Using Outlook 2000 E-Mail

Checking Your Mail

1. To open Outlook 2000 on your computer, double click on the Outlook icon on your desktop, or go to Start, Programs, Microsoft Outlook 2000.
   
   
   
2. The Outlook window will open.  There are several ways to customize this screen so yours may not look exactly like the one below.  Notice the menu bar and toolbar along the top of the screen and the Outlook bar (the column of icons) on the left.  If your messages are not displayed, click on the Inbox icon in the Outlook bar.
   
   
   
3. By default, all new messages are stored in the Inbox until you move or delete them.  In your inbox, unread messages are represented by a closed envelope and all information about the message is bold.  Messages you have read are represented by an open envelope and the information is not bold.
   

   Unread Message
   Read Message

    

4. To read an e-mail, simply double click the message info and a new window will open.  This window has its own menu bar and toolbar.  Below the menu and toolbars, you can view the message header information.  The "From:" field displays the name of the sender.  The "To:" field displays the recipients.  The "Cc:" field lists anyone else who received a copy of the message.  The "Subject:" field displays the subject of the message.
   
   
   
5. After reading the message, use the toolbar in the message window to take the appropriate action.
   

   	Allows you to send a reply to the person who sent the message
   	Allows you to send a reply to everyone who received the message
   	Allows you to send a copy of this message (along with a personal note) to someone who did not receive the original message.
   	Sends the current message to the Recycle Bin.  To permanently delete a message, either empty the Recycle Bin or hold down the Shift key while clicking this icon.
   	Allows you to print the current message.
   	Allows you to flag this message as a reminder to take action later.  You can choose what action needs to be taken and set a deadline.  As the deadline approaches, Outlook will display reminders for you.
   	Allows you to move the current message into a different folder.  This prevents your Inbox from becoming cluttered and makes it easier to find a specific message in the future.
   	Navigates to the previous message in the list.
   	Navigates to the next message in the list.

    

6. Outlook will automatically check for new messages when the program starts, and periodically after that.  If you want to manually check for new messages, click the Send/Receive button on the toolbar.

Composing a Message

1. To send a new e-mail message, click on the New button on the Standard Toolbar.
   
   
    
2. A New Message window will open.  
   
   
   
3. If you know the recipient's full e-mail address, you can type it in the "To..." field.  If the recipient is Clayton State faculty or staff, or is in your personal address book, you can click on the To... button to open the address book. 
   
   
   
4. The Clayton State Global Address List will open by default.  To look for someone who is not in the Clayton State University Global Address List, click on the dropdown box in the upper right corner of the window and select Contacts to search your personal contacts. 
   
   
   
5. You can scroll through the list or type a name in the text box to search.  Names with a group icon next to them are departmental or group mailing lists.  When you find the name you want, double click or select the name and click the To -> button.  Repeat this process for anyone you wish to Cc or Bcc a copy of the message to.  Note: Cc recipients will appear in the message header.  Bcc recipients will receive a copy of the message but will not appear in the message header.  Click OK when you are finished adding addresses.
   
   
   
6. Press the Tab key on your keyboard to move to the Subject: field.  Type in a subject for your message.
   
7. Press the Tab key to move the message text area.  Type in the body of your message.
   
   
   
8. Before sending your message, you may want to run a Spelling Check.  Click on the Tools menu and select Spelling.
   
   
   
9. Send the message by clicking on the Send button on the Standard Toolbar. If a network connection is available, the message will be sent and a copy stored in your Sent Items folder.  If the message cannot be sent immediately, it will be stored in your Outbox and Outlook will continue trying to send the message until it is successful.   Note:  When you are composing a message, Outlook automatically saves your work periodically.  If you choose to close a message window without sending the message, Outlook will ask you whether you want to save a draft of the message.  Choosing Yes will put a copy of the message in your Drafts folder.  You can retrieve this draft later to make changes or send the message.  Choosing No will permanently delete the message.  Choosing Cancel will return you to the message window without saving or deleting the message.
   
   

 

Creating a Signature

A signature is a few lines of text that will appear at the bottom of each e-mail message you send.  You can create one or more signatures and choose which one is appropriate for each message you send.  

1. To create a personalized signature, click on the Tools menu and choose Options.
   
   
   
2. Click the Mail Format tab.
   
   
   
3. Click on the Signature Picker button in the lower right hand corner of the window.
   
   
   
4. In the Signature Picker window, click New to create a new signature.
   
   
   
5. Enter a name for your signature, make sure that "Start with a blank signature" is marked, and click Next.
   
   
   
6. In the Edit Signature Window, type the text of your signature.  You can include your contact information, credentials, an inspirational quote, or anything else you want to appear at the end of each outgoing e-mail message. Use the buttons underneath the text box to change the formatting of your signature. Click Finish.
   
