Outlook Training Documentation
Outlook Documentation - PC
1. Getting Started
1.1Creating a user profile
1.2Logging into Exchange
1.3Help Features
2. Views
2.1 Folder List
2.2 Toolbar
2.3 Status List
2.4 Outlook Bar
- Sending Mail
3.1 Creating a New Message
4. Address Book
4.1Personal Address Book
4.1.1Add to Personal Address Book
4.2Global Address Book
- Attachment (Enclosures)
5.1 Sending Attachments
5.2 Reading Attachments
- Autosignature
6.1 Autosignature
- Reading Mail
- Forwarding Messages
- Reply to Messages
9.1 Standard Reply
9.2 Reply To All
9.3 Out Of Office Assistant
- Deleting Mail
10.1 Deleting Mail
10.2 Undeleting Mail
10.3 Purging Deleted Mail
- Public Folders.
11.1 Viewing public folders
11.2 Creating public folders
11.3 Posting to a public folder
- Web Access
- Where to get help
You can get updated copies of this document at:
1. Getting Started
1.1Creating a User Profile. If you share your system with another user, or need to check other users e-mail, you will need to set up an additional user profile. Follow the following steps:
1.1.1 In Windows, click on the Start button
1.1.2 Click on Control Panel
1.1.3 Double click the Mail icon in the Control Panel.
1.1.4In the Mail window, click on Add
1.1.5 In the next window, type in a name for this profile (the user name, for example), then click OK.
1.1.6Verify thatAdd a new e-mail account is selected and then click Next.
1.1.7In the next window, click onthe bullet next to Microsoft Exchange Server and click Next.
1.1.8Enter walnutas your Microsoft exchange server, uncheck use cached exchange mode and then type in your exchange account user name. It’s whatever is before “@csuchico.edu.” Click check name.
1.1.9After you click on check name the Microsoft exchange server will change to ESCHE or ESCHE.csuchico.edu and your name will appear and be underlined as well (alternately, you may be prompted to enter a user name and password. If so, enter your user name as “chico\username”, and enter your Outlook password.). After this is done click Next.
1.1.10Click Finish.
1.1.11Click on the mail window click Apply, then OK.
1.2 Logging into Exchange. To log into Exchange, do the following:
1.2.1 Double click the Microsoft Outlook icon on your desktop.
1.2.2At the login prompt, type in chico\user name and then your password and then click ok.
1.2.3You should now be logged into Exchange.
1.3Help Features. You can search for help on any Microsoft Outlook feature by doing the following:
1.3.1Click on Help from the toolbar.
1.3.2Click on Microsoft Office Outlook Help
1.3.3In the Microsoft Office Outlook Help Window, type a keyword that you would like help on, such as attachment. The search will take you to the closest match, so you may not need to type out the entire word. Go ahead and click on the green arrow after you’ve entered your search subject.
1.3.4Click on the topic that fits what you’re searching for.
1.3.5After you click on the topic that fits most with what you’re looking for, a window will open up that gives you more information, go ahead and click on the show all link:
1.3.6 This now tells you step by step how to add an attachment to a new email message.
2. Views
2.1 Folder List. The folder list shows all of your folders, such as inbox, personal folders, and public folders.
2.2Toolbar. The toolbar contains shortcuts for commonly used commands, such as "New Mail Message", "Print", and "Print Preview".
Note: The toolbar changes when you switch from the Inbox to Calendar,
Contacts, etc., but it still functions basically the same.
2.3Status Bar. The status bar tells you how many messages are in the highlighted folder, and how many are unread, if any.
2.4Outlook Bar. The Outlook bar is a shortcut to other features of Microsoft Outlook, such as calendar, contacts, and tasks.
- Sending Mail
3.1 Creating a New Message. To create a new mail message, do the following:
3.1.1 From the inbox, click on File
3.1.2 Highlight New
3.1.3 Click on Mail Message
Note: This process can be accomplished in one step by simply clicking the New Mail Message icon on the Inbox toolbar.
Before you address a new message, you should understand the different ways to address your message. There are 3 methods: To, Cc, and Bcc. Descriptions of these are listed below:
To: This is the standard method for addressing messages.
Cc: This stands for Carbon Copy. If you were sending a message to one person, but wanted another person to get a copy, you might want to put their e-mail address in the Cc section instead of the To section.
Bcc: This stands for Blind Carbon Copy. If you addressed 2 different people, the first in the To section, and the second in the Bcc section, both would receive the
E-mail, however the To recipient would not be able to see that the message was sent to anyone else ("Blind").
