Stores copies of items you sent to others, by default. Stores items created offline that you want to send the next time you are online

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1 Outlook Folders: All new messages are stored in Inbox unless rules are created. Stores copies of items you sent to others, by default Stores temporarily deleted items until you permanently delete or retrieve them Stores unfinished items you are working on. Stores items created offline that you want to send the next time you are online Any message that is caught by the Junk E- mail Filter is moved to a special Junk E- mail folder. You should review messages in the Junk folder from time to time to make sure that they are not legitimate messages that you want to see. Preview Messages (AutoPreview): 1. On the View menu, click AutoPreview. 2. To hide the preview pane, repeat this step. Preview Messages (Reading Pane): Reading Pane is A window in Outlook where you can preview an item without opening it. With Reading Pane, you can preview items in your Inbox without opening them just click the message to display the text of the item. 1. On the View menu, click Reading Pane. 2. Select a layout Bottom, Right, None. Change Current View: 1. Click on View from the main menu. 2. Select Arrange By. 3. Click on Current View. 4. Select any preset view that you want to use. Customize Fields in Current View: 1. Click on View from the main menu. 2. Select Arrange by. 3. Choose Custom. 4. Click on Fields button. 5. Add or remove fields. Add a Flag: 1. Right-click on the message you want to flag. 2. Select a Flag type. 3. To set a reminder, click Add Reminder. 4. Enter a date and time in the Due by boxes. Clear (Delete) a Flag: 1. Right-click on the message. 2. Click Clear Flag. Revised 10/2006 Janet W Lee - x Page 1 of 5

2 Sort Messages Using Multiple Column Headings: 1. Click the column heading of your first sorting criterion. 2. Hold down the SHIFT key and click the column heading of your next sorting criterion. Recall a Message that You Have Sent: 1. In Mail, in the Navigation Pane, click Sent Items. 2. Open the message you want to recall or replace. 3. In the message window, on the Actions menu, click Recall This Message. 4. Do one of the following: Click Delete unread copies of this message. Click Delete unread copies and replace with a new message. Click OK, and then type a new message. Find Messages: 1. Choose Find in the Standard toolbar, or Choose Tools Find. 2. Enter the word or phrase. Leave the Search All Text in the Message box unchecked if you only want to search the message headers. 3. Click on X button to return to message view. Use Advanced Find: 1. Choose Find in the Standard toolbar 2. Click on Options. 3. Click on Advanced Find. NOTE: To search for messages with one word or another, use comma or semicolon to separate one word from the next. Use double quotation marks to search for a phrase. Open Attachments (from within an ): 1. Open the that contains the file attachment you want to open. 2. Double-click on the attachment in the Attachment field. Open Attachments (without opening the ): 1. Right-click on the that has attachment(s). 2. Point to View Attachments and then click the name of the attachment. Reply Message: 1. Select the message you want to reply to. 2. To reply to only the sender, click Reply. 3. To reply to all of the recipients, click Reply to All. Forward A Message: 1. Select the message(s) you want to forward. 2. Click Forward. 3. Enter recipient names in the To, Cc, and Bcc boxes. NOTE: If you select multiple messages, they will be forwarded as attachments in a new message. Revised 10/2006 Janet W Lee - x Page 2 of 5

3 Compose a New Message: 1. On the File menu, point to New, and then click Mail Message, or Click on New Mail Message icon from the toolbar, or Right-click anywhere on the message area. 2. Enter recipient names two ways to do this: Type in the first few letters of the first or last name, click on the Check Name icon. Click on the To: button. Change the Show Names from the. Global Address List is the default. At Type Name or Select from List box, type in the last name or type in the first letter of the last name. 3. In the Subject box, type the subject of the message. 4. In the text box, type the message. 5. Click Send. Add Signature to New Messages: 1. On the Tools menu, click Options, and then click the Mail Format tab. 2. In the Send in this message format box, click the message format you want to use the signature with. 3. Click Signature Picker, and then click New. 4. In the Enter a name for your new Signature box, enter a name. 5. Under Choose how to create your Signature, select to start with a blank signature. 6. Click Next. 7. In the Signature text box, type the text you want to include in the signature. Request Read Receipt: 1. In the message, click Options. 2. Under Voting and tracking options, select the Request a read receipt for this message check box. Resend a Message: 1. In Mail, in the Navigation Pane, click Sent Items. 2. Open the message you want to resend. 3. On the Actions menu, click Resend This Message. Insert a Signature Manually: 1. Create or open the message. 2. In the message body, click where you want to insert the signature. 3. On the Insert menu, point to AutoText, then point to Signature, and then click the signature you want. Attach a File to a Message: 1. Create or open the message that you want to attach a file to. 2. Place the insertion point in the text box of the item, and click Insert File. 3. Choose the file that you want to attach, and then click Insert. 4. In a message, click Send. Revised 10/2006 Janet W Lee - x Page 3 of 5

