The Hadley School for the Blind 700 Elm Street Winnetka, IL 60093-2554 800-446-8111 www.hadley.edu Introduction to Outlook Express for Keyboard Users Prepared by the staff and faculty of The Hadley School for the Blind Winnetka, Illinois Copyright 2010
All rights reserved. No part of this document may be reproduced in any form or by any electronic or mechanical means (including photocopying, recording, or information storage and retrieval) without written permission from The Hadley School for the Blind.
Contents Using Outlook Express... 1 Overview... 1 Establishing Internet Service and an Email Account. 1 Abbreviations and Common Terms... 1 Setting Defaults... 3 Configuring Outlook Express... 3 Inbox as Default... 3 Reading Pane... 5 Basic Email... 5 The Email Address... 5 Receiving a Message... 6 Composing a Message... 6 Reading a Message... 8 Deleting a Message... 9 Replying to Email Messages... 9 Reply... 9 Reply to All... 10 Forwarding an Email Message... 11 Attachments... 12 Method 1: Using the Applications Key... 13 Outlook 2003 iii
Method 2: Attaching a File with Outlook Express Open... 14 Saving Attachments... 16 Supplemental Instructions... 17 Address Book... 18 Name Tab... 19 Home Tab... 21 Business Tab... 23 Additional Tabs... 24 Adding a Contact from an Email Message... 25 Editing a Contact... 26 Deleting a Contact... 28 Creating and Editing Signatures... 29 Creating a Signature... 29 Editing a Signature... 31 Spelling... 35 Acronyms, Abbreviations, Proper Names, and Alternative Spellings... 37 Creating and Deleting a Folder... 38 Creating a Folder... 38 Outlook Express Keyboard Shortcuts... 41 iv The Hadley School for the Blind
Using Outlook Express Overview It is assumed that your personal computer has Windows and a screen reader or a magnification program, and that you are familiar with these programs and your keyboard. This user guide is an introduction to Outlook Express and does not include instructions for all of the functions built into the program. Establishing Internet Service and an Email Account To set up an email account, you must contact your Internet service provider (ISP) for instructions. Abbreviations and Common Terms Alt: Alternate key Applications Key: Third key to the right of the space bar. Opens a context menu. Arrows: When this term is used, you should use the up, down, left, or right arrow keys as instructed. Ctrl: Control key Esc: Escape key Introduction to Outlook Express for Keyboard Users 1
Keyboard Shortcuts: All keyboard shortcuts and keystrokes are enclosed in parentheses. Menus, Buttons, Folders, Edit Boxes, Fields, Windows, and Tabs: These items are enclosed in brackets. Modifier Keys: Some commands require modifier keys: the Control (ctrl), Alternate (alt), and Shift (shift) keys. Modifiers are "press and hold" keys, while individual letters and numbers are "strike and release" keys. There are three possible combinations: 1. Press and hold down a modifier key plus strike a second key. Example: (alt+f) (shift+2) Note: do not use the number pad. 2. Press and hold down two modifier keys plus strike a third key. Example: (ctrl+shift+i) 3. Press and hold down a modifier key plus strike a key and release the modifier. Then strike a key, and strike another key. 2 The Hadley School for the Blind
Example: (alt+n, a, f). Press (alt+n) and release, then strike a, then strike f. Setting Defaults Configuring Outlook Express By default, the following folders were created when Outlook Express was installed on your computer: Deleted Items Drafts Inbox Outbox Sent Items You may, from within any folder, press (ctrl+y) to open the [Go to Folder] list and use the arrow keys to scroll through all of the preceding folders. Pressing (enter) on a selected folder will open it. Inbox as Default To set the [Inbox] as the default folder when you open Outlook Express, follow these steps: 1. Open the [Tools] menu: (alt+t) Introduction to Outlook Express for Keyboard Users 3
2. Select [Options]: (o). The cursor will be placed in the [General] tab, on the check box [When starting go directly to my Inbox folder]. There are ten tabs in the [Options] window: General, Read, Receipts, Send, Compose, Signatures, Spelling, Security, Connection, and Maintenance. This manual provides instructions for certain, but not all, settings in the [General], [Maintenance], and [Signatures] tabs only. All of the default settings in these tabs were set when the program was installed. You may review these tabs at your convenience. 3. Press the (space bar) once to check this box. 4. Select [Apply]: (alt+a) 5. Move to the [OK] button by pressing (shift+tab) until located, and press (enter). You will be returned to the [Inbox]. 4 The Hadley School for the Blind
