Outlook Express Version 6
Outlook Express 6 Complete Courseware Written by Kimberly McKay Published by Velsoft Interactive Inc.
Courseware release Version 3.0 © 2005 by Velsoft Courseware, Inc.
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TABLE OF CONTENTS
SECTION 1: GETTING STARTED 1
LESSON 1.1: AN OVERVIEW OF OUTLOOK EXPRESS 2 WHAT IS OUTLOOK EXPRESS? 2 SYSTEM REQUIREMENTS 2 LAUNCHING OUTLOOK EXPRESS 3 THE OUTLOOK EXPRESS INTERFACE 3 CLOSING OUTLOOK EXPRESS 5 STEP-BY-STEP 6
LESSON 1.2: COMPONENTS OF THE OUTLOOK EXPRESS INTERFACE 11 USING THE START-UP PAGE 11 USING THE FOLDER LIST 13
USING THE MAIN MENUU 14 USING THE OUTLOOK EXPRESS TOOLBAR 16 USING SHORTCUT MENUS 16 USING SHORTCUT KEYS 17 STEP-BY-STEP 19
LESSON 1.3: HELP AND SUPPORT 23 USING THE HELP MENU 23 THE CONTENTS AND INDEX WINDOW 23 USING THE CONTENTS TAB 24 USING THE INDEX TAB 27 SEARCHING FOR HELP 27 STEP-BY-STEP 28
SECTION 1: REVIEW QUESTIONS 35
SECTION 2: ELECTRONIC MAIL 37
LESSON 2.1: CONFIGURING AN E-MAIL ACCOUNT 38 TYPES OF E-MAIL ACCOUNTS 38 HOW TO CREATE AN E-MAIL ACCOUNT 38 MODIFYING YOUR E-MAIL ACCOUNT 42 HOW TO SEND AND RECEIVE E-MAIL 42 HOW TO ENABLE AUTOMATIC SEND AND RECEIVE 43
LESSON 2.2: WORKING WITH E-MAIL MESSAGES 45 OPENING MESSAGES 45 PRINTING MESSAGES 46 DELETING MESSAGES 48 MOVING MESSAGES 49 OPENING AND SAVING ATTACHMENTS 50 STEP-BY-STEP 52
LESSON 2.3: COMPOSING E-MAIL (PART ONE) 57 NEW MESSAGE OVERVIEW 57 CREATING A NEW MESSAGE 58 USING THE NEW MESSAGE TOOLBAR 60 USING THE FORMATTING TOOLBAR 61 REPLYING AND FORWARDING MAIL 63 STEP-BY-STEP 66
LESSON 2.4: COMPOSING E-MAIL (PART TWO) 72 ADDING A PICTURE 72 INSERTING ATTACHMENTS 73 INSERTING HYPERLINKS 75 RICH TEXT VS. PLAIN TEXT 77 USING THE DRAFTS FOLDER 79 STEP-BY-STEP 80
LESSON 2.5: CUSTOMIZING E-MAIL MESSAGES 87 USING STATIONERY 87 USING PICTURE BACKGROUNDS 89 USING SOUND BACKGROUNDS 92 CHECKING SPELLING 93 STEP-BY-STEP 94
SECTION 2: REVIEW QUESTIONS 100
SECTION 3: ORGANIZATION TOOLS 102
LESSON 3.1: MANAGING MAIL, PART ONE 103 CREATING, RENAMING, AND DELETING FOLDERS 103 CHANGING HOW MESSAGES ARE DISPLAYED 105 CHANGING WHICH COLUMNS ARE DISPLAYED 106 STEP-BY-STEP 107
LESSON 3.2: MANAGING MAIL, PART TWO 113 USING THE CURRENT VIEW MENU 113 USING THE SORT BY MENU 114 USING THE LAYOUT DIALOG 115 CREATING RULES 115 ABOUT THE BLOCKED SENDERS LIST 119 STEP-BY-STEP 121
LESSON 3.3: FINDING MESSAGES 131 FINDING A MESSAGE 131 SEARCHING WITHIN A MESSAGE 133 SEARCHING CONTACTS 135 STEP-BY-STEP 136
LESSON 3.4: WINDOWS ADDRESS BOOK BASICS 141 OPENING THE WINDOWS ADDRESS BOOK FROM OUTLOOK EXPRESS 141 OPENING THE WINDOWS ADDRESS BOOK FROM WINDOWS 142 COMPONENTS OF THE WINDOWS ADDRESS BOOK 143 STEP-BY-STEP 144
LESSON 3.5: USING THE WINDOWS ADDRESS BOOK 149 CREATING CONTACTS 149 USING YOUR CONTACTS IN OUTLOOK EXPRESS 151 MODIFYING AND DELETING CONTACTS 154 ADDING AN E-MAIL SENDER AS A CONTACT 155 ABOUT MAILING LISTS 156 STEP-BY-STEP 159
SECTION 3: REVIEW QUESTIONS 168
SECTION 4: ADVANCED TOPICS 170
LESSON 4.1: SIGNATURES 171 CREATING A SIGNATURE 171 EDITING A SIGNATURE 172 SETTING SIGNATURE OPTIONS 173 USING SIGNATURES 175 STEP-BY-STEP 177
LESSON 4.2: IDENTITIES 185 CREATING IDENTITIES 185 MANAGING IDENTITIES 186 SWITCHING IDENTITIES 188 STEP-BY-STEP 189
LESSON 4.3: IMPORTING AND EXPORTING DATA 195 LAUNCHING THE IMPORT WIZARD 195 OVERVIEW OF THE IMPORT WIZARDS 196 LAUNCHING THE EXPORT WIZARD 196 OVERVIEW OF THE EXPORT WIZARDS 197 IMPORTING AND EXPORTING MAIL AND NEWS SETTINGS 197 STEP-BY-STEP 199
LESSON 4.4: SETTING OUTLOOK EXPRESS’ OPTIONS 205 OVERVIEW OF THE OPTIONS DIALOG 205 DISABLING THE START-UP PAGE 207 SETTING DEFAULT STATIONERY 208 DISCONNECT AFTER SENDING AND RECEIVING MAIL 209 AUTOMATICALLY CHECK SPELLING 210 STEP-BY-STEP 211
LESSON 4.5: USING NEWSGROUPS 217 SETTING UP A NEWSGROUP ACCOUNT 217 ACCESSING A NEWSGROUP 220 READING NEWSGROUP MESSAGES 221 RESPONDING TO NEWSGROUP MESSAGES 222 POSTING TO A NEWSGROUP 223 CHANGING NEWSGROUP SETTINGS 224 STEP-BY-STEP 226
SECTION 4: REVIEW QUESTIONS 237
SECTION 1: Getting Started
