###### ![](media/image1.wmf)  {#section .unnumbered}

###### TABLE OF CONTENTS

###### Setting up your profile

###### First profile on the computer.........................................................................................1

###### Multiple profiles.......................................................................................................4

Outlook Basics

Opening
Screen........................................................................................................8

Outlook
Bar............................................................................................................9

Preview
Pane...........................................................................................................9

Messages..............................................................................................................10

Using Outlook Email

Reading
Messages...................................................................................................12

Sending
Messages...................................................................................................13

View Sent
Messages................................................................................................15

Replying to a
Message..............................................................................................15

Forward a
Message..................................................................................................16

Printing a
Message................................................................................................\...17

Deleting a
message..................................................................................................17

Filing
Messages...................................................................................................\...18

Adding Outlook
Folders...................................................................................18

Creating Personal
Folders.................................................................................20

Moving Messages into
Folders...........................................................................21

Deleting
Folders...................................................................................................\...21

Saving files to another
drive.......................................................................................21

Address
Book.........................................................................................................23

Add to
Contacts.............................................................................................23

Adding Internet Addresses to
Contacts..................................................................24

Creating Mailing/Distribution
Lists......................................................................25

Edit Distribution
Lists......................................................................................26

Check
Spelling.......................................................................................................28

Attachments..........................................................................................................30

Reading
Attachments....................................................................................\...32

Archiving
Information..............................................................................................33

Enabling
AutoArchive.....................................................................................33

Setting AutoArchive Folder
Options............................................................\.........34

Manually
Archiving........................................................................................35

Retrieving
Archives........................................................................................36

Creating an Auto
Signature........................................................................................39

Out of Office
Assistant.............................................................................................41

Standard
Response..........................................................................................41

Using Rules and
Actions...................................................................................42

Working with Public
Folders.............................................................................................\...44

###### TABLE OF CONTENTS (continued)

Calendar.....................................................................................................................\...45

Scheduling
Appointments..........................................................................................45

Scheduling an
Event................................................................................................46

Canceling an
Appointment.........................................................................................47

Scheduling a
Meeting...............................................................................................48

Scheduling a Recurring
Appointment............................................................................49

Task
Pad......................................................................................................................50

Editing the status of a
task.........................................................................................51

Assigning a
Task....................................................................................................52

Scheduling Task on the
Calendar..............................................................................\...53

Outlook
Today............................................................................................................\...54

Checking Folder
Size..............................................................................................55

###### SETTING UP YOUR PROFILE

# 

## BASICS

## 

You will need to set up your personal profile at every computer you plan
to receive your mail. If you are the first person to set up a profile in
Outlook, there are several steps that you will not need to perform. You
will be able to set up the profile by clicking on the Outlook icon. Once
a profile has been set up, it will require you to set up your profile
through the control panel.

## FIRST PROFILE ON THE COMPUTER

### 

1.  **Double-click** on the **Outlook** icon

> 2\. The setup wizard will assist you in setting up your profile
>
> ![](media/image3.png){width="4.833333333333333in" height="3.375in"}3.
> **Click** on **Microsoft Exchange Server** (this will place a check
> mark in the box)

2.  **Click** on **Next**

![](media/image4.png){width="4.833333333333333in" height="3.375in"}

3.  **Type** in your **server's name** that is specific to your region

> Region 1 is R1EXM01 Region 6 is R6EXM01
>
> Region 2 is R2EXM01 Region 7 is R7EXM01
>
> Region 3 is R3EXM01 Region 8 is R8EXM01
>
> Region 4 is R4EXM01 Region 9 is R9EXM01
>
> Region 5 is R5EXM01 Region 10 is R0EXM01
>
> Headquarters and Mt. Weather have a different sequence -- see your
> mail administrator for your server name.

4.  **Press** **Tab**

5.  **Type** in **Mailbox name** -- it is the same as your profile name
    (first name space last name)

6.  **Click** on **Next**

7.  **Click** on **Next** to default the travel prompt to no

8.  On the personal address book screen, **click** on **next**. If you
    have a need to access your address book that was previously set up
    on the network server in your region, contact your mail
    administrator for the proper path routing.

9.  **Click** on **Next**

10. **Click** on **Next**

11. **Click** on **Finish** to exit the setup wizard and Outlook will
    automatically open

12. **Click** on **Tools**, **select** **Services**

13. **Click** on **Properties**

14. **Click** on **Advanced** tab

![](media/image5.png){width="3.5833333333333335in"
height="3.7083333333333335in"}

15. **Click** on the **drop down arrow** on Logon Network Security

16. **Select** **none**.

17. **Click** on **Apply**

18. **Click** on **OK** to exit the Exchange Server Screen

19. **Click** on **OK** on the Services Screen

## MULTIPLE PROFILES

> 1\. **Click** on the **Start** button, select **Settings**, select
> **Control Panel**
>
> 2\. **Double-click** on the **Mail** icon

3.  ![](media/image6.png){width="3.1465277777777776in"
    height="3.1555555555555554in"}**Click** on **Show Profiles**

4.  **Click** on **Add** to put your profile on the computer

> 5\. **Click** on **Microsoft Exchange Server** (this will place a
> check mark in the box)

![](media/image3.png){width="4.10625in" height="2.8673611111111112in"}

6\. **Click** on **Next**

7.  **Type** in your **Profile Name** (Your name as it appears in the
    address book. Typically it is your first and last name - put a space
    between names.

