Student Objectives: Introducing Outlook. Upon completion of this lesson, the student will be able to: Page 1. Start Outlook

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1 Student Objectives: Upon completion of this lesson, the student will be able to: Start Outlook Create a list of contacts and add contacts View, sort, and print the Contacts list Send, receive, and print messages Create and use an Address Book Create a distribution list Attach documents to messages Create a signature Introducing Outlook Outlook is a desktop information manager that helps you organize information, communicate with others, and manage your time. You can use the various features of Outlook to send and receive , schedule events and meetings, record information about business and personal contacts, make to-do lists, record your work, and create reminders. You can organize all this information into categories for viewing and printing. Outlook Web App allows you to gain access to your messages, calendars, contacts, tasks and public folders from any computer with internet access. In this Microsoft Outlook Web App tutorial, the student will learn a number of the basic procedures used in creating, editing, sending and receiving Outlook Web App mail messages. Outlook Web App lets you use a Web browser to access your mailbox from any computer that has an Internet connection. You can use it to read and send messages, organize contacts, create tasks, and manage your calendar. Page 1

2 Starting Outlook Web App This tutorial is being written specifically for students in the Peoria Unified School District. To access your Outlook web mail here in our district refer to the following procedures: After you select the Employee & Student link; you will now be taken to a login screen to access your Outlook account. The connect dialog box will appear on your screen prompting you for your username and password. After entering your User ID and Password, select OK. Logging-on to Outlook Web App To login to Outlook Web App Open the Internet Explorer browser 2. On the District School Web Site select the link for Student 3. Enter the following in the Username field: pusd11/your user name 4. In the password field, enter the same password you use to logon to PUSD workstations 5. Click the Sign In hyperlink button This should now open up your account. Student web accessed may also be opened from your home computer. NOTE: Remember to follow the school district guidelines for acceptable use of student accounts. Left Mouse Button In this tutorial, whenever we indicate that you need to click a mouse button, it will mean to click the left mouse button unless we indicate that you should click the right mouse button. So, always move the cursor over the place we indicate and click left unless we tell you otherwise. Page 2

3 The OWA Toolbar After successfully logging on, your Inbox will be displayed. Use the toolbar along the top of your Inbox to manage your messages. Inbox The Outlook window opens with the Inbox screen displayed. You send and receive messages from the Inbox view if your computer is set up for this. Toolbars Each type of folder in your mailbox (mail, calendar, contacts, and tasks) has its own set of toolbar options specific to its function or purpose. The following table shows samples of buttons available on the toolbar for the mail folders. Other folders have a similar set of toolbar options that apply to the type of information contained in them. Buttons New Delete Move Filter View Description Create a new message. Delete the selected message or messages. Click to move the selected item to another folder. Click to select a pre-set filter to find items that match the filter. Show or hide the Reading Pane. Check the server for new messages. Reply Reply All Forward Reply to the sender of an message. Reply to all recipients of an message. Forward an message to a recipient or recipients. In addition to the toolbars, you can complete several actions by right-clicking an item and selecting the action you want from a menu. If you're using the Reading Pane, you won't see Reply, Reply All, or Forward in the toolbar. Instead you'll see icons for reply, reply all and forward at the top of each message in the Reading Pane. Page 3

4 The OWA Screen When you first open OWA, your screen may be divided into 4 main areas: folders, shortcuts, inbox, and preview. Folders: in your folders list you will find such items as your calendar, contacts, deleted items, drafts, inbox, journal, junk , notes, sent items and tasks. Shortcuts: in your shortcuts list you will find exactly that, shortcuts to your inbox, calendar, contacts, tasks, public folders, rules and options. You can access any of these shortcuts by simply clicking them. Inbox: your inbox list may default to the two line view. This means that the pertinent information to the (sender, date, re:) will appear across two lines. You can change the view by clicking the drop down arrow located next to the word Inbox. If you wish to open one of the mail messages full screen (as opposed to only the preview pane) simply double click the in question. Here you can use the View dropdown to hide or show the reading pane on the right side. Also, you can filter, delete, search (search box) and move mail with the respective dropdowns. In the arrange drop down you will find various ways to organize the messages in your inbox. Page 4

