MCCCD Directory Search to Favorites section in the Appendix of this manual (xviii). 1. From the Favorites Menu, select MCCCD Directory Search. 2. In the Basic Search Area, enter the searching criteria: · Name · Email · Organization [college] · Location · Title · Department 3. Click on the Search button.
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4. Select the person you are looking for from the list of names in the Search Results window. 5. Click on the Show Properties button to see a more detailed list of information about the employee.
6. Look through the list of information to locate the information you are seeking.
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Use the PAT and PAM Tool
The Personal Administration Tool or PAT, allows you to edit your directory information such as your name, office location, telephone numbers and manage any distribution lists you are in charge of. Some of the information located within your PAT will not be editable by you. The Personal Account Management tool or PAM, you can set the vacation message or auto reply for you email account. To Use the PAT or PAM tool, you will have to access the MEMO administration website. It is easiest to save the website to your Favorites Menu so that you can access these tools quickly from within Outlook using your Menu Bar. The instructions for this are in the Add the PAT and PAM Tool to Favorites section located in the Appendix of this manual (xx).
1. From the Favorites Menu, select Maricopa MEMO Administration. 2. Select your college location from the Location drop-down menu. 3. Type in your first and last name in the Directory User Name field. 4. Type in your MEMO password in the Password field (unless it is your first time using the tool, then follow the directions at the top of the PAT page).
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5. Click on the Edit Directory Information link on the left.
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Here you can edit information like: your name, password, address, phone/pager/fax number.
6. When finished editing the information, scroll down to the bottom of the page and click on the Submit button.
7. Click on the PAM button on the left.
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Here you can set up an autoreply message, have messages forwarded or copies sent to another account.
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8. Enter the information needed into the fields supplied and click on the corresponding buttons.
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(i.e. to autoforward email sent to your account, type the forwarding address in to the Update autoforward all mail to: field and then click on the button to update.)
9. Click on the Logout link on the left to logout of your account.
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Appendix
MEMO-Outlook Account Setup
If you want to set up additional accounts to interface in Outlook or you are using Outlook for the first time and wish to add new email accounts to Outlook, follow the steps below: 1. From the Tools Menu, select E-mail Accounts.
2. Click in the radio button next to Add a new e-mail account and click the Next button.
ii
3. Click in the radio button next to IMAP and click the Next button.
iii
4. In the User Information area, add your full name (this is your display name) and memo email address in their respective fields.
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Note: after completing steps 4 and 5, your first and last name will autofill in the Username field.
5. In the Server Information area in both the Incoming Mail Server and Outgoing Mail Server fields enter: mail.maricopa.edu. 6. In the Logon Information area, enter your entire email address in the Username field: firstname.lastname@mail.maricopa.edu. 7. In the Password field, enter your password.
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There is also a checkbox option to have Outlook Remember password. Though it is discouraged to save your password, if you choose not to, you may need to type it in every time Outlook checks for and sends mail. This depends on the version of Windows your computer is running among other things such as service packs etc...
8. Click on the More Settings button.
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9. Click the General tab. 10. You can fill in a name for your Mail Account.
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If you are sharing a computer with multiple profiles, you will want to make the account name a unique name such as: [your name] MEMO.)
11. In the Other User Information section, you can fill in an Organization title (i.e. MCCCD, PVCC, PC, SCC etc...).
12. Click the Outgoing Server tab.
v
13. Click in the checkbox next to: My outgoing server (SMTP) requires authentication and click the OK button.
14. Click on the Next button. 15. A Congratulations dialog box will display, click on the Finish button.
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Set Up the Maricopa Directory
In Netscape Messenger, you were able to search the Maricopa Directory for employee email addresses and other information. Outlook has the same ability to search the Maricopa Directory for employee information, but this method can be cumbersome. Therefore, it is encouraged to use the Maricopa Directory only for addressing an email, not to look up information about the employee (i.e. phone, location and job information). Note: If you wish to look up employee information go to the online MCCCD Directory Search at: http://memo.maricopa.edu/addressbook.html. You may add this site to your Favorites Menu in Internet Explorer, for instructions on this go to the Add the Online MCCCD Directory Search to Favorites section in the Appendix of this manual. In order to use the Maricopa Directory to address an email, you must first set up the Maricopa Directory to interface with Outlook. 1. From the Tools Menu select E-mail Accounts. 2. Click in the radio button next to Add a new directory or address book and click the Next Button.