> 8\. **Click** on **Next**

![](media/image4.png){width="4.833333333333333in" height="3.375in"}

> 9\. **Type** in your **server's name** that is specific to your region
>
> Region 1 is R1EXM01 Region 6 is R6EXM01
>
> Region 2 is R2EXM01 Region 7 is R7EXM01
>
> Region 3 is R3EXM01 Region 8 is R8EXM01
>
> Region 4 is R4EXM01 Region 9 is R9EXM01
>
> Region 5 is R5EXM01 Region 10 is R0EXM01
>
> Headquarters and Mt. Weather have a different sequence -- see your
> mail administrator for your server name.

10. **Press** **Tab**

11. **Type** in **Mailbox name** -- it is the same as your profile name

12. **Click** on **Next**

13. **Click** on **Next** to default the travel prompt to no

14. On the personal address book screen, **click** on **next**. If you
    have a need to access your address book that was previously set up
    on the network server in your region, contact your mail
    administrator for the proper path routing.

15. **Click** on **Next**

16. **Click** on **Next**

17. **Click** on **Finish** to exit the setup wizard

18. **Click** on the **drop down** arrow and **select** your **name**

19. **Click** on **Close**

20. **Double-click** on the **mail** icon (again)

21. **Click** on **Show Profiles**

22. **Select** your **profile name** in the upper box

23. **Click** on **Properties**

24. **Click** on **Properties of Microsoft Exchange server**

25. Click on **Advanced** tab

![](media/image5.png){width="3.5833333333333335in"
height="3.7083333333333335in"}

26. **Click** on the **drop down arrow** on Logon Network Security.

27. **Select** **None**

28. **Click** on **Apply**

29. **Click** on **OK** to exit the Exchange Server Screen

30. **Click** on **OK** on the Services Screen

31. **Click** on **Close**

32. Exit the control panel by **clicking** on the **X** in the upper
    right hand corner of the screen

33. **Double-click** on the **Outlook** icon and it will prompt you to
    select the profile (this is your

name)

34. You will then be prompted for your **user name** (first initial and
    last name), **domain**

(which is NEMIS) and **password**

35\. **Click OK**

# OUTLOOK BASICS

## OPENING SCREEN

-   **Title Bar** with Control Buttons (Minimize, Maximize, and close)

-   **Menu Bar** (at the top of the window)

-   **Status Bar** (at the bottom on the screen)

-   **Tool Bar** (changes depending on which features you are using)

-   **Outlook Bar** (on the left side of the screen)

> contains shortcuts to main folders and system operations. You have the
>
> ability to add/remove shortcuts, make them large or small, or
> completely
>
> hide defaults are in 3 groups -- OUTLOOK SHORTCUTS, MY
>
> SHORTCUTS, and OTHER SHORTCUTS (you can also create your own
>
> groups and move shortcuts to different groups)

-   **Information Viewer** (occupies the majority of the window)

> It displays items in the selected folder, application or shortcut

-   **Folder Banner** (gray bar across the top of the Information
    Viewer)

> Displays the current folder name

-   **Folder List** (drop-down listing of all folders and shortcuts --
    looks like

> explorer)

-   **Office Assistant** (Microsoft's helper -- must click OK before you
    can use

-   Outlook)

> ![](media/image7.png){width="4.8375in" height="3.5145833333333334in"}

## OUTLOOK BAR

### Contents of each shortcut bar

# Outlook Shortcuts Bar (icons are pictures) 

-   Outlook Today

-   Inbox

-   Calendar

-   Contacts

-   Tasks

-   Journal

-   Notes

-   Deleted Items

> My Shortcuts Bar

-   Contains all your mail folders

> Other Shortcuts Bar

-   Shortcuts to system and file management related tools (including My
    Computer)

Note: If there are too many icons to fit into the window, a scroll arrow
will appear.

## PREVIEW PANE

It opens by default showing the contents of the selected message. By
using the preview pane, you almost never have to actually open a
message.

### Turning Off/On the Preview Pane

1.  **Click View** on the menu bar, Select **Preview Pane**

### Enabling and Disabling Folder List

######### Enable

1.  **Click** **View** on the menu bar, Select **Folder list**

> Disable

1.  **Click** the **X** on folder list title bar

> OR
>
> **Click** **View** on the menu bar, Select **Folder list**

## MESSAGES

### Viewing Messages

> You have many choices as to how your mail is displayed. How your mail
> is displayed is a personal choice.

  -------------------------- --------------------------------------------
  **VIEW CHOICE**            **WHAT IS DISPLAYED**

  Messages                   Message Header (From & Subject) based on
                             time received

  Messages with AutoPreview  Message Header plus the first lines of the
                             message

  By Message Flag            Messages that have been flagged

  Last Seven Days            Messages from the past 7 days

  Flagged for Next Seven     Flagged messages for the next 7 days
  Days                       

  By Conversation Topic      Messages in categories based on subject

  By Sender                  Messages in alphabetical order by sender
                             name

  Unread Messages            Only messages that have not been read

  Sent To                    Messages in alphabetical order by recipient

  Message Timeline           Timeline when messages have been received
  -------------------------- --------------------------------------------

1.  **Click** on **View** on the Menu Bar

2.  ![](media/image8.png){width="5.9in"
    height="4.2868055555555555in"}**Current View** (Notice what is
    checked. This is how your email is currently being viewed.)

> USING OUTLOOK

## READING MESSAGES

1.  **Click** on the **Inbox** **icon** to display the group or
    **click** on the **folder**

2.  **Double-click** on the **message** you would like to read. Note: if
    you have not previously read the message it will be bold.

> OR

Messages can be viewed through the preview pane

> Note: There will be several icons prior to the message.