In this section you will learn how to: Launch and close Outlook Express Use the Outlook Express interface Use and customize the Outlook Express page Use the folder list Use the main menu Use the Outlook Express toolbar Use shortcut menus and keys Work with dialog boxes Use the Help menu Use contents Use the index Search for help
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SECTION 1 Lesson 1.1: An Overview of Outlook Express
Welcome to Outlook Express! If you’re not sure what Outlook Express is, then you’ve come to the right place! In this lesson, we’re going to learn what Outlook Express is, how to open and close it, and what everything on the screen means.
What is Outlook Express?
Outlook Express is the e-mail client that comes with every version of Windows. It is a free program that allows you to send and receive e-mail, read newsgroups, and manage contacts.
System Requirements
As we just mentioned, the purpose of Outlook Express is to connect with others via e-mail and newsgroups. This means that your computer must be connected to the Internet.
If you’re confused by all these terms, here’s a brief glossary:
E-mail A means of sending electronic messages from one computer to another over the World Wide Web or other network. An e-mail may contain data other than text, such as image and music files.
E-mail Client The program you use to send and receive e-mail. Common e-mail clients are Outlook Express, Eudora, Mozilla Thunderbird, and Microsoft Outlook.
Internet Synonym for World Wide Web, which is a large collection of interconnected computer networks that span the globe.
Internet Browser A browser is a program that finds and displays text, images, and other data from the World Wide Web or some other network. Common browsers include Microsoft Internet Explorer, Mozilla Firefox, Netscape Navigator, and Opera Web Browser.
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Launching Outlook Express
If you want to open Outlook Express, take a look at your desktop. Do you see the Outlook Express icon?
If so, double-click it to open Outlook Express. If not, click the Start menu, choose Programs (or All Programs), and click Outlook Express.
The Outlook Express Interface
When you open Outlook Express, here is what you will see:
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Title Bar Menu Bar Folder List Toolbar Application Controls
Contacts Pane Start-up Page Status Bar
Here’s a brief overview of each component:
Title Bar Displays the name of the application and the current identity in use. (We’ll discuss identities at the end of this book.)
Menu Bar Click any of these headings to see a list of related commands.
Folder List This list shows you all folders available in Outlook Express.
Toolbar This row of icons gives you quick access to frequently used commands. It changes depending on which location you’re in, so we’ll discuss it in-depth in the next lesson.
Application Controls These buttons let you minimize, maximize, restore, or close the Outlook Express window.
Contacts Pane This window shows you a list of your Outlook Express contacts. Outlook Express 6 5
Start-Up Page This window offers you quick links to common tasks. We’ll take a closer look at it in the next lesson.
Status Bar The small grey bar at the bottom gives you a status report. Information provided can include whether you’re connected to the Internet (online) or not (offline) and how many new e-mail messages you have.
Closing Outlook Express
Once you have Outlook Express open, there are two ways to close it. The first is by clicking the red X at the top of the Outlook Express window.
The other way is to click the File menu and click Exit.
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With either command, the Outlook Express window will close.
Step-By-Step
In this exercise, we’re going to practice opening and closing Outlook Express. We’ll also take a look around at some of the features.
1. Click the Start menu and click All Programs. Click Outlook Express.
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2. Outlook Express will open. (If any dialogs appear, click the red X to cancel out of them.)