   
   
7. The signature you just created should now show up in the Signature Picker window.  If you are unhappy with the signature preview, click Edit to make changes.  If you want to have more than one signature to choose from, click New and repeat the process for creating a new signature.  Click Remove to delete a signature file and start over.  When you have finished editing, click OK to return to the Mail Format screen.
   
   
   
8. If you created multiple signatures click on the dropdown box  to choose which one will be the default.  If you don't want a signature by default, choose None.
   
    
   
9. Decide whether you want your signature to appear when you reply to or forward a message and check or uncheck the box as appropriate.
   
   
   
10. Click OK to return to your Inbox.
    
    
    
11. Next time you compose a message, your default signature will automatically appear at the end of the message.  The signature text is editable so you can make a change that will only affect the current message by typing as usual.  To select something other than your default signature, click on the Insert menu, choose Signature, and select the signature you want to use.
    
    
    

Creating a Distribution List

If you frequently send e-mails to the same group of people, you can create a distribution list with all of their addresses under one name.

1. Click on the Address Book icon in the Standard Toolbar.
   
2. Select Contacts from the dropdown menu on the right.
   
   
   
3. Click on the File menu and select New Entry.
   
   
   
4. Select New Distribution List from the window that pops up.  Click OK.
   
   
   
5. Give your distribution list a name and click Select Members.
   
   
   
6. The Address Book window will reappear and you can select the people you want to include in your list.  Select a name by double clicking it in the list or by clicking once and then clicking on the Add -> button.
   
   
   
7. When you have finished selecting members from the Address Book, click OK.
   
8. If you want to include someone in your distribution list that wasn't already in the Address Book, click Add New.
   
   
   
9. Enter the person's name as you want it to appear in the list.  Type in the person's full e-mail address.  Ignore the Address type, Internet Address will always work.  Check the box to add the person to your Contacts.  Click OK.
   
   
   
10. The new name will appear in the list.  Click Save and Close.
    
    
    
11. Your Contacts folder should now show the distribution list (and any new contacts you added). 
    
    
    
12. Composing a message to a distribution list is just like composing a message to an individual.  Either type the name of the distribution list in the "To..." field or click on the "To..." button and select the list name from the address book.  You can add other individuals and groups to the message in the same way.
    
     

 

Attaching a File to a Message

When you are composing a new message, replying to a message, or forwarding a message, you have the option to attach files from a disk or your hard drive.

1. Click on the Insert menu and choose File, or simply click on the Insert File button on the toolbar.
   
   
   
2. The Insert File window will open allowing you to browse for the file you want to attach.  Select the file and click Insert.  Note: to select multiple files, hold down the Ctrl key on your keyboard while clicking on each file.
   
   
   
3. Your message should now contain an icon representing each attached file.  To delete an attached file, click on the icon and press the delete key on your keyboard.  Note:  Deleting an attachment in this way only removes the file from the message; it does not delete the file from your hard drive.
   
   

 

Viewing Attachments You Receive

Use extreme caution when opening and viewing attachments in e-mail messages.  Devastating viruses are frequently spread through e-mail attachments.  We do not recommend allowing your students to submit assignments as e-mail attachments for this reason.  Never open an attachment from someone you do not know and always keep your anti-virus software up to date.

1. When you receive an e-mail that contains an attachment, the attachment icon will appear beside the message in your Inbox.
   
   
   
2. Open the message by double clicking.  The message window will open and an icon representing each attached file will be displayed along with the message.
   
   
   
3. Depending on your settings and the type of file you are trying to view, double clicking an attachment icon may open the application associated with the file.  If it does, click on File, Save As, and save the file to your hard drive.  Note:  If you make changes to the file and click Save, the changes will only be saved to a temp file and will be lost when you close or delete the e-mail.  In order to save any changes, you must choose Save As and save the file to your hard drive.
   
4. If the file does not open automatically when you double click the attachment icon, Outlook will prompt you to decide whether to open the file or save it.  In most situations, you should choose the option to save the file to your hard drive.  Click OK.
   
   
   
5. The Save As dialog box will open allowing you to browse your hard drive and select the location to save the file.  Note:  You can give the file any name you want at this point, but make sure that you keep the three letter extension after the period.
   
   
   
6. You may now scan the file for viruses, open the file, and make any changes.

 

Customizing E-Mail Notification

1. Click on the Tools menu and choose Options.
   
   
   
2. On the Preferences tab, click E-Mail Options.
   
   
   
3. The E-Mail Options window will open.  Check the box to display a notification message when new mail arrives.  To change the new mail notification, click on Advanced E-mail Options.
   
   
   
4. If you have notification turned on, Outlook will automatically display a message when new mail arrives.  If the "Play a sound" box is checked, you will also hear a chime when a new a message arrives.  Click the check box to toggle the option off or on. Click OK three times to save the new settings.
   