Reading Pane To turn off this feature: 1. Open [View] menu: (alt+v, l) This will place you in the [Layout View]. 2. By default, the [Reading Pane] is checked. Press (alt+p) to reach the [Show preview pane] check box. If this box is checked, (alt+p) will uncheck it. If it is not checked, (alt+p) will check it. 3. Move to the [Apply] button: (alt+a) and press (enter). 4. Move to the [OK] button: (shift+tab) until located and press (enter). Basic Email The Email Address An email address is an address for sending and receiving email messages. It consists of three components: a username, @ (the at sign), and a domain name. Username: A username is a unique identifier that can be the actual name of an individual, a Introduction to Outlook Express for Keyboard Users 5
nickname, an organization's name, or a random series of letters (any combination of upper- and lowercase) and numbers. @ (At Sign): This sign connects the username and domain name. To input this sign, press (shift+2). Domain Name: This specifies the company or organization providing the email service for the email address. For example, a domain name might be yahoo.com or hadley.edu. A dot extension such as.com,.org,.edu,.us,.ca,.uk, or.info comes after the domain name. Example: jane@yahoo.com Receiving a Message Outlook Express will receive email messages automatically. To check for new messages from any folder: (ctrl+m). Composing a Message Creating an email message is the most frequent task you will perform. Outlook Express contains its own editor, which is similar to, but not part of Microsoft Word. Follow these steps to compose a message: 6 The Hadley School for the Blind
1. Open a [New Message] window: (ctrl+n). You will be placed in the [To] edit box. 2. Type in the email address of the party you are sending the email to. Outlook Express will attempt to complete the email address based on matches it finds in the Address Book. This is referred to as Auto Complete. As you type the address letter by letter, it will keep changing until a complete match is found. If you are sending the message to one addressee, and Auto Complete identifies the address you want, press (tab). This will select the address and move the cursor to the [Carbon Copy] edit box. If the person is not in the Address Book, you must enter the address manually. If you are sending the message to more than one addressee, the Auto Complete process will be repeated. If Auto Complete cannot find the address you must enter a semicolon and space after the previous address and then type in the second address. Repeat the process for each addressee. Introduction to Outlook Express for Keyboard Users 7
3. (Optional) [Carbon Copy CC]: If you need to send this message to additional recipients, type in their email address(es). Outlook Express will attempt to complete the address as explained in Step 2. 4. (Tab) until you locate the [Subject] edit box. For the subject type in a very short, single phrase about the email. 5. To move to the [Message] edit box, (tab) once. This is where you type the body of your message. 6. Once you have completed your message, send it: (alt+s) Reading a Message 1. Open Outlook Express and give the program a few seconds to update your [Inbox]. 2. By default, you are in the [Inbox]. Navigate through the [Inbox] by using the (up) and (down) arrows. Select the message you want to read: (enter) 3. By default, you are placed in the body of the message. Use standard text navigation commands 8 The Hadley School for the Blind
to read the message. To move back to the [To], [CC], and [Subject] boxes: (shift+tab) 4. To close a message: (esc) Deleting a Message You may delete a message when it is either open or closed. 1. Closed Message: Arrow (up) or (down) to the message you want to delete: (delete) or (ctrl+d). The message will be moved to your [Deleted Items] folder, and the cursor will be placed on the next closed message. 2. Open Message: With the message open: (ctrl+d). The message will be moved to your [Deleted Items] folder, and the next message in the list will be opened. Replying to Email Messages Reply Use the following steps to reply to a message: 1. Locate and open the message you want to reply to: (enter) Introduction to Outlook Express for Keyboard Users 9
2. To reply: (ctrl+r). The focus will be placed above the original message, where you can type in your own comments. The [To] and [Subject] edit boxes will contain the original sender's email address and subject. 3. Send it: (alt+s) Note: Once you send your reply, the cursor will be placed back on the unopened message in the [Inbox]. Note: If you receive a reply to a message you sent, "RE:" will precede the subject of that email. When navigating your Inbox, your screen reader may also say, "Re", "Replied", or "Replied to," indicating that the message is a reply to an email you sent. Reply to All This function is used when the originator of an email sends it to more than one recipient and you wish to send your reply to all of the recipients: 1. Locate and open the message you want to reply to: (enter) 10 The Hadley School for the Blind
