Outlook Express Training Handout Redlands Unified School District The purpose of this document is to provide a source of relevant information about MS Outlook Express mail client used in the Redlands Unified School District. The information herein may or may not be relevant outside of RUSD. Make sure that you do have an active Internet Connection; otherwise these instructions will not work. Contents: 1. How to Install MS Outlook Express 2. How change your e-mail account password using the CommuniGate Web User interface with a discussion on proper password practices 3. How to Setup a new E-mail account 4. How to Check for New Mail 5. How to Send a Message 6. How to Forward and Reply to Messages 7. How to Delete Messages with Purge 8. How to Send an Attachment 9. How to Save Attachments 10. How to Use the Address Book 11. How to Create a Distribution List with Address Book Groups 12. Using Address Book Entries when sending e-mail messages 13. How to add a new folder Microsoft Internet Explorer/Outlook Express Web Site Go to http://www.microsoft.com/windows/ie/default.asp. This is the Internet Explorer Web Site. The IE download includes Outlook Express. This is a great place to start for information on these products. Page 1 of 19
How to change your password with the CommuniGate Web User Interface 1. To change your initial e-mail account password, you must use the CommuniGate Web User page. This is accessed like any normal web site by typing in the web address of the Web User site into the address window of the Internet Explorer web browser. Open Internet Explorer by clicking on the small e on your Windows desktop. 2. Type in the address for the CommuniGate Web User site in the Internet Explorer address window. This address is http://redlands.k12.ca.us:8100. 3. After you type in the address, press the enter key on your keyboard to go to the CommuniGate Web User site. Page 2 of 19
4. Type in your username and current password into the Web User Interface. The format of your username for your E-mail account will be firstname_lastname (all lowercase). Your initial account password is secret (all lowercase). 5. This will take you into the e-mail account Web User interface page for the CommuniGate server. Page 3 of 19
6. Click on the Settings link. This opens the account settings page. Click on the Password Link. This takes you to the Password Modification page. Page 4 of 19
7. Type in your old password (secret) in the Current Password field. Then type in the new password of your choice into the New Password field. Then type the new password again into the Reenter New Password field. Memorize or write down this password and hide it. Do not tape it to your monitor or leave it in plain site as this is a security risk. If you forget this password, you will be unable to set up your account in Outlook Express or access the server for your mail. Click on the Modify button to save your changes. Then hit the Log Out button to exit the Web User site. No other settings can be changed from the Web User interface unless you have been given Access Rights to do so. You can only modify your password here. Proper Password Practices Passwords are one of the last lines of defense, and are vital to your system's security. There are many proper practices that should be followed in regards to choosing the most secure password for your account. Here are some basic criteria: At least 10 characters long. Mixture of upper and lower case letters, as well as numbers. Should NOT be simply a single word from a dictionary. Should be a mixture of small words, intertwined with numbers. Should be changed frequently. Should NOT be based on any personal information (middle name, address, phone number, date of birth, etc. How to Setup a new E-mail account in Outlook Express 1. Make sure that you have an active Internet connection and that you have Outlook Express loaded on your computer. If an Identity Logon Window Appears, go to section if Identity Logon Window Appears. 2. In the main toolbar, go to Tools, then down to the Accounts... option, a window will appear with four tabs at the top. Page 5 of 19
3. There will be a window with three columns. Each mail account that exists on your computer will be listed vertically in the Account column. There should be no accounts listed on your computer. 4. If you have nothing listed in this area, and then proceed to How to Setup a New E-Mail Account. 5. If there is an account listed there, then we will need to Edit an Existing Account. 6. If there is more than one Account listed, select the Account that is having difficulty, then proceed to Edit an Existing Account. How to Set Up a New E-mail Account 1. Open Outlook Express. Select the tools menu, and then select accounts. This opens the Accounts window. You will notice a couple of buttons on the right hand side, click on the Add button. 2. A menu will pop-up, select the Mail option. A setup wizard will load and take you through the process of setting up your account. Page 6 of 19
a. First Window will ask for your Full Name, type it in, then press Next b. Next window will ask for your E-Mail Address. Your E-Mail Address will have the format: firstname_lastname@redlands.k12.ca.us. c. On the next screen, make sure that the Incoming Mail Server dropdown box says IMAP. d. In the IMAP text box, type in whatever the second part of your E-Mail address is: Example: your email address is firstname_lastname@redlands.k12.ca.us, the IMAP server would be redlands.k12.ca.us. e. The SMTP server you will need to enter is redlands.k12.ca.us for your real account. f. Click Next, in the new window type in your Username and new Password, click Next. Remember the Username format is firstname_lastname. g. The Congratulations window appears. Click Finish and then you are done setting up the account. 3. If you have problems with the new account, simply continue on to Edit an Existing Account. Page 7 of 19
Edit an Existing Account 1. In the accounts window (Tools menu-accounts menu) with the four tabs and the buttons off to the right; click on the Properties button. The following will appear: 2. After you have made the appropriate changes here, move on to the Servers tab. Page 8 of 19
