This is an introductory document on the use of the Microsoft Outlook email client
for PC users.
1. Introduction 1
2. To Start Microsoft Outlook 1
3. The Outlook Desktop 1
4. Message List 2
5. Sending a message 3
Saving a draft message 4
6. Reading messages 5
7. Reply to a message 5
8. Forwarding messages 6
9. Flagging Messages 6
10. Sorting Messages 7
11. Address Lists and Contact Lists 8
Global Address Lists 8
Public Contact Lists 9
Distribution Lists 9
Creating Personal Contacts 11
Creating distribution lists 11
12. More about sending messages 12
a) Formatting messages 12
b) Checking spelling 12
c) Options for sending messages 13
d) Read Receipts 13
13. Email Quota 14
14. Deleting messages 15
a) Deleted Items folder 15
b) Recovering Deleted files 16
15. Using folders 17
a) Folders on the Exchange server 17
b) Creating a Personal folder 18
c) Moving mail to a folder
19
d) Looking at mail in other folders
19
Backing up Personal Folders
19
16. Messages with attachments 21
17. Creating an email signature 22
18. Sending mail from Microsoft Office 25
19. Filtering mail into folders automatically 26
What can rules be used for? 26
Creating a rule from a message in your Inbox 26
20. Searching for messages and files 29
Advanced Searches 29
22. Printing Messages 30
23 AutoArchive 31
24. Public folders 31
25. Dealing with ‘Junk’ mail 32
26. Out of Office Assistant 33
27. Getting Help 34
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.
To access your mail when away from the Town Hall (from home or other locations) you must use Outlook Web Access. A user document giving information on how to use this facility is available from Information Services.
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).
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.
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: