CREATING AND SENDING A MESSAGE

1. Open Outlook.
2. Click the New Mail message button in the toolbar or press the Ctrl+N keys on the keyboard.
3. A blank Message form will open.

   

4. Complete the Message form.
5. Click the Send button in the toolbar.
6. Respond appropriately to the Spell Check prompts.
7. The message will be sent.

ADDRESSING A MESSAGE

Until you have actually sent an email to a particular recipient, Outlook will not auto-complete email addresses. To send an email to someone for the first time, follow the instructions listed below.

1. Open Outlook.
2. Create a new message.
3. Click on the To button.
4. The Select Names dialog will appear.



5. Click on the downwards pointing arrow to the right of the Show Names From The field and choose your desired address list.
6. Type the person's or group's name in the Type Name or Select from List field or, using the scroll bar, select the person's or group's name from the displayed list.
7. When the desired name is highlighted, press the Enter key on your keyboard to insert the name in the To field. You can also click on the To->, Cc->, or Bcc-> buttons to insert the name in any of those fields.
8. Continue this process for each recipient.
9. When done, click on the OK button or press the Enter key on your keyboard to return to the message form.
10. Complete the email and send away!

Note 1: All Law Center email addresses are listed under Global Address List. All of your personal addresses are listed under Contacts.

Note 2: If entering typing multiple email addresses into the To field, insert a semicolon to separate them (i.e., mom@aol.com; dad@verizon.net; brother@gmail.com)

All Main Campus addresses are listed under the Main Campus directory, but that directory is hard to search. However, you can force Outlook to auto-complete email addresses from that address list.

1. Open Outlook.
2. Create a new message.
3. Type the person’s last name in the To field.
4. The name will not be underlined, indicating that no email address has been matched to it.
5. Click on the Check Names button , located in the email’s toolbar.
6. The Check Names dialog will appear, listing all of the email addresses that meet your criteria.



7. Click once on the desired name.
8. Click on the OK button.
9. You will return to the email message.
10. The underlined name will appear in the To field.



11. Complete the email and send away!

1. Click the Options button in the toolbar of a new message.
2. The Message Options dialog will appear.



3. Select from the following options:

Message Settings	Set the Importance, Sensitivity, and Security of the current message.
Voting and Tracking Options	Insert selected or created voting buttons in the message; track when the message has been received and/or read.
Delivery Options	Have any replies automatically go to additional recipients; delay the delivery of the message; have the message expire after a specified date and time; specify a format for an attachment; apply encoding; associate the message with other Contacts; and/or categorize the message.

4. Click on the Close button to apply the selected option(s) to that particular message.

MANAGING MESSAGES

Reply to a message:
Click on the Reply button or press the Ctrl+R keys on your keyboard.

Forward a message:
Click on the Forward button or press the Ctrl+F keys on your keyboard.

Delete a message:
- Without opening a message, you can click on the Delete button or press the Ctrl+D keys on your keyboard.
- To permanently delete a message, press the Shift+Delete keys on your keyboard. The message will becompletely removed from the server - it will not be place in the Deleted Items folder.

Sorting messages:

• There are four default columns in your Inbox: From, Subject, Received and Size.

  

• You can change how your emails are sorted. To do so, simply click on a column header, such as Received.
• Clicking once on a column header sorts your emails by that option in ascending order. A second click sorts them in descending order.
• You can tell which column the emails are sorted by, as the column header will have an arrow to its right, such as the Received column header above. This arrow indicates whether the emails are being sorted in ascending or descending order. A downward pointing arrow indicates an ascending sort, while an upward pointing arrow indicates a descending sort.

EMAIL OPTIONS

To change the way messages are handled, follow the instructions provided below.

1. Click on the word Tools in the menu bar.
2. Choose the Options option.
3. The Options dialog will open.



4. Click on the Email Options button.
5. The Email Options dialog will open.



6. Select the desired options.
7. Click on the OK button.
8. You will return to the Options dialog.
9. Click on the OK button.
10. Your new message handling options will go into effect immediately.

To change the appearance of messages, follow the instructions provided below.

1. Click on the word Tools in the menu bar.
2. Choose the Options option.
3. The Options dialog will open.
4. Go to the Mail Format tab.



5. Click on the Fonts button in the Stationery and Fonts section to modify the font for new messages, replies and forwarded messages.
6. Use the drop down arrow to the right of the Use this Stationery by Default to choose a background for your messages.
7. Click on the OK button.
8. Your new message formatting will go into effect immediately.

Note: Using stationery makes the size of your emails larger. Also, your recipients may not be able to see the stationery, depending on the email client they use.

DISABLING SPELL CHECK

1. Click on the word Tools in the menu bar.
2. Choose the Options option.
3. The Options dialog will open.
4. Go to the Spelling tab.



5. Remove the checkmark from the Always Check Spelling before Sending field.
6. Click on the OK button.

CREATING A SIGNATURE

Signatures can be applied to new messages by default or by selecting from a list.

1. Click on the word Tools in the menu bar.
2. Choose the Options option.
3. The Options dialog will open.
4. Go to the Mail Format tab.



5. Click on the Signatures button.
6. The Create Signature dialog will appear.



7. Click on the New button.
8. The Create New Signature dialog will appear.



9. Enter a name for your signature in the Step 1 field.
10. Accept the default Step 2.
11. Click on the Next button.
12. The Edit Signature dialog will appear.



13. In the text box, type the text for your signature.
14. Use the the Font and Paragraph buttons to apply formatting if desired.
15. Click on the Finish button.
16. You will return to the Create Signature dialog.
17. Repeat Steps 7- 15 for any additional signatures you want to create, i.e., internal and external message signatures.
18. When you have finished creating your signature(s), click on the OK button of the Create Signature dialog.
19. You will return to the Options dialog.
20. Select the signature you want to use in the Signature section.
21. Click on the OK button.
22. That signature will appear on every email you send.

Note: If you want to choose which signature to use on a per email basis, do not select a signature in the Signature section. Keep the default option None and click on the OK button. After composing your message, position your cursor in the desired location and click on the the Signature icon in the toolbar. You will then be able to select a signature from a list.

Click HERE to learn more about Receiving Messages or click HERE to return to the Table of Contents.