2. To reply to all: (ctrl+shift+r). The focus will be placed above the original message, where you can type in your own text. The [To], [CC], and [Subject] edit boxes will contain the original sender's and [CC] address(es) and the subject. 3. Send it: (alt+s) Forwarding an Email Message To forward an email, follow these steps: 1. Locate and open the message you want to forward: (enter) 2. Begin the forwarding process: (ctrl+f). This places the cursor in the [To] edit box. Type in the email address of the party you are forwarding the email to. 3. (Optional) From the [To] edit box, press (tab) once to move to the [CC] edit box. Type in the email address(es). 4. Move to the [Subject] edit box: (tab). The original subject of the message is retained with the Introduction to Outlook Express for Keyboard Users 11
addition of "FW:" at the beginning of the subject, designating it as a forwarded message. 5. The next (tab) will take you to one of two different edit boxes: a. If there is an attachment, this (tab) will place the cursor in the [Attachment] edit box, at the end of the attachment's name. Pressing (tab) again will place the cursor in the [Message] edit box. b. If there is no attachment, this (tab) will move the cursor to the [Message] edit box. 6. Space is available in this box for you to type in any comments you wish. Your comments will be placed above the original message. 7. Send the message: (alt+s) Attachments An email attachment is any file that you "clip" or "attach" to an email message. The file may be an audio file,.wav or.mp3; a document file,.doc,.txt, or.pdf; a compressed zip file,.zip; or a picture,.jpg or.tif. An 12 The Hadley School for the Blind
executable file,.exe, normally cannot be attached to an email because of security reasons. There are two ways to attach a file to an email. Method 1: Using the Applications Key The Applications key is located on the bottom row of the keyboard, often the third key to the right of the space bar. (Please note: A laptop keyboard may have a different configuration.) To use this method you must locate the file on your computer by using Windows Explorer, My Computer, or the file's default program. Select the file but do not open it. 1. Press the (Applications) key. Press (n) until you reach [Send to], and then press (enter). 2. A submenu will open. Select [Mail Recipient]: (m) and then press (enter). 3. Express will open a new email message, and the cursor will be placed in the [To] edit box. a. You must complete the [To] email address. b. If desired, type in a [CC] address(es). Introduction to Outlook Express for Keyboard Users 13
c. The [Subject] edit box will already be completed with the name of the file. d. The file will already be attached with the name of the file in the [Attached] edit box. 4. Move to the [Message] edit box: (tab), and type in any message you want to include. 5. Send the email: (alt+s) Your screen reader may not indicate that this action has been accomplished. Method 2: Attaching a File with Outlook Express Open When attaching a file, it is important to know where the file resides on your computer, such as the drive letter and folder name. To attach a file, follow these steps: 1. Compose a new email message. You must be in the [Message] edit box before proceeding to the next step. 2. Open the [Insert] menu: (alt+i). The cursor is on the [File Attachment] option. 14 The Hadley School for the Blind
3. Press (enter) on the [File Attachment] option. The [Insert Attachment] window will open. 4. The cursor is now in the [File Name] edit box. Type in the complete path to the location of the file you wish to attach, followed by the file name. Example: File name: working hard.doc The path you need to add before the file name in this example is: c:\my files\ The complete path is now: c:\my files\working hard.doc If the file is in a subfolder in the folder [My Files], the path would be: c:\my files\subfolder name\working hard.doc 5. Attach the file: (enter). The file name will appear in the [Attached] edit box, and the cursor will be placed back in the body of the message. Note: You can attach additional files to the email by repeating steps 2 through 4 for each file before sending the email. 6. Send the message: (alt+s) Introduction to Outlook Express for Keyboard Users 15
Saving Attachments Occasionally you might receive an email with an attachment that you would like to save. Saving the attachment creates and saves a copy of the file but does not remove it from the original email. Deleting the email will move the message and the attachment to your [Deleted Items] folder. Deleting the message will not affect the attachment you saved. To save an attachment, follow these steps: 1.Open the email message that contains the attachment(s). 2. Open the file menu: (alt+f) 3. Open [Save Attachment]: (v) 4. The attached file is selected. If there is more than one attachment, by default, all of the attachments are selected. You now have two options: a. Save all attachments: Press (tab) once; the cursor will be placed in the [Save To] edit box. Type in the complete path to the folder where you want to save the attachments. Press (alt+s) to save the attachments. 16 The Hadley School for the Blind
