. Using Outlook Live

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1 Using Outlook Live

2 Contents What is ?... 4 Using Address... 4 Password... 4 The Windows Live Hotmail Welcome Screen... 6 Inbox... 7 The Mail Inbox Toolbar... 8 Sending Mail... 9 Attaching Files / Sending Attachments Help... 7 Working with Incoming Mail Reading mail Reading & downloading attachments Replying to mail Forwarding mail Printing mail Working with Folders Renaming a Folder Deleting a Folder Moving messages between folders Working with Contacts Managing your Contact List Create a Contact Delete contact Send to a contact Viewing/Editing Contact Information Create and use categories Forwarding all your s to another account

3 These notes do not explain every feature of the program therefore you are expected to make use of the Help facility. The system is dynamic, may be changed and slightly different from the instructions given here. Note: This icon denotes important information read it carefully. Tasks This icon denotes a task which should be carried out to help you gain the skills required. The University is currently using Microsoft Live to host . Note: There are additional services offered with this account such as SkyDrive; Instant Messaging and Windows Live Calendar. These however are not supported by Glasgow Caledonian University. If you have any comments or queries, please contact: Glasgow School for Business and Society Learning Development Centre: Margaret Brown Room: W511a Phone: School of Engineering and Built Environment: David McArthur Room W534b Phone School of Health and Life Science Lina Petrakieva Room A203 Phone ac.uk 3

4 What is ? Electronic mail ( ) is the use of electronic equipment (computers, PDAs, mobile phones) to send messages to and receive messages from other people including tutors, colleagues, and friends within the University and further afield. Many types of information can be sent and received using , e.g. plain text, graphics. You can also attach files to be sent with an message. In some courses, your tutor may communicate frequently with you through the system, and you may even be required to submit some of your assessments via . All students at Glasgow Caledonian University are provided with an account. The student system used at the University is a Web based system which means it can be accessed through any electronic equipment that has access to the Internet. Using All students are provided with a student account and unique address. The service for students is currently Microsoft Outlook Live. Note: You should check your University regularly as important information will be sent to you, for example your exam results. Address In order to send and receive , you must have a unique address. Your address is one piece of information you do want other people to know, so you must make it known to anyone who wants to send you an . addresses all adhere to the same conventions so that addresses from any part of the world can be recognised. The standard form of address for a student at Glasgow Caledonian University is: This part will be the same as your username Institution (Glasgow Caledonian University) Domain type Country (ac = academic) (uk = United Kingdom) Note: It is important that you record this address accurately as well as the dots, are vital and there must be no spaces between the different parts of the address. Password The password is the same as your domain password (the password you use to log in to the Network on campus and GCU Learn). You will use this password with your address to access your account. The student system is Web-based, and can be accessed using Internet browsing software such as Microsoft Internet Explorer or Mozilla Firefox. Once you have started the browser software, there are 2 ways to access the student system: 4

5 Through the student homepage - click on the link and the web page will open. If the Student homepage does not open or you are not in University you can access it using the following address: Directly using the following address: The Outlook Live Sign In screen appears. Enter your full address, e.g. Click in the Password field and type in your password. Note: You can change your password using the options in your Outlook Live account, however, please note that when you change your Domain password this will automatically change you password to the same. Then click on the Sign In button. When you log into your account for the first time only, the Outlook Live Out of box screen will be displayed allowing you to set the language, viewing experience (for visually impaired students) and time zone, Figure 1. Set these by clicking on the down arrow and choosing from the drop down list displayed. Once you have done this click on the OK button. Figure 1: Outlook Live "Out of box" screen You may also be asked to accept Terms and Conditions of Use. Task 1 Go to Outlook Live using any of the methods described above and login. Set your language, viewing experience and time zone. Accept the Terms and Conditions if you are asked to do so and go to your Inbox. Sign out from your and close down the Internet browser. Once you have logged in the Outlook Live Inbox screen will be displayed, Figure 2. 5

6 The Outlook Live Screen Name and Online Status Mail Toolbar Find Someone search field Sign Out Search Entire Mailbox field Help Folder List Inbox Options drop down menu Quick Links List (no content) Reading Pane (Message content will be displayed here to read) Figure 2: The Outlook Live Screen New students of the University will see no content at this point. Current students will see their old content and new s which will have been migrated over from the previous system. From this screen you will be able to access the various folders in your account, some social networking sites and an search facility. The Default folders are: Unread Mail filters only unread mail for quick access. Sent Items holds messages that you have sent to others. Drafts holds messages that you have started but have not finished and/or sent. Deleted Items holds deleted messages; if you delete a message from this folder it is permanently deleted. Junk filters out suspected junk s and stores them in the Junk folder. They are deleted from there after few days. Note: If the folders are not showing, the arrow beside the word Folders will look like this. You can reveal the folders by clicking on this arrow. It will then change to look like this. 6