+------------+---------------------------------------------------------+
| !          | Red Exclamation Point -- sent as a Urgent or High       |
| [](media/i | Priority Message                                        |
| mage9.png) |                                                         |
+------------+---------------------------------------------------------+
| ![](me     | Down Arrow -- message sent with low priority            |
| dia/image1 |                                                         |
| 0.png){wid |                                                         |
| th="0.5in" |                                                         |
| height="0. |                                                         |
| 4284722222 |                                                         |
| 222222in"} |                                                         |
+------------+---------------------------------------------------------+
|            | Closed Envelope -- unread message                       |
+------------+---------------------------------------------------------+
| ![         | Open Envelope -- read message                           |
| ](media/im |                                                         |
| age12.png) |                                                         |
| {width="0. |                                                         |
| 3791666666 |                                                         |
| 6666665in" |                                                         |
| h          |                                                         |
| eight="0.3 |                                                         |
| 5833333333 |                                                         |
| 333334in"} |                                                         |
+------------+---------------------------------------------------------+
| ![](me     | Open Envelope with an arrow pointing left -- read       |
| dia/image1 | message and sent a reply                                |
| 3.png){wid |                                                         |
| th="0.5in" |                                                         |
| h          |                                                         |
| eight="0.4 |                                                         |
| 7291666666 |                                                         |
| 666665in"} |                                                         |
+------------+---------------------------------------------------------+
| ![         | Open Envelope with an arrow pointing right -- read      |
| ](media/im | message and forwarded the message                       |
| age14.png) |                                                         |
+------------+---------------------------------------------------------+
| ![](me     | Stamp with a green check -- sent message was received   |
| dia/image1 | and read                                                |
| 5.png){wid |                                                         |
| th="0.4in" |                                                         |
| height="0. |                                                         |
| 3159722222 |                                                         |
| 222222in"} |                                                         |
+------------+---------------------------------------------------------+
| ![](me     | Stamp with a red X -- sent message that was not read    |
| dia/image1 |                                                         |
| 6.png){wid |                                                         |
| th="0.4in" |                                                         |
| heigh      |                                                         |
| t="0.3in"} |                                                         |
+------------+---------------------------------------------------------+
| ![](me     | Stamp with a green arrow -- a delivered message         |
| dia/image1 |                                                         |
| 7.png){wid |                                                         |
| th="0.4in" |                                                         |
| h          |                                                         |
| eight="0.2 |                                                         |
| 8888888888 |                                                         |
| 888886in"} |                                                         |
+------------+---------------------------------------------------------+
| ![](me     | Stamp with a red arrow -- Undeliverable message         |
| dia/image1 |                                                         |
| 8.png){wid |                                                         |
| th="0.4in" |                                                         |
| h          |                                                         |
| eight="0.2 |                                                         |
| 8888888888 |                                                         |
| 888886in"} |                                                         |
+------------+---------------------------------------------------------+
| !          | # Paperclip -- message has an attachment                |
| [](media/i |                                                         |
| mage19.png |                                                         |
| ){width="0 |                                                         |
| .256944444 |                                                         |
| 4444444in" |                                                         |
| heigh      |                                                         |
| t="0.3in"} |                                                         |
+------------+---------------------------------------------------------+
| ![         | Flag -- message has been flagged                        |
| ](media/im |                                                         |
| age20.png) |                                                         |
+------------+---------------------------------------------------------+
| ![](me     | Piece of Paper with the Front of an Envelope -- unsent  |
| dia/image2 | message (Draft waiting to be sent)                      |
| 1.png){wid |                                                         |
| th="0.3in" |                                                         |
| heigh      |                                                         |
| t="0.3in"} |                                                         |
+------------+---------------------------------------------------------+

> To close the message, **click** on the **X** in the upper right hand
> corner OR **click** on **File** on the menu bar, **select** **close**
> to exit the message window.

## SENDING MESSAGES

> There is two ways to create a new email:
>
> ![](media/image22.png){width="0.3854166666666667in"
> height="0.21875in"}
>
> 1\. **Click** on the **New Mail** **Message** icon to make the dialog
> box appear
>
> OR
>
> **Click** on **File** on the **Menu Bar** then choose **New**, **Mail
> Message**

![](media/image23.png){width="5.5in" height="4.214583333333334in"}NOTE:
You have a new set of icons on the tool bar.

> Once you have the create a message dialog box up:
>
> In the **TO[.]{.underline}** **[. .]{.underline}** box you have 2
> options again

3.  **Type** in the **recipient's name** (if you have more than one name
    use a ";"

> (semicolon) and a space to separate the email name/address)
>
> OR
>
> ![](media/image24.png){width="0.5416666666666666in"
> height="0.15625in"} **Click** on the **TO** button and a new dialog
> box will appear

-   **Type** the last few letters of the **last** **name**. Their name
    will appear in the lower left box.

-   **Highlight** it (if not already) and **click** **TO, CC,** or
    **BCC**. By clicking on the name it will turn blue to notify you
    that it has been highlighted

-   When entire message is addressed, **click** **OK** to close the
    Select Names dialogue box.

4.  **Click** into the **CC**: field or **press** the **TAB** button if
    you want to add a name to receive a carbon copy of your message.
    This is done the same way as the "TO"

> ![](media/image25.png){width="4.625196850393701in"
> height="3.677165354330709in"}

5.  **Click** into the **Subject** field or **press** the **TAB**
    button. **Type** in the subject of your message. It is always a good
    habit to have a subject on your messages.

6.  **Click** into the **large** **white** **area** (the message body
    field) or **press** the **TAB** button. **Type** your email
    **message** here. You do not have to press enter at the end of a
    line. The text will automatically wrap the next line.

7.  **Click** on the **Send** button on the toolbar. You will see the
    message being folded up and placed into an envelope. A copy of the
    message will now be located in your **Sent** **Items** folder.

**[VIEW SENT MESSAGES]{.underline}**

> 1\. **Click** on the **Sent** **Items** icon to display the contents
> of the Sent Items folder

2.  **Double-click** on the **message** you would like to view

## REPLYING TO A MESSAGE

You have two options on how you would like to reply. You can either send
a:

> **Reply** back to just the originator of the message OR **Reply to
> Al**l of the recipients that received this email

![](media/image26.png){width="7.031944444444444in"
height="4.427083333333333in"}

![](media/image27.png){width="0.5625in" height="0.23958333333333334in"}

1.  **Click** on either **Reply** or **Reply to ALL** icon to create a
    response.

```{=html}
<!-- -->
```
2.  **Type** your **reply**. Notice the original message is attached to
    your response. You will be typing your message above the original.

3.  ![](media/image29.png){width="0.5in"
    height="0.19791666666666666in"}**Click** on the **Send** button when
    you have completed your reply

Note: When replying to a message, outlook will automatically address
your message either back to the sender or to everyone on the original
message. It will also put a RE: in the subject field to indicate it is a
replied message.

## FORWARD A MESSAGE

> ![](media/image26.png){width="7.4319444444444445in"
> height="5.196527777777778in"}

1.  **Click** on the **Forward** button. You can have an open message
    when you perform this task or it can be from the inbox.

> 2\. **Type** the **name** or **address** of the recipient to whom you
> would like to forward this message OR **click** on the **TO** button
> to address the message.

3\. You can type a note above the original message if you choose.

4.  **Click** on the **Send** button

# Note: Outlook will automatically put a FW: in the subject field to indicate it is a forwarded 

message.

## PRINTING MESSAGES

1.  **Open** the **message** you want to print by **double-clicking** on
    the **message**

> ![](media/image30.png){width="5.3125in" height="3.8854166666666665in"}
>
> 2\. **Click** on **File** from the **Menu** bar. Select **Print**.
> **Click** on **OK**

####### OR

> ![](media/image31.png){width="0.22916666666666666in"
> height="0.21875in"} **Click** on the **Print** icon

## DELETING MESSAGES

Note: You can delete messages from any folder. It is a good habit to
periodically delete messages from your Sent items. When you delete
items, they DO NOT disappear. They are sent to the Deleted Items folder.
You can retrieve them at any time if necessary. Once you delete an item
out of the Deleted Folder, it is permanently deleted.

1.  Select the message you would like to delete. **Click** on the
    **message**

2.  **Press** the **Delete** key on the keyboard (just above the arrows)
    or the **X** on toolbar

##  FILING MESSAGES

Filing your messages is a way for you to keep your Inbox empty. It is
also a way to organize your messages. You can create main folders and
subfolders. Keep in mind; the folders and messages do count in the total
amount of space allotted on the server for your email. An option to not
have messages take up your allotted space is to create Personal Folders.
Personal Folders are not accessable in the field unless your computer is
mapped back to those files on your regional server.

### 

### ADDING OUTLOOK FOLDERS

1.  **Click** on **File** from the **menu bar**

2.  Select **New**

3.  Select **Folder**

    ![](media/image32.png){width="6.0in" height="4.3597222222222225in"}

![](media/image33.png){width="3.34375in" height="4.020833333333333in"}
The Create New Folder dialog box will appear

4.  **Type** the **name** of the new folder you would like to create

5.  **Click** on **Mailbox** to create a **main** **folder** or any
    other main folder to create a subfolder

6.  **Click** on **OK**

7.  A prompt will come up asking if you would like to add it to the My
    Shortcuts bar. If you say **YES**, then you will see the folder
    placed on the **Folder List** and an **icon** under the My Shortcuts
    Banner. If you say **NO**, it will be added to the **folder list**
    only.

**CREATING PERSONAL FOLDERS**

1.  Click on **Tools**, select **Services**

![](media/image34.png){width="6.122222222222222in"
height="4.583333333333333in"}

### 

### Make sure Services tab is showing. Highlight (if not already) Microsoft Exchange Server. Click on the ADD button. Scroll down and select Personal Folder.

![](media/image35.png){width="3.2395833333333335in"
height="1.9895833333333333in"}

2.  **Click** **OK**

### [MOVING MESSAGES INTO FOLDERS]{.underline}

1.  After you have read the message and closed the message window,
    **click** and **drag** the **message** to the appropriate **folder**
    in the **folder list**

NOTE: If you want to move the message into a sub-folder, drag into that
folder. If the folder is not displayed, click on the plus sign do
display sub-folders.

### [DELETING FOLDERS]{.underline}

1.  **Click** on the **folder name** located in the folder list

2.  **Press** the **delete** key on the keyboard OR **click** on the
    delete key "**X"** on the toolbar

NOTE: If you chose to have the folder listed on the **My Shortcuts bar**
you will need to perform a few more tasks.

3.  **Click** on **My Shortcuts** **banner**.

4.  **Click** on the file **folder** you want to delete.

5.  **RIGHT** **click** on the mouse

6.  **Select** **Remove from Outlook Bar**

**[SAVING FILES TO ANOTHER DRIVE]{.underline}**

Sometimes you would like to save a message on a floppy disk or on your
hard drive in a file. If it is a large file, it could max out your
capacity in outlook. This will allow you to not only save the
information, but also free up your account size for other messages.