b. Save a single attachment: Scroll through the attachments using the (up) and (down) arrows. As you scroll, each attachment will be selected individually. Once you have identified the attachment you want to save, press (tab) and the cursor will be placed in the [Save to] edit box. Type in the complete path to the folder or location where you want to save the attachment, and press (alt+s). In either case, the Save process will execute, and the cursor will be placed back in the body of the open email message. Supplemental Instructions If you are using a screen reader, it may not give you an indication that the attachment has been saved. The general rule is, if you do not receive an error message, then it worked properly. Caution: You should be very careful selecting attachments you wish to save, because email attachments are a very common way that viruses and spam are spread. You should ensure that your virus Introduction to Outlook Express for Keyboard Users 17
detection software is kept current and active at all times. Address Book The Address Book is the database that includes the names and email addresses of contacts you have created. This book is accessed by Auto Complete, as explained earlier in the Composing A Message section. If you do not create contacts in this book you must type the full email address as you compose a message. Adding a Contact Follow these steps to create a new contact: 1. Open Outlook Express, and switch to [Contacts]: JAWS: (ctrl+shift+b) WINDOW-EYES: (alt+t, b) 2. Open the [Properties] dialog window: (ctrl+n). This window contains seven tabs: Name Other Home NetMeetings Business Digital IDs Personal 18 The Hadley School for the Blind
The following is an explanation of these tabs. Enter the information required by each edit box, using (tab) or the keystroke following the name of each edit box, to move from box to box. Name Tab This is the default tab when this window is opened. By default, the cursor is placed in [First], the "first name" edit box. The * indicates a mandatory item. * [First] (alt+f) [Middle] (alt+d) * [Last] (alt+l) [Title] (alt+t) [Display] (alt+p): Automatically entered based on the names entered in the [First], [Middle], and [Last] name edit boxes. [Nickname] (alt+n) * [Email Address] (alt+m) 1. Type in the email address and press (enter) to move this address to the [List of emails] list box and flag it as the default address. The cursor will remain in the [email addresses] edit box. If you only have one address for this contact, go to step Introduction to Outlook Express for Keyboard Users 19
4 below. If you have more than one address for this contact, proceed to step 2. 2. Type in the next address and press (enter). The second address will be moved to the [List of Emails] list box and the cursor will remain in the [Email Address] edit box. Repeat this step until you have recorded all of the email addresses for this contact. 3. As stated above, the original address was automatically selected as the default address for this contact. To change the default address, press (shift+tab) until you reach the [List of emails] list box. Scroll through the list of addresses and press (alt+s) on the address you wish to set as the default. 4. You now have two options for email format, text and HTML. Text contains very simple formatting, while HTML provides you with more complex formatting options such as bold, italics, underlining, and font type/size. To switch between text and HTML formats, press (alt+u) to reach the [Send email using plain text only] check box. This 20 The Hadley School for the Blind
box is _not checked by default. Pressing (alt+u) will automatically check this box and all messages for this contact will be sent in a text format. Pressing (space bar) will check or uncheck this box as well. If this box is not checked, HTML format will be used for all emails sent to this contact. If you have finished with this contact (tab) to the [OK] button and press (enter). This will record all of the above actions, close the [Properties] window, and return you to the [List of Contacts] list box. Press (esc) or (alt+f4) to return to the [Inbox]. If you wish to access the remaining tabs in the [Properties] window, press (ctrl+tab). Home Tab By default the cursor is placed in the [Street Address] edit box. None of these items are mandtory. [Street Address] (alt+r) [City] (alt+y) [State/Province] (alt+s) [Zip Code] (alt+z) [Country/Region] (alt+u) Introduction to Outlook Express for Keyboard Users 21
[Default] (alt+e): Designates this address as the default between the home or business mailing addresses. If the address book is used with an application that prints the address, that program will automatically select the address designated as the default. Note: [View Map] in both the Home and Business tabs is an advanced function beyond the scope of this guide. [Phone] (alt+n) [Fax] (alt+x) [Mobile] (alt+l) [Web Page] (alt+w) [Go] (alt+g): Opens the contact's Internet home page in a Web browser window. This function is inactive if there is no Web address. If you have finished with this contact, (tab) to the [OK] button and press (enter). This will record all of the above actions, close the [Properties] window, and return you to the [List of Contacts] list box. Press (esc) or (alt+f4) to return to the [Inbox]. If you wish to 22 The Hadley School for the Blind
