Outlook E-mail

Displaying messages in the mailbox

Outlook allows you to view messages in the Inbox according to different characteristics, such as subject or sender.

To change the way messages are viewed, click the Messages list on the main toolbar, and then select one of the following default views:

• Messages: Displays a one-line view of all messages as they arrive in your Inbox.
• Messages with Auto Preview: Displays the first three lines of each e-mail message inside your Inbox.
• Last Seven Days: Displays only the messages you have received in the last seven days in your Inbox.
• Unread Messages in This Folder: Displays only the unread messages in your Inbox.
• Sent To: Displays all messages in your Inbox sorted by the person or group to whom they were sent.
• Message Timeline: In a timeline view, items appear as icons arranged in chronological order from left to right on a time scale.
• Define Views: Allows you to modify existing views or create a new view for your Inbox

Viewing messages or contacts

Click the Scroll Bar, located on the right side of the window, to scroll through the contents of a folder.

Sorting Messages

Each of the column headings can be used to sort mail. To sort by a particular column, click on the column title. If there is a small arrow that appears on the column, then clicking the column title will change the sorting from ascending to descending order or vise versa.

Reading Messages

E-mail messages are displayed in your Inbox. If you are not already viewing your Inbox, select the Inbox folder. By default, messages will be displayed in a Reading Pane. This may be changed by selecting the Show/Hide Reading Pane icon  on the toolbar. Also, by default, messages are listed in descending order by date and time received.

To read a message, double-click the message or click on the message and press Enter. The message will open up in a new message window.

Opening Attachments

E-mail which have an attachment will be designated with a . If the attachment will not open by double-clicking the file name, then right-click on the attachment and select Open.

Tip: If you want to save the attached file to your hard drive, right-click on the attachment and select Save as and designate the location for the file to be saved.

Creating and Sending Mail

• Create a new message by clicking on the arrow on the New button and selecting message.
• You can directly type in the recipient’s e-mail address in the To:, Cc:, or Bcc: fields or search personal contacts or the Global Address List. Note: For sending to multiple recipients, place a semicolon (;) between the e-mail addresses.
• Fill in the subject field.
• Fill the message in the message.
• Send the message.

	Send Message
	Insert signature file
	Spell check
	Add Attachment
	Check Name Tool
	Set message as high importance
	Set message as low importance
	Options: Set priority; request delivery receipt; request read receipt

Outlook Messages Hot Keys

• CTRL+N - New Mail message screen
• CTRL+R - Reply to currently selected mail in view
• CTRL+Shift+R - Reply all to the currently selected mail in view
• CTRL+ F - Forward currently selected mail
• CTRL+Z - Undo
• CTRL+X - Cut
• CTRL+C - Copy
• CTRL+V - Paste

Attaching Files

• Click on the attachment icon.
• In the dialog box, either type in the file name, including the path, or select the Browse button.
• Click on the file once to attach it and return to the e-mail.

Using the Select Name Option for addressing E-mail

Find Name can be accessed by clicking on any of the To:, Cc:, Bcc: buttons. It can be used to find addresses in either the Global Address List or your personal contacts. The Global Address list contains all SWOSU employees who have an e-mail address, emeriti who have requested to keep their SWOSU e-mail, and SWOSU predefined distribution lists.

When the Select Name option is selected, the following screen will open:

• The Type Name or Select from List field will default to looking in the Global Address List. If you want to change it to use the Contacts, click the down arrow at the right of the field and select Contacts from the drop-down list.
  
  Tip: You may change the default to be your contacts lists by going to the Options icon in the navigation bar and setting the default to be Contacts.
• Enter some identification information in the appropriate field and click on the Find button. If partial information is entered, it finds everything that starts with that information.
  
  The display name field is the lastname, firstname
• Once you have selected the intended recipient, click the desired button of To, Cc, or Bcc at the bottom of the window. Note: To select multiple names, hold down the Shift Key and click on the desired names. When finished selecting names, release the Shift Key, and the names should appear in the field.

• When you are finished selecting all recipients, click the OK button and you will be returned to the message screen where you may continue to compose your message.

Responding to E-mail

It is possible to reply to a message after the reading the message while it is still open.

The message tool bar provides three options for responding to e-mail:

• Reply: Addresses the response message to only the original sender.
• Reply to all: Addresses the response message to all the individuals who received the message in either the To: or Cc: fields.
• Forward: Allows you to send the message to new individuals of your choice. Note: This option can also be used if you want to ”Resend” a message you have already sent.

It is also possible to get these options by right-clicking on the message from the listing of all messages.

Deleting Multiple Messages

Holding the Shift key down, click on the first message to be deleted, and then click on the last message to be deleted. This will select ALL messages in between. Press the Delete key.

To be selective in the messages to be deleted, hold the Ctrl key down and click on each message to be deleted. Then press the Delete key.

Empty Deleted Items

All deleted messages are placed in a Deleted Items folder. In order to regain space back in your mailbox, you will need to empty the contents of the Deleted Items Folder. This can be done by right-clicking on the folder and selecting Empty Deleted Items.

Recovering Deleted Items

All items that have been deleted and emptied are actually still retained for a total of seven days and can be retrieved from the Recover Deleted Items folder. To access the Recover Deleted Items folder, you must have the Deleted Items folder highlighted, then click on Tools, and select Recover Deleted Items.

Organizing messages

New mail folders can be created for organizing e-mail messages.

• Select the folder you wish the new folder to be created under.
• Click the arrow on the New button and select Folder.
• Give the folder a name.
• Click the arrow in the box labeled Folder Contains. This will give you a selection of several types of items.
• Select Mail Item.

Note: If you want to create other items such as calendars, this can be done in the same manner. Just select a different type of item.

• Moving messages or items into and out of these new folders is done by dragging the item into the folder or by selecting the Move/Copy icon.

Filtering Junk E-mail

You can configure Outlook settings to provide the type of protection from junk e-mail that you prefer.

• On the Tools menu, click Options.
• On the Preferences tab, under e-mail, click Junk E-mail.
• Select the protection level that you want.

Setting options are as follows:

• No protection: Although this turns off the automatic Junk E-mail Filter, Outlook will still to evaluate messages by using domain names and e-mail addresses on your Blocked Senders List. Messages will continue to be moved to your Junk E-mail folder.
• Low:  If you don't receive many junk e-mail messages and want to see all but the most obvious junk messages, you should select this option.
• High: If you receive a large volume of junk e-mail messages, you should select this option. However, you should periodically review the messages moved to your Junk E-mail folder because some wanted messages may be moved there as well.
• Safe Lists Only: Any e-mail messages sent from someone not on your Safe Senders List or sent to a mailing list not on the Safe Recipients List will be treated as junk e-mail messages.

• News
• Events

Free Weather Reports