1.  Open the message you would like to move

2.  **Click** on **File** on the menu bar

3.  Select **Save As**

> ![](media/image36.png){width="5.240972222222222in"
> height="3.3722222222222222in"}

4.  **Click** on the **drop down arrow** for **Save In**:

5.  Select the location you would like to save this message

6.  Click on the **drop down arrow** for **Save as type** to change it
    from a .rtf (rich text format) to Message format .msg. This will
    keep the file in the format of Outlook file and save all the
    attachments with this message.

> ![](media/image37.png){width="5.115972222222222in"
> height="3.2881944444444446in"}
>
> 7\. **Click Save**

## ![](media/image38.png){width="0.2708333333333333in" height="0.23958333333333334in"}ADDRESS BOOK

There are multiple address books available to you. There are global,
FEMA only, and contact listings.

![](media/image38.png){width="0.2708333333333333in"
height="0.23958333333333334in"}

1.  ![](media/image39.png){width="4.302083333333333in"
    height="3.4895833333333335in"}**Click** on the **Address Book** icon

### [ADD TO CONTACTS]{.underline}- 

1.  Make sure that the name of the list is **Global Address List**

2.  **Type** the last few letters of the last name in the "Type name or
    select from the list" area

3.  **Highlight** the **name** by **clicking** on it (if not already
    highlighted)

4.  **Click** on the **Add to Personal Address Book** button. A new
    window will appear.

5.  Verify the information. Click **Save and Close**

### [ADDING AN INTERNET ADDRESS TO CONTACTS]{.underline}

1.  **Click** on the white rolodex card **New Entry**

2.  Check to make sure **New Contact** is highlighted. If not, click on
    it to highlight.

3.  **Click OK**

4.  **Type** in all the information of the person you would like to add.
    This is how the name will appear in your contacts.

![](media/image40.png){width="5.493055555555555in"
height="3.990972222222222in"}

> 5\. Click **Save and Close** to add to your contacts

Note: This can also be accomplished by opening a message, **right
click** on the **FROM** to highlight sender, select **Add to contact**.

### [CREATING MAILING/DISTRIBUTION LIST]{.underline}

## 

1.  **Click** on **Address Book** on the menu bar

2.  **Click** on **New Entry** (it looks like a white rolodex card)

3.  **Click** on **New Distribution List** to highlight

> ![](media/image41.png){width="3.7708333333333335in" height="2.9375in"}

4.  **Click** **OK**

5.  **Type** in the **name** of the mailing **list** you would like to
    create

> ![](media/image42.png){width="4.490277777777778in"
> height="3.270138888888889in"}

6.  **Click** on **Select Members (for already created addresses in
    Global or Contact address lists)**

7.  **Type** the first few letters of the **last name** of the person
    you would like to add

> ![](media/image43.png){width="3.8986111111111112in"
> height="3.0993055555555555in"}

8.  **Click** on their **name** to highlight it

9.  **Click** on **ADD** to select as a member of your mailing list

> OR
>
> **Double-click** on the **name** to add as a member of your
> distribution list

10. **Click** on **OK** when you have added all the names to your
    distribution list

## 

## EDIT A DISTRIBUTION LIST

## ![](media/image38.png){width="0.2708333333333333in" height="0.23958333333333334in"}

1.  Click on the **Address book** icon

2.  Click on the scroll **down arrow** on **SHOW NAMES FROM THE:,**
    select **Contacts**

3.  You may need to use the scroll bar on the right to find the
    distribution list you would like to edit. All distribution lists are
    labeled with a double head icon.

> ![](media/image44.png){width="5.245833333333334in"
> height="2.3409722222222222in"}

4.  **Double Click** on the list to edit

![](media/image45.png){width="4.863888888888889in"
height="3.6479166666666667in"}

5.  To remove a name: **Click** to **highlight the name** to be removed
    and click on the remove button.

6.  To add names: **Click** on **Select Members.** Names should already
    be listed in the address book/contact list or **Add New** if names
    are not listed in the address book/contact list.

**CHECKING SPELLING**

You can check the spelling of a message after you have finished typing
if you prefer to check spelling all at once, rather than correcting
mistakes as they occur. You can also have Outlook ALWAYS check your
messages before you send it.

Spelling dialog box allows you to correct the entire document at once
and change all occurrences of that word in a message.

1.  **Click** on **Tools** on of the menu bar

> ![](media/image46.png){width="4.6875in" height="2.3125in"}

2.  **Select** **Spelling** and a new dialog box will appear

3.  You have options to change, ignore, change all, ignore all, or add
    to your dictionary

Note: Your computer may be set up with Spelling and Grammar. To change
the settings:

1.  **Click** on **Tools** on the main menu bar, select **Options**

2.  **Select** the **tab** for **spelling and grammar**

3.  **Check** the **box** to have spelling checked before sending

> ![](media/image47.png){width="4.572916666666667in"
> height="4.708333333333333in"}

\- To select Outlook to automatically check your spelling before your
message is sent.

4.  **Click** on **Options** button under spelling (You must have a
    misspelled word to get into the screen.)

5.  **Check** the box **Always check spelling before sending**

## ATTACHMENTS

It is possible to send and receive attachments. The recipient will be
able to open, save, edit, and print the attachment you send them. Any
type of file can be attached to a message.

Inserting a file is commonly known as file attachments.

1.  **Open** a **message window** either by creating a new message,
    replying, or forwarding a current message

2.  MAKE SURE your cursor is where you want to insert the file into your
    message. It is extremely difficult to move the icon once the file is
    attached by clicking and dragging.

