Edinburg CISD Technology Department Internet Part 3 Using Microsoft Exchange E-mail I. Introductions and Objectives II. III. IV. Acceptable Use Policy & Exhibit C forms Logging in Procedures Exploring the Exchange website V. Composing & Sending Emails VI. VII. VIII. IX. Checking & Replying to Emails Email Address book (Contacts & Distribution lists) Email Attachments The Calendar X. Tasks 2009 Edinburg CISD Technology Department 1
INTERNET- 3 1. Introductions and Objectives The main objective of this workshop is to get the participants familiar with using the ECISD E-mail system. The participants will learn where to log in to, the layout of Email program, and how to send emails along with attachments. The workshop will also include a quick overview of the sections from the District's Acceptable Use Policy that pertain to e-mail. 2. ECISD Acceptable Use Policy & Exhibit C Everyone should have access to a copy of the Acceptable Use Policy and have filled out the Employee Exhibit C. (They should have received both at the Internet I Workshop).For viewing purposes, go to http://www.ecisd.us 3. Accounts (Usernames & Passwords) When you register on the district ERO and E-mail account was created your username and password are on a handout that your presenter will be issuing. 4. Logging In To access Exchange website for email, enter the following URL on your browser: http://mail.ecisd.us When logging in make sure to enter your username exactly how it was given to you. Ie: m.micallef 2009 Edinburg CISD Technology Department 2
5. Exploring the site Once you are into the Web mail the first thing is to become familiar with the most commonly used Buttons. (See illustration on below) Personal Folders Preview Pane Email Short cuts Inbox- shows new e-mail in your e-mail box Calendar-Displays your personal calendar Contacts-Stores your e-mail contacts and distribution lists Tasks-Stores upcoming tasks you have assigned yourself 2009 Edinburg CISD Technology Department 3
6. Composing new messages While in the Inbox click on the icon New>Message 2009 Edinburg CISD Technology Department 4
Next, a composition window appears. If you are sending the message to someone in the district with a valid email account, click on the To Button. When the Global address box appears, enter their Last name and click on Find Locate their name and click on it. Then Click on the To button again Their email address should now be in the To box. Repeat these steps if you wish to send CC copies to anyone else on the Global Address book OR if they are from outside the district or are not in the Global Address book then Fill in the email address in the To Box, To: Be sure to include the @ portion along with the username in the box. (for example m.micallef@ecisd.us) CC: is for Carbon Copy. This is used to send the same message to several people at the same time. 2009 Edinburg CISD Technology Department 5
Bcc: is for Blind Carbon Copy. The only difference from cc is that Bcc hides the names of the others who will be receiving your email message. Use the formatting features such as Font, Style, Size and Color and then click on the Send button. 7. Checking for new email Click on the Check for New Messages icon Unread Messages will appear with a bold type face. 8. Reading a message Double click on the message to open it 9. Replying to a message While you have your new message open you can click on the Reply button located on the upper left side. Once you click on the Reply button, another window will appear. Please begin typing your reply. Keep in mind it is a good idea not to delete the previous email dialogue. Click on the Send button, once your have finished your reply message. 2009 Edinburg CISD Technology Department 6
10. Adding Contacts from Message Open a message from someone who has emailed you. Right click on their name in the From area of the email message and choose Add to Contacts option. Another window will appear. At this point you may add additional information then Click on Save and Close. 11. Adding Contacts (from scratch) You may also add contacts from scratch by click on the Contacts Shortcut and then the New button Next, Enter Last Name, First Name, Display name, and Email address, then click on Save and Close 2009 Edinburg CISD Technology Department 7
Creating Distribution lists While in your contacts window, Click on New>Distribution List. Then give your Distribution list a title in the List Name box Then Click on Find Names Button. Next Find the Names from your Contact List and not the Global directory Type in the last name, click on Find, and then Click on the Add Recipient to: Distribution list button, Repeat the steps till done, Click on Save and close 2009 Edinburg CISD Technology Department 8
12. Emailing from a distribution list First go to the Contact Shortcut, find a distribution list and double click on it. Click on the Send Email Icon. Then compose your message, etc. 13. Deleting Email messages While in the Inbox area, periodically you should click on read messages and click on the Delete icon 14. Deleting messages from the Deleted items folder After messages are deleted, another area to delete messages is the Deleted items folder. Click on this folder to select it, then select the messages you wish delete and click on the Delete button again to 2009 Edinburg CISD Technology Department 9
15. Emailing attachments While composing a new message, click on the Attachment button, Click on the Browse button and locate the file you wish to attach Then click on the Attach button, and Close 2009 Edinburg CISD Technology Department 10
16. Using the Calendar Click on the Calendar shortcut located on the lower left corner. Note that you have a choice of the type of views for you calendar: Daily, Weekly, Monthly and Yearly. You can toggle back and forth between views by clicking on the icons in the menu bar To create an appointment click on new appointment icon, then double click on a time. A new dialog box will appear. Enter a Subject, Location, Start time, and End time. You can also enter notes and set to be reminder. Finally click on Save and Close 2009 Edinburg CISD Technology Department 11
17. Using Tasks Click on the Calendar shortcut located on the lower left corner. Click on New Task icon and fill out the information, such as Subject, Date Due, Start Date, Status, Priority, notes and % complete. Then click on Save and Close 2009 Edinburg CISD Technology Department 12