access the remaining tabs in the [Properties] window, press (ctrl+tab). Business Tab By default, the cursor is placed in the [Company] edit box. None of the following items are mandatory. [Company] (alt+m) [Street Address] (alt+r) [City] (alt+y) [State/Province] (alt+s) [Zip Code] (alt+z) [Country/Region] (alt+u) [Default] (alt+e): Designates this address as the default, as previously explained under the Home Tab. [Job Title] (alt+j) [Department] (alt+d) [Office] (alt+o) [Phone] (alt+n) [Fax] (alt+x) [Pager] (alt+a) [Web Page] (alt+w) [IP Phone] This function is beyond the scope of this guide. Introduction to Outlook Express for Keyboard Users 23
If you have finished with this contact, (tab) to the [OK] button and press (enter). This will record all of the above actions, close the [Properties] window, and return you to the [List of Contacts] list box. Press (esc) or (alt+f4) to return to the [Inbox]. Additional Tabs There are four additional tabs, Personal, Other, NetMeeting, and Digital IDs, where you can enter additional information that might be useful. These tabs are considered advanced functions and are beyond the scope of this guide. Once you have entered all of the desired data for a contact, (tab) to the [OK] button and press (enter) to save the record. The cursor will be placed in the Address Book [Mail Identity] window. A [Summary] tab has now been added to this window. To cancel all of the data you entered, (tab) to the [Cancel] button and press (enter). The cursor will be placed in the Address Book [Mail Identity] window. 24 The Hadley School for the Blind
Adding a Contact from an Email Message When you have received a message and want to add the sender to your Address Book, follow these steps: 1. Open the [Inbox], and select the message from the individual you wish to add. Note: Do not open the message. 2. Press the (Applications) key, which is usually the third key to the right of the space bar. 3. You will be placed in a context menu. Press (b) to add the contact to the address book. The contact will be recorded, and you will be placed back in the [Inbox]. Your screen reader may not indicate that this action has taken place. Only the name and email address of the contact has been recorded in the Address Book. The [Summary] tab has now been added to the Address Book [Mail Entry] window. To enter additional data for this contact, follow the steps outlined below. Introduction to Outlook Express for Keyboard Users 25
Editing a Contact Regardless of which method you used to add a contact to your Address Book, follow these steps if you wish to edit or add additional data to an Address Book entry. 1. Be sure you are in the [Inbox] when you start this process. 2. Open the Address Book: JAWS: (ctrl+shift+b) WINDOW-EYES: (alt+t, b) The [Address Book Mail Entry] window is opened, and the cursor is in the [Type name or select from list] edit box. You now have two options: a. Type the Name: You should be careful to edit the correct entry. Make sure you enter the contact's full name as it was previously recorded in the Address Book. If you have a contact in your Address Book multiple times, the first listing will be selected by default when you press (enter). Likewise, if you have multiple contacts with the same first name, the first listing will also be selected by default when you press (enter). 26 The Hadley School for the Blind
b. List of Contacts: (Preferred Method) Tab once to access the list of contacts, and scroll through the list to locate the contact you wish to edit. This method will ensure you edit the right contact. 3. Press (enter) on the desired contact. The contact's [Property] window opens. The cursor will be placed in the [Summary] tab on the contact's name. Summary Tab: When you initially added and saved a contact, the [Summary] tab was automatically created in the [Properties] window. This tab contains some of the information that you entered when you created the contact. This information cannot be edited in this tab. It will automatically update when you save any changes made to the tabs in the [Properties] window. You must access each individual tab, as described in the previous section Adding a Contact, to edit the data. Introduction to Outlook Express for Keyboard Users 27
Deleting a Contact To delete a contact, follow these steps: 1. Open Outlook Express. You should be in your [Inbox] by default. 2. Open the [Contacts List]: JAWS: (ctrl+shift+b) WINDOW-EYES: (alt+t, b) 3. The cursor is in the [Type name or select from list] edit box by default. 4. Press (tab) once to access the list of contacts. 5. Use your (up) and (down) arrow keys to scroll through the list until you locate the contact you wish to delete. 6. Delete the contact: (delete). You will be asked to confirm this action. Press (y) for Yes or (n) for No. Either action will place you back in the list of contacts. 7. Close the [Contact List]: (alt+f4). You will be returned to the [Inbox]. 28 The Hadley School for the Blind