3.  ![](media/image48.png){width="5.7375in"
    height="4.011805555555555in"}**Select** **Insert** from the menu
    bar, and then **select** **file OR click** on the **paperclip** icon

4.  **Choose** **Look in** listing and **designate** the **drive** where
    the file is stored

5.  ![](media/image49.png){width="5.6375in" height="2.6in"}**Select**
    the **folder** the file is stored, then the **file** you want to
    attach

6.  **Click** on **OK**

######## 

######## **OR**

1.  **Open** a **message window**

2.  Position the cursor where you would like the file to be inserted

3.  **Click** on the **attachment** icon (a paperclip)

4.  **Choose** the correct **drive** where the file is stored

5.  **Select** the **folder** where the file is located and the file you
    want to attach to your email

6.  Either **double-click** on the **file** or **click** **OK** to
    select the file to attach

## ![](media/image50.png){width="4.3375in" height="2.432638888888889in"}  {#section-10 .unnumbered}

## READING ATTACHMENTS

Messages that are sent to you with an attachment are labeled on your
information view with a paperclip beside the message in the information
viewer.

1.  Open the message by **double-clicking** on the **message**

2.  **Double-click** on the **icon** within your message. If you have
    the same program which document was created in, it will
    automatically open the document in that program. (Word, Excel,
    PowerPoint, etc.)

> 3\. You can save the attachment just like any other document. It now
> becomes a file on
>
> your computer/disk
>
> ![](media/image51.png){width="5.6375in" height="3.941666666666667in"}

## ARCHIVING INFORMATION 

## 

# An archive is a portion of an existing outlook folder that is stored in a separate file. Outlook will automatically archive items in the Calendar, Inbox, Journal, and Sent Items. The system automatically searches for items that have aged and moves them into this specific file. You can also tell AutoArchive to delete the items instead of storing them on your hard drive. 

# 

# **[ENABLING AUTOARCHIVE]{.underline}**

# 

# Click on **Tools** from the menu bar

1.  Select **Options**

2.  Click on the **Other** tab

3.  Click on **AutoArchive**

![](media/image52.png){width="4.208333333333333in"
height="2.4583333333333335in"}

4.  Click in the box **AutoArchive every \_\_\_ days**

5.  Use the up and down arrows to change the number of days you would
    like the system to archive

## SETTING AUTOARCHIVE FOLDER OPTIONS

This option allows you to choose additional folders you would like to
have AutoArchived. An example would be if you would like to AutoArchive
the Tasks folder.

1.  **Right Click** on the **Tasks Icon** on the Outlook Bar OR **right
    click** on the **Task folder** in the folder list

2.  **Select** **Properties**

3.  **Click** on the **AutoArchive tab**

4.  **Click** to place a check next to the **Clean Out Old Items**

5.  Use the up and down arrows to change the length of time between
    archives

6.  You have an option of having the items automatically deleted or
    saved in a file

7.  **Click** **Apply**

8.  **Click** **OK**

> ![](media/image53.png){width="3.8333333333333335in"
> height="3.7645833333333334in"}
>
> **[MANUALLY ARCHIVING]{.underline}**
>
> You can have the system search for all files prior to a specific date
> to archive.

1.  **Click** on **File** from the menu bar

2.  **Select Archive**

3.  **Click** on the file you would like to manually archive

4.  **Select** the **date** you would like the system to use to search
    the files

5.  **Click OK**

> ![](media/image54.png){width="3.71875in" height="4.020833333333333in"}
>
> **[RETRIEVING ARCHIVES]{.underline}**
>
> Keep in mind the files are automatically saved on your C: drive unless
> you specified another location.

1.  Click on **File** from the menu bar

2.  Select **Import and Export**

3.  Select **Import from another program or file**

> ![](media/image55.png){width="4.59375in"
> height="3.3645833333333335in"}

4.  **Click** on **Next**

5.  **Select** **Personal File Folders** (you might have to use the
    scroll bar on the right find this option)

> ![](media/image56.png){width="4.59375in"
> height="3.3645833333333335in"}

6.  **Click** **Next**

7.  Verify the file name is correct where you archived the information.
    If it is not, click on the Browse button to find the file. All
    archive files have the extension of .pst

> ![](media/image57.png){width="4.59375in"
> height="3.3645833333333335in"}

8.  Decide how you would like the duplicates handled when you import the
    information

9.  **Click** **Next**

10. **Select** the **folder** you would like to import

11. Indicate where you would like the system to import the file

> ![](media/image58.png){width="4.59375in"
> height="3.3645833333333335in"}
>
> 12\. **Click** **Finish**
>
> NOTE: The Filter button allows you to describe the items you would
> like to retrieve.

## CREATING AN AUTO SIGNATURE

You can create a signature to be attached to every message you send. It
could include your name, title, contact telephone numbers, a message.
You decide what it will display.

1.  **Click** on **Tools** on the menu bar

2.  **Select** **Options**

3.  **Click** on the **Mail format** button

![](media/image59.png){width="3.6354166666666665in"
height="3.7430555555555554in"}

4.  **Click** on **Signature Picker**

5.  **Click** on **New**

![](media/image60.png){width="3.46875in" height="3.3229166666666665in"}

6.  **Type** the name of your signature messages

7.  **Click Next**

![](media/image61.png){width="3.4833333333333334in" height="3.13125in"}

8.  **Type** the text you would like displayed on all outgoing messages

9.  You can change the fonts or attach a vCard (this is so they can
    automatically put your information in their contacts) by clicking on
    the appropriate buttons

10. **Click** on **Finish**

## OUT OF OFFICE ASSISTANT

## 

## The Out of Office Assistant can be used to send an automatic message back to the sender notifying them you are not in the office or even on vacation and a return date. The reply can be customized to send back any message you desire.

