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Create a POP3 e-mail account

  1. On the Tools menu, click Accounts.
  2. Click the Mail tab.
  3. Click Add, and then click Mail.
  4. Type the name you want associated with the account, and then click Next.
  5. Type the e-mail address of the POP3 account, and then click Next.
  6. Follow the rest of the instructions in the Internet Connection Wizard.

    For Help on an option, click Help.

Delete an e-mail account

  1. On the Tools menu, click Accounts.
  2. Click the Mail tab.
  3. In the Account box, select the e-mail account you want to delete, and then click Remove.

Encode messages for travel over the Internet

  1. On the Tools menu, click Options, and then click the Mail Format tab.
  2. In the Send in this message format box, click Plain Text or HTML.
  3. Click Settings.
  4. Select the options you want to use.

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

Set up Outlook for e-mail if you are not currently using it

If you chose the No E-mail option when you installed Outlook, you can still install e-mail support.

  1. On the Tools menu, click Accounts.
  2. Click the Mail tab.
  3. Click Add, and then click Mail.
  4. Follow the rest of the instructions in the Internet Connection Wizard.

    For Help on an option, click Help.

Specify which e-mail account to use to send a message

  1. In the message, click Options .
  2. In the Send message using box, click the account you want to use, and then click Close.

Set up a separate Inbox for each user of a computer

  1. Click the Microsoft Windows Start button, point to Settings, and then click Control Panel.
  2. Double-click the Users icon.
  3. Create a new Windows user profile.
  4. Log on by using the Windows user profile.
  5. Set up your Outlook e-mail account.
  6. To use your Inbox, log on to Windows by using your Windows user profile and then start Outlook.

For more information about setting up Windows user profiles and logging on to Windows, see Windows Help.

Switch between offline and online

  • On the File menu, click Work Offline.

Notes  

  • When you are online, Outlook automatically sends and receives messages based on the time interval you set. Outlook checks recipient names against any LDAP servers that you use and any IMAP folders you use are available.
  • When you are offline, Outlook connects to the server only when you specify, and hangs up immediately after sending and receiving messages. Outlook does not check LDAP servers for recipient names, and IMAP folders are not available.

About connecting to your Internet e-mail server

You can connect to your Internet e-mail server either by using a local area network (LAN), a dial-up networking connection by using a modem, or your own dialing program by using a modem:

  • To connect to the Internet through a LAN, your organization must provide external access to the Internet through an Internet gateway (A device that connects different e-mail systems and transfers messages between them), or use an Internet Mail server that is already on a LAN. When you connect to the Internet through a LAN, your Internet e-mail server automatically checks for and delivers new messages at preset time intervals. You can also specify a dial-up networking connection to use when the LAN is not available.
  • To connect to the Internet by using a modem, your Internet service provider (A company that provides access to the Internet for a fee. The Internet service provider gives you the software you need to connect, the phone number to gain access to the service, and a user name and password to identify yourself. You can then use a modem to log on to the Internet to send and receive messages and browse the Web) needs to provide you with the phone number, modem settings, and required network protocols. To check for and deliver new messages by using a modem, click the Tools menu, point to Send/ Receive, and then click the e-mail account (Settings that make it possible to send, store, and receive messages. Most settings should match what your Internet service provider requires) you want to send and receive from. Your Internet e-mail server will not do this for you automatically.
  • If you use another dialing program, and you would rather prompt the server when you want your incoming and outgoing mail to be delivered, you can connect to the server manually. For example, you might want to connect manually if you have a slow connection to your e-mail server using a dial-up networking connection, and you don't want to wait for the server to connect automatically.

Connect to your Internet e-mail server by using a modem

  1. On the Tools menu, click Accounts.
  2. Click the Mail tab.
  3. In the Account box, click the account you want to change.
  4. Click Properties, and then click the Connection tab.
  5. Click Connect using my phone line.
  6. In the Use the following Dial-Up Networking connection box, select the appropriate connection from the list, or click Add.

Note    You can automatically disconnect from your modem after you send and receive messages. On the Tools menu, click Options, click the Mail Delivery, and then select or clear the Hang up when finished sending, receiving or updating check box.

Connect to your Internet e-mail server by using a LAN connection

  1. On the Tools menu, click Accounts.
  2. Click the Mail tab.
  3. In the Account box, click the account you want to change.
  4. Click Properties, and then click the Connection tab.
  5. Click Connect using my local area network (LAN).

    If you want to automatically use a dial-up networking connection when the LAN is not available, select the Connect via modem if the LAN is not available check box.

Check your e-mail server settings

You can change e-mail server settings for POP3 and IMAP accounts.

  1. On the Tools menu, click Accounts.
  2. Click the Mail tab.
  3. In the Account box, click the account you want to change.
  4. Click Properties.
  5. On the Servers, Connection, and Advanced tabs, check the settings against those given to you by your Internet service provider (ISP) (A company that provides access to the Internet for a fee. The Internet service provider gives you the software you need to connect, the phone number to gain access to the service, and a user name and password to identify yourself. You can then use a modem to log on to the Internet to send and receive messages and browse the Web).

