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It
won't be long before you start receiving
all sorts of e-mail messages. Homework
questions, PTA annoucements, Save the
Trees newsletters and, my favorite,
party invitations! After awhile, your
Inbox may start to look a bit chaotic.
Fortunately, with Outlook Express you can
use digital folders to bring order to your
e-mail.
Creating
a new folder
Your
students are anxious to start their
science fair projects and have been
sending you their astromatic ideas via
e-mail. To keep these messages separate
from your regular mail, you can create a
new folder and store science fair-related
messages there.
To create a new folder:
1.
In the Outlook Express window, click the
File menu, point to Folder,
then click New Folder. The Create
Folder dialog box will open.
2. In the Folder name box, type
a name for the folder. For example, Science
Fair.
3. In the Folder List box,
select where you want to place your
new folder.
Moving
messages to a folder
Hyper-pow! You've created your first
folder. Now you can move or copy
messages to it. Here's how to give your
messages a lift.
To move a message to a folder:
1. In the message list,
select the message you want to move by
clicking it.
2. With the message(s)
selected, click the Edit menu,
then click Move to Folder. The
Move dialog box will open.
3. In the Folder List box,
click the destination folder, then
click OK to close the Move dialog box.
Your message will be stored in the
specified folder.
Deleting
a folder
Too much confusion in your e-mail? Then
simplify. If you have a folder that's
old news, you can delete it. ZAP! Just
be careful. When you delete a folder and
its contents, they're totally vaporized.
They don't appear in the Recycle Bin or
in the Deleted Items folder.
To delete a folder and its contents:
1. In the Folder List, click
the folder you want to delete.
2. On the toolbar, click the
Delete button. Or, click the Delete
key on your keyboard.
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4.
If you are sure, click the Yes
button.
Note: The Inbox folder, the Sent
folder, the Deleted Items folder, and
the Drafts folder cannot be deleted.
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As
captain of the SS Outlook Express, it's up
to you to delegate duties. A good place to
start is by charting destinations for all
your incoming messages.
Directing
incoming messages to specific folders
Instead
of moving messages to folders manually,
you can tell Outlook Express to do it for
you. Simply tell this trusty program which
messages to look out for and what it
should do with them.
In the following example, I'll show you
how to automatically move messages written
by Teacher Trudy to a file folder called Science
Education.
1. In the Outlook Express
window, click the Tools menu,
then click Inbox Assistant. The
Inbox Assistant dialog box will appear.
3. In the Properties dialog box,
type the criteria that will be used to
filter messages. In this example, the
filter is all messages from Teacher
Trudy that discuss whales.
(a) In the From box,
type Teacher Trudy's e-mail address.
(b) In the Subject box,
type a word that Teacher Trudy might
include in her message titles.
Note: If any part of a message
subject matches the text Whales,
the Inbox rules will apply to it. For
example, if a message titled Blue
Whales comes in, the Inbox Assistant
will act on it.
4. In the "Perform the
following action" area, click the Move
To check box, then click the Folder
button. The Move dialog box will appear.
5. In the Move dialog box, select
the destination folder for the filtered
messages. For example, Science
Education.
6. Click OK to close the Move
dialog box. The name of the destination
folder will be displayed in the
Properties dialog box, next to the Folder
button.
7. Click OK to close the
Properties dialog box, then click OK to
close the Inbox Assistant dialog box.
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A
student wants to browse the Smithsonian
site. Another wants to ask Bill Nye the
Science Guy the origins of sneaker odors.
Even the class hamster is signed up to
surf the Web. You have managed to keep
everyone happy in your one-computer
classroom, but now multiple e-mail
accounts have made the situation extra
tricky.
Setting
up another e-mail account
With
Outlook Express, everyone in your class
can use the same computer to check their
individual e-mail accounts. Simply
configure this snappy program to receive
messages for everyone's accounts and to
direct the messages to individual folders.
To add a new e-mail account:
1. In the Outlook Express window,
click the Tools menu, then click Accounts.
The Internet Accounts dialog box will
appear.
2. Select the Mail tab. You
will see a list of the accounts that are
in Outlook Express.
3. Click the Add button,
then click Mail. The Internet
Connection Wizard dialog box will open.
The Internet Connection Wizard will lead
you through the steps of configuring the
new account. After you complete its
instructions, click the Finish button to
return to the Internet Accounts dialog
box. The new account is displayed in the
Accounts list box.
Directing
mail from a new account Fifteen
e-mail accounts, and three messages for
each account everyday. Yikes! You'll have
a hodge-podge of messages in your Inbox
within a week. You can avoid potential
chaos by directing messages from different
accounts to separate folders.
