TOG

TOWN OF GRIMSBY OUTLOOK INTRO

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Microsoft Outlook

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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:

Other support material for Outlook is also available at this site.

If you have any queries about Outlook please contact at x2030.

1.Introduction

2.To Start Microsoft Outlook

3.The Outlook Desktop

4.Message List

5.Sending a message

Saving a draft message

6.Reading messages

7.Reply to a message

8.Forwarding messages

9.Flagging Messages

10.Sorting Messages

11.Address Lists and Contact Lists

Global Address Lists

Public Contact Lists

Distribution Lists

Accessing Public contact lists

Creating Personal Contacts

Creating distribution lists

12.More about sending messages

a) Formatting messages

b) Checking spelling

c)Options for sending messages

d) Read Receipts

13.Email Quota

14.Deleting messages

a) Deleted Items folder

b) Recovering Deleted files

15.Using folders

a)Folders on the Exchange server

b)Creating a Personal folder

c)Moving mail to a folder

d)Looking at mail in other folders

Backing up Personal Folders

16.Messages with attachments

17.Creating an email signature

18.Sending mail from Microsoft Office

19.Filtering mail into folders automatically

What can rules be used for?

Creating a rule from a message in your Inbox

20.Searching for messages and files

Advanced Searches

21.Accessing your Lotus account from Outlook

Moving messages from Lotus

22.Printing Messages

23AutoArchive

24. Public folders

25. Dealing with ‘Junk’ mail

26.Out of Office Assistant

27.Getting Help

1

Outlook: Email User Guide 03/10/2018

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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 OutlookWeb Access. A user documentgiving 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.

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.

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:

  • 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.

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

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

  • The Bcc: box does not appear by default. To display this:
    - From the View menu select Bcc: field. Enter the required address(es).
  • In the Subject box, type the subject of the message. It is important to always add a meaningful subject line to your messages.
  • In the text box, type the body of your message.
  • Click Send .

Saving a draft message

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

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

  • Expand the Drafts folder
  • 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.

  • Make sure the Inbox is selected
  • In the message list, select a message to read its contents in the Preview pane
  • Double-click on the message you wish to read to open it in a separate message window
  • 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:

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

7.Reply to a message

After you have read a message, you’ll often want to send a reply immediately. You can reply just to the sender, or to everyone who has received the message.

Open the message you want to reply to.

  • To reply to only the sender of the message, click the Reply button
  • To reply to all of the recipients in the To and Cc boxes, click Reply to All
  • By default the received message will be included in the reply window. You can edit this as you wish and add your comments, then click the send button . Text you enter in a reply is automatically entered in blue.
  • When you have replied to a message, Outlook changes the icon of that message to indicate a reply has been sent.

8.Forwarding messages

  • To send a message you have received onto others for information or action, click the Forward button while the message is open or highlighted in the message list.
  • See Section 11 for information on the use of address books and contact lists.
  • Edit the message and/or add your own comments as required. Text you enter in a forwarded message is automatically entered in blue.
  • Click Send.
  • Any attachments in the original message will be forwarded too
  • To indicate a message has been forwarded Outlook changes the icon of the message

Note: The icon shown by the message indicates your last action on this message. If you replied to a message then forwarded it to someone else, the icon will be the forwarded icon, as this was the last action.

9.Flagging Messages

If when you have read a message, you decide you need to do something with it, but do not have the time to do so immediately, you can add a ‘flag’ to this to remind you to take action at a later date. Outlook refers to these as follow-up flags

To add a follow-up flag:

  • Open the message you wish to add a flag to.
  • Click the flag icon on the toolbar .
  • The Flag item for follow-up window is displayed.
  • You can select the type of action from the drop down Flag to box. Options include Call, Forward, Reply, and Review. You can also select the date by which the action must be taken.
  • When the options are set as you wish, click OK.
  • An information line is added to the message window to indicate the details of the action selected. An example is shown below. In this the action has been set to reply by 5 February.
  • A flag is also displayed next to the message in the folder list view.

