Outlook Operating Instructions. Internal Desktop Access

Transcription

1 Outlook Operating Instructions Internal Desktop Access

2 OUTLOOK OPERATING INSTRUCTIONS (INTERNAL DESKTOP ACCESS) FREQUENTLY ASKED QUESTIONS & ANSWERS Q: How do I check my while on campus? A: Click on the Outlook icon on your desktop. Q: How do I check my from a computer outside of the school? A: You can access your by going to and clicking on the link located in the shortcuts. You can also log onto Outlook Web Access (OWA) by entering into any browser on any computer. Q: What username and password do I use to log onto my from outside of the school (using OWA)? A: Your user name is your address, and the password is the same as your Active Directory (machine log in) password. Please Note: If you have forgotten your password and attempt to log on to OWA more than three times it will lock your account and you will need to contact the Help Desk at X 7404 ( from outside of the law school). Q: How much space do I have for ? A: Faculty and Staff have 250mb of data for their (approximately 7,000 s). This includes all in the Inbox, Sent box, Trash and all folders. Archive folders do not utilize this space. Please make sure to periodically archive and delete old s to stay within the 250mb of space. Q: How do I learn more about Outlook? A: Copies of A Quick Reference Guide to Outlook can be obtained by contacting the Help Desk at X 7404 ( externally) or helpdesk@nesl.edu. Q: Do I need to create a folder to archive my s? A: You do not need to create a folder to archive your s. Every individual has an archive folder already set up for them on their M drive. It is located in the Outlook Folder Tree underneath Mail Archive. Q: If I am experiencing problems using my , who do I contact? A: Contact the Help Desk at X 7404 or ( externally) Q: What are the hours of support? A: Help Desk hours are: Monday Thursday 8:00 a.m. to 10:00 p.m. Friday 8:00 a.m. to 5:00 p.m. Saturday Sunday 12:00 p.m. to 4:00 p.m. 2

3 Opening Microsoft Outlook 1. From your desktop, double click on the Outlook icon, as shown here: 2. This will open your inbox. Creating a New Message 1. Click on the New Mail Message button on the Inbox toolbar. OR 1. Click on File. 2. Select New from the drop down menu. 3. Select Mail Message from the drop down menu. 3

4 Addressing the Message by Typing the Name 1. If you are certain of the recipient s name: o Type the name in the To, CC, or BCC sections of the new message o You can type the name in any format as long as you include the first name and the surname. 2. Click on the Check Names button. Please Note: Outlook will check that the name is a valid name within the Address Book. 3. If the name is valid, then it will be underlined (See the example above). 4. If the name is invalid, then a dialog box will appear (See the example below). 4

5 5. If there is more than one person with that name in the Address Book, then a dialog box will appear similar to the one below. 6. Click once to select the correct recipient. 7. Click on OK. 5

6 Addressing the Message Using the Address Book 1. Within a new message, click on the Address Book icon. 2. A dialog box similar to the one below will appear. 6

7 3. In the Search field start typing the recipient s last name. As you type, it should automatically scroll down the list of names to the nearest match within the Address Book. 4. Once the correct name has been highlighted click the To, CC, or BCC field. 5. Repeat the above steps until all the recipients names have been added. 6. Click on OK. 7

8 Inserting an Signature 1. Obtain an electronic copy of the New England Law Boston signature via from Sandy Goldsmith, director of External Relations at 2. Hold your left mouse button down and highlight the boiler plate signature included in the . 8

9 3. Go to Edit on the menu bar in the upper right hand corner. Then select Copy from the drop down menu. 4. Go to Tools on the menu bar in the upper right hand corner. Then select Options from the drop down menu. 9

10 5. Underneath the Options tab, click the Mail Format tab. Then click on Signatures. 6. Click the New tab. You will be prompted to name your signature. Once you click ok it will appear in the selection menu. 10

11 7. Click your right hand mouse button. Then click Paste to paste the text you copied into the white square. 8. The boiler plate text will be pasted into the box. 11

12 9. You will need to replace the pasted text with your specific information. An example is shown below. 10. After the text is correct. Click OK. 12

13 Attaching a File to the Message 1. With the message open, select the Insert tab. 2. Click on Attach File. 3. Navigate to the location of the file by clicking on the drop down menu to the right of the Look In field. 4. Select the desired drive and open the selected folder by double clicking on it. 13

14 5. Click once to highlight the file. 6. Click on Insert. 7. The attached file name will appear on the message next to the Attach field 8. Repeat the process until you have attached all of the necessary files. 14

15 How to Archive an Message 1. Right Click on the you want to archive. 2. Select Move to Folder from the drop down menu. 3. Select the Mail Archive folder and then select the folder in the Archive that you would like to move the to. 4. Click on OK 15

16 How to Access Your Archive 1. Open your Outlook account as you usually would. 2. Under your mail folders in the tree view click Mail Archive and expand the folders to view archived s. Please Note: You will notice that your M Drive is listed within your network drives; however you will not be able to access your Archive by clicking on the drive. 16

17 Deleting 1. Highlight the you want to delete. 2. Click on the X in the Toolbar. Emptying the Trash 1. Right click on the Deleted Items icon in your Mailbox folders. 2. Select Empty Deleted Items Folder from the drop down menu. 3. It will give you the following warning. 4. Click on Yes. 17