5 When Outlook web mail appears, you will be in the Inbox where the mail you receive is located. The screen should look something like this: The mail messages that you have received are listed in chronological order. Notice at the top of the Inbox that it indicates the source (From), the Subject, time and date received (Received), and the size of the (Size). Also note, to the left of each received, that there is an envelope, and maybe a paper clip. The paper clip indicates that the incoming contains an attachment (a picture, another document, etc.) Different Views in Outlook Web App Navigation Pane When you first open Outlook Web App, your screen will normally look like the one in the diagram above. The Navigation Pane is located on the left side of the Outlook window and provides centralized navigation to all parts of Outlook. It includes groups and shortcuts so you can quickly access information and folders. The Navigation Pane has four main categories: Mail [Inbox], Calendar, Contacts, and Tasks. It contains icons you can use to access many of Outlook s features, as listed in Table 1-1. At the bottom of the Navigation Pane you will see buttons indicating Mail, Calendar, etc. When you click these buttons, you will be taken to that feature. So, go ahead and click the buttons as you desire. When you have explored a bit, click again on the Inbox [Mail] button. Navigation Pane Icons [Table 1-1] Icon Name Description Mail Calendar Contacts Tasks Contains messages that you have sent and received. Gives you access to all the folders in your mailbox (Favorites, Deleted Items, Calendar, Contacts, Drafts, Inbox, Junk , Notes, Outbox, Sent Items, and Tasks) and any personal folders you've created. It also lets you manage the contents of your mailbox by creating, renaming, moving, or deleting folders. Schedules your appointments, meetings, and events. Lets you navigate your calendar and create additional calendar folders. Lists information about those with whom you communicate. Lets you view and work with your contacts. The options in Contacts also let you create additional contact folders and select which contacts to display. Creates and manages your to-do-lists. Lets you view and work with your tasks. The options in Tasks also let you create additional task folders and select which tasks to display. The Navigation Pane, located next to the main window, gives you one-click access to all the folders in your mailbox. Page 5

6 Different Views in Outlook You will notice that you can see a small portion of your incoming in the middle to right portion of the screen. This is the default view for Outlook Web App. There are several different ways to set-up a view that you like best. Mail Views We ll start with Right. Click as indicated above, and then click-on Right. Microsoft added this view to Outlook Web App as another way to read your messages. Using One of the most common and most useful Internet services is (electronic mail), using a computer network to send and receive messages. The value of is that it is faster than the United States Postal Service s traditional method of delivering letters. It is also less expensive and more efficient, since it allows you to send a message to more than one person at the same time. is global and it is environment-friendly, since it does not require paper. To use electronic mail, you need an address that includes your name; your host, server, or domain name; and an extension that tells whether the account is at a school, business, government location, or in another country. No one else has your unique address. Using Outlook, you can send messages to others connected by your intranet. If you have an Internet connection, you can send messages to anyone around the world who also has an Internet connection. has transformed business and personal communication and, in many cases, has become the preferred way to communicate with clients, co-workers, friends, and family. Tip: It is important to manage your since each account has a limited amount of space available for messages. You can delete any unnecessary messages by selecting each message and then clicking the Delete button on the toolbar. How to Create a New Message To create a new message, click the downward arrow located next to the word New. A drop down list with various options will appear. Select Message. An untitled message dialog box will appear on your screen. Page 6

7 Begin typing the first or last name of the person within our system in the To: field and click on the Check Names button. This will give you a list of all names in our address book that fit the criteria. For example, type in Help then click the Check Names button and the Help Desk address will auto complete. Compose your message and click the Send button located at the upper left hand corner of the window. You can create messages in the new message form. This is the same form that's used for replying to and forwarding messages. How do I create a new message? 1. In any mail folder, click New, or press CTRL+N on the keyboard. You can also create a new message while you're viewing the address book. On the toolbar, click Address Book, and then use the search text box to find the person or group you want to send a message to. Right-click the recipient's name in the list, and then click 2. Enter the recipients you want on the To and Cc lines. 3. Type a subject. 4. Type your message in the message body. New Message. 5. When you're finished typing the message, click Send or press ALT+S to send it. The following options are available on the toolbar when you create a message. Buttons Send Description Sends the message to the recipients. Saves the message in the Drafts folder but doesn't send the message. Attaches a file to the message. Opens the Address Book to look up recipient names. Checks the names of the message recipients in the Address Book or in your Contacts folder. Sets the importance of the message to High. Sets the importance of the message to Low. Adds a signature at the end of the message. Checks spelling in the text of the message. Page 7

8 Using the TO Button to Find Other Users If you don't want to go through the trouble of entering long, complicated addresses, or if you know someone else is a user within PUSD, but you are unsure as to what their address is, the Exchange server will help you find it. Start by creating a new message. Click the To button. The Find names dialogue box will appear. On the left under Address Book: Click Default Address List. Global address book: think of this as the PUSD yellow pages. Every person or group with PUSD account can be found in the Global address book. My Contacts: think of this as your personal little phone book. Only addresses you personally enter into your contacts will appear here. These contacts are your personal list and not available to anyone else. If a list of names appears on your list, simply click the appropriate one to select it. Under the Add recipient to... section, select either To, Cc or Bcc to put the recipient s name in the correct box. You can follow these steps again to add additional people. Once you have found all the recipients you would like, select close and you will return to your new message with all the recipients in place. Page 8

