Outlook Email Basics

1. To open Outlook Email at school, double click the Outlook icon on your desktop or click Start > Microsoft Office > Microsoft Office Outlook.
Your Outlook Email ID & Password is the same as your Windows login ID & Password.
If you need password assistance, call the Help Desk (821-1201).

2. Outlook Email Web Access:

3. Outlook Email Appearance: (Note: Outlook Web Access appearance is different.)
  • Navigation Pane (left side)
Mail Folders – Inbox, Sent, Drafts, Deleted Items, Junk, Personal Folders
Buttons – Mail, Calendar, Contacts, Tasks, Notes, etc.
Add or remove buttons by clicking the small black down arrow in the lower right corner of the Navigation Pane and make choices.
  • Mail Inbox (center area) i. Customize your mail view – Click View on the top menu bar
1. Reading Pane – Click View > Reading Pane > Off
ii. Read, Reply, Forward, Create, Delete, and Manage/Organize email or appointment from this area
1. The top menu toolbars contain buttons that enable you to work with email. Roll your mouse over the toolbar icons to see all that is available.
2. Remember if needed, click
or press F1.
  • To Do Bar (right side) – Shows Calendar, Tasks, Notes, etc.

Email Notifications – Remove these if you do not want them to show on screen while teaching.
  • Click Tools > Options > select Preferences Tab > click Email Options button > click Advanced Email Options button
  • Uncheck “Display a New Mail Desktop Alert”

Personal Signature(s)Create personal signatures for your emails
  • Click Tools > Options > select Mail Format Tab > click Signature button
  • Choose to create a New Signature > Type a signature name > Type your signature > OK
  • You must re-create your signature if you use Outlook Web Access.
  • Open your Outlook Email via Web Access > click Options (top right button) > type your email signature > click Save

6. Address Books
  • Global Address Book – Contains all district personnel and school groups
  • Contacts – Contains your personal contacts and your group distribution lists

7. Distribution Lists – Groups created in order to send an email to several people
  • Click File > New > Distribution List
  • Name your distribution list.
  • Click the Select Members button.
  • Choose the Address Book from which to select members.
  • Type a name in the Search window. When member name is highlighted, press Enter to add the member to the list (or click the Members button at the bottom of the window).
  • Note: You do not need to have someone in the Global Address List, Contacts, or other list to have them in your Distribution List. If they are in neither, type a semicolon (;) at the end of the last address shown in the bottom members pane, and then type in the person’s e-mail address. They will be included in your list.
  • Click OK when all members have been added to the Distribution List.

Personal Folders
  • Click File on the menu bar > New > Folder
  • Type a name for your folder.
  • Select Personal Folders to place your folder in that location > click OK
  • Click & drag email into appropriate folders to keep your email organized.
  • To select random multiple emails, hold down the CTRL key and click messages to be moved. When all are highlighted (selected), left click - holding down the left mouse button - on any of the email messages, drag them to the appropriate folder, lift the mouse left button, and they will drop into that folder.
  • To select multiple emails in a series, click to highlight the first email, hold down the Shift key, and click the last email message to be moved. Left click, drag, & drop all into the appropriate folder.

Out of Office Assistant - If you are going to be away from your computer for a period of time, and you want to leave a courtesy message for folks to let them know that you’ll be away:
  • Click Tools on the top menu bar > Out of Office Assistant…You will need to be in the Inbox, Sent Items, Deleted Items or one of your folder screens to do this.

There is a personal calendar you can use that is included with Outlook 2007. You can access the calendar by clicking the calendar icon in the Navigation Pane on the left of your Outlook screen. Click Help** for detailed information on using the Calendar if needed.