## 

## STANDARD RESPONSE

The same message will be sent to all messages you receive.

1.  **Click** on **Tools** on the menu bar

2.  **Select** **Out of Office Assistant**

3.  **Click** to turn **on** the assistant

4.  **Type** your response message

> ![](media/image62.png){width="4.168055555555555in"
> height="3.0340277777777778in"}

## 

## USING RULES AND ACTIONS

## 

## If you would like to handle some messages differently instead of sending the same message to all recipients you would want to set up rules and actions. You can actually tell Outlook to filter the incoming messages and perform different functions.

## 

## Click on Tools from the menu bar

## 

## Select Out of Office Assistant

## Click on Add Rule

## Type the sender or recipient names you want the assistant to look for, using semicolons to separate the names

> 5\. **Click** on **Check Names** to verify they can be found in the
> address book
>
> 6\. **Select** if you would like the assistant to look for messages
> **sent directly** or **cc**'d to you
>
> 7\. **Type** in any specific **subject** you would want to have the
> assistant search for you
>
> 8\. **Select** any of the **actions** you would like the assistant to
> take. If you would like your messages forwarded to an alternate email
> address, check Forward and type in the email address.

![](media/image63.png){width="4.520833333333333in" height="4.8125in"}

## WORKING WITH PUBLIC FOLDERS

Network can create public folders and you can use them to share
information with other Outlook users within the network. A public folder
is available to any user who has been granted the required permission.

These folders can be used to store and share ANY type of Outlook
information, including calendars, tasks, contacts, or messages. In
addition, you can create custom Outlook forms to collect and display the
data in a public folder.

You can also utilize these folders to maintain an area for bulletin
boards where anyone can not only read, but also post and respond to
messages.

NOTE: Public folders can only be created and designed by network
administrators or other users who have the required permission to create
and administer folders on the Exchange server. However, anyone can read
or access the information that is posted.

1.  **Click** on the **plus sign** (+) next to Public Folders on the
    folder list. (You may have to repeat this procedure until all
    folders are listed

2.  **Click** on the **public folder** you would like to view

3.  The messages available to you will appear in the information viewer

4.  ![](media/image64.png){width="5.158333333333333in"
    height="3.1534722222222222in"}**Double-click** on the
    **message**/information you would like to view to open the entire
    message

## CALENDAR

One of the main reasons for keeping a calendar is so that you can track
appointments, schedules, and/or upcoming events.

## SCHEDULING APPOINTMENTS

1.  To open your calendar, **click** on the **calendar** icon
    ![](media/image65.png){width="0.4270833333333333in"
    height="0.3854166666666667in"} on the Outlook shortcut bar or
    **Click** on the **calendar** folder from the **folder list.**

2.  **Choose** which **view** you would like to see

> \- Daily

-   Five Day Work Week

-   Seven Day Week

3.  **Click** on the **day** on which you want to schedule an
    appointment from the 2 month calendar

4.  **Click** in the **time** you want the appointment to begin

5.  **Type** the **name** or a description of your appointment

6.  ![](media/image66.png){width="5.7in" height="3.5in"}If the
    appointment is longer than 30 minutes, **click** and **drag** the
    bottom of the appointment box to stretch to the desired time

## SCHEDULING AN EVENT

The difference between an appointment and an event is that an event
doesn't have a particular time associated with it. An example of this
could be a birthday, anniversary, or a holiday.

1.  **Choose** the **view** of the calendar you want to view (day, week,
    month)

2.  **Click** on the **date** the event is to occur

3.  **Click** on **Actions** on the menu bar, select **New All Day
    Event**

4.  **Type** the **name** or description of the event in the subject
    field

5.  **Type** the **location** of the event

6.  If the event continues for more than one day, **click** on the drop
    down **arrow** on **End Time**. Then **click** on the **date** the
    event is scheduled to complete.

7.  **Click** on **Save and Close** button

## ![](media/image67.png){width="5.4in" height="4.44015748031496in"}  {#section-20 .unnumbered}

## CANCELING AN APPOINTMENT

1.  **Click** on the **appointment** in the calendar you want to cancel
    to select the appointment

![](media/image68.png){width="0.2604166666666667in"
height="0.22916666666666666in"}

2\. **Click** the **Delete** button the appointment will disappear from
the schedule

## RESCHEDULING AN APPOINTMENT

1.  **Change** the calendar **view** so that it shows the date the
    appointment is currently scheduled and the new date is viewable (the
    monthly view is usually the best view to reschedule appointments)

2.  **Click** on the **appointment** to select it

3.  ![](media/image69.png){width="5.83740157480315in"
    height="4.241732283464567in"}**Drag** it to the new day and/or time

######## **OR**

1.  **Double-click** on the current **appointment** to open the
    appointment dialog box

2.  **Change** the date and/or start time. The ending time is
    automatically adjusted to keep the appointment the same length of
    time you originally scheduled

## SCHEDULING A MEETING

This feature allows you to schedule a meeting electronically. Outlook
will automatically pick a time slot that is available for every
participant and notifies him or her of the time and location of the
meeting.

1.  **Click** on **Actions** on the menu bar. **Select** **Plan a
    meeting**. A new dialog box appears.

![](media/image70.png){width="4.670866141732284in" height="3.1in"}

2.  **Type** the **names** of the people whom you want to invite to the
    meeting in the All Attendees column. **Press** **Tab** after each
    name. Outlook will automatically retrieve each person's schedule so
    you can see who has free time to meet and when.

