Outlook 2003

Tony Mitchell May 2006

 

Overview

  • Register online
  • Thanks for during-the-day training
  • Resources for reference
  • Understanding the difference between Webmail and Outlook
  • Views
  • Checking, replying, forwarding, creating email
  • Navigating in Outlook
  • Attachments
  • Managing email
  • Contacts
  • Advanced stuff: tutorials, finding messages, changing passwords, backup

 

Register online

 

Thanks

 

Resources for reference

(http://mitchell.mcsdga.net/HandoutsandHelpsfolder/OutlookHelps.htm )

 

Understanding the difference between Outlook and Webmail

  • The system, and the way it is set up to work is thus…..(explain)
  • Metaphor:
    • Webmail is your post office box
    • You can go there and pick it up, but you can also push a button and have it delivered (downloaded) to you home
    • The are avantages and disadvantages to both systems
    • Not much room in my post office box for storage
    • But the post office is centrally located, so I can check it easily, while my home is distant and once I download it to my home, I can no longer have access to it at the post office
  • You can view your email on the server using Internet Explorer, from anywhere connected to internet: webmail.mcsdga.net / username and password
  • Outlook is a piece of software that helps you manage your email
    • When you launch you Outlook, usually it downloads your email from the server (webmail box) and puts it on your computer
    • You cannot then see that email on server using webmail
    • You CAN then keep, store, that email

 

Basics only today

  • Outlook does many, many things; we are only scratching the surface
  • SLOWWWWWWWWW STARTUP: Tools / Options / Other tab / take check out of bottom box (instant messaging component)

 

 

Views

  • Be sure Navigational pane is showing on left side: View menu, check mark next to Navigational pane
  • Find section in bottom left side: email view, calendar, contacts, shortcuts, My favorite: Folder list
  • View menu
    • Cut off Nav pane and nav with Go menu
    • Reading pane preview ( I prefer off)
    • View / Arrange by / Current View / Message with auto-preview
  • View or sorting emails
    • Double click on field name
    • Usually by date
    • Find an email by using From field

 

Checking email

  • Usually a check, download is done when you launch Outlook
  • Simply click or double click (depending on view)
  • Options
    • I want Outlook to open to the Inbox
      • Tools / Options / Other tab / Advanced Options / Browse
    • To stop auto receive: Tools / Options / Mail Setup tab / Send/Receive button / (we will discuss options here)
    • Remembering password: Tools / Email Accounts / Next / Change / Memory challenged folks must NOT set this option

 

Creating and sending email

  • Inbox view
  • New button (top left)
  • To (options: type in address or open contacts connection)
  • Must have @ in email
  • (bulkmail-secret) sends a message to everyone at River Road school
  • Adding a Subject helps reader (sorting and storing)
  • Click Send when finished
  • Remember email can haunt you (so never email mad)

 

Replying / Forwarding

  • Reply button, top left
  • Good manners to insert your reply at top of message
  • Forwarding can be ….. annoying

 

Sent messages

  • Wonderful tool
  • Did I send that to him? Easy to check
  • Don’t let it bite you

 

Outbox

  • Failure to send, it’s put here
  • A number will appear next to the word

 

Attachments

  • Attaching a file (document) to an email (picture of grandson)
    • Normal email method
    • Click paper clip icon
    • Navigate to the place where the file (picture) is located
    • Demo desktop picture
    • Click Insert
  • Opening an attachment sent to you
    • Open email
    • Double click attachment
    • Click open
  • Webmail method
    • Click, hold on Yellow paper clip (scroll right), and click on attachment, and open
  • Issues
    • In order to open an attachment you must have proper software
    • Pictures are usually easy
    • Sometimes you must have the same software on your computer, that was used to make the document

 

Managing email

  • Deleting requires two steps
  • Having 50-100 messages in your inbox is cumbersome
  • Creating storage, sorting folders is like making another file folder for your filing cabinet
    • Inbox view / File menu / Folder / New folder / Type the name of new folder / select top level Personal Folders / click ok
    • Move emails from inbox to new folder either by dragging or right click Move to folder
  • Navigate between folders by clicking on them in left panel, folder view

 

Contacts

  • Adding people
    • When you receive an email, right click on the from name and choose Add to contacts
    • From Contacts view, choose New, type info, and click Save and Close
  • Adding Groups
    • Examples: 2nd grade teachers, management team, tech committee
    • New dropdown list, Distribution list, Select members (if they are already in Contacts), Add members (if not in Contacts)

 

Finding stuff

  • There’s a Find tool in Tools menu and usually on Shortcut button bar across top
    • Look for
    • Look in
    • Find now
  • Another option: Contacts / Open a contact with double click / click Activities tab / shows all Outlook info related to that person
    • Dropdown menu allows me to choose only email

 

Changing your MCSD email password

 

Backup

  • Why?
  • When?
  • How?
    • File menu Import/Export
    • Export to a file (top choice in list), and click Next
    • In the next window choose Personal Folder File (.pst), and click Next
    • In the next window select (highlight) the top phrase (probably Personal Folders)
    • Put a check mark in the box that reads: Include subfolders
    • Click Next
    • In the next window click the Browse button and navigate to the location where you are saving or placing this backup file; ideally a flash drive or network folder would be used
    • Name the file by date. Example: Dec2005Backup
    • Click OK
    • Click Finish

 

Adding backgrounds, font color, and signatures

 

Tutorials