Creating and Editing Signatures You can personalize any email message by adding a signature. Your signature can contain your name, contact information, and any text you desire. You can also create several different signatures and select the one you want for different recipients. For example, you might want a professional signature for emails related to your work but prefer a more personal signature with a quote for family and friends. Creating a Signature The following instructions will explain how to create a signature. 1. Open Outlook Express. You should be in your [Inbox]. 2. Open the [Tools] menu: (alt+t) 3. Select [Options]: (o). The cursor will be in the [General] tab, on the first check box [When starting go directly to my Inbox folder]. 4. Switch to the [Signatures] tab: (ctrl+tab) until located. The first two items are check boxes, and the cursor is placed on the first box [Add signatures to Introduction to Outlook Express for Keyboard Users 29
all outgoing messages]. The second box is [Don't add signatures to Replies and Forwards]. Press the (space bar) to check or uncheck each box. If checked, the signatures will be added to emails by default. Note: Your screen reader may not voice all of the steps listed below, or properly announce the text and edit boxes you will be using. Proceed with caution. 5. Press (alt+n) and the following actions will occur: a. The temporary signature name "Signature #1" is created in the [Signature] list box. b. This signature is tagged as the default signature for all emails. c. The cursor is placed in the [Edit Signature] text box where you will actual type in the text which makes up Signature #1. You may now enter your name and any other information you wish to include in the signature section of an email. Each time you press (alt+n), a new signature name will be created in the [Signature] list box, and numbered in the proper sequence, 1, 2, 3, 4, etc. 30 The Hadley School for the Blind
6. Press (alt+a) to apply the current signature. The cursor is placed back on the [Add signatures to all outgoing messages] check box. You may now repeat the process to create additional signatures. Renaming a Signature To edit the signature press (alt+s) to access the [Signatures] list view box. Scroll through the signatures and press (alt+m) to select the signature you wish to edit. You may now rename the selected signature. As soon as you start typing the new name, the original name will be eliminated. Once you have completed the name, press (enter) to confirm the change. The cursor is still in the [Signatures] list view box, and you can repeat the process if you wish to rename additional signatures. After the renaming process is complete you now have two options. 1. If you are completely finished, (shift+tab) to the [OK] button and press (enter). You will be placed back in the [Inbox]. 2. If you wish to change the default signature press (alt+s) to access the [Signatures] list box. Scroll Introduction to Outlook Express for Keyboard Users 31
through the signatures, and press (alt+e) to make the selected signature the default. Note: Your screen reader may not inform you that the selected signature has been set as the default. You can confirm the change by scrolling through the signatures. Your screen reader will voice the name of the signature, followed by "Default Signature". Editing an Existing Signature 1. From the [Inbox] open the [Tools] menu (alt+t). 2. Open the [Options] window (o). 3. Select the [Signatures] tab (ctrl+tab) until located. 4. Access the [Signatures] list view box (alt+s). 5. Scroll through the signatures until you find the one you wish to edit. The one you leave the cursor on will be the selected signature. 6. Press (tab) until you locate the [Edit Signature] box. Your screen reader may voice the name of this box as (edit). You may now use standard text editing procedures. Once you have made all of the changes, press (alt+a) to apply the changes. 7. The cursor will be placed back on the [Add signatures to all outgoing messages] check box. 32 The Hadley School for the Blind
You may edit additional signatures by repeating the process. 8. Once complete, press (shift+tab) until you locate the [OK] button, and press (enter). You will be placed back in the [Inbox].Selecting an Optional Signature Selecting an Optional Signature These instructions assume that you have created more than one signature for different recipients. When you open a new message, the default signature will always be included. It will be preceded by a blank line where you will enter your text. The signature will not be added if you unchecked the check box [Add signatures to all outgoing messages]. 1. Type in your email message. 2. If you want to change the signature, you must remove the default signature. There are three common methods to remove the signature: a. Place the cursor at the beginning of the first line of the signature. Press (ctrl+shift+end). This will select the entire signature. Press the (delete) key to delete the signature. Introduction to Outlook Express for Keyboard Users 33
