Instructions and Tips for Outlook (e-mail) Users

These instructions are specific to Outlook 2003

Sending Messages

Create a new message

On the File menu, click and then scroll to New, and then click Mail Message.
Enter recipient names in the To: box. Enter a name in the cc box if the email needs to be carbon- copied to anyone else. Separate names with a semicolon (;). (To select recipient names from a list in the Address Book, click the To or Cc button on the left.)
Hint: you can use the Check names option to find the person you want. Click on Tools in the menu bar, scroll down to Check names and Outlook will tell you if you’ve spelled the recipient’s name correctly or not.
In the Subject box, type the subject of the message
In the message body, type the message.

Note: If you want to change some options in an individual email, then go to View, then scroll to
Options and do one or more of the following:

Change the importance level, sensitivity level
Select importance level from the drop-down box (High, Low, Normal)
Select sensitivity level from the drop-down box (Normal, Private, Personal, Confidential)
Click Close

Make a message unavailable after a specified date
Under Delivery options, select the Expires after check box, and then enter the expiration date you want.
Click Close

Delay delivery of the message

Under Delivery options, select the Do not deliver before check box, and then enter the delivery date and time you want. (To enter a time, you must type in the box)
Click Close

Save a copy of this message to a folder other than Sent Items

Under Delivery options, select the Save sent message to check box.
Click Browse, and then click the folder you want.
Click Close
Click Send when finished

Insert a signature in a message

To automatically insert a signature in all new messages, forwards, or replies, do the following:

From the main Microsoft Outlook window, on the Tools menu, click Options, and then click the Mail Format tab.
Then at the bottom of the dialog box, click Signatures…, then click New.
Give your new signature set a name, click Next, and then start typing. (You can add an electronic business card – V-Card, if you want.)
Click Finish, then return to the Options box, and select this new signature set for all your
emails. Click Apply , then OK.
Under Signature, choose the signatures that you want to use for new messages and for replies and forwards. You can use a different signature set for each.
Note: in Outlook 2000, this instruction is slightly different, and the button is called Signature Picker… There is also a check box for “don’t use when replying or forwarding”.

Reply to or forward a message

Select and open the message you want to reply to or forward, by doing one of the following

Reply to a message
To reply to only the sender, click Reply.
To reply to all of the recipients, click Reply to All. Type your reply
Click Send.

Forward a message

Click Forward.
Enter recipient names in the To, Cc, and Bcc boxes. (To select recipient names from a list, click the To, Cc, or Bcc buttons. )
If you are forwarding multiple messages, type the subject of the message in the Subject box.
Type any information you wish to add.
Click Send.
Note: If you select multiple messages, they will be forwarded as attachments in a new message. (See “insert an attachment”)

Distribution lists

Create a distribution list using names in the Address Book

On the File menu, point to New, and then click Distribution List.
In the Name box, type a name for your new Distribution List
Click Select Members.
In the Show names from the list, click the address book that contains the e-mail addresses you want in your distribution list.
In the Type name or select from list box, type a name you want to include. In the list below, select the name, and then click Members. Do this for each person you want to add to the distribution list, and then click OK. Note: If you want to add a longer description of the distribution list, click the Notes tab, and then type the text. The distribution list is saved in your Contacts folder by the name you give it.

Create a distribution list by copying names from an e-mail

In the e-mail message you want to copy the names from, select the names in the To or Cc box. Just hover over and click, Outlook will highlight it for you.
On the Edit menu, click Copy.
On the File menu, point to New, and then click Distribution List.
In the Name box, type a name for the distribution list.
Click Select Members.
In the Add to distribution list list, right-click, and then click Paste on the shortcut menu.
Create a Contact
On the File menu, point to New, and then click Contact.
Type a name for the contact.
Enter the information you want to include for the contact. Other options in here are:

You can specify how you want the contact's name to appear in the To: line of an email by typing the name in the Display As box.
To enter multiple entries in a field, such as more than one address or e-mail address, click the down arrow next to the field.
If you have more than one address for a contact, to establish which address is used during mail merge, select the This is the mailing address check box.

Insert an attachment

Insert a file (i.e., a document or spreadsheet)

Create or open the email in which you want to insert an attachment.
Click in the body of the email, and then click Insert File.
Click the file that you want to attach, and then click Insert. Click the down arrow for a list of options for inserting the file.
In a message, click Send, and in any other type of item, click Save and Close. Note: Click-drag-drop also works beautifully here. Try it and see!

Insert a mail message (i.e., send one email as an attachment to another)

Create or open the email in which you want to insert an attachment.
Click in the body of the email.
From the Insert menu, click Item.
Click the message that you want to attach, and then click OK.
In a message, click Send, and in any other type of item, click Save and Close.

To delete an attachment from an email

Right click on the name of the attachment (underlined)
Scroll to the word Remove
Click on Remove, and the attachment disappears Note: By default, Microsoft Outlook blocks attachment files ( such as .bat, .exe, .vbs, and .js) that can contain viruses. You will be asked whether you want to send a potentially unsafe attachment. If you answer Yes, Outlook will send the attachment.

About Calendar

The Microsoft Outlook Calendar is the calendar and scheduling component of Outlook, and is fully integrated with e-mail, contacts, and other features. You can view a day, week, or month at once. With Calendar you can: create appointments and events, organize meetings, view group schedules, and manage another user's calendar.

If you want to start using Calendar (and you’ve NEVER used a calendar/email package before) then try these just for starters:

Make an appointment in your calendar

Click on Calendar in the Folder List menu on the left –hand side. (It’s under the words Outlook today - Mailbox, followed by your name.)
You should now see a calendar in yellow with times on the left hand side, and a white lined
‘task list’ on the right hand side.
Click on 10.00am on the yellow calendar, and the yellow will go blue.
Click on the blue box and type in “morning tea” <enter>
You’ve now made an appointment for yourself to have morning tea. Enjoy!
If you want to Delete this appointment, then right-click and scroll to Delete. However, if you want others to join you in a morning tea meeting, then do the following:

Send a meeting request to part of a distribution list

Click Calendar.
On the Actions menu, click New Meeting Request.
Click the To… button, and then in the Type name or select from list box, enter the distribution list ( the drop-down box) that contains the people you want to invite to the meeting.
Click Required, and then click OK.
Click the Scheduling tab, and then click the plus sign (+) next to the name of the distribution list to show the individuals on the list.
Mark each person that you do not want to send the meeting request to by clicking the envelope to the left of the name, and then clicking Don't send meeting to this attendee. When you switch back to the Appointment tab, only the names that you didn't cross out will appear in the To box.
Click Send. This will go to all the people you nominate as an email, which they can accept or decline, and their replies will be automatically return-emailed to you.

To give permission to others to see/alter your folders/calendar:

In the Folder List, right-click the folder you want to share, and then click Properties on the short-cut menu
Click the Permissions tab.
Click Add.
In the Type name or select from list box, enter the name of the person you want to grant
sharing permissions to.
Click Add, and then click OK.
In the Name box, click the name of the person you just added.
Under Permissions, choose the settings you want. (read only, delete, edit, etc)
Click Apply, then OK
Notes: For public folders, you can assign everyone who has access to the folder the same permissions by clicking Default in the Name box. You must have Owner permission for a public folder to set sharing permissions for the folder. You can set permissions for only one folder at a time