3.  **Pick** a **time** when everyone is free by clicking on the time in
    the schedule area of the appointment dialog box OR **click** on
    **AutoPick** to have Outlook pick the time for you

4.  **Click** on **Make Meeting** button. Outlook displays the
    appointment dialog box.

5.  **Type** in **Subject** for the meeting and the location.

6.  **Click** **Send** and Outlook will send out invitations to attend
    the meeting.

NOTE: If someone sends you an invitation to a meeting, you will receive
a message with three buttons to reply to the invite. They are Accept,
Decline, or Tentative. Clicking on these will notify the invitee on
whether you will be attending.

## SCEDULING A RECURRING APPOINTMENT

It is possible to schedule recurring appointments all at once, rather
than scheduling each one separately.

1.  **Choose** which **view** you would like to work

> \- Daily

-   Five Day Work Week

-   Seven Day Week

-   Monthly

2.  **Click** on the **day** on which you want to schedule an
    appointment

3.  **Click** in the **time** you want the appointment to begin

4.  **Type** the **name** or a description of your appointment

###### OR

# If an appointment has already been scheduled, **double-click** on the **appointment** to bring up the appointment dialog box

![](media/image71.png){width="0.96875in" height="0.2604166666666667in"}

5.  **Click** on the **Recurrence** button to open a new dialog box.

![](media/image72.png){width="4.875in" height="3.1in"}

6.  **Choose** how **often** the appointment occurs and the **range** of
    the reoccurrence

7.  **Click** **OK**

## TASK PAD

This tool is designed to not only list your "to do" lists, but to assist
you in keeping track of whom you have assigned other tasks to and if
they are completed.

NOTE: The task pad is not available on the monthly view.

1.  **Click** on the **top line** of the tasks to add a new task on the
    task pad (located in the lower right hand side of your screen)

2.  **Type** in the **task** to be completed

3.  **Press Enter**. You can type as many tasks you need

![](media/image73.png){width="6.367361111111111in"
height="4.626388888888889in"}

### [EDIT THE STATUS OF TASK]{.underline}

1.  **Double-click** on the **task** you want to change. A new dialog
    box will appear

2\. **Click** on the **drop down box** to change the status from Not
started to:

-   In Progress

-   Completed

-   Waiting on someone else

-   Deferred

3\. **Click** on **Save and Close**

![](media/image74.png){width="5.03740157480315in"
height="3.5228346456692914in"}

## ASSIGNING A TASK

This allows you to note the task on your calendar and send a message to
the person you are assigning the task.

1.  **Double-click** on the **task** on the task pad you want to assign

2.  **Click** on the **Assign Task** button.
    ![](media/image75.png){width="0.8958333333333334in"
    height="0.22916666666666666in"} A new dialog box will appear

![](media/image76.png){width="5.1375in" height="3.592361111111111in"}

3.  **Type** in the **address/name** of the person to whom you are
    assigning the task

4.  You have the **option** to be **notified** when the task is
    completed and to keep a copy of the task. The **check boxes**
    accomplish this. If you **do not** want either of these, **click**
    on the **box to uncheck** and deselect.

5.  **Click** on **Send**. Outlook will send a message with this task to
    the assignee

## SCHEDULING TASKS ON THE CALENDAR

## 

## If you would like to set a date and time for a task to be completed along with reminders you will need to schedule the task on your calendar.

1.  **Click** on the **date** you would like to schedule the task (you
    should be in the one day, 5 day or 7 day week view)

2.  **Click and drag** the **task** to the calendar at the appropriate
    time

> ![](media/image77.png){width="5.1194444444444445in"
> height="3.5743055555555556in"}

3.  **Type** any additional **information** in the white space

> 4\. **Click Save and Close**

NOTE: Uncompleted tasks will be displayed on every day until it is
checked.

##  

## OUTLOOK TODAY FEATURE

This folder will allow you to view at a glance all appointments you have
scheduled, tasks remaining on your taskpad, the number of email unread
messages.

1.  **Click** on the **Outlook Today folder** from the folder list or
    **click** on the **Outlook Today Icon** on the Outlook Shortcut bar

> ![](media/image78.png){width="5.247916666666667in"
> height="3.8048611111111112in"}

2.  The outlook today will show you a summary of all your tasks, emails,
    and events upcoming on your calendar. This view gives you an
    overview of everything in your outlook that requires your attention.

3.  You can also access any of the information by clicking on the item
    you would like to see. Example: check your inbox -- click on inbox
    and it will take you to your incoming messages.

## CHECKING FOLDER SIZE

Since you are limited to 30 megabytes capacity for your account before
it closes down and you are no longer able to send or receive messages,
it is a good idea to check your folder size occasionally.

1.  **Right-Click** on the **Outlook Today folder** from the folder list
    or **click** on the **Outlook Today Icon** on the Outlook Shortcut
    bar

2.  **Select Properties**

![](media/image79.png){width="2.98125in" height="3.5944444444444446in"}

3.  **Click** on **Folder Size** button

> ![](media/image80.png){width="3.4451388888888888in" height="2.625in"}

4.  **Click Close**

> Note: Once the Total Size reaches 23,000 you will
>
> receive a warning message that your account is
>
> approaching capacity. You may need to clean out your journal,

sent items, and/or deleted items in order to free some space in your
folders.

You will receive another message when your mailbox size is 27,000 and
you cannot send out email messages.

When you mailbox reaches 30,000 you cannot receive or send email
messages.