Once you have determined how you would like to address the message, do the following steps:
3.1.4Click on the appropriate addressing button (To, Cc, or Bcc).
3.1.5In the "Show Names From The" window, either verify that the appropriate address list is selected, or click the down arrow and select the appropriate address list.
3.1.6Double click the name of the person you want to address the message to. You can add more names simply by double clicking them as well.
3.1.7Click on the OK button. You will be returned to the New Mail Message with the addressee(s) in the appropriate section
3.1.8 Enter your text into the body of the message.
3.1.9 When you are finished typing the message, click the Send button, and the message will be sent.
- Address Book
- Personal Address Book. The personal address book contains e-mail addresses of people you want to keep saved. This list is mainly used for users outside of CSU, Chico since CSUC users are located on the Global Address List (section 4.2). To access the personal address book, do the following:
- Click on "tools" on the toolbar.
- Click on "Address Book".
- Click on the down-arrow under "Show names from the:" and select Personal Address Book.
To add an e-mail address to the Personal Address Book, do the following:
4.1.4Click on File.
4.1.5Click on New Entry.
4.1.6Select Internet Address from the list and click "OK".
4.1.7In the Display name field, type the name of the person
4.1.8In the E-mail address field, type the full e-mail address of the person ().
Note: If the "Always send to this recipient in Microsoft Exchange rich text format" box is checked, remove the check mark.
If you would like to add more information about the user, such as their address, phone numbers, birthday, you can click on the tabs in the New Internet Address Properties window. When you are finished, click on the OK button, and the user name will appear in your Personal Address Book. From now on, you can simply double click on their name to add their e-mail address to your message.
4.2Global Address Book. The Global Address Book contains all of the CSUC users. You can access these addresses whenever you address a new message. To access the Global Address Book, click on the Address Book icon on the toolbar.
4.2.1You can also access the Global Address Book while addressing a new mail message. Open a new mail message by clicking the New Mail Message icon on the toolbar.
4.2.2 Click on the To button in the new mail message.
4.2.3 The address book will pop up, and you can select a name from the list to send your message to.
Note: Addresses in the Global Address Book will be listed lastname, firstname. This is a change from the old Global Address Book where names were listed firstname, lastname.
- Attachments (Enclosures)
5.1 Sending Attachments. If you would like to attach a file to your mail message, such as a document or spreadsheet, do the following:
5.1.1Address a new mail message by following the steps in section 3.
5.1.2When you are finished typing your message, click on Insert on the toolbar.
5.1.3Click on File.
5.1.4Find the file that you want to attach.
5.1.5Double click on the file.
Note: A shortcut for steps 5.1.2 and 5.1.3 is to click on the Insert File Icon:
The file will now be inserted into your document. Another shortcut is to simply drag and drop a file from your desktop or the Windows Explorer into the message body. Either way, you can send your mail message.
5.2Reading Attachments. If you receive a mail message with an attachment, it will show up in your Inbox with a paper clip icon next to it. To see the attached file, do the following;
5.2.1Open the mail message.
5.2.2There will be an icon in the message header with a file name.
5.2.3Double click on the icon. The attached file will now open. You can save the file to disk or simply close the file.
- AutoSignature
- Autosignature. A great feature of Outlook is the Autosignature. This feature automatically attaches a string of formatted text that you specify to the end of your message.
To create one of these Autosignatures, do the following:
6.1.1From your Inbox, click on Tools on the toolbar.
6.1.2Click on Options.
6.1.3 Click on the Mail Format tab.
6.1.4Click on signatures.
6.1.5Click on new; this is where you enter the name for your new signature. Click next.
6.1.6In the Autosignature window, type in the text that you would like to appear at the end of your messages. You can format the text however you would like (change the color, font, or size).
6.1.7When you are finished, click on finish and then click on ok at the next window.
6.1.8 After you click ok you will be returned to the mail format tab, here is where you can select when your signature is sent or not sent.
6.1.9Click on OK.
- Reading Mail. To read your mail, make sure that "Inbox" is highlighted in the folder view, and then simply double click on an unread message. The message will pop up in a new window.
- Forwarding Messages. Once you have read a message, you may want to forward it to another user. To do this, perform the following steps:
- Open the mail message that you would like to forward by double clicking it in the Inbox. (Note: You can also perform this step by highlighting the message in the inbox, and clicking the forward shortcut button on the toolbar).
- Click on the Forward button.
8.3Address the message as you did in sections 3.1.5 through 3.1.7. You can add comments into the body of the text if you would like.