7 Online Notification Status Online Notification drop down menu Figure 3: Online Notification Status Outlook Live also has an Instant Messenger function which can be used to keep you in touch with online contacts. If contacts are online you can have private chat sessions with them. The notifications are colour coded: Green Online Red Busy Yellow Away Grey Appear Offline By default when you login you will appear Online, to change this status you must click on the down arrow of the Online Notification drop down menu and choose the status you wish. You can also Sign Out of Instant Messenger and Change your Profile picture from this menu. Task 2 Open an Internet browser again and login to your account. When your account opens: Identify the Help icon Check your Online Notification Status and update as appropriate. Help There are comprehensive Help facilities included within the system. Outlook Live Help can Help can be accessed by clicking on the Help icon at the top right hand side of the window window beside the Options link. When you click, a drop-down menu appears with different Help 7

8 different Help options. Choose Help from the list to open the Help window, Figure 4. Figure 4: Windows Live Hotmail Help Centre From here you can access help topics or use the search field to search for help on a specific topic. Inbox The Inbox holds all messages that you have received, and will by default open when you sign into your account. The messages are normally displayed in date order (the date they were sent) with the Newest s at the top of the list and the Oldest at the bottom, this order can be changed by simply clicking on the Newest on top option under the Search Entire Mailbox field. This will change it to the Oldest on top option. The Mail Toolbar 8

9 Figure 5: The Mail Inbox toolbar This area displays different options for the messages received in the Inbox. New - You can create a new mail message by clicking on this option. To use some of the options you must first select a message(s). To do that, check the box before the message by clicking on it. The box will now have a tick in it. Delete - This does not actually delete the selected message but instead puts the message into the Deleted folder. Move - This allows you to move selected s to any of the folders available. Filter - This allows you to filter items in the folder by Sent to me; CC ed to me; Unread etc. View - This allows you to change the view of your . You can change to view by Group of Conversations which groups messages with the same subject together. You can also change how you view the reading pane. You can move if from the Right to the Bottom or turn it off altogether. Print Opens a printer friendly view of the and the Print dialogue box. To print an you must double click on the to open it in a new window. The Print icon will then be visible at the top of the message. Check Messages Refresh your Inbox to check if new messages have been sent while you have been viewing mail. Task 3 Familiarise yourself with the Inbox and the Mail toolbar. Change the order of your messages. Re-order them to display them Oldest on Top Look at the Move to drop down menu on the Mail Toolbar, and the different options avaliable there. Sending Mail To send a new mail message, click on the New link on the Mail toolbar. This displays the Untitled Message window, which allows you to enter details for the message. 9

10 Message Options including Attach File Figure 6: Untitled Message Windows Internet Explorer The fields displayed are: To: - Type the address of the person you are sending the message to. If the message has to be sent to more than one person, type each address separated by a semicolon (;). You can click on the To: button and it will show you the contacts saved in your Contact list as well as contacts you have recently ed. Cc: - This is used if the message has to be copied to another person. Subject: - Enter a title for the message. Another field available is the Bcc fields and by default it is not shown. To show it click on the To: option, the Address book will open, at the bottom is the Bcc field. Enter an address in this field and click on the OK button. The Address book will close and the field and entry will be included in the . Bcc: - This is used for sending a blind copy. The people in the To: and Cc: fields will not know that the person receiving the blind copy will be receiving a copy of the message. The only fields that must be completed are the To: (or Cc: or Bcc:) fields. However it is good practice to enter a subject in the Subject: field. Once the appropriate fields have been completed, the message can be typed in the text entry area underneath. When you have typed in your message and are ready to send it click on the Send link at the top left corner of the message window. The message will be sent. Note: One of the basic etiquette rules is not to send text in capitals. IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. This can be very annoying for the recipient of the . 10