9 Working with Messages Microsoft Office Outlook provides powerful tools to help you share information with others, and manage your electronic messages. Outlook helps you manage your time and information and share information with others more easily. Outlook provides the tools you need to use effectively and manage your electronic messages. In addition to reading and sending messages, you can customize your messages by, for example, adding attachments, requesting receipts when a message is read or delivered, and adding a category to a message. You can use folders to organize your messages just as you'd use a file system to organize papers. You can manage the messages you receive by using rules to sort them into different folders. By default, Outlook Web App uses Conversation view in all folders whenever the Reading Pane is turned on. Conversation view displays every message in a conversation in a single view. Untitled Message Dialog Box A blank message appears, like that shown below. In the To box, key the address of the person to whom you are sending the message. You can send a copy of the message to someone by keying his or her address in the Cc box. You can also send a blind copy [Bcc] of the message to someone, which means the person s name will not be included in the s to the other recipients. If you type in more than one address, separate the addresses with a semi-colon (;). If you desire to use the Address Book, move down to the Address Book section. Key the subject of your message in the Subject box and key your message in the message area. The white area below Subject: is your message area, this is where you would type your memo to someone. You may move around, edit and change your message just like you would do if you were in a word processor. When you have completed your message, click-on the Send button in the upper left hand corner of the screen. Creating New Messages Outlook makes communicating by quick and easy. You can send messages to people in your school and at other locations. You can personalize your messages with colors, fonts, and backgrounds, send hyperlinks, and attach files. Page 9

10 Step-by-Step: Create a New Message You create messages in the new message form. This is the same form Microsoft Office Outlook Web App provides for replying to and forwarding messages. When you reply to a message, the heading information (To, From, and Subject) is already filled out for you. To create a new message 1. In the Inbox, on the toolbar, click New or press CTRL+N 2. To maximize the message window, in the upper-right corner of the window, click the indicated Maximize button. 3. To enter the recipient s address in the To box, for the purpose of this exercise, enter kihall@peoriaud.k12.az.us 4. To move the cursor to the Cc box, press the TAB key 5. To add addresses to the Cc box, enter your username@student.peoriaud.k12.az.us, and then press the TAB key until your cursor is located in the Subject box 6. In the Subject box enter test and then move the cursor to the message body 7. Key the following message text, Welcome to Marshull Rnach Elementery, Home of the ROADRUNNERS! 8. To check your spelling of the message, select the necessary corrections, and click the Change button 9. When spelling and grammar check has been completed, in the dialog box that appears, click OK 10. To send the message, click Send. Sending Messages to Multiple Recipients You can send an message to one person or to several people. When sending an message to multiple addresses, you should separate them with a semicolon. If you want Outlook to allow commas as address separators, you can set that option in the Outlook Options dialogue box. Page 10

11 Tip: Most addresses are in the format If you are working on a network that uses Microsoft Exchange Server, when you send messages to other people on your network, you can type just the part of the address that is to the left of sign. The remaining part of the address identifies the server that handles the account, so within an organization, the server name is not needed. Font for Your Messages If you desire a font different from the Tahoma font default, click the Choose Font button and select the font you desire. NOTE: Students are not allowed to use any font style that is Gang related. [Example: Old English Text] To Change the Font of a Message 1. In the Office Outlook Web App Menu Bar at top, click Options. 2. Select Settings in the Menu to the left, and Mail at the top of the Options window. 3. Under Message Format, select a font, style, and size. Click the Save button at top of page to complete changes. Just like other Office programs, you can change the font, size, color, style, and alignment of text in your message. You can also save the message and check its spelling. It is even possible to attach a file to an message. When you are finished writing your message, you can send it by clicking the Send button on the toolbar. To open an message, double-click the message and the message is opened. After reading a message, you can send a reply to the author of the message by clicking the Reply button on the toolbar. You can also print the message or read your next message. Page 11

12 Format Messages Messages composed in HTML instead of in plain text can be formatted to change the appearance of their text and their layout. How do I change the default message font? 1. Click Options > Settings > Mail. 2. Under Message Format, select the options you want. 3. Click Save to save your settings. Viewing and Printing Messages Outlook lets you quickly view and print messages. You can preview individual messages in the Reading Pane, or automatically preview the first few lines of messages. You can also open attachments from the Reading Pane. Viewing and Reading Messages When you start Outlook, any new messages on your server appear in your Inbox. You can view and read your messages in several views. Reading Pane. You can read a message without opening it by viewing it in the Reading Pane. Message Window. You can open the message in its own window for easier reading by double-clicking the message in the Inbox. How do I use the Reading Pane? Click the message you want to read, and it will appear in the Reading Pane. You can control the Reading Pane by clicking View in the Toolbar and selecting the options you want. How do I open a message in a separate window? 1. Find the message you want to read in Mail. 2. Double-click the message to open it, or select the message and then press ENTER. When you open an message, it's displayed in the read message form. The read message form and Reading Pane display the following information in the message heading: Subject The subject of the message. Importance The importance level of the message if it's set to Low or High. From The name or address of the sender or organization. Sent The date and time the message was sent. To The names or addresses of the primary recipients. Cc The names or addresses of the carbon-copy (Cc) recipients. Page 12

