March 2003

Using Microsoft Outlook

Create a Contact
A contact is a person or organization with whom you correspond. You can store information about contacts such as job titles, phone numbers, addresses, e-mail addresses, and notes. You can create a contact by entering all new information or with information from an existing contact.
Create a Contact with New Information
On the File menu, point to New, click Contact.
In the Full Name box, type a name for the contact.
Enter the information you want to include.
Click Save and Close.
Create a Contact from an E-mail
Message You Receive
Open the e-mail message that contains the name you want to add to your contact list.
In the From field, right-click the name you want to make into a contact, and then click Add to Contacts on the shortcut menu.
Add other information for your contact and click on Save and Close to save contact information.
Delete a Contact
Click Contacts.
Select the contact(s) you want to delete.
Click Delete X.
Create a Distribution List
A personal distribution list is a collection of contacts which provides an easy way to send messages to a group of people. To Create a Distribution List:
On the menu, point to New, and then click Distribution List.
In the Name box, type a name.
The distribution list is saved in your Contacts folder by the name you give it.
Click Select Members. In the Show names from the list box, click the address book that contains the e-mail addresses you want in your distribution list.
In the Type name or select from list box, type a name you want to include. In the list below, select the name, and then click Add.
Click Save and Close.

Microsoft Outlook

Microsoft Outlook is a messaging and collaboration client that uses the Microsoft Server-based e-mail with integrated calendar, contact, and task management features to give you the best possible results.
In Outlook, information is organized in folders. The Inbox folder which is opened when Outlook is first started is used to read and send e-mail messages, meeting requests, and task requests. To quickly go to another part of Outlook, click a shortcut icon on the Outlook Bar.
Outlook Today gives you a customizable quick overview of your e-mail, a summary of your calendar, appointments, and task information in one place.
Send and receive your e-mail in HTML format to make messages as rich and compelling as content on the Web.
Bring order to your life by using the Organize Tool button on the toolbar to easily organize the contents of a folder, set up rules and even filter out junk e-mail.
Publish your personal or team calendar as a Web page using a single command.
Create and store your personal distribution lists along with your contacts in your Contacts folder.
Use the Activities tab on a contact item to dynamically track and view all activity related to a contact such as e-mail, appointments and tasks.
With the new server based e-mail, you can access your messages from any location. Follow these four simple steps:
Go to the GSU WebPage (www.gram.edu).
Select the GSU WebMail icon.
Type in your username and password.
Type “Banner1” in the domain box.
Create and Send a Message
Once created, messages are usually sent automatically when you click the Send button. When you check for new messages, Outlook checks for messages sent to you and delivers messages you want sent to others. Use the following steps to create and send an e-mail:
On the File menu, point to New, and then click Mail Message.
Enter recipient names in the To, Cc (carbon copy), and Bcc (blind carbon copy) boxes. You may also select recipient names from a distribution list by clicking the To, Cc, or Bcc button.
In the Subject box, type the subject of the message.
Type the message in the box.
Click the Send button.
Open a Message
Click the Inbox.
Double-click the message you want to read.
Reply to a Message
Open the message you want to reply to and click the Reply button.
Delete a Message
Click the Inbox.
Select the messages you want to delete.
Click the Delete icon X.
Copy a Message
Click the Inbox.
Select the messages you want to copy.
On the Edit menu, click Copy.
To place the copy in another folder, click the folder to which you want the message copied .
On the Edit menu, click Paste.
Create a File Attachment
Create/open the item to which you want to attach a file.
Place the insertion point in the text box and click Insert File (or the paper clip icon).
Locate the file that you want attached
Double-click the file.

March 2003
cjc

Provided by the
Information Resource Center
Jacob T. Stewart, Room 139
Phone: 318-274-6143
FAX: 318-274-6354

Organization

Grambling State
University
Uni8ve

“The Place Where Everybody
Is Somebody"

Your Outlook mailbox grows as items are created in the same way that papers pile up on your desk. You can manually discard old or unwanted files to a storage file by clicking Archive on the File menu, or you can have old items automatically transferred by using AutoArchive. Items are considered old when they reach the age you specify. With AutoArchive, you can either delete or move old items.
Turn on AutoArchive
On the Tools menu, click Options, and then click the Other tab.
Click AutoArchive.
To set AutoArchive to turn on when you start Outlook, select the AutoArchive every check box.
To specify how often the AutoArchive process will run, enter a number in the days box.
In the Default archive file box, type a file name for the archived items to be transferred to, or click Browse to select from a list.
Now that AutoArchive has been turned on, AutoArchive properties must be set for each folder to activate AutoArchive.
Set AutoArchive Properties for a Folder
Right-click the folder you want to AutoArchive, and then click Properties on the shortcut menu.
Click the AutoArchive tab.
To enable automatic archiving of this folder, select the Clean out items older than check box.
To specify when items should be automatically transferred to your archive file, enter a number in the months box.
To specify a file for the archived items to be transferred to, click Move old items to.
In the Move old items to box, type a file name for the archived items, or click Browse to select from a list.
Turn off AutoArchive
On the Tools menu, click Options, and then click the Other tab.
Click AutoArchive.
Clear the AutoArchive every check box.

MESSAGES

FOLDERS

Create a Folder for Files
On the Outlook Bar, click Other and Other Shortcuts.
Click My Computer.
Double-click the drive you want the new folder
located on.
If you want a folder created inside another folder, double-click that folder.
On the File menu, point to New, and then click Folder.
Type in the name for your new folder.
Copy a Folder or File to a Disk
On the Outlook Bar, click Other or Other Shortcuts.
Click My Computer.
Double-click the drive that contains the folder or file you want to copy.
If your file is in a folder, double-click the folder that contains your file.
Right-click the file or folder you want to copy, point to Send To on the shortcut menu, then click the drive to which you want to copy.
Create a Backup Copy of a Folder
On the File menu, click Import and Export.
In the wizard, click Export to a File, and then click Next.
Click Personal Folder File.
Follow the remaining steps in the wizard.
Move a Folder
On the View menu, click Folder List.
Click the “Folder” you want to move.
On the File menu, point to “Folder”, and then click Move “Folder” name.
In the Move the selected folder to the folder list, click location where you want to move the folder.
Or simply drag and drop the selected folder to new location.
Delete a Folder
On the View menu, click Folder List.
Click the “Folder” you want to delete.
On the File menu, point to “Folder”, and then click Delete “Folder name”.
Or
Click My Computer.
Double-click the drive you want the new folder located on.
If you want a folder created inside another folder, double-click that folder.
On the File menu, point to New, and then click Folder.
Type in the name for your new folder.
On the Outlook Bar, click Other and Other Shortcuts.
Click My Computer.
Double-click the drive you want the new folder located on.
If you want a folder created inside another folder, double-click that folder.

Features Found in Outlook

CONTACTS

ARCHIVING FILES