Microsoft Outlook : Getting started

4. Message List

The content of the selected folder will be shown on the right-hand side of the window - your Inbox in this case. The number of new messages you have received since you last logged in is shown in brackets to the side of the Inbox. Folders which have sub-folders inside them will have a plus symbol (+) next to their name. Click on the plus to display the sub-folders, and click on the minus (-) to hide them.

The list of messages shows who sent the message, the subject, when it was sent, whether it has been marked as high or low priority and whether it has an attached file. Unread messages are shown in bold.
Symbols are used to describe the status of messages in the folder contents list:

bold	Unread messages are shown in bold and with a closed envelope icon
	Messages that have been read have an open envelope icon
	A message with a paperclip has a document attached
	A message with an exclamation mark has been marked as high priority by the sender
	A message with a downward arrow has been marked as low priority by the sender
	A message that you have forwarded to someone else has a right-pointing arrow
	A message that you have replied to has a left-hand pointed arrow

5. Sending a message

To start a new message:

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  From the File menu, select New and then click on Mail Message, or click on the new mail message icon on the toolbar to open a message window. This is the equivalent of the Compose option within Lotus.
  

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  Enter the email address(es) for the recipients in the To: box and if required the Cc: box. Multiple addresses should be separated by a semicolon.
  
  Note: by default commas cannot be used as address separators as in Lotus. To enable this option.
  

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  From the Tools menu select Options
  
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  Click Email Options, then Advanced Email options
  
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  Check the box ‘Allow comma as address separator’
  
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  Click OK
  

See Section 11 for information on the use of address books and contact lists to locate email addresses.

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  The Bcc: box does not appear by default. To display this:
  - From the View menu select Bcc: field. Enter the required address(es).
  

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  In the Subject box, type the subject of the message. It is important to always add a meaningful subject line to your messages.
  
  
  
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  In the text box, type the body of your message.
  
  
  

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  Click Send .
  

Saving a draft message

You can save an incomplete message without sending it and return to it at a later date.

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  Click on the close button (X) in the window of your partly completed message
  
  
  
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  You will be prompted to save changes – click Yes
  

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  The message is placed in the Drafts folder.
  

Note: Outlook will have automatically saved your message after three minutes. If this is the case you will be asked if you want to keep this copy.
To resume work on the message:

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  Expand the Drafts folder
  
  
  
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  Double-click on the message you require to open the message window
  

Sent mail
A copy of all messages sent is automatically stored in your Sent Items folder. You should delete sent messages which are no longer needed to prevent using up your email quota.

6. Reading messages

When new mail arrives, it is automatically placed in the Inbox folder. To let you know a new message has been delivered Outlook might sound a chime, display a message or change your pointer briefly. This depends on the options set.

New (unread) messages are displayed in bold in the Inbox and show the name of the person the message is from; the subject of the message; and the date/time that the message was sent.

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  Make sure the Inbox is selected
  

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  In the message list, select a message to read its contents in the Preview pane
  

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  Double-click on the message you wish to read to open it in a separate message window
  

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  To close the message window, click on the close button (X) in the top right-hand corner of the window.
  

If you have several new messages, you can read these without closing the message you are reading:

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  To read the previous message - listed above the current one in the folder view list, click the previous button on the toolbar
  

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  To read the next message - listed below the current one in the folder list view, click the button