13 Opening Attachments messages can contain many types of files as attachments. For example, a colleague might send a Microsoft Office Word document to you by attaching it to an message. You can open an attachment by doubleclicking it in the Reading Pane or in an opened message. For safety s sake, never open a suspicious attachment from someone you do not know with Outlook in case it is a virus that will use your server to spread itself. If in doubt, contact the sender to verify that he or she sent an attachment that you want to open. Responding to Messages messages often contain queries that require a response or information that you would like to pass on to other people. When you receive an message, you can easily reply to it or forward it to another person. Look at the button bar at the top of the screen (it will look like the image below). Notice that you can click on Reply, and, automatically reply to the person who sent the message, or Reply to All (everyone included in the To: or Cc:). When you click-on Reply and Reply to All, you will notice that Outlook automatically completes the To: and/or Cc: in your outgoing message. Step-by-Step: Responding to Messages 1. To open a message and begin replying to it, in the Inbox, double-click the Responding to Messages that was sent to you by your teacher. 2. To reply to the message, on the message window toolbar, click the Reply button. 3. For the purpose of this exercise, type the information below in the message body Your Name [First & Last] Homeroom Teacher Today s date 4. To send the response, click the Send button. Page 13

14 Replying to Messages When replying to an message, you have two options: Reply - Enables you to reply only to the person who sent the message. Reply to All - Enables you to reply to the person who sent the message and all the people to whom the original message was sent. Whether you reply only to the sender or to everyone, your reply does not include any files that were attached to the original message. You then click-in the white message area below the To, Cc, Bcc and Subject, and supplement the original message with any additional comments you desire to make regarding the message to which you are replying. After you have made any comments, you can click the Send button and your Reply will be mailed. You can reply to or forward a message. How do I reply to a message? To reply only to the person who sent the message: 1. Select the message in the message list or open the message. 2. On the toolbar, click reply. A new message will appear addressed to the sender of the original message. To reply to the sender of a message and all other recipients: 1. Select the message in the message list or open the message. 2. On the toolbar, click reply to all. A new message will appear addressed to the sender and to all other recipients of the original message. 3. When you re ready to send your reply, click Send on the toolbar or press ALT + S. Forwarding Messages You can forward a message you have received to anyone, not just to the person who originally sent the message or to any of the other recipients. A forwarded message includes any files that were attached to the original message. To forward a message to someone, click the Forward button, insert the person s address, and click the Send button. If you desire to forward a message to someone or others, click on the Forward button (next to the Reply and Reply to All buttons), then click-in the To: or Cc: areas. We will be covering Address Books and Contacts later in this tutorial. If you have more than one address, separate them with a semi-colon (;). How do I forward a message? 1. Select the message in the message list or open the message. On the toolbar, click forward. 2. On the To line, type the address you want to forward the message to. 3. When you're ready to send your forward, click Send on the toolbar or press ALT+S. Page 14

15 Envelopes Now that you have the feel for looking at messages in your Inbox, replying to and forwarding them, please take a moment to look at the little envelopes next to each message. When a message first arrives in your Inbox, and has not been read, you ll notice that the envelope is closed. Once you have read the message, but not replied, the envelope will appear opened. When you reply to or forward a message in Outlook Web App, you will notice, when you view the message again in Inbox or Sent Items, it will now have a small arrow attached to the envelope by the message. These arrows indicate that the message has been forwarded or replied to. A purple arrow pointing to the left indicate you have replied to a message, a blue arrow pointing to the right indicates that you forwarded that message. The arrows will be the same as on the Reply, Reply to All, and Forward buttons. Deleting a Message To delete any message that appears on your list, simply select it by clicking it once, then hit the Delete key on your keyboard. Hitting the X symbol at the top of your page will do the same thing. Note: when you delete a message it is actually moved to your deleted items folder. This still takes up space so it is good practice to periodically go to your deleted items folder and delete the messages from there. This will permanently delete the messages and free up the space. To delete one or more messages from a folder, select the messages, and then do one of the following: Click Delete on the toolbar. Right-click the message and then click Delete on the menu. Press the DELETE key. To delete an opened message, click Delete on the toolbar. Printing a Message If you desire a printed copy of the message you can click-on the Printer in the tool bar located in the upper right hand corner of the window. You can use Outlook Web App to print messages, tasks, your calendar, and appointments from your mailbox. You can use the same steps to print messages, tasks, your calendar, or appointments. 1. Open the item you want to print. 2. In the toolbar, click to print. 3. A preview of the item and a print window will open. 4. Select the printer you want to use. 5. Click Print or OK. 6. Close the preview of the item. 7. Close the item when you're done with it. Page 15

