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MICROSOFT OUTLOOK

Open a message

1. Click Inbox .
2. In the message list (The right side of the Inbox that displays the contents of the selected folder), double-click the message you want.

Delete messages

1. Click Inbox .
2. Select the messages you want to delete.
3. Click Delete .

Create a message

1. On the File menu, point to New, and then click Mail Message.
2. Enter recipient names in the To, Cc, and Bcc boxes (You can send a message to recipients by separating their e-mail names with semicolons ( ; ) in the To, Cc, and Bcc boxes).
   
   Box Meaning:--

   To:-	Message is sent directly to the recipient.
   Cc:-	Carbon Copy. A copy of the message is sent to the recipient, and the recipient's
   	name is visible to other recipients of the message.
   Bcc:-	Blind Carbon Copy. A copy of the message is sent to the recipient, and the
   	recipient's name is not visible to other recipients of the message.

   To select recipient names from a list, click the To, Cc, or Bcc button.

3. In the Subject box, type the subject of the message.
4. In the text box, type the message.
5. Click Send .

Reply to a message

1. Open the message you want to reply to.
2. To reply to only the sender of the message, click Reply .

   To reply to all of the recipients in the To and Cc boxes (You can send a message to recipients by separating their e-mail names with semicolons ( ; ) in the To, Cc, and Bcc boxes).

   Box Meaning:--

   To:-	Message is sent directly to the recipient.
   Cc:-	Carbon Copy. A copy of the message is sent to the recipient, and the recipient's
   	name is visible to other recipients of the message.
   Bcc:-	Blind Carbon Copy. A copy of the message is sent to the recipient, and the
   	recipient's name is not visible to other recipients of the message.

    click Reply to All .

Forward messages

1. Click Inbox .
2. Select the messages you want to forward.
3. Click Forward .
4. Enter recipient names in the To, Cc, and Bcc boxes (You can send a message to recipients by separating their e-mail names with semicolons ( ; ) in the To, Cc, and Bcc boxes).

   Box Meaning:--

   To:-	Message is sent directly to the recipient.
   Cc:-	Carbon Copy. A copy of the message is sent to the recipient, and the recipient's
   	name is visible to other recipients of the message.
   Bcc:-	Blind Carbon Copy. A copy of the message is sent to the recipient, and the
   	recipient's name is not visible to other recipients of the message.

   To select recipient names from a list, click the To, Cc, or Bcc button.

5. If you are forwarding multiple messages, type the subject of the message in the Subject box.
6. Click Send .

Note   If you select multiple messages, they will be forwarded as attachments in a new message.

Use file attachments

What do you want to do?

1) Attach a file to an item

1. Create or open the item that you want to attach a file to.
2. Place the insertion point in the text box of the item, and click Insert File .
3. Choose the file that you want to attach, and then click Insert.
4. In a message, click Send, and in any other type of item, click Save and Close.

2) Open a file attachment from within an item

1. Open the item that contains the file attachment you want to open.
2. Double-click the icon for the attachment.

Note   An attachment in a message that uses HTML as the message format appears in a separate frame, whereas an attachment in another type of item is included in the text box of the item.

3) Open an attachment without opening the item

1. Right-click the item that contains the attachment.
2. On the shortcut menu, point to View Attachments and then click the name of the attachment that you want to view.

4) Save a file attachment

1. Open the item that contains the file attachment you want to save.
2. Right-click the icon for the attachment, and then click Save As.
3. In the File name box, enter a name for the file, and in the Save as type list, click a file format.

Note   If the item includes more than one attachment, you can hold down SHIFT and click any number of attachments to save them to the same location. On the File menu, click Save Attachments.

Move messages

1. Click Inbox .
2. Select the messages you want to move.
3. Click Move to Folder , and then click the name of the folder you want to move the messages to.

   To move to a folder not listed, click Move to Folder, and then in the Move the selected items to the folder list, click the folder you want the messages moved to.