10.Sorting Messages

Outlook normally displays messages in the order in which they were sent, with the most recent messages at the top of the list. You can change the order in which you display messages by clicking on the column headings at the top of the Inbox window. Most options also allow the sort order for that option to be reversed by clicking on the downward arrow on the toolbar.

!Sorts messages with high priority at the top. Clicking on this button again reverses the order, with low priority messages at the top.

Sorts messages into groups depending on the actions carried out on them. Unread messages are at the top, and forwarded messages at the bottom.

Sorts messages with flagged messages at the top

Sorts messages so those with attachments are at the top

FromSorts messages in alphabetical order of who the message is from

Click on the downward arrow to display in reverse alphabetical order.

SubjectSorts messages so those with the same subject are grouped together in date order

ReceivedSorts messages so the most recent messages are at the top. Clicking the downward arrow on this button reverses the order with oldest messages first

SizeSorts messages so the largest file sizes are at the top. Clicking again reverses the order.

11.Address Lists and Contact Lists

There are several ways to address your message:

  1. Enter the full address - If you know someone’s email address you can type this into the To: or Cc: line.
  1. Enter the first part of the email address into the To: or Cc: box and then click the Check Names button, to make sure the name has been recognised. If there are several possible names Outlook will display a list for you to select from, if there is just one person their name will be inserted automatically.
  1. You can also search for names in the GlobalAddress list. In the new message window click on the To: or Cc: button. The Select Names window will open and display the list of names in the Global Address book

  • Scroll through to find the name you want (Note: the list is quite long so this can take a while) or start to type their name in the Type Nameor Select from List: box. As you start to type Outlook scrolls to the appropriate part of the address book. Select the name you want, then press return or select To:, Cc: or Bcc: as appropriate.
  • When you have selected all the recipients you want, click OKto return to the new message window.

Global Address Lists

The Global Address List contains all staff accounts within the Town. This is arranged in alphabetical order and is obviously quite large. There is no indication in the Global Address List which School/Service an individual is based in.

The Global Address List is displayed by default when you click the To: or Cc: button in a new message.

This list is managed centrally by Information Services and new staff are automatically added to this as their accounts are set up.

Public Contact Lists

In order to make finding addresses more manageable and allow the creation of distribution lists for groups of staff, Public Contact Lists have also been set up for all Schools and Services. You can also create personal contacts and distribution lists for people you have regular contact with either inside or outside the Town.

The Public Contact Lists group together all members of staff within a particular School/Service or other grouping (for example Disability Forum, Unison, BLC Managers). This enables you to locate staff within each department more easily.

Each Public Contact List is managed by an administrator within the appropriate School/Service who can create and delete entries.

The Contact Lists can contain both individual contacts within a School/Service and distribution lists.

Distribution Lists

Distribution lists are used to provide an easy way to send messages to a group of people. If you frequently send messages to members of a committeefor example, you can create a distribution list that contains the names of all members of the committee. A message sent to this distribution list goes to all recipients listed in the list. Recipients see their own names and the names of all other recipients on the To: line of the message instead of seeing the name of the distribution list.

Distribution lists may contain individuals within a particular School/Service, individuals from other Schools/Services and external contacts.

AccessingPublic contact lists:

  • In the Folder List click on the plus (+) to the left of Public Folders to expand this
  • In the same way expand the folders All Public Folders and Public ContactsFolders
  • Expand the folder for the School or Service you want.
  • You can select individual contacts or distribution lists from these folders.

a) Viewing individual names

b) Viewing distribution lists

To send a message to a contact:

There are several ways to send a message to a contact:

  • Locate the name of the contact or distribution list
  • Right-click on this and select New Message to Contact from the popup menu
    Or:
  • Select the name you require and click on the New Message to Contact button on the Toolbar

To send a message to several contacts or distribution lists at once:

  • Select the contacts or lists you require
  • From the Actions menu select New message to contact or click on the New message icon on the toolbar

Searching for Contacts

  • In the Find a contact box on the toolbar, type the name of the contact you want to find. Microsoft Outlook will search all the available address books. You can enter any part of the contacts details in the search – such as partial name, first or last name, e-mail alias
  • To quickly open a contact you have previously searched for, click the arrow to the right of the Find a contact box and then select the name.

Creating Personal Contacts