16 Outlook Web App Options Through the Options section, you have the ability to personalize your OWA 2010 client. Be sure to Save and close when you are finished, otherwise your changes will not take effect. To access your options, simply select the Options icon under your shortcuts. Adding a signature: There are many areas you can personalize in the Options section. Under Settings options, select the E Mail signature... button and enter a signature to go with every sent out. This way you don't have to type your name and title every time you send a message. Spell check: Another nice feature is the spelling options. You can check off Always check spelling before sending to avoid embarrassing spelling mistakes. If you are used to Out of Office Assistant, Signature, and many other features in Outlook, most of these are now located in the Options menu screen. If you look at top right side of your screen you will see the Options button. Click the Options button. Customizing Your mailbox is ready to use as soon as you sign in. You don't have to change any settings or turn anything on or off to start sending and receiving messages. However, you might still want to change some settings to suit your preferences. You can do things like automatically check spelling in your message before it's sent, add a signature to the messages you send, and select a default font for your messages. Creating a Signature You can create a standard Outlook signature to insert at the end of your messages. A signature can save you time, personalize your messages, and provide information to message recipients. An signature is text that you can manually or automatically add to the end of an outgoing message. Use the text box to write and format your signature. If you want to automatically add your signature to all outgoing messages, click the check box next to Automatically include my signature on outgoing messages. If you choose this option, your signature is added to all outgoing messages. This includes replies and forwards. How do I create a signature? 1. At the top of the Outlook Web App page, click Options > See All Options > Settings > Mail. 2. In the Signature box, type and format your signature. 3. To add your signature to all outgoing messages, select the Automatically include my signature on messages I send check box. 4. Click Save or press CTRL+S. Page 16

17 Signatures A signature is a predefined block of text that you can insert, manually or automatically, at the end of your messages. Name School address The Signature screen will appear. Type your signature as you desire it to look in your messages. Adjust the Font and Font Size if you wish. When you have your signature just the way you want it, click the Save and Close button at the top of the screen. Step-by-Step: Adding a Signature To append a custom signature to each message you send 1. At the top of the Outlook Web App page, click Options > See All Options > Settings > Mail 2. In the Signature box, type and format your signature. Student Name [First & Last] School Name [Marshall Ranch Elementary Student Address [Your UserID@student.peoriaud.k12.az.us] 3. To add your signature to all outgoing messages, select the Automatically include my signature on messages I send 4. Click Save Page 17

18 Attaching Files to Messages With OWA you can attach a document, picture or other file to the message you are sending. To add an attachment to a new message, simply select the paperclip located at the top of the window. This will take you to the Attachments web dialog box. Once the dialog box is open, select Browse to find the file you would like to attach. Once you have found the correct file, select Attach. Repeat this process if you would like to attach more files to the same message. When you are done, select Close. The file/s you selected will now be attached to your message ready to be sent. Working with Attachments You can use attachments to include one or more files on any item that you create in your mailbox, for example, an , calendar item, or contact. How do I add an attachment? You can attach any kind of file that can be accessed from your computer or through your network to any item you create in your mailbox. 1. In a message, calendar item, or contact, click the attach file icon on the toolbar. 2. In the Attach Files dialog box, type the path of the file you want to attach, or click Browse to locate the file. 3. If you use Browse, highlight the file you want to attach, and then click Open to add it to the attachments list. 4. Click Attach, and the file name will appear in the Attach Files dialog box. 5. To change the file you selected, click Browse, and then locate the file you want. 6. To attach more than one file, click Choose more files in the Attach Files dialog box. 7. To return to the item, click Attach to attach the selected files or click Cancel to return to the item without attaching the files. How do I open an attachment? When an item includes an attachment, a paper clip icon is shown next to the item in the list window. When the item is opened or previewed, the name of the attached file appears in the item information. Some attachments, such as.txt files and.gif files, are opened directly by the Web browser. 1. Click the attachment file name located in the message heading information. You have the option to open the attachment using the appropriate application or save the attachment to disk. 2. You can also use Open as Web Page to open the attachment using your Web browser. Adding, Sending, Receiving, Viewing, and Saving Attachments There are many times when you want to send a Word document, Excel spreadsheet, PowerPoint presentation, picture, or file of some type to someone, or be able to receive one. Outlook Web App makes this relatively simple. The items indicated above are sent as attachments to your . When you are sending an message and want to include an attachment it is relatively easy. When you are in the Untitled-Message, the Forward or Reply screens, you will notice a paperclip in the button bar. Page 18