8.4Once you are done, click on Send.
- Reply to Messages. Once you have read a message, you may want to reply to the user that sent you the message. To do this, perform the following steps:
- Standard Reply. Open the mail message that you would like to reply to by double clicking it in the Inbox. (Note: You can also perform this step by highlighting the message in the inbox, and clicking the reply shortcut button on the toolbar).
- Click on the reply button.
9.1.2The sender's e-mail address will automatically be entered into the To section.
9.1.3Type in your comments in the message body.
9.1.4Click on Send.
9.2Reply To All. This function will reply to all of the message recipients, except for individuals in the Bcc section. To do this:
9.2.1Click on the replyto all button
9.2.2All of the To recipients will be entered into the To section, and all of the Cc recipients will be entered into the Cc section.
9.2.3Type in your comments in the message body.
9.2.4Click on the send button
9.3 Out Of Office Assistant. If you are out of the office, you may want to send an automatic reply to users sending you E-mail informing them of this so that they know you will not be reading this mail right away. To set this option, do the following:
9.3.1From the Inbox, click on Tools on the toolbar.
9.3.2Click on Out Of Office Assistant.
9.3.3The Out Of Office Assistant window will pop up. Click on the button next to "I am currently out of the office" and type in the message you would like users to receive in the "AutoReply only once to each sender with the following text:" field.
9.3.4Click on the OK button
- Deleting Mail. Each user is restricted to 50Mb of server storage. From time to time you will need to delete old messages to free up disk space (Note: If you are getting close to your space limit, you will receive a warning message from the server—this will happen at 40Mb).
10.1 Deleting Mail. To delete old mail messages, highlight the message from the Inbox, and click on the delete button.
10.2 Undeleting Mail. While the item is in the deleted folder, you can retrieve it. Click on the Deleted Items folder.
Simply drag the message back into your Inbox.
10.3 Purging Deleted Mail. When you empty the Deleted Items Folder or delete items from that folder, those items are then permanently deleted. To permanently delete messages, do the following.
10.3.1Open the Deleted Items folder.
10.3.2Highlight the message(s) you want to delete.
10.3.3Click on the delete button.
Note: This should be done with great caution, as you will not be able to retrieve these messages once they are deleted.
You can have the Deleted Items folder emptied automatically when you quit Outlook. You can also set Outlook to prompt you for confirmation before permanently deleting these messages. To set this option, do the following.
10.3.4Click on Tools on the toolbar
10.3.5Click on Options.
10.3.6Click on the Other tab.
10.3.7Check the "Empty the Deleted Items folder upon exiting" option.
10.3.8Click on the Advanced Options button
10.3.9Check the "Warn before permanently deleting items" option.
10.3.10 Click Ok.
11. Public Folders. Public folders are used to store shared files and information.
11.1 Viewingpublic folders. To view the public folders, do the following:
11.1.1 Click on the Folder List view in the Outlook Bar.
11.1.2 In your folder view, the public folders will be located at the bottom.
11.1.3 Click on the plus sign next to Public Folders, and you will see all of the folders available.
11.1.4 You can highlight one of the folders to view its contents.
11.1.5 You can view messages within these folders by double clicking on them. Note: These function the same as mail messages.
11.2 Creating public folders. To create a public folder, do the following:
11.2.1 Click on File on the toolbar.
11.2.2 Highlight New
11.2.3 Click on Folder
11.2.4 In the Create New Folder Window, do the following:
11.2.4.1 Type a name for the folder in the Name: section
11.2.4.2 Select the sub-folder you would like your folder created under.
11.2.4.3 Click on OK.
11.3 Posting to a public folder. You can post messages to public folders by doing the following:
11.3.1 Highlight the folder you would like to post your message in.
11.3.2 Click on the "New Post In This Folder Button" (where the New Mail Message icon is usually located).
11.3.3 Type a subject in the Subject field.
11.3.4 Type your message in the Message field.
11.3.5 If you would like to attach a file, click on the Attach File icon.
11.3.6 When you are ready to post your message, click on the Post Message icon.
12.Web Access. If you need web access, see the web access form. You can access the web at:
13. Where to get help. There are a number of resources for you to help with Microsoft Outlook:
- FAQ's:
- Microsoft Help File. In Outlook, click on Help, then click Contents and Index.
- Microsoft's Web Site:
- Call the Help Desk at x6000
Created By: Lauren F. ScottPage 1Last Updated: 12/12/2018
CaliforniaStateUniversity, Chico