*Note: You cannot modify your RUSD E-mail system account password directly with this password setting in Outlook Express. This setting is used to enter your new password ONLY after you have changed the password using the CommuniGate Web User Interface discussed in the section Changing your e-mail account Password. If Identity Logon Window Appears The Identity Logon window appears when the computer has existing accounts set up. This window allows you to start the process of creating a new account with a few extra steps involved. When the Identity Logon window appears, select the Manage Identities button. This opens a new window. Select the New button, and then type in your username and password. Select OK. This opens a new window which asks to switch to new account. Select Yes. Now proceed to enter your name, e-mail address, etc. like the instructions in the Create new account section of the handout. How to Check for New Mail 1. Make sure that you have an active connection to the Internet and that Outlook Express has been loaded on your computer. 2. If you want to check for new messages immediately, click on the Send and Receive button on the toolbar. How to Send a Message 1. Make sure that you have an active connection to the Internet and that Outlook Express has been loaded on your computer. 2. On the toolbar, click the New Mail button. A new message window appears. 3. In the To, CC, and BCC boxes, type the e-mail address of each recipient of your message, separated by a comma or semicolon ( ; ) for multiple address entries. 4. In the Subject box, type a message title. 5. Type your message, and then click the Send button on the toolbar. If you are composing a message offline, click the File menu, and then click Send Later to save the message in the Outbox folder. Page 9 of 19
How to Forward/Reply to a Message 1. Make sure that you have an active connection to the Internet and that Outlook Express has been loaded on your computer. 2. Open your INBOX or other folder. Highlight the message you want to forward or reply to with your mouse by clicking on it in the message window. 3. To forward a message, click the Forward button. To Reply to a message, click the Reply button. In either case, a new window appears. Type the e- mail address for each recipient of the message in the To, CC, or BCC boxes. If you have more than one e-mail address, remember to separate each address with a comma (,) or semicolon (;). 4. If you have a message to add to the message you are forwarding or replying to, place the curser in the text box area and type your message, and then click the Send button on the toolbar. Page 10 of 19
How to delete a message with Purge 1. Make sure that you have an active connection to the Internet and that Outlook Express has been loaded on your computer. 2. Click on a message to permanently remove it from your folders and the mail server. 3. Select the Delete button on the menu bar. It looks like an X. 4. Next, to permanently remove this message, click on the Purge button on the toolbar. Page 11 of 19
How to Send an Attachment 1. Make sure that you have an active connection to the Internet and that Outlook Express has been loaded on your computer. 2. On the toolbar, click the New Mail button. A new message window appears. 3. To send an attachment, click on the Attach button on the toolbar. It looks like a paperclip. You may need to maximize the message window to see this button. 4. A new window opens that allows you to select a file as your attachment. Select a file to attach and click on the Attach button to complete the task. Page 12 of 19
How to Save an Attachment 1. Make sure that you have an active connection to the Internet and that Outlook Express has been loaded on your computer. 2. In the message box, select a message that has an attachment with it. Messages with attachments have a small paperclip next to them in the upper message window. 3. Click on the paperclip icon in the lower text box area. Select Save Attachments from the cascading menu. Page 13 of 19
4. A save attachment window is displayed which allows you to select the file attachments to save, and select a folder, floppy disk, or hard drive to save to. Click Save when you have finished selecting a location and file attachments to save. Page 14 of 19
How to Use the Address Book 1. Make sure that you have an active connection to the Internet and that Outlook Express has been loaded on your computer. 2. Open Outlook Express. Select the Addresses icon in the menu bar. It looks like an open book. Click on it, a new screen will pop up. Click on the New button in the Address toolbar. A popup menu is created; click New Contact on this menu. 3. In the next window. add the information where necessary. On the name tab, you can add the contact s first name, middle name, last name, and nickname. You will be asked to enter an E-mail address in a text box. Once the address is entered click the Add button. Then down at the bottom you will want to click OK. Page 15 of 19
How to Create a Distribution List with Address Book Groups You can easily send messages to a group of people by creating a distribution list or "Address Book Group" as they call it in Outlook Express. When you want to send the group a message, you just type the name of the group into the To box when composing a new message. You can create multiple groups and a contact can belong to more than one group. 1. Click on the Addresses button on the Outlook Express toolbar. 2. Then click on the New button, then the New Group popup menu item. 3. In the Group Name box, type the name of the group. 4. Click Select Members, and then click a name from the Address Book list. 5. To add the selected name(s) to the group, click Select. 6. Click OK, and then click OK to close the group properties dialog box. Page 16 of 19
Using Address Book Entries when sending e-mail messages 1. When creating a new message, it is very easy to use your contacts and group lists to address e-mail. 2. In the New Mail window, click on the small Address Book Icon next to the To:, Cc:, or Bcc: fields. Page 17 of 19
3. This opens the Address book window. You can select the contacts or groups to use for recipients in this window. Just highlight the contact or group item, then hit the To:, Cc:,or Bcc: button to add the contact to each addressing field. 4. When you are done making the contact selections, hit the OK button. The contacts are automatically added to each address field in your message. Just complete the message and hit the Send button to mail your message. Page 18 of 19
How to add new folders 1. To create a new folder to help you organize and archive your messages, go to the File menu item, and select New, then select Folder from the cascading drop down menu. 2. In the Create Folder window, highlight the folder where you wish to place the new folder by clicking on a folder or subfolder in the list. These folders can be nested. Type the new folder name in the Folder name field. Press the OK button to finish adding the folder. Page 19 of 19