19 To add a file (attachment) to your message, you must be in the text area to do so. You cannot add an attachment if you are in the To, Cc, Bcc, or Subject areas. You will see your cursor flashing in the text area so you will know you are in the correct area. If you are in the To, Cc, Bcc or Subject areas, you will not see the paperclip clearly. You will see a definite outline of a paperclip (like the one above) when you are in the text area. This paperclip is the button that allows you to insert an attachment in your message. Go to the place, in your message, where you want the attachment located (in the Text Area). Most often, people place attachments at the beginning or end of their messages. When you are at the point where you want the file (attachment) located, click on the paperclip. The following Attachments menu screen will appear. When this Attachments menu screen appears, click the Browse Button on the right side of the screen (see arrow at right). When you click the Browse button, the following Choose file menu screen will appear. When you or, another person, receives this attachment, all you have to do is double-click on the attachment and it will load into the proper program! Or, you can RIGHT click the mouse on the attachment, and a menu will appear. Once you have the document in its normal environment, you can save it, etc. Step-by-Step: Attaching Documents to Messages You can attach any type of file that is accessible from your computer or through your network to an message. 1. To open a new message, on the toolbar, click the New button. 2. To enter the recipient s address [kihall], the subject of the message [Classroom Performance Review], and the message text, for the purpose of this exercise, key in the following [Attached you will find my Classroom Performance Review document]. 3. To attach a file to the message, click Add Attachment on the toolbar. 4. In the Attachments dialog box, type the path to the file under Choose a file to attach, or click Browse to locate the file. [Classroom Performance Review] 5. Click Attach. The file will appear under Current file attachments. The files you selected are displayed in the heading, next to Attachments. 6. To send the message, click Send. Page 19

20 Sending and Receiving Attachments You can attach any kind of file that can be accessed from your computer or through your network to any Outlook Web App item. You can also remove attachments from an item. Before you can modify attached files, you must download them to your computer. How to Set Up the Spell Checker Use the following procedures to customize your spelling options using Wilson Outlook Web App. To automatically check spelling before a message is sent: Under Spelling Options, select the Always check spelling before sending check box. To prevent the spelling checker from checking words in UPPERCASE letters: Under Spelling Options, select the Ignore words in UPPERCASE check box. To prevent the spelling checker from checking words that contains a number: Under Spelling Options, select the Ignore words with numbers check box. Learn About Spelling You can check the spelling in your messages and meeting requests before you send them. How do I check the spelling in a message? 1. After you compose a message or while you're composing a message, click in the body of the message. 2. On the toolbar, click Check Spelling or press F7. The spelling checker will underline each word it doesn't recognize in red. 3. Right-click an underlined word for a list of suggested corrections. Click a suggestion to substitute it for the misspelled word. Contacts and Groups The Contacts folder of your mailbox is like a Rolodex or address book with an entry for each person or group you want to store information about. You can create a contact to store information about a person or business you want to communicate with. The Contacts folder is your personal address book and the place to store information about the people and businesses you regularly communicate with. Use Contacts to store the address, street address, telephone numbers, and other information about a contact. This can include Web pages, fax numbers, or mobile phone numbers. Groups let you create a single entry that includes multiple contacts. When you send a message to a group, it goes to every contact in the group. Page 20

21 You can sort or group contacts by any part of their name or by other contact information. You can also move or copy a contact to a different folder, or attach a file, for example, a Word document, to a contact to keep related information together. Contact Toolbar Options The following table lists all the options that are available on the toolbar when you open or create a contact Save and Close Saves the contact information and closes the contact form browser window Opens a new message form with the contact listed on the To line Deletes the contact Attaches a file to the contact Sets a reminder flag for the contact Assigns a category to the contact Tip: To update information about a contact, double-click the contact s name in the Contacts list. Make your changes and then click Save and Close. Working with Contacts Contacts are entries you create to store contact information about people or groups. You can use a contact to store as little information as a name and a telephone number, or as much information as you have about an individual or a company. You can also create groups within your Contacts folder. Groups can be used to send to multiple recipients through a single entry. How to Create a Contact The Contacts section is your personal address book. Select the Contacts icon either in your folder list or your shortcuts to access it. Your Contacts window will appear with a list of your personal contacts. To create a new contact, click the downward arrow located next to the word New. A drop down list with various options will appear. Select Contact. The New contact dialog box will open on your screen. Enter whatever information you require for this contact into the necessary fields. When you are finished, select the Save and close button. Next time you select your Contacts shortcut or folder, you will see your new contact listed. HOW DO I CREATE A NEW CONTACT? To add a person s contact information in your personal Contacts area: 1. In the Navigation Pane, click Contacts. 2. In Contacts, on the toolbar, click New. Page 21