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3. Click inside the radio button next to Internet Directory Service (LDAP) and click the Next button.
4. Type in the server name, which is: ldap.maricopa.edu , and click the More Settings... button.
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The is your two or three-letter abbreviation for your college location
viii
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A warning dialog box will appear informing you that you must restart Microsoft Outlook in order for the directory to work properly. Click OK
5. The Microsoft LDAP Directory window will display. In the Display Name field, type in: Maricopa Directory.
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6. Click on the Search tab. 7. You can change the search time allotment when searching for names in the directory, it is set to 60 seconds as a default. 8. You can also specify the maximum number of entries that will return from a search, it is set to 100 entries as a default. 9. In the Search Options section, type the search base into the field: ou=administration,o=maricopa community college district, c=us 10. Click the OK button.
11. Click on Next button and then the Finish button. 12. From the File Menu, select Exit to close Outlook. 13. Restart Outlook: from the Start Menu, select Programs and then Outlook. Note: You may need to completely restart the computer if the directory doesn't display after restarting Outlook
x
14. From the Tools Menu, select Address Book and wait for the address book to display (this will take several seconds). 15. From the Tools Menu in the Address Book, select Options.
16. From the drop-down menu below: Show this address list first, select Contacts. 17. In the window below: When sending mail, check names using these address lists in the following order: click to select the Maricopa Directory. Click the Up Arrow to move the Maricopa Directory to the first item in the list. 18. Click the OK button.
19. From the File Menu, select Close to close the address book.
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Exporting and Importing the Personal Address Book
If you have been using another email program with a personal contacts or address book component such as Netscape, you will probably want to import your entries into Outlook. First, you must export the address book from its current location as a file type that Outlook can recognize. There are various formats Outlook can use, such as comma separated, tab delimited, database files and so on. First, you will need to determine the file type that you can export your personal address book as. Note: If you are using Netscape, you can export as a "LDIF" file into Outlook Express first and then import into Outlook 2002. The following instruction will walk you through the steps of exporting your personal address book from Netscape and importing it into your Outlook Contacts folder. You must follow these steps if you want your personal address book to work correctly in Outlook. 1. From your Netscape Messenger account, go to the Communicator Menu and select Address Book. 2. Click to highlight the Personal Address book.
3. From the File Menu, select Export. 4. Determine a saving location for your file, name the file and check to make sure the file type is: LDIF {*.ldif}. 5. Close Netscape Messenger and any other programs you may be running. 6. Double-click on the My Computer Icon located on your Desktop. 7. Double-click on the Local Disck [C:] drive and then double-click the Program Files folder.
xii
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You may have to click on the Show Files link in the lower-left of the Program Files folder to display the folder in the Program Files folder.
8. Double-click on the Outlook Express folder, and then double-click on the application icon.
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Wait for Outlook Express to load. Outlook Express will assist in the complete conversion of the Netscape Address Book into Outlook 2002. If you have never started Outlook Express before, it will prompt you to set up an account, you will need to cancel out of all the set up steps. You may get a warning box that asks if you would like to make Outlook Express your default mail client, click on No.
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9. From the File Menu, select Import and then Other Address Book from the submenu. 10. From the Address Book Import Tool Window, select LDIF- LDAP Data Interchange Format and click on the Import button.
xiii
11. The Open file window will display, select the LDIF file you exported out of Netscape. 12. Double-Click on the file to open it.
13. Outlook will import the LDIF files and they will display in the lower-left portion of the screen:
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14. Close Outlook Express by clicking on the close button in the upper-right corner 15. Open Outlook 2002 by finding the application in the Start Menu.
