Using Outlook 
Communications Group
Management 311B XBPM

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General Outlook Information
(This Document Adapted from the ATUS Outlook Help)

What is Outlook 98?

Microsoft Outlook is a desktop information management program that enables you to communicate, organize, and share information. It provides a single application with tools to manage email, appointments, contacts, projects and tasks.
 
 

Outlook 98 is highly customizable, but the default Outlook window contains an Outlook Bar, a Folder List and an Information Viewer containing an assortment of items to help manage your time and information. The contents of the Information Viewer window will change depending upon what is selected in the Outlook Bar or the Folder List.
 
 

What is the Outlook Bar?

The Outlook Bar at the left edge of the Outlook 98 window lists the main Outlook 98 components as icons. Click one of the icons to change the contents of the Information Viewer. If the Outlook Bar is not visible, choose View, Outlook Bar.
 

Outlook Today is a summary view of your appointments, unread email messages and current tasks  Inbox is used to read and compose email  Calendar is used to view and create appointments  Contacts stores names, addresses, phone and fax numbers, email addresses, etc.  Tasks tracks tasks and projects with reminder flags and priority settings  Journal records actions you specify creating a chronological or topical history of communications or actions  Notes are electronic reminders, similar to sticky notes  Deleted Items stores any deleted item until you empty the Deleted Items folder

 

What is Outlook Today?

The Outlook Today window summarizes your appointments, unread email messages and current tasks in the Information Viewer.
 

Tips for Working with Outlook 98

• Double-click an object to open it
• Click the right mouse button to display a "shortcut" menu of available actions. Use either mouse button to select from the shortcut menu.
• To create a new "object" - email message, appointment, contact or task, click the New button at the left corner of the toolbar or press CTRL + N to create a new item of the same type as the active information window. Click the "list triangle" at the right side of the New button to choose the new object of a different type.
• Drag any item into a folder to move it or create a new item of that type -depending upon the item types.

Using Email - What is the Inbox?

The Inbox Information Window displays messages with icons at the left indicating the status - read/unread, priority, attachments. Your new messages appear as "unread" messages. Messages remain in the Inbox until you delete them or move them to a different folder.

How do I open an email message?

To open an email message, click the Inbox icon in the Outlook Shortcut Bar, the Folder List or Information Viewer to see files in your inbox. Click a folder in the Folder List to see saved messages. Double click or right-mouse click to open a message.
 
 

How do I close the message window?

Click the Close box at the top right corner of the message window or choose File, Close to return to the Inbox window. NOTE: If you click the  in the VERY top corner, you will close Outlook entirely.
 
 

How do I reply to a message?

With the message open or selected, click the Reply button on the toolbar or the Reply to All button if you wish to send a response to each recipient of the original message. A reply message window opens addressed to the sender of the message with RE: in the subject line. Your insertion point is automatically positioned in the message area. The original message appears below the reply message area. Delete the original message if you do not want it included.

To send the reply, click the Send button on the toolbar.
 
 
 
 

How do I forward a message?

To send a message you have received to another person, click the Forward button on the toolbar. Click the To button for a list of addresses or see "How do I address a message?" for more information about addressing. The Subject line automatically begins with FW: to indicate that the information is forwarded. Write an introduction to the message if you wish, then click the Send button .
 
 

How do I read the next message?

With a message open, use the Previous Item/Next Item buttons to quickly move to the next message or the previous message. Click the list box on the button to open a specific type of message.

How do I close the Message Window?

Click the Close box at the top right corner of the message window, to close that window.
 
 

How do I compose a new message?

To create a new message, click the New Mail Message button at the top left corner of the Inbox or Outlook Today window. Type your message in the message area.
 
 

How do I address a message?

You can type the email address in the TO line or click the TO button or the Address Bookfor a list of addresses. Use the scroll bar in the name list to find the name you want. Double-click the name or click the To button to add the name to the Message Recipients list. You can add as many addressees as you wish.

What if I type in an address?

If you are sending an email to an Internet address, just type the address (ex: bill@microsoft.com) in the TO line. If you are sending to someone on the CBE mail system, you can type their name, and Outlook will know search for the name. If the name is found, it will be automatically underlined.

How do I attach a file?

When composing a message, click the Insert File button on the toolbar. Locate the file using the dialog box that appears and click OK. A file icon will appear in your message window. The recipient can open the attachement by double clicking on the file icon in the message.
 

How do I spell check my message?

To spellcheck your message, press F7, or go to the Tools menu, and select Spelling.