b. Move the cursor to the beginning of the first line of the signature. Press and hold the (delete) key until the signature is deleted. c. Press (ctrl+end) to move the cursor to the end of the last line of the signature. Press the (backspace) key continuously until the signature has been deleted. 3. Once the default signature has been deleted, press (alt+i) to open the [Insert] menu. 4. Press (s) to access your list of signatures. Scroll down the list until you reach the signature you wish to put in the email, and press (enter). The signature will be placed at the end of the email, and the cursor will be placed at the end of the signature. Press (alt+s) to send the email. You will be placed back in the [Inbox]. Removing a Signature To remove a signature from your list of signatures: 1. From the [Inbox] open the [Tools] menu: (alt+t). 2. Open the [Options] window: (o). 3. Select the [Signatures] tab: (ctrl+tab) until located. 4. Access the [Signatures] list view box: (alt+s). 34 The Hadley School for the Blind
5. Scroll through the signatures, and press (alt+r) to remove the desired signature. The cursor is still in the [Signatures] list view box. Repeat this step if you wish to delete additional signatures. Once finished, (shift+tab) to the [OK] button and press (enter). You will be placed back in the [Inbox]. Spelling The spelling function checks the spelling in the body of a message you compose. It will not check the subject line or any attachments that accompany the email. Note: The cursor must be at the beginning of the first line of the message. Before initiating the spell-checking process, press (ctrl+home) to ensure the cursor is at the beginning of the message. There are three sections in the Spelling window: [Not in Dictionary] textbox, [Change To] edit box, and the [Suggestions List]. Once you have composed a message, follow these steps: 1. Open Spelling: (f7) Introduction to Outlook Express for Keyboard Users 35
2. You will be placed in the [Change To] window, and the first misspelled word will displayed in the [Not in Dictionary] text box and then spoken and spelled. This will be followed by the spoken and spelled recommended replacement word in the [Suggestions] list box. Note: Words that are identically misspelled may be treated differently based on spacing, capitalization, and punctuation. Because of this, the use of (alt+l), which is Correct All, is not recommended. 3. There are three methods to correct the spelling: a. Automatic Correction: After the misspelled word is voiced, the first recommended correction will be voiced and is already selected. If this is the spelling you want, press (alt+c) to make the correction and continue the spell-checking process. b. Correction Selection: If this is not the spelling you want, press (alt+n) and the cursor will be placed in the [Suggestions] list box. Use the (up) and (down) arrows to scroll through the list of suggestions, and press (alt+c) on the 36 The Hadley School for the Blind
spelling you want and continue the spellchecking process. c. Manual Correction: If you wish to manually correct the misspelled word, press the (down arrow) once. The cursor will be placed to the right of the last letter of the misspelled word in the [Change To] edit box. Use standard editing commands and keystrokes to make the corrections. Press (alt+c) to record the corrections and continue the spell-checking process. Note: It should be noted that different screen readers will treat the manual corrections process in different ways. You will need to experiment with your system to determine the correct process for you. Acronyms, Abbreviations, Proper Names, and Alternative Spellings Many times the spell-checker will identify these as misspelled. If you know the selected word is not misspelled, press (alt+i) to ignore the spelling once or (alt+g) to ignore the spelling throughout the message. Introduction to Outlook Express for Keyboard Users 37
If it is a spelling that you use regularly, (alt+a) will add it to the spelling dictionary. Creating and Deleting a Folder Creating a Folder 1. From the [Inbox], press (shift+tab) once to access the [Folder List Treeview] list box. 2. Press the (up) arrow once to access the [Level 1 Local Folders] list box. 3. Press (ctrl+shift+e) to open the [Create Folder] window. The cursor is in [Folder Name] edit box. Type in the name of the new folder and press enter. The new folder will be created as a level two folder and arranged alphabetical following the five default folders. 4. Press the (down) arrow once and then (tab) once to move back to the [Inbox]. Deleting a Folder 1. From the [Inbox], press (shift+tab) once to access the [Folders] list. 2. Scroll through the folders, using the (up) and (down) arrow keys until you locate the folder you wish to delete. 38 The Hadley School for the Blind
3. Press the (delete) key. A confirmation box will open, and you will be asked to confirm this action. Press (y) for Yes and (n) for No. Pressing (n) places you back in the folder list, on the same folder. Pressing (y) deletes the folder, and places you on [Level 1 Local Folders] in the [Folders] list. 4. If you pressed (y), arrow down once to reach the [Inbox] and press (tab) to access the messages in the [Inbox]. Note: You cannot delete any of the original default folders. Introduction to Outlook Express for Keyboard Users 39
