Outlook 2000

Summertime Technology 2002

Vicki BlackwellTangipahoa Parish Schools

Managing E-mail In and Out of the Classroom

Outlook 2000 Flag, filter, organize, delete, reply to, print, compose,

format, send, send CC or BCC attach files, attach signatures;

Four display options, 1 day, 5 day, 7 day, 31 day month; all but monthly display also show Tasks Pad;

Full featured address book; dozens of fields of information available;

Create, assign start and due dates; assign status, priority; create reminders; schedule recurrence;

Record notes; color code notes; use as a temporary holding space;

Web Functions directly from Outlook 2000 without launching your Internet browser; browse, search, print, send webpages and organize Favorites.

Two Types of Email Servers

1. POP server – receives incoming email messages. (POP = post office protocol)

2. SMTP server – handles outgoing email messages. (SMTP = simple mail transfer protocol

Configuring your Email

Email Configuration Information

Description Example

POP server address Incoming mail server addressSupplied by your ISP; typically the same for all

mail.tangischools.org

SMTP server address Outgoing mail server addressSupplied by your ISP; typically the same for all

mail.tangischools.org

User name Unique to your accountPart of address to the left of the @ signEmail account user names are often called account names, login, or user;

vickib@tangischools.org

Password Unique to your accountShould be kept secretTypically displayed as asterisks (*) for security purposes.

abc123

POP server address

SMTP server address

User name (login)

Password

Header

Body

Signature

Attachments

vickib@tangischools.org

username

“at” symbol

Domain name

Domain extension

Outlook Shortcut

Bar

To turn off the Outlook Shortcut Bar click “View” then “Outlook Bar”

Sending Messages Tab between fields Always use Subject Line Separate multiple email address with a

comma (,) CC - carbon copy will be seen by all BCC – blind carbon copy will NOT be seen by

all From the Untitled Message window click

“View” and “BCC” if you want the BCC line to appear in your email messages.

Click “Send” when finished

Automating EmailFrom Outlook’s Inbox

folder click: On the top Menu bar,

click “Tools” > “Options”

Click the “Mail Delivery”tab

In the Mail Account Options, click “Send messages immediately when connected.”

In “Check for new messages every ____ minutes” change that to “5” by clicking the down pointing arrow.

Click “OK”

Sending Email attachments Attachments on both incoming and outgoing messages

can be found in a pane at the bottom of the message. You can attach multiple files to one email message. It is good netiquette to tell the recipient that there is a

file attached and what it is. Three ways to attach a file:

1. Click “Insert” > “File” … now navigate to the file you want to attach.

2. Click the paperclip button on the toolbar… now navigate to the file you want to attach.

3. Drag-and-drop a file from your desktop or Windows Explorer to the body are of the message.

Opening Email attachments Double click the message to open it.

In the attachment pane at the bottom of the message you will see the attachment.

Double click the attachment will open this dialog box.

By saving the attachment before opening, your virus protection software will scan it before you open it.

Creating Signatures Click “Tools” >

“Options” Click the

“MailFormat” tab.

In the Signature section at the bottom, click the “Signature Picker” button.

Click “New”

Creating Signatures Enter a name for your

signature. Click “Start with a blank

signature” Click “Next” Type the Signature text you

want. Click “Finish” > “OK” The “Use this signature by

default” field in the “Options” box should display your name.

Click “OK”

Changing E-mail Views The Inbox can be displayed in

several different views.With a Preview PaneWithout a Preview PaneWith an AutoPreview feature that

displays the first three lines of any message.

With or without the message header, (when off, it will display only the email address of the sender)

Inbox with Preview Pane

Inbox without Preview Pane

Inbox with AutoPreview

Changing E-mail views

On the Menu bar, click View > Preview Pane to toggle the Preview Pane on and off.

To get the AutoPreview feature, click View > AutoPreview. With this feature the first three lines of each email message are displayed in blue text in the list section of the Inbox.

Formatting E-mail options

When creating a message,you have three options regarding the manner in which you format the body of the message.

Plain text – any email program can read this type of message.

HTML – formats your message as an HTML document. If the recipient’s email program does not support HTML messages, they will see the HTML code along with the text of the message.

Rich text format (RTF) – if the recipient’s email program does not support RTF messages, the message will be treated as an attachment.

Outgoing Message Options Importance: High button (red

exclamation point) Flags are a way to capture the

readers attention. Flag options are call, read, do not forward, reply to all, follow up, reply, for your information, no response is necessary, forward, or review.

Flagged messages can also have a due date.

Adding a New Entry to the Address Book

Click the Address Book button on the toolbar. Click “New” then “New Contact”. Under the Name tab enter first name, last name, title, nickname,

etc. Using the Display dropdown box, you can select how you want the

new record’s name displayed in your Address Book. In the E-Mail addresses field, type the person’s email address and

click the “Add” button.You can enter more than one email address for a person.

Using the Home, Business, and Personal tabs, you can enter additional information for that Contact.

Click “OK” when you get all the info entered. You can enter email addresses to a new message by just clicking on

the To: CC: or BCC: button which will automatically open your address book and you just click on the address you want to send to…. This avoids typos.

Sorting Your Email

You can sort your email by clicking on any one of the header buttons.

Creating Email foldersJust as you should not keep all of your paperwork in one

pile on your desk, you should not keep all of your email in your Inbox.Create folders to organize your email.

Click the down pointing arrow to the right of the NEW button on the Standard toolbar, and choose “Folder” to open the Create New Folder dialog box.

Give the folder a name and then determine the location of the new folder.

Now click and drag items from your Inbox into the appropriate folder to help organize your email.

No Fuss E-mails (OE) If you're working in Internet Explorer and you

want to send some quick e-mail without stopping to start up Outlook, just click the Mail button on the toolbar (it's the one that looks like an envelope next to a piece of paper). Then choose New Message from the pop-up menu that appears. The New Message command takes you straight to a New Document window, where you can compose and deliver your message without starting Outlook.