22 3. In the new contact window, type the information that you want to include for the contact. 4. On the Details tab, you can fill in additional information about a contact. 5. Click Save and Close or press CTRL+S before closing the contact form browser window. Step-by-Step: Adding a Contact 1. Click the Contacts button on the Navigation Pane. 2. In Contacts, on the toolbar, click New. 3. In the Profile Section complete the following information: In the First Name box, key Kim and press Tab or Enter until you reach the next required field In the Last Name box, key HALL and press Tab or Enter For the remaining boxes, key the following information Job Title: TLC Teacher Department: Marshall Ranch Elementary Company: Peoria Unified School District #11 4. In the Contact Section complete the following information: Business Phone: kihall@peoriaud.k12.az.us Display as: Kim Hall 5. In the Address Section complete the following information: Mailing Address: Business Street: Marshall Ranch Elementary N. Marshall Ranch Drive City: Glendale State/Province: AZ Postal code: Add all of your teacher s information [as shown above] to your Contacts list using the provided information given to you by your TLC teacher. [See insert] Page 22

23 Modify a Contact You can see all the information for a contact in the reading pane. But you need to open a contact to modify it. How do I modify a contact? 1. In the Navigation Pane, click Contacts. 2. Find and highlight the contact you want to change. 3. Press ENTER on your keyboard, and then double-click the contact or click Edit to open the contact. 4. Make the changes you want. 5. Click Save and Close to save your changes, or click Close on the contact form browser window to close the entry without saving your changes. You can select a group of adjacent contacts to modify by holding down the SHIFT key and clicking the first contact, and then clicking the last contact to select all contacts in between. You can select multiple non-adjacent contacts by holding down the CTRL key and clicking each contact you want to select. After you make your selections, press ENTER to open them. Send a Message from Within a Contact You can send an message to a contact while you're viewing that person's contact information from the Reading Pane or from an open contact. How do I send a message from within a contact? 1. In the Navigation Pane, click Contacts. 2. Find and click the contact you want to send a message to. When selected, the contact will be highlighted. 3. Click New Message to open a new message form with the contact on the To line. The New Message to Contact button is also available in an open contact. 4. Add any additional recipients, a subject, and your message. 5. Click Send or press ALT+S. You can select multiple adjacent contacts to send a message to by holding down the SHIFT key and clicking the first contact, and then clicking the last contact to select all contacts in between. You can select multiple non-adjacent contacts by holding down the CTRL key and clicking each contact you want to select. After you make your selections, click New Message to Contact to open a new message form addressed to the contacts you selected. Address Book You have several options for addressing messages and meeting requests. You can select entries from a shared address book or from the Contacts folders in your mailbox. You can also send a message by entering the SMTP address of the mailbox to send the message to on the To or Cc line of a new message. How do I open the address book? You can open the address book by clicking the address book icon at the top of the Outlook Web App window or by clicking To or Cc in a new message. Use the Navigation Pane to select which set of addresses you want to view. Page 23

24 How do I find a particular address? There are several ways to find an address in a shared address book or your Contacts folders. The simplest way to find an address is to enter the name of the person you're looking for in the search box at the top of the Outlook Web App window, next to the address book icon. You can find someone by opening and searching the address book, using the search box at the top of the page. Type the name of the person you're looking for in the box, and then click the magnifying glass icon to start the search. When you search in the Address Book window, the search is limited to the address book you've selected in the Navigation Pane. If you've already opened a new message, you can type the name of the people you want to send the message to on the To or Cc lines of the message. Outlook Web App will try to resolve the names When you have clicked on New Message, Reply, Reply to All, or Forward or created a new message you will see a screen similar to the one below: If you are Replying or Replying to All on an message in your Inbox, then the addresses from that will automatically appear in the To and Cc areas. If you don t want to send the to some of these addresses, you can simply click-on their name or address and tap the Delete key. If you are Forwarding a message from the Inbox or Sending a new message, then you can either type-in the address in the To or Cc area, or use the Global Address List or Contacts Address Book. To access these address books/lists click-on the To, Cc, or Bcc buttons (see arrows on the picture above). The Find Names Web Page Dialog - Global Address List menu box will appear. Using Address Books Most of the time you will be sending messages to the same people. To make sending an message easier, you can access names and addresses from the Address Book, a collection of personal and professional contact information. Outlook creates Address Book information automatically when you add a new contact with an address to your Contacts list. The Address Book includes the contact s name and address. You can store information about your business and personal contacts in your Contacts folder, which is an electronic address book that is part of your personal Outlook profile. Page 24