   

 

Changing the Appearance of Your Outgoing Mail Messages

1. To change the font style or color on all e-mail messages you send, click on the Tools menu and select Options.
   
   
    
2. Click on the Mail Format tab.
   
   
    
3. Click on the Fonts button.
    
4. Click on the appropriate Choose Font button to choose the font for new messages and replies.
   
   
    
5. Select a font face, style, and color, then click OK.
   
   
    
6. Click OK again in the Fonts window to return to the Mail Format Options.

 

Setting Spell Check Options

1. Click on the Tools menu and select Options.  Click on the Spelling tab.
   
   
    
2. To run a Spell Check automatically before you send a message, check the box labeled "Always check spelling before sending.
    
3. If you frequently use acronyms or words with numbers, you can check the boxes to ignore words in uppercase and ignore words with numbers.
    
4. Click on the Edit button to add a word to your dictionary.
    
5. Click OK to apply the new settings.
    

Organizing Your Inbox

1. You can create folders in your mailbox to store messages you want to keep or help sort incoming messages.  To create a folder, click the File menu and select New, then Folder.
   
   
    
2. You will be prompted to enter a name for the folder and select a location.  Click on Inbox, then click OK.
   
   
    
3. If your new folder does not appear on the Outlook Bar, right click in that area and choose Outlook Bar Shortcut.
   
   
    
4. Select the folder you just created and click OK.
   
   
    
5. A new icon should appear on your Outlook Bar representing the folder you just created.  You can click and drag this icon to a different location on the Outlook Bar if you want.
   
   
    
6. To move a message into this new folder, you can click and drag the message from your inbox to the Outlook Bar shortcut, or use the Move to Folder button on the Standard toolbar.
    

Searching for a Message

1. To search for a message, click on the Tools menu and select Find.
   
   
    
2. You should see a new toolbar appear above your messages.
   
   
    
3. Enter a name or keyword in the "Look for:" box and select a folder from the "Search In" dropdown box.  Click Find Now.
    
4. All messages containing the keyword you searched for will be displayed.  Click the X on the Search bar to return to your Inbox.
    

Message Tracking

1. Prior to sending a message, click on Options under the View Menu.
   
   
    
2. Choose a priority and sensitivity for the message from the dropdown lists. 
   
   
    
3. You can also check the boxes to receive notification when the message is delivered or when the message is read.
    

Automating Mail Processing

1. To create more advanced rules for processing mail or to modify/delete existing rules, click on Rules Wizard under the Tools Menu.
   
   
    

2. To create a new rule, click on the New button and follow the onscreen wizard directions.  To edit an existing rule, click on the rule and click on the Modify button.  To remove an existing rule, click on the rule and click on the Delete button.
   
   
    

Setting an Out of Office Reply

1. To automatically reply to e-mail while you are out of the office, select Out of Office Assistant under the Tools menu.  Select I am currently Out of the Office.  Enter a message in the AutoReply box. Click OK.

   
    

2. When you return to the office, make sure to reset the Out of Office Assistant to I am currently in the Office.

   

 

Using the Outlook Calendar

The calendar in Outlook is similar to an online appointment book.  To access the calendar, click the Calendar icon on the Outlook Bar or the Calendar folder in the Folder List. There are several views for the calendar.  Decide which view is best for you.

There are options that you may wish to change on your calendar. To do this, go to Options under the Tools Menu and click on the Calendar Options button under the Preferences tab.  Among the options are the days of the week you wish to have as your work week, the working hours of your day, and how far in advance you want to be reminded of appointments.  The font can also be changed if you wish to do so.

To create a new appointment, choose New under the File menu and then select Appointment.  Enter the Subject, Location, Start Time, End Time. Check box if all day event and check box if you want to be reminded. If you want to be reminded, select how far in advance you want to be reminded.  You can choose to show the time as busy or free, and you can add additional information in the comment box.  You can also make the appointment private, if you wish.

After you have entered the information, click the Save and Close button in the top left corner.  Your appointment will now appear on your calendar. 

To edit an appointment, select the day of the appointment and double click on the appointment time. The same box as shown above will appear; make the necessary changes, then click Save and Close.

To set up recurring appointments, create the appointment on the first day it is to occur. Then click on the Recurrence button on the toolbar.  Set up how often the appointment will recur.  Click OK, then Save and Close.

Meeting Requests

To make a new meeting request, click on New Appointment under the File menu, then click on Invite Attendees.

Enter the participants’ e-mail addresses in the To field. Enter the Start time, the End time, and any of the other information. Click on the Send button.

To respond to a meeting request, open the e-mail request. Click Accept, Tentative, or Decline.

If accepted, the meeting will appear on your calendar.

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