11 Task 4 Send an message to a member of your class or your ICT Skills tutor. Send an message to 2 or 3 members of your class at the same time. Note: You must know their address to complete this task. Attaching Files / Sending Attachments You can attach almost any file (reasonably sized) to an message e.g. a Word document, an Excel spreadsheet, etc. To attach a file to an message first open a new message. Click on the Attach File link above the To: field of the message. The Open dialogue box will be displayed. Navigate to the file you wish to attach. Attach the file by double clicking on the file name, or click once on the file name and then click on the Open button. The file name and information will show in the Attached field below the Subject: field. If you want to remove a file already added as an attachment, click on the Delete icon next to the file name. Task 5 Send and message to a member of your class and attach a file (e.g. a Word document) to it. Working with Incoming Mail Reading mail Usually, any mail you receive will appear in your Inbox which opens by default. If you are unsure the active folder will be the one which is shown with a grey band across it in the folders list. New messages in your Inbox will be in a white band. Click anywhere on the message you wish to read, the band colour will change to yellow and a tick will appear beside the message title. The full message will be displayed in the Reading Pane. When the message is displayed more options will appear beside the senders name enabling you to perform operations on the message, e.g. replying to or forwarding messages received. Reading & downloading attachments Attachments are files which have been sent along with an message. If one or more attachments are included, they will be displayed above the text in the Attachments field. You can either open the file to view in a Browser or download it, (i.e. save it to your computer drive). Note: Some files cannot be opened in a browser to view due to the content of the file. If the file contains content that cannot be viewed in a browser, an option to view the file in a compatible application will be offered. 11

12 To open or download the file, click on the file name link. The File Download toolbar will be displayed with options, Figure 7. Figure 7: File Download toolbar To open the file click on the Open button, but remember if you choose to open the file without downloading (saving) it first, any changes you make to this file will may not be saved even if you click on the Save icon within the document. To save the file to your computer, click on the down arrow of the Save button and choose Save As. The Save As dialogue box will appear. Navigate to your user workspace (H: drive or the drive where the file has to be saved) and click on the Save button. Task 6 Check your inbox and read any messages you have received. If you have received any messages with attachments, download and read the attachments. Replying to mail To reply to a message, simply open the message and click on the Reply icon in the Message toolbar. The Reply All icon lets you send the reply to all people who were sent the original message (excluding those which received Bcc:). The New Message screen will appear with the To: field automatically completed. Enter your reply in the text window and click on the Send option. Task 7 Send a reply to one of the messages you have received. If you have a message that was originally sent to several people, try replying to all of them. Forwarding mail This passes the original message to a new person. Open the message and click on the Forward icon, enter the address of the new recipient in the To: field. Type any additional message you may want to add in the text window and then click on the Send option. Task 8 Forward a message you received to another member of your class, adding a brief introduction/explanation at the start of the message. 12

13 Printing mail To print a message, open it by double clicking on it, it will open in a new window. Click on the print icon. A printer friendly version of the message will be displayed and the Print dialogue box will open. In the Print dialogue box the print settings may be changed if required before printing. Click on the Print button to print. Working with Folders Folders are used to organise messages. By default a number of folders pre-exist in your and have been listed above, all new mail will go into your Inbox. However you may wish to move this to a new folder created specifically to store it. For example you could set up folders to store mail you receive from your tutors and mail you receive from your friends. To create a new folder, right mouse click on the folder you wish to create the new folder in. The folder management drop down menu will be displayed with options, Figure 8. Figure 8: Folder Management drop down menu. Click on the Create New Folder option, the new folder will be added and an empty field to enter the name, Figure 9. Figure 9: New Folder Click in this field and enter a name for the new folder. Once you enter a name for the folder click outside of the field to confirm the name. 13

14 Task 9 Create 2 new folders called Friends and Tutors using any of the methods above. Return to the Inbox. Renaming a Folder You can only rename folders that you have created. To do this, right mouse click on the folder name, and choose Rename from the drop down menu that is displayed. Note: You cannot rename any of the original folders, only folders which you have created. Deleting a Folder To delete a folder that you have created, right mouse click on the folder name, and choose Delete from the drop down menu that is displayed. A warning message will be displayed asking you to confirm/cancel that you want to delete the folder and move all of its content to the Deleted Items folder. Note: You cannot delete any of the original Outlook Live folders, only folders which you have created. Moving messages between folders Messages can be moved between mailboxes and folders in your account. To move a message, select the required message(s). To select a message hover the mouse over the message, the envelope next to the senders name will be replaced with a check box. Click in the check box and a tick will appear in the box. The band on the mail will go from white to yellow to show that it has been selected. Then click on the Move to link on the toolbar and from the drop-down menu choose the folder the message(s) has to be moved to. The message will be moved to the chosen folder. You can quickly and easily move s from one folder to another by dragging them from one folder and dropping them in another. To do this, click on the message and hold the mouse down. Now drag the message to the new folder and release the mouse, dropping the in that folder. Task 10 Move some messages from your Inbox into the Friends mail and Tutors mail folders created earling using either of the methods outlined above. Working with Contacts The Contacts option within your account allows you to store and search for addresses. This will save you having to remember and type in the full address each 14

