Microsoft Outlook : Getting started

TOWN OF GRIMSBY OUTLOOK INTRO

•••••••••••••••••••••••••

Microsoft Outlook

•••••••••••••••••••••••••

This is an introductory document on the use of the Microsoft Outlook email client

for PC users.

The latest version of this document is available from the IT Services web site at:
http://www.grimsby.ca/staff
Other support material for Outlook is also available at this site.
If you have any queries about Outlook please contact at x2030.

1. Introduction 1

2. To Start Microsoft Outlook 1

3. The Outlook Desktop 1

4. Message List 2

5. Sending a message 3

Saving a draft message 4

6. Reading messages 5

7. Reply to a message 5

8. Forwarding messages 6

9. Flagging Messages 6

10. Sorting Messages 7

11. Address Lists and Contact Lists 8

Global Address Lists 8

Public Contact Lists 9

Distribution Lists 9

Creating Personal Contacts 11

Creating distribution lists 11

12. More about sending messages 12

a) Formatting messages 12

b) Checking spelling 12

c) Options for sending messages 13

d) Read Receipts 13

13. Email Quota 14

14. Deleting messages 15

a) Deleted Items folder 15

b) Recovering Deleted files 16

15. Using folders 17

a) Folders on the Exchange server 17

b) Creating a Personal folder 18

c) Moving mail to a folder
19

d) Looking at mail in other folders

19

Backing up Personal Folders

19

16. Messages with attachments 21

17. Creating an email signature 22

18. Sending mail from Microsoft Office 25

19. Filtering mail into folders automatically 26

What can rules be used for? 26

Creating a rule from a message in your Inbox 26

20. Searching for messages and files 29

Advanced Searches 29

22. Printing Messages 30

23 AutoArchive 31

24. Public folders 31

25. Dealing with ‘Junk’ mail 32

26. Out of Office Assistant 33

27. Getting Help 34

1. Introduction

Microsoft Outlook has been selected as the email client software to use within the Town This will be used in conjunction with Microsoft Exchange as the email server software.

As well as providing tools for reading, sending and organising your email MS Outlook also provides tools for diary management, to-do lists and contact management.
This guide explains the basic features of using MS Outlook for email. Further guides on more advanced features, including the use of electronic diaries will be available shortly.

To access your mail when away from the Town Hall (from home or other locations) you must use Outlook Web Access. A user document giving information on how to use this facility is available from Information Services.

2. To Start Microsoft Outlook

• 
  Double-click the Microsoft Outlook icon on the desktop
  or
  

• 
  Click the Start button, point to Programs and select Microsoft Outlook
  

Outlook uses the Windows username and password which you use to log on to the staff domain on your PC to give you access to your email account, so there is no need to log in separately to Outlook (as you would with Lotus).

As you do not log in to email separately it is important that you lock or log off from your PC if you need to leave it unattended to prevent others having access to your mail.
Note: If you do not normally logon to the Town Hall staff domain, then you will be prompted for your staff domain username and password when you launch Outlook.

3. The Outlook Desktop

When Outlook opens the main window is displayed. This shows the Outlook toolbar on the left, with the list of Outlook folders in the centre.

Preview pane

Message list

Outlook Shortcut bar

Email Inbox

Toolbar

Folder list

The Folder list shows:

Outlook Today	Your folders for each of the types of Outlook files on the Exchange server. Includes Email messages, calendar entries and tasks
Personal folders	Outlook folders you have setup on the hard drive of your PC. Store Lotus Mail. From Earlier System.
Public folders	Includes public shared folders such as all-staff, staff-talk, IT-announcements

Click on the plus sign to the left of Outlook Today in the folder list to display its content. The main items in here which are related to mail are:

Inbox - this contains recent email messages
Outbox - contains messages waiting to be sent
Sent mail - copies of messages you have sent are stored automatically
Deleted items - items that have been deleted from your Inbox, but not removed permanently from the server.
Plus other folders you create yourself.