25 Global Address List We ll look at several Address Lists and explain how each is utilized. First, we ll look at the Global Address List. When you have clicked on either the To: or Cc: buttons the below screen will appear: When you are in the Reply, Reply to All, Forward or create a New message screen, and need to add additional addresses, you can still type in the addresses or use a Global Address List like the one above. The Global Address List that you see above is created, and updated, when a person at the institution/business selects to use Outlook mail. The Information Technology Staff places the new user in the Global Address List. Thus, this address list is a current list of all Outlook mail users (and it may also include other users who are not on Outlook depending on your on campus/business). To use this list, simply click in the area to the right of Display name and type the last name of the person to whom you want to send the . Then click the Find button on the right side of the menu screen When you click the Find button, all of the matching last names in your Global Address List will appear in the lower section of the menu screen (see image on last page). Select the person to whom you desire to send the message by clicking on their name. It will be highlighted in blue like the image below. When you have selected your name (like we did in the image above) you will notice that the bottom of the menu screen become active. You can now use the To, Cc, and Bcc buttons to add this person to your message. Click the button of your choice and your selected name will be added to those who will receive the message. You can continue typing in new names for others in the Global Address List, clicking the Find button and adding them to your message as indicated above. When you have all the names you desire, simply click the Close button at the lower right corner of the menu screen. Page 25

26 Understanding the Global Address List If you are using Outlook with Exchange Server, an Exchange address book called the Global Address List might already be available to you. This resource contains the addresses of all of the people on your network. If a Global Address List is available, Outlook will use it as your default address book. Because your system administrator maintains the Global Address List, you cannot add people or information to it. Tip: You can type distribution list names in the To and Cc boxes, just like any other address. Outlook will match what you type with the name in your address book. It will display the name as bold and underlined, which indicates that the name represents a distribution list rather than an individual contact. How to Create a Group Distribution List A personal distribution list (also known as a Group) is one address given to a group of individuals. This comes in very handy when you have a group of individuals you the same message to on a frequent basis (ie a special team or class group). This will help you to avoid entering each individual's separately. To create a new personal distribution list, select the downward arrow located next to the word New. A drop down list with various options will appear. Select Group. An untitled group will appear on your screen. Add addresses either by manually typing them into the Add to Group field or using the Find names button to locate them in the global address book or your personal contact list. Make sure to type in the name of the group under List name. You can name the group whatever you like. Select Save and Close. The personal distribution list will now be a part of your personal contacts list. Working with Groups A group is a special kind of contact is used to send to multiple recipients through a single entry in your Contacts folder. A group can include entries from your Contacts folder, and from the shared address book, if you have one. You can use groups to send messages and meeting requests as you would for individual contacts. Selecting Contacts to View The Contacts navigation pane includes option buttons that let you select the types of contacts you want to view. All Shows all items in Contacts People Shows only people in Contacts Groups Shows only groups in Contacts Page 26

27 Create a Group You can create a group to store a list of people or groups you want to send to. You can use a group to send the same message to multiple contacts without having to enter each contact separately in the message. How do I create a group? 1. In the Navigation Pane, click Contacts. 2. In Contacts, on the toolbar, click the arrow to the right side of the New button. 3. Click Group. 4. In the new group window, enter the information you want to include for the group. Group Name is the display name for the group. Members lets you enter the members you want in your group. Notes is where you can add information about the group. 5. Click Save and Close before you close the group form browser window. How do I add members to a group? You can add members to a group by adding them to the Members box and then clicking Add to Group. You can add multiple entries to a group by typing all or part of a name or an address in the Members box. Separate each entry with a semicolon (;). When you've finished adding names, click Add to Group. If no duplicate names are found, the names will be resolved automatically. Partial names or addresses to their corresponding recipients can be automatically resolved only if the partial name or address is unique. For example, if the address list contains the names John and Johnny, and you type John, the name John isn't unique. This is because John and Johnny can be matched to John. The name John appears in gray text with a dashed red underline to indicate that it isn't unique. If you try to send a message to one or more recipients who can't be resolved to an address, a menu will be displayed that lists each unresolved name. For each unresolved name, you can delete the name from the list of recipients or select from a list of possible matches that were found in the Address Book. You can also add members by clicking Members. This opens the Address Book. The Address Book lets you search for entries in your organization's shared address book or in your Contacts folder. After you locate the entry you're looking for in the Address Book, add it to the list of members you want to add by selecting the name and then clicking Members. Click OK to return to your group. Click Add to Group to add the entries to your group. Click Save and Close to save your changes. If you regularly send messages to a group of people, you can create a Group distribution list to simplify addressing messages and meeting requests. After a distribution list is created, you can use a distribution list to send the same message to multiple contacts without having to enter each contact separately in the message. Group distribution lists can include anyone with a valid address. Page 27