Here's how...
1. Create a folder for the new
account.
(a) In the Outlook Express
window, click the File menu,
point to Folder, then click New
Folder. The Create Folder dialog box
will appear.
(b) In the Folder name box, type
a name for the new folder (e.g. Lisa's
Mail).
(c) In the Folder List box,
click the location where you want to
create the new folder. Click Outlook
Express to create a top-level folder
(rather than a sub-folder).
(d) Click OK to return to the
Outlook Express window. The new folder
is displayed in the Folder List.
2. Click the Tools
menu, then click Inbox Assistant.
The Inbox Assistant dialog box will
open.
4. Click the Account check box,
then in the Account list box, select the
new account.
5. In the "Perform the
following action" area, click the Move
To check box, then click the Folder
button. The Move dialog box will open.
6. In the Folder List, click the
folder you just created (e.g. Lisa's
Mail), then click OK. Any incoming
messages for the new account will be
directed to the designated folder.
7. Click OK to close the Move
dialog box, click OK to close the
Properties dialog box, then click OK to
close the Inbox Assistant dialog box.
Repeat the steps shown above for each new
account you want Outlook Express to check.
Pretty soon everyone in your class will be
able to use the same computer to retrieve
their e-mail messages.
Retrieving
messages when there are multiple accounts
When you click the Send and Receive
button, Outlook Express automatically
checks all mail accounts. Burly Bob,
however, is very touchy about privacy and
will not like it if you download his
messages. To avoid irking Bob, you'd
better learn how to check for your
messages only.
To check messages for only one account:
1. Click the Tools
menu, point to Send and Receive,
then click your account name. Outlook
Express will download any new messages
and direct them to your personal folder.
(Whew!)
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I
always seem to be misplacing things--space
goggles, rocket keys, galactic maps...
Luckily, Outlook Express has a feature
that practically guarantees I'll never
lose a single e-mail message.
Searching
for a message
Looking
for a message can be as difficult as
finding a satellite dish in an asteroid
belt-- especially if you wrote that
message long ago. No fear. Outlook Express
has a handy tool to help you find
misplaced messages.
To search for a message:
1. In the Outlook Express
window, click the Edit menu, then
click Find Message. The Find
Message dialog box will open.
2. If you want to search in a
specific folder, select the name of the
folder from the Look in box.
3. Set the criteria for your
search. For example, if you are
searching for a message sent by the
school librarian on the subject of
dinosaur bones:
(a) In the From box, type the
name of the sender (e.g. Emma Bookfan).
(b) In the Subject box, type a
few words that might appear in the
message subject (e.g. dinosaur bones).
4. When you're finished filling
in criteria, click the Find Now
button.
Outlook Express will look for the message.
Any messages that fit the criteria will be
displayed at the bottom of the Find
Message dialog box. If nothing is found,
you will see 0 message(s) on the
screen. If you want to start another
search, click the New Search button. Happy
hunting!
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E-mail
in a One-Computer Classroom
In
an ideal digital world, every student
would have a computer on their desk top.
The reality, however, is the one-computer
classroom. Fortunately, the Inbox
Assistant in Outlook Express makes e-mail
in a one-computer classroom bearable. This
feature helps you check multiple e-mail
accounts and sort incoming messages to
separate folders.
Let's see what the Inbox Assistant can
do in this classic, one-computer
classroom.
Multiple
Classes, One E-mail Account
Barbara
is a high school English teacher. She has
classes of 7th, 8th and 9th graders who
rotate in and out of her one-computer
classroom. Her students don't have
individual e-mail accounts, but the school
gave Barbara one e-mail address to use
with her classroom computer.
Barbara is coordinating a collaborative
story writing project for four of her
classes. Her 7th and 8th graders are going
to use Outlook Express to compose stories
with partnered classrooms around the
United States. How will Barbara manage the
flow of e-mail messages with only one
computer and one e-mail account?
The
Inbox Assistant Solution
Barbara
starts by creating four new folders in
Outlook Express. She names them Block A,
Block B, Block C and Block D. Barbara
knows that each of the partnered classes
will be using a unique e-mail address. So,
she sets up the Inbox Assistant to look
for these e-mail addresses. When the
program spots one of the addresses in an
incoming message, Barbara wants it to move
the message to the appropriate folder.
Barbara has set up the Inbox Assistant
to automatically sort incoming messages to
separate folders. Now, when her Block C
students check their e-mail, they simply
click the Block C folder. Way to go, Barb!
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