15 time you want to send an . It also allows you to organise your contacts into categories and groups. Managing your Contact List When you click on the Contacts option in the left hand Quick Links navigation pane, it will take you to the Contacts screen, Figure 10. From here you can manage your Contacts. Your Contacts will initially be empty; you will need to add entries to it before you can use it. Contacts Toolbar Figure 10: Contacts screen Create a Contact Contacts within Quick Links Navigation Pane To create a contact, click on the Contact link from the Quick Links navigation pane. The Contacts screen will open as shown in Figure 10 displaying the Contacts toolbar, Figure 11. Figure 11: The Contacts toolbar Click on the New link in the Contacts toolbar. Note: You can also create a new Group or Message from this link. The New Contact screen will be displayed, Figure 12 Task 11 Save some contacts to your contacts list.. 15

16 Enter the relevant details for the new contact. You can save the contact by clicking on the Save and Close option from the Contacts Toolbar. Contacts Toolbar Figure 12: New Contact Task 11 Save some contacts to your contacts list. Delete contact To delete a contact, select it by clicking on it, it will have a yellow band across it, and then click the Delete Send to a contact option from the Contacts toolbar. You can create and send a new message to one or more of your contacts by opening a new and clicking on the To link. The Address Book will be displayed, Figure 13. Figure 13: Address Book Click on the My Contacts link in the left hand pane to display your contacts, the names will then appear in the opposite pane. Select the contact you wish to send the mail to by clicking on the name, a yellow band will appear on the name to show that it has been selected. Then click on the To; Cc or Bcc link in the Message Options pane at the bottom 16

17 to enter the address(es). Next, click on the OK button to go back to the original New Message screen. Type the content and send. Note: If you do not initially see the My Contacts option under the Contacts folder, click on Contacts folder to display all sub folders. Viewing/Editing Contact Information To view or edit the information held for any of the contacts, select the contact by double clicking on it, the full details will open in a new window. You can now amend any of the information held in the fields. Save and Close when you have finished. Task 12 View the contact information you have for some of your contacts. Edit any information which may be wrong or may have changed. Create and use Groups You can also organise your contacts into groups (for example to hold the addresses of classmates in your seminar group), you can then send s out to everyone in this group. To create a Group within your contacts, click on the Contacts link in the Quick Link navigation pane. Click on the New drop down menu and choose Group. The Untitled Group dialogue box will be displayed prompting you to enter a name for your new group and to add members. Type a name in the Name: field. Then add some members in the Members: field. When you start typing a member s name, contacts already saved will appear in a yellow box. If the member you wish to add is this person you can click in this box and they will be automatically added to the Members: field. Once you have entered all of the members, click Save and Close. If you want to add a contact to a group later simply go to your contacts, select the group and add the contact to it. Task 13 Create a new Group for the contacts of your class mates, name it Classmates. Add the addressess to that category. Forwarding all your s to another account To ensure that you do not miss important messages you can set up your student account to forward any messages you receive to another account. However, it is advisable to use your student when communicating with your tutors and lecturers. 17

18 Note: You will need to choose the option to keep a copy of forwarded messages in your Outlook Live inbox otherwise all your forwarded s will be deleted from your account. To forward your student to another account login to your student and then click on the Options drop down menu at the top right corner of the window. Choose the See All Options link. The My Mail Options screen will be displayed. Click on the Forward your link from the list. This will take you to another screen with forwarding options. From here you can select to have your s forwarded and specify the account where you want your messages to be sent. It is good idea to tick the box to choose the option to keep a copy of forwarded messages in your Outlook Live inbox. Click on the Start Forwarding button when you have finished. To go back to your Inbox just click on My Mail link on the top right hand side of the window. Note: Please remember to sign out of your Windows Live Hotmail account when you are finished using it by clicking on the Sign out link as shown in Figure 2. Other Options for your Profile Selecting a Theme You can select a theme for your Profile from the Options drop down menu. A list of themes will be displayed to choose on simply click on it from this menu and it will be applied to your Profile. 18

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