Let’s Communicate Using Outlook
Note: When the word Click is used below, it means for you to depress the left button on your mouse.
Logging in and getting started
1. Open Netscape or Internet Explorer. Any web browser will do.
2. Type http://students.gcccd.net/exchange in the location box
3. When the new page appears type in your log in user name (first&lastname) and press enter.
4.
A new dialog window will appear.
In the user name line type:
Your Network Log in name ( Typically, first and
last name, lowercase, no spaces ).
In the password line type: Your birthday: mmddyy
Creating and sending an Outgoing Message
1. Click the “New mail message” button in the directory buttons
2. Type the e-mail address of recipient in the To: field. Commas must separate multiple addresses. This also applies to the multiple addresses in the Cc, and Bcc fields.
3. Note: Your return address is automatically inserted in the outgoing message.
4. Press tab to move the blinking cursor to the Subject field and type the subject text. (Optional, but useful)
5. To send a copy of this e-mail message to another person, press tab to the Cc: field and enter the recipient’s e-mail address. (Cc: = carbon copy or copy to) (Optional)
6. Next, tab down to the large area below the Subject field and type the body of your message.
a. Outlook does not have the ability to check spelling. To check your spelling and grammar, see below under Checking your Spelling and Grammar.
7. After completing the message click on the Send button to send the message.
1. New mail will automatically appear when you first log on to the mail program
2. If you have new mail, it appears Bold, click on the name of the sender to open the message and have it display on your screen.
3. To check for mail again, click the Refresh button in the Toolbar.
1. Select or open the message you want to reply to.
2. Select Reply from the directory buttons to display a new composition window.
3. Outlook completes the To: and Subject: fields based upon the original message. If you wish to change the subject, select the text and type in a new subject.
4. Remove those parts of the original text you don’t want to include in your reply and type in your own text.
5. When finished typing, click on the Send button in the directory buttons.
1. Select or open the message you want to forward.
2. Forward from the directory buttons. Outlook completes the Subject: field based on the original message and transfers the header and body of the original message to the new message body.
3. Type the addresses of the people you want to forward the message to in the To: field.
4. The existing text may be edited, and more text may be added to the message.
5. Once the editing is completed, click on the Send button.
Outlook doesn’t have a spell checker included in its program. To check your spelling and grammar, do the following:
a. Select your message, and then click on Cut in the Edit menu.
b. Open Microsoft Word
1. Click on “Start” button (Located at lower left corner of screen)
2. Move the Mouse pointer up to “Programs” (on the pop-up menu)
3. Continue moving the pointer over to “Microsoft Office” (next pop-up menu)
4. Continue moving the pointer over to next pop-up menu and down to “Microsoft Word,” then “Click.” (You now have a new document screen)
5. Click on Paste in the Edit menu.
6. Make sure the cursor is at the beginning of your message. Click on Spelling and Grammar in the Tools menu.
7. Upon completing the Spelling and Grammar check, select the message and click on Cut in the Edit menu.
8. Click on the Outlook button in the Taskbar. (This will return Outlook to the desktop.) Place the cursor at the beginning of the message area and click on Paste in the Edit menu.
1. Open a new message
2. Click on the Attachments tab
3. Enter the designation of the file you want to attach, or click the Browse button to locate the file.
4. Then click the Add Attachment Now button
5. You may add more than one attachment.
1. Click in the small white box next to the message to be deleted. A check mark should appear.
2. Click on the Delete marked items button in the directory buttons.
(As a safeguard, the Delete command doesn’t actually delete messages, but instead transfers them to the Deleted items mailbox.)
3. To delete messages in the Deleted items mailbox:
a. Click the yellow “up one folder” button above the inbox.
b. Click “deleted items”
c. Click the “empty deleted items folder” button in the directory buttons.
1. Click the “sent items” folder in the list of folders (same list that deleted items is in)
2. Follow the same procedures Deleting Incoming Messages.
*Warning: It is important to periodically delete your e-mail messages or save them on a floppy disk, as they are all saved on your “H” drive, which has limited space.
The Address Book is a place you keep information and addresses of individuals or groups you correspond with.
1. Select Contacts from the Tool buttons on the left side of the screen.
2. Click the Compose New Contact button in the directory buttons.
3. Enter the information for your new contact, including: name, and email address.
4. Click the “Save and Close” button in the directory buttons.
5. The new contact will show in your contacts folder.
6. To send email to anyone in your contact folder (1) click their name (2) click the “new message to contact” button in the directory buttons.
1. Click on Save As in the File menu. At the Save As dialogue box, type file name in the File name: text box
2. If the Save In list box doesn’t read “3 ½ Floppy (A:)”, click on the down arrow to the right of this box and then click on “3 ½ Floppy (A:)”
3. Click on the Save button.
*Note – School email accounts are wiped out at the end of each semester. Therefore, if you have any mail you wish to keep, you will need to save it to disk… The most universal format to save the file under is as a Text Document (.TXT)
1. Click on Print in the File Menu.
2. Type number of copies desired in the Number of copies text box.
3. Click OK or press the Enter key on the Keyboard.
1. Click on the Document Close Button (The lower of the two Close buttons located at the top right-hand corner of the active window with an “X” on them.)
1. Go to a different web site… or
2. Click on the Application Close Button (The upper of the two Close Buttons located at the top right-hand corner of the screen with an “X” on them.) You can also click on Exit in the File menu.
You can visit other web sites and return to your outlook account without having to log in again if you do not close your web browser.
| Revised:
November 09, 2004
for: http://www.cuyamaca.net/lrc by: Katherine Meek
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