    If everything matches, contact your ISP to verify that you have the correct settings and that their servers are operating correctly. Also, make sure your ISP supports the protocol you are using, such as PPP, SMTP, POP3, or IMAP.

Change the server time out

  1. On the Tools menu, click Accounts.
  2. Click the Mail tab.
  3. In the Account box, click the account you want to change.
  4. Click Properties, and then click the Advanced tab.
  5. Under Server timeouts, select the interval you want.

Check for new messages

  • On the Tools menu, point to Send/Receive, and then click the e-mail account (Settings that make it possible to send, store, and receive messages. Most settings should match what your Internet service provider requires) you want to send and receive from.

Learn about setting a time interval to check for messages.

Send messages

  • On the Tools menu, point to Send/Receive, and then click the e-mail account (Settings that make it possible to send, store, and receive messages. Most settings should match what your Internet service provider requires) you want to send and receive from.

Send messages automatically

  1. On the Tools menu, click Options, and then click the Mail Delivery tab.
  2. Select or clear the Send messages immediately when connected check box. The message is sent when you click Send in a message.

Note   If you connect using a LAN, messages are sent in the background. If you use a dial-up networking connection, Microsoft Outlook tries to connect to the server after you click Send in a message.

Send pictures with messages from the Internet

  1. On the Tools menu, click Options, and then click the Mail Format tab.
  2. In the Send in this message format list, click HTML.
  3. Click Settings.
  4. To include pictures in a message, including any backgrounds, select the Send pictures from the Internet with messages check box.

    To provide pointers to the pictures instead of including them, clear the Send pictures from the Internet with messages check box.

Notes  

  • Sending pictures can increase the size of a message, and slow down the sending and receiving of messages.
  • You can turn this setting on and off per message. In the message, click the Format menu, and then click Send Pictures from the Internet.

Stop downloading large messages

This option is ignored if you send messages over a local area network (LAN).

  1. On the Tools menu, click Options, and then click the Mail Delivery tab.
  2. Select the Don't download messages larger than check box, and then enter a number in the box.

Break apart large messages when you send them

This procedure only works if the recipient of the message uses Microsoft Outlook 98 or later.

  1. On the Tools menu, click Accounts.
  2. Click the Mail tab.
  3. In the Account box, click the account you want to change.
  4. Click Properties, and then click the Advanced tab.
  5. Select the Break apart messages larger than check box, and enter a number in the box.

Keep a copy of your messages on a server

  1. On the Tools menu, click Accounts.
  2. Click the Mail tab.
  3. In the Account box, select the account you want to change.
  4. Click Properties, and then click the Advanced tab.
  5. If you are connected to a POP3 mail server, select or clear the Leave a copy of messages on server check box.

Notes

  • To have your messages deleted from a POP3 mail server after a number of days, select the Remove from server after check box, and then enter a number of days in the box.
  • To have your messages deleted from a POP3 mail server when you empty your Deleted Items folder, select the Remove from server when deleted from Deleted Items check box.

Allow responses to requests for read receipts

  1. On the Tools menu, click Options, and then click E-mail Options.
  2. Click Tracking Options.
  3. Do one of the following:

    To send a read receipt whenever one is requested, click Always send a response.

    To not allow a read receipt whenever one is requested, click Never send a response.

    To be notified when a read receipt is requested, click Ask me before sending a response.

Add a name to a group in the Address Book

  1. On the Tools menu, click Address Book.
  2. In the Address list, double-click the group you want to add a name to.

    Groups are identified by the group icon.

  3. Click Select members.
  4. Click a name in the list, and then click Select.

Address a message using the Address Book

  1. Create a mail message.
  2. In the mail message, click the To, Cc, or Bcc button.
  3. In the Type name or select from list box, type the name of the contact, or click Find.
  4. In the Name list, click the name you want, and then click To, Cc, or Bcc.
  5. To add a new name, click New Contact.

Create a group in the Address Book

  1. On the Tools menu, click Address Book.
  2. On the File menu, click New Group.
  3. In the Group Name box, type the name of the group.
  4. To select one or more names from the Address Book, click Select Members.
  5. Click a name in the list, and then click Select.

Delete a group in the Address Book

  1. On the Tools menu, click Address Book.
  2. In the Address list, click the group you want to remove.
  3. Click Delete .

Add to a group people who are not currently in your Address Book

  1. On the Tools menu, click Address Book.
  2. On the File menu, click New Group.
  3. Do one of the following:

    To add a member to a group and to your Address Book, click New Contact.

    To add a member to a group but not to your Address Book, under Add this entry to the group, enter the name and e-mail address of the contact and then click Add.

Find names in the Address Book

  1. Click Start, point to Find, and then click People.
  2. In the Look in box, click the directory service you want to search.
  3. On the People tab, type the information to search for.
  4. Click Find Now.

Get information about names in the Address Book

  1. On the Tools menu, click Address Book.
  2. Click the name you want more information about, and then click Properties.

Remove a name from a group in the Address Book

  1. On the Tools menu, click Address Book.
  2. In the list of names, double-click the group you want to remove a name from.
  3. In the Group Members list, click the name you want to remove.
  4. Click Remove.

