E-mail trg

Procedure	Screen Display
To access e-mail on your computer, double click on the MICROSOFT OUTLOOK icon on the desktop screen.
The Outlook window will appear. The vertical column of pictures (icons) on the left is called the Outlook bar. For now, ignore all of the icons except the one at the top, the INBOX. The INBOX is where your e-mail lands when it is sent to you.
The INBOX icon is automatically opened to the right of the Outlook bar when the Microsoft Outlook icon has been double clicked. If you have any unread messages, they are listed in the white area of your inbox beside envelope icons. To read an e-mail in your INBOX, simply double click it.
An opened e-mail will look like the screen on the right. Routing information is in the grey area. The FROM: line identifies the sender. The TO: line identifies the recipient(s). The CC: line identifies anyone else receiving a copy of the e-mail. The SUBJECT: line describes what the e-mail is about. The text of the message is in the white area.
To delete an opened e-mail, click on the DELETE icon at the top of the message window.
To respond to an opened e-mail, simply click on the REPLY tab in the upper left corner of the window.
A caveat. Clayton State is currently using two different e-mail systems (Outlook and Pegasus). You may encounter problems replying to a message sent via Pegasus. If the SMTP address in the FROM: field in the original message is standard Internet format, clicking the SEND icon will deliver the response properly. However, if the SMTP address is in Pegasus format (e.g., AA/Cook), the name in the TO: field will need to be replaced with the appropriate Internet address before clicking the SEND icon.
When the new message screen appears, the sender’s name is already inserted in the TO: line and the SUBJECT: line describes the topic of the original message. Even though the FROM: line in a reply appears to be blank, your name will be inserted automatically when you send the message. Type your response in the white area above the original message.
If you want a personalized "signature" to always appear at the end of your e-mail messages, go to the grey menu bar at the top of the Inbox screen and click on TOOLS. Pull down the menu to AUTOSIGNATURE, and click it.
Make sure there is a check in the box adjacent to ADD THIS SIGNATURE TO THE END OF NEW MESSAGES. Type in your name and any other relevant information you want included. Click on OK.
To send an e-mail from scratch (that is, not a reply to someone else’s e-mail), go to the original INBOX screen and click on the envelope/letter icon in the upper left corner of the Inbox window. (This icon will be directly above or beneath FILE in the menu bar.)
Skip the FROM: field, since it will be completed automatically. Fill in the TO: field with the recipient’s Internet address. For Clayton State employees, the person’s name is followed by @, then a server code of double letters, dot, clayton, dot, edu (e.g., custer@zz.clayton.edu) For Clayton State students, an alphanumeric code is followed by @, then earthlink, dot, net (e.g., lrf0122@earthlink.net)
Skip down to the SUBJECT: field and type in the topic of the e-mail.
Move down to the white (message) field and type your message.
To send the completed message, click on the SEND icon in the upper left corner of the window.
If you want to send the same message to more than one person, you have two options. You can type in the Internet address of each recipient individually, separating them by semicolons.
Or you can create a distribution list which includes all the recipients’ names and Internet addresses under a single heading.
To create a distribution list, click on the ADDRESS BOOK icon in the toolbar above the Inbox window.
The ADDRESS BOOK window will appear. Creating a distribution list requires two steps. First, each person to be included on your list must be recorded in your PERSONAL ADDRESS BOOK. Second, all the individuals to be on the list must be grouped together.
If your ADDRESS BOOK window does not include a Personal Address Book in the SHOW NAMES FROM THE pulldown menu, return to the INBOX window. Go to the grey menu bar at the top of the Inbox screen and click on TOOLS. Pull down the menu to SERVICES, and click it.
Select PERSONAL ADDRESS BOOK from the list. Click ADD.
When the ADD SERVICE TO PROFILE window appears, select Personal Address Book. Click OK.
Return to the ADDRESS BOOK window. To place a person in your address book, click on the rolodex card icon representing a New Entry.
A NEW ENTRY window will appear. If INTERNET MAIL ADDRESS is not already selected, click on it. Make sure that Personal Address Book is selected in the PUT THIS ENTRY field. Click OK.
In the new window that appears, type the person’s name in the DISPLAY NAME field. Type the individual’s e-mail address in the E-MAIL ADDRESS field. Click OK.
Repeat this procedure for each additional person you wish to include in the distribution list: click on the rolodex card in the Address Book, enter the individual’s name and e-mail address in the Internet Mail Address Properties window, and click OK.
When all the names and addresses have been entered, click again on the rolodex icon, go to the New Entry window, and select PERSONAL DISTRIBUTION LIST (rather than Internet Mail Address). Click OK.
When the NEW PERSONAL DISTRIBUTION LIST PROPERTIES window appears, type in a name for the group of people you wish to receive common mailings. Click ADD/REMOVE MEMBERS.
A window entitled EDIT MEMBERS OF (your group name) will appear, with a listing of all the individuals in your Personal Address Book in the left column. Click on the name of a person you wish included in the group, then click on the MEMBERS button between the two columns. When the name appears in the right column, the person has been added to your group list. Repeat the above procedure for each person you wish included in the group. When you have finished adding group members, click OK.
The NEW PERSONAL DISTRIBUTION LIST PROPERTIES window will appear, showing the name of the distribution list and all its members.
The next time you open your ADDRESS BOOK, the distribution list will be included as a separate entry, preceded by an icon indicating that it is a group.
To send a message to all the members of a distribution list, simply click on the TO: button in an outgoing message window. The ADDRESS BOOK window will appear on the screen. Click on the group you wish to receive the message, click on the TO: button, then click OK.
The name of the group will appear in the TO: field of the outgoing message. When the message is sent, everyone listed in the group will receive the e-mail.
To send an attachment with an e-mail message, click on INSERT in the menu bar at the top of the outgoing message window. In the pulldown menu, click FILE. (The paperclip icon represents an attachment.)
The INSERT FILE window will appear, opened by default to the MY DOCUMENTS folder. Select the document you wish to attach to the e-mail. Click OK.
The selected attachment will appear in the outgoing message window as a labelled icon. When the e-mail is sent, the attachment will go with it.
To read an attachment in an e-mail you receive, simply double click on the attachment icon in the message window. If the attachment will not open, a message similar to the one on the right will appear. To open such an attachment, you must give it a name that can be recognized by a Microsoft program.
Right click the attachment icon. When the pulldown menu appears, click on SAVE AS.
The SAVE ATTACHMENT window will appear. The problematic name of the attachment will be in the FILE NAME field.
Rename the attachment anything you like, but be sure to end the name with an appropriate extension code. For Microsoft Word documents, the extension should be: .doc When the attachment has been renamed, you can open it in MY DOCUMENTS.