Copy messages

1. Click Inbox .
2. Select the messages you want to copy.
3. On the Edit menu, click Copy.
4. If you want to place the copies in another folder, click the folder you want the messages copied to.
5. On the Edit menu, click Paste.

Save messages

What do you want to do?

1) Turn on or off saving a copy of messages you send

1. On the Tools menu, click Options.
2. Click the Preferences tab, and then click E-Mail Options.
3. Select or clear the Save copies of messages in Sent Items folder check box.

Note   To save a copy of a single message you send, click Options in the message, and then select the Save sent message to check box. To specify a folder you want the message saved in, click the Browse button.

2) Save an unfinished message

1. Click the message.
2. On the File menu, click Save.

Notes

• Unfinished messages are saved in the Drafts folder and are not sent.
• By default, unsent messages you are working on are saved every three minutes.
• To turn on or off automatic saving of unfinished messages, click the Tools menu, click Options, click Preferences, click E-Mail Options, and then select or clear the Automatically save unsent messages check box.
• You can change how often an unfinished message is automatically saved. You can also change the folder where the messages are saved, and other options. On the Tools menu, click Options, click Preferences, click E-Mail Options, click Advanced E-Mail Options, and then under Save messages, select the options you want.

3) Save an item as a file

1. Click the items ( An item is the basic element that holds information in Outlook [similar to a file in other programs]. Items include e-mail messages, appointments, contacts, tasks, journal entries, and notes) you want to save as a file.
2. On the File menu, click Save As.
3. In the Save in box, click the location where you want to save the file.
4. In the File name box, type a name for the file.
5. In the Save as type box, click the file type you want.

Open a draft of a message

• In the Folder List (Displays the folders available in your mailbox. To display the Folder List, on the View menu, click Folder List. To view subfolders, click the plus sign (+) next to the folder), click Drafts (The shortcut to the contents of the Drafts folder. Unfinished messages are saved in this folder), and then double-click the message.

Open the Outbox

• In the Folder List (Displays the folders available in your mailbox. To display the Folder List, on the View menu, click Folder List. To view subfolders, click the plus sign (+) next to the folder), click Outbox.

Resend a message

You can only resend messages you have sent.

1. In the Folder List (Displays the folders available in your mailbox. To display the Folder List, on the View menu, click Folder List. To view subfolders, click the plus sign (+) next to the folder), click Sent Items.
2. Open the message you want to resend.
3. On the Actions menu, click Resend This Message, and then click Send.

Check recipient names before sending a message

Outlook automatically checks the names you type in the To, Cc, and Bcc boxes (You can send a message to recipients by separating their e-mail names with semicolons ( ; ) in the To, Cc, and Bcc boxes)

against the names in the Address Book before you send a message. If an exact match is found, the name is underlined. If multiple names are found that match what you type, a red, wavy line appears under the name. Right-click the name to see the other names found.

If multiple names are found that match what you type, and you have used the address before, the name you chose previously appears with a green, dashed underline to remind you that there are other choices. Right-click the name to see the other names found.

You can still manually check names in messages. Create and address the message you want to send, click the Tools menu, and then click Check Names.

Open a hyperlink in a message

• Click the hyperlink (hyperlink Colored and underlined text or a graphic that you click to go to a file, a location in a file, an HTML page on the World Wide Web, or an HTML page on an intranet. Hyperlinks can also go to Gopher, telnet, newsgroup, and FTP sites).

Note   If you use more than one browser (browser Software that interprets the markup of HTML files posted on the World Wide Web, formats them into Web pages, and displays them to the user. Some browsers can also open special programs to play sound or video files in Web documents if you have the necessary hardware), you can specify the browser to use to go to the hyperlink. Press and hold down SHIFT and click the hyperlink, and then locate the browser you want in the Locate Link Browser dialog box.

Change the font used to read plain text messages

1. On the Tools menu, click Options, and then click the Mail Format tab.
2. Click Fonts.
3. Next to the When composing and reading plain text box, click Choose Font.
4. Select the options you want, and then click OK.

   For Help on an option, click the question mark , and then click the option.