4 Create a New Folder: 1. Right-click the Inbox folder name on the Folder List. 2. Select New Folder. 3. Type in a name. 4. Accept the Folder contains: Mail Items default. 5. Click OK. Rename a Folder: 1. Right-click on the subfolder that you want to rename. 2. Select Rename [folder name]. 3. The old name is automatically highlighted. 4. Type in a new name. 5. Press Enter key on your keyboard to accept the change. Delete a Folder: 1. Right-click on the folder that you want to delete. 2. Select Delete [folder name]. 3. You will be asked Are you sure you want to delete. 4. Click Yes. TIP: Click on the folder you want to delete, click on the X icon on the main menu or hit the Delete key on your keyboard. Move a Folder: 1. Click the folder you want to move in the Folder List. 2. Select File from the main menu. 3. Choose Folder. 4. Click Move [Folder name]. 5. Click on the folder name that you want to move this folder into. This folder will become a subfolder. TIP: Right-click on the folder you want to move and select move [folder name]. Move a Message into a Folder: 1. Make sure you can see the Folder List (View Folder List) 2. Click once to select the message. 3. Hold the left-mouse button and drag the message to the folder in the Folder List. 4. Release mouse. Delete a Message: 1. Click on the that you want to delete. 2. Click on the Delete icon or press Del key on the keyboard. TIP: To select multiple messages, hold the Ctrl key before clicking on the messages. Specify Default Stationery: 1. From the main Outlook window, on the Tools menu, click Options, and then click the Mail Format tab. 2. In the Send in this message format list, click HTML. 3. In the Use this stationery by default list, click the stationery you want. Recover Deleted Messages: 1. Click on the Deleted Items folder from the Folder List. 2. Select Tools from the main menu. 3. Choose Recover Deleted Items. 4. Highlight the items that you want to recover. 5. Click on Recover Selected Items icon. Revised 10/2006 Janet W Lee - x Page 4 of 5

5 Empty Deleted Item Folder Manually: 1. Right-click on the Deleted Item folder. 2. Select Empty Deleted Items Folder. Empty Deleted Item Folder Automatically: 1. Choose Tools Options. 2. Select the Other tab. 3. Check Empty the Deleted Items Folder upon Exiting. Create a New Contact: 1. On the File menu, point to New, and then click Contact. 2. In the Full Name box, type a name for the contact. 3. Enter the information you want to include for the contact. 4. Click Save and Close. Create a New Contact (from an message); 1. Open the that contains the name you want to add to your contact list. 2. 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. Create a New Message to a Contact: 1. Select the contact, click the Actions menu, and then click New Message to Contact. 2. In the Subject box, type the subject of the message. 3. In the text box, type the message. Delete a Contact: 1. Click Contact folder. 2. Select the contact(s) you want to delete. 3. Click Delete. TIP: Select multiple items - click the first item, and then hold down SHIFT and click the last item. To select nonadjacent items, click the first item, and then hold down CTRL and click additional items. To select all items, click the Edit menu, and then click Select All. Create a Distribution List: 1. On the File menu, point to New, and then click Distribution List. 2. In the Name box, type a name. The distribution list is saved in your Contacts folder by the name you give it. 3. Click Select Members. In the Show names from the list, click the address book that contains the addresses you want in your distribution list. 4. 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. If you want to add a longer description of the distribution list, click the Notes tab, and then type the text. 5. Click Save and Close. Revised 10/2006 Janet W Lee - x Page 5 of 5

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