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Start >> Programs >> Microsoft Outlook
16. From the Outlook Today folder, click on the Contacts Folder. 17. From the File Menu, select Import and Export. 18. Select Import internet mail and addresses and then click on the Next button.
xv
19. Select Outlook Express 4.x, 5 from the list of options. 20. Click in the Import Mail and Import Rules checkboxes to uncheck them. 21. Click on the Next button.
xvi
22. Click in the Outlook Contacts Folder radio button to select it. 23. You can click in any of the radio button options in the Options section. 24. Click on the Finish button to import.
25. An Import Summary window will display with the total records of contacts and distribution lists imported. Click on the OK button.
xvii
26. Your Contacts folder will display with all imported contacts.
xviii
Add the Online MCCCD Directory Search to Favorites
Netscape refers to websites that you have saved to your toolbar as bookmarks, Internet Explorer names these saved websites "Favorites" and adds them to the Menu Bar. In order to look for Maricopa employee's telephone numbers, office locations, campus location and other detailed information; you will want to use the online MCCCD Directory Search. This is a simple tool that allows you to search on multiple fields in order to find a variety of information about an employee. You will probably use this feature often and may wish to add the search site to your favorites. 1. Open Outlook 2002 and click on the Outlook Today Folder. 2. In the Address field beneath the Standard Toolbar, enter the address: http://memo.maricopa.edu/addressbook.html and press the Enter Key.
xix
3. From the Favorites Menu, select Add to favorites. 4. In the Add Favorite window, you may change the name or leave it as is and click on the OK button.
5. The MCCCD Directory Search will now be located in the Favorites menu, which is listed in alphabetical order. 6. You can access your Directory Search favorite from any window within Outlook or Internet Explorer by going to the Favorites Menu and selecting the MCCCD Directory Search.
xx
Add the PAT and PAM Tool to Favorites
The Personal Administration Tool or PAT, allows you to edit your directory information such as your name, office location, telephone numbers and manage any distribution lists you are in charge of. Some of the information located within your PAT will not be editable by you. The Personal Account Management tool or PAM, you can set the vacation message or auto reply for you email account. It is very handy to have the PAT and PAM tool located in your Favorites Menu so that you can have quick and easy access to these administrative options. 1. In the Address field, type the address of your college location's MEMO website that links to the PAT and PAM tools: mail.maricopa.edu 2. Click on the Personal Administration Tool link.
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The PAT Tool login window will display
xxi
3. From the Favorites Menu, select Add to favorites. 4. In the Add Favorite window, you may change the name or leave it as is and click on the OK button
5. Your college's MEMO web page will now be located in the Favorites menu, which is listed in alphabetical order. 6. You can access your PAT/PAM favorite from any window within Outlook or Internet Explorer by going to the Favorites Menu and selecting the Maricopa Memo Administration.
xxii
Set Up Security Settings
When using any type of email service your computer is susceptible to destructive viruses as well as hackers. However, there are some security measures you can take in order to keep your computer safe while sending and receiving email and attachments. 1. From the Tools menu, select Options.
2. Click the Security Tab and then click the Zone Settings button.
xxiii
3. Click OK on the Warning Box that appears.
4. Click on the Restricted sites icon. 5. Click on the Default Level button. 6. Click on the OK button. Click the OK button again.
Note: Any security settings you change in Outlook should not affect Internet Explorer.
xxiv
Outlook Default Startup Screen
After installing and adding your MEMO account to Outlook, your window will be display in the default mode. Your screen will look like the following screen print; you may wish to configure your screen to look like Netscape using the directions in the Configure Screen Layout directions immediately following this section. If you wish to customize your Outlook Today folder to directly link to your MEMO account and immediately open when logging in, you may do so by follow the directions in the Customize the Outlook Today Folder section.
xxv
Configure Screen Layout
In Netscape there are three panes that make-up the screen. You have the Folder List Pane on the very left side, the Message List Pane at the top with links to view the messages, and a Preview Pane that displays the message selected in the Message List Pane. You may set up