Outlook Express Keyboard Shortcuts This is not an all-inclusive list of shortcut keystrokes. As you become more experienced with Outlook Express, you will find more keystrokes for different features and functions in the program. (alt+a) In Spelling: Add a spelling to the dictionary In a dialog box: Apply an action In Address Book, [Add a Contact], [Business] tab: Access the [Pager] number edit box (alt+c) In Spelling: Confirm a spelling change (alt+d) In Address Book, [Add a Contact], [Name] tab: Accesses the [Middle Name] edit box In Address Book, [Add a Contact], [Business] tab: Accesses the [Department] edit box (alt+e) In Signatures: Designates the default signature In Address Book, [Add a Contact], [Home] tab, [Default]: Designates the selected email address as the default printing address for the selected contact Introduction to Outlook Express for Keyboard Users 41
(alt+f): Open the [File] menu In Address Book, [Add a Contact], [Name] tab: Access the [First Name] edit box (alt+g) In Spelling: Ignore All In Signatures: Open the [Signature] window In Address Book, [Add a Contact], [Home] tab: Opens the contact's Internet home page in a Web browser window (alt+i) In Spelling: Ignore Once In numerous functions opens the [Insert] menu (alt+j) In Address Book, [Add a Contact], [Business] tab: Accesses the [Job Title] edit box (alt+l) In Spelling: Change All (Not recommended for use) In Address Book, [Add a Contact], [Name] tab: Accesses the [Last Name] edit box In Address Book, [Add a Contact], [Home] tab: Accesses the [Mobile] phone number edit box 42 The Hadley School for the Blind
(alt+m): Opens the [Message] menu In Address Book, [Add a Contact], [Name] Tab]: Accesses the [Email Address] edit box In Address Book, [Email Address]: Accesses the [Email Address] edit box In Tools, [Options], [Signatures tab]: Renames a signature (alt+n) In Spelling: Moves the cursor to the [Suggestions] list box In Address Book, [Add a Contact], [Name] tab: Accesses the [Nickname] edit box In Address Book, [Add a Contact], [Home and Business] tabs: Accesses the [Phone] edit box In Tools, [Options], [Signatures] tab: Automatically creates and numbers a new signature and places the cursor in the [Create a new signature] edit box In a Confirmation Box: Is option [No] (alt+o) In Address Book, [Add a Contact], [Business] tab: Accesses the [Office] edit box (alt+p) In Setting Defaults, [Reading Pane]: Toggle to change the [Show preview panel] check box Introduction to Outlook Express for Keyboard Users 43
In Address Book, [Add a Contact], [Name] tab: Accesses the [Display] edit box, which contains the first, middle, and last name of the contact (alt+r) In Address Book, [Add a Contact], [Home and Business] tabs: Moves the cursor to the [Street Address] edit box In Signatures: Delete a signature (alt+s) Send an e-mail message In Saving Attachments: Saves the attachment In Address Book, [Add a Contact], [Name] tab, [Multiple Email Addresses]: Selects the email address you want to set as the default In Address Book, [Add a Contact], [Home and Business] tabs: Accesses the [State/Province] edit box In Creating and Editing Signatures, [Editing Signatures]: Accesses the [Signatures] list box (alt+t) Open the [Tool] menu In Address Book, [Add a Contact]: Accesses the [Title] edit box (alt+u) In Spelling: Undo spelling correction 44 The Hadley School for the Blind
In Address Book, [Add a Contact], [Name Tab,] [Multiple Addresses]: Moves the cursor to [Send email using plain text only] toggle In Address Book, [Add a Contact], [Home and Business] tabs: Accesses the [Country/Region] edit box (alt+w) Enter the contact's Internet home page (alt+x) In Address Book, [Add a Contact], [Home and Business] tabs: Accesses the Enter the [Fax Number] edit box (alt+y) In Address Book, [Add a Contact], [Home and Business] tabs: Accesses the [City] edit box (alt+z) In Address Book, [Add a Contact], [Home and Business] tabs: Accesses the [Zip Code] edit box (alt+t, b) WINDOWS EYES: Open the Address Book (ctrl+c) Copy selected text (ctrl+d) Delete a closed or open email message (ctrl+f) Forward an email message Introduction to Outlook Express for Keyboard Users 45
(ctrl+m) Check for new email from any folder (ctrl+n) Opens a new email message In Address Book, [Add a Contact]: Opens the [Properties] dialog box (ctrl+p) Print (ctrl+r) Reply to an email message (ctrl+s) In Address Book, [Contacts]: Save a new contact (ctrl+v) Paste (ctrl+x) Cut (ctrl+y) Go to folder (ctrl+shift+e) Creates a new folder (ctrl+shift+b) JAWS: Open the Address Book (ctrl+shift+i) Switch to the [Inbox] (ctrl+shift+o) Opens the [Options] dialog box (same as alt+t, o) 46 The Hadley School for the Blind
(ctrl+shift+r) When sending an email message: Reply to All (f1) Outlook Help from anywhere (f7) Start spell check (esc) Cancel current task Introduction to Outlook Express for Keyboard Users 47