Import an address book from another program

  1. On the File menu, click Import and Export.
  2. Click Import Internet Mail and Addresses.
  3. In the list, select the application you want to import an address book from.
  4. To import entries from your Address Book, select the Import address book check box.
  5. To specify a destination for your address book other than Contacts, select Personal Address Book.
  6. To specify that duplicate addresses should be replaced with addresses being imported, click Replace duplicates with items imported.

    To specify that duplicate addresses should be added, click Allow duplicates to be created.

    To specify that duplicate addresses should not be imported, click Do not import duplicate items.

  7. Click Finish.
  8. To save a copy of the Import summary to your Inbox, click Save in Inbox.

About Internet security

Microsoft Outlook includes security features that allow you to send and receive secure e-mail messages and prevent unauthorized access to your computer.

To send secure messages you need a digital ID. A digital ID (also called a certificate) provides a means for proving your identity on the Internet. With a digital ID you can add a digital signature to your messages so the intended recipients can make sure that the message actually came from you and has not been tampered with. You can also encrypt messages, using a special mathematical formula, so that only the intended recipient can read your messages and attachments.

You obtain your digital ID from a certifying authority, such as Verisign, Inc. With some types of e-mail servers, your network administrator can also issue a digital ID. Part of the digital ID is an irreplaceable private key that is usually stored on your computer. You can export and import this private key to other computers if you need to move your secure e-mail security settings from one computer to another. You can also make a backup copy of your digital ID. The other component of your digital ID is a public key that you send to people who want to send you encrypted messages or verify your signed messages.

To send an encrypted e-mail message to someone, you must have a copy of that person's digital ID in your contact list. Just have the person send you a digitally signed message. When you receive the message, you copy the person's address in the From field of the message into your contacts.

Security zones provide control over how much access incoming e-mail messages and Web pages have to your computer. Security zones provide advanced protection against certain types of files that may gain access to your computer and replace or damage files. You can choose which security zone to place your incoming e-mail messages in, and you can also select specific security options for each zone. For example, you can choose to disable all scripts, Java applets, or ActiveX Controls in e-mail messages that come from the Internet.

You can also set security levels for attachments.

Add a digital ID to your contacts list

  1. Open a message that has a digital ID attached.

    To have the sender attach a digital ID to a message, ask him or her to send you a digitally signed e-mail message.

  2. Right-click the name in the From field, and then click Add to Contacts on the shortcut menu.
  3. If there is already an entry for this person on your contacts list, click Overwrite this address.

    The digital ID is now stored with your contact entry for this recipient. You can now send encrypted e-mail messages to this person.

    To view the certificates for a contact, double-click the person's name, and then click the Certificates tab.

Back up or copy a digital ID

  1. On the Tools menu, click Options, and then click the Security tab.
  2. Click Import/Export Digital ID.
  3. Click Export your digital ID to a file.
  4. Click Select, and then click the digital ID you want to back up.
  5. In the Filename box, type a name and path for the security file you want to create, or click Browse.
  6. In the Password box, type the password for this digital ID.
  7. In the Confirm box, type the password again.

    Microsoft Outlook saves your digital ID as a .pfx file.

Get a digital ID for sending secure messages

  1. On the Tools menu, click Options, and then click the Security tab.
  2. Click Get a Digital ID.

    Microsoft Outlook opens your Web browser and then opens a Web page about digital IDs.

  3. Follow the instructions on the Web page.

    The certificate authority will send you a digital ID and instructions.

Move a digital ID to another computer

  1. On the Tools menu, click Options, and then click the Security tab.
  2. Click Import/Export Digital ID.
  3. Click Export your digital ID to a file.

    If the certificate you want to move does not appear in the Digital ID box, click Select, and then click the digital ID to be exported.

  4. Click Browse, and then type a file name for your digital ID. Microsoft Outlook saves your digital ID as a .pfx file.
  5. In the Password box, type your password for this digital ID.
  6. In the Confirm box, type the password again.
  7. To remove the digital ID from this computer, select the Delete Digital ID from system check box.
  8. Copy the .pfx file you created in step 5 to the new computer.
  9. On the new computer, repeat steps 1 and 2.
  10. Click Import existing digital ID from a file.
  11. Click Browse, and then click the .pfx file you created in step 5.
  12. Type the password you created in step 5.
  13. In the Digital ID Name box, type your friendly name. This is usually your mailbox name.

Send a copy of a digital ID in a message

  1. Address the message to the person you want to send your digital ID to.
  2. In the message, click Options .
  3. Select the Add digital signature to outgoing message check box.
  4. Click Send .

Delete expired certificates

  1. On the Tools menu, click Options, and then click the Security tab.
  2. Click Import/Export Digital ID.
  3. Click Export your digital ID to a file.
  4. Click Select, and then click the certificate that you want to remove.
  5. In the Filename box, enter a path and name for the file, or click Browse.
  6. In the Password box, type a password for the file.
  7. In the Confirm box, enter the password again.
  8. Select the Delete digital ID from system check box.
  9. Delete the file you created in step 5.

Note   You will not be able to open any messages that are encrypted by using the certificate you removed.