3. Click the Tools menu and read all the commands.
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4. Click any link in the start-up page and see what happens.
5. If you have opened a dialog, close it using the red X. Outlook Express 6 9
6. Read the Tip of the Day in the start-up page.
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7. Click the File menu and click Exit.
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Lesson 1.2: Components of the Outlook Express SECTION 1 Interface
In our last lesson, we only had a quick look at all the parts of the Outlook Express screen. In this lesson, we’re going to take a much closer look.
Using the Start-Up Page
First, let’s take a look at the start-up page.
Typically, this is the first page that you will see when you open Outlook Express. If you would rather not see this page, you can uncheck the option at the bottom. This will take you directly to your inbox when you start Outlook Express.
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As you can see, the start page has four sections: e-mail, newsgroup, contacts, and Tip of the Day. The e-mail section lets you go directly to your inbox; just click on the word Inbox.
In fact, anytime a word or phrase is underlined in the Outlook Express start page, you can click it to go to that dialog or place.
If you’re new to Outlook Express, you will find the Tip of the Day section handy. You can also scroll through the tips using the links at the bottom of the pane. Or, you can close the Tip of the Day entirely by clicking the X in the top right hand corner of the pane.
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If you do choose to close the Tips pane, you will see a Tips link so that you can re-open it.
Using the Folder List
Using the folder list is easy; just click on any folder to view its contents.
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You will then see the folder name in the title bar and above the folder list. You will also see a list of that folder’s messages in the pane on the right. As well, a preview of the selected message will appear at the bottom.
Using the Main Menu
To use the main menu, click on a heading. Then, click the action you want to perform.
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If the menu command has a right-facing arrow, another menu will pop up once you put your mouse over the first command. Then, you must select an option from the sub-menu.
Other commands will have three dots (an ellipsis) after them. This means that a dialog box will open when you click the command.
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Using the Outlook Express Toolbar
Outlook Express’ toolbar is a little tricky; it will change depending on what you click on. For example, here’s the toolbar when we were on the start page:
But, if we click on the Inbox in the folder list, our toolbar will look like this:
You can see that Outlook Express’ toolbars are no mystery; each icon has a picture and a description of what the button does. Just click the button to make the action happen!
Using Shortcut Menus
Another quick way to work with items in Outlook Express is to right-click on them. Like toolbars, right-click menus change depending on what you’ve clicked on.
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In the sample above, we right-clicked on an e-mail message, so we have options for working with that message. But, if we right-clicked on our Inbox, we would see a different menu:
Although we don’t know how to use these commands now, you will find right-click menus useful when you get more comfortable with Outlook Express.
Using Shortcut Keys
You may have noticed that some menu items had shortcut combinations next to them:
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In the sample above, you can see Ctrl + N next to the New Message item. This means that if we hold the Ctrl key down and press the letter N, a new message will open. Some shortcuts are more complicated. For example, to reply to all senders of a message, we would have to hold the Ctrl key and the Shift key at the same time, and press the letter R.
Here is a chart of commonly used shortcut keys in Outlook Express:
Open Help topics F1
Select all messages Ctrl + A
Print the selected message Ctrl + P
Send and receive mail Ctrl + M
Delete a mail message Delete or Ctrl + D
Open or post a new message Ctrl + N
Open the Address Book Ctrl + Shift + B
Reply to the message author Ctrl + R
Reply to all Ctrl + Shift + R
Forward a message Ctrl + F
Open the Inbox Ctrl + I
Go to the next message in the list Ctrl + .
Go to the previous message in Ctrl + , the list Outlook Express 6 19
Go to next unread mail message Ctrl + U
Go to folder Ctrl + Y
Open the selected message Control + O or Enter
Mark a message as read Control + Enter
As you learn more about Outlook Express, keep your eye out for shortcuts that can save you time!
Step-By-Step
In this lesson, we’ll practice everything we’ve learned about using the Outlook Express interface.
1. Open Outlook Express. (Remember that you can do this from your desktop icon or your Start menu.)
2. Close the Tips portion of the start-up page.
3. Now, click the Tips link to re-open the pane.
4. Click the Inbox link in the start-up page.
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5. Note the icons on the toolbar.
6. Click the message in your inbox and read the preview at the bottom.
7. Click the Tools menu and note the different menu options.
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8. Hold the Ctrl and Shift keys down and press the letter B. See what happens.
9. Close the window that opens using the red X in the top right-hand corner.
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10. Close Outlook Express.
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SECTION 1 Lesson 1.3: Help and Support
By now, you’re probably pretty comfortable with opening Outlook Express and clicking around inside it. However, things won’t always be so easy; we’re going to learn an awful lot about Outlook Express and you won’t be able to remember absolutely everything.
Luckily, Outlook Express has its own ways to help you out. That’s what we’re going to focus on in this lesson.
Using the Help Menu
As you might expect, the Help menu is the first place to go when you have a question. Here’s what it looks like:
As you can see, there are four options in this menu.
Contents and Index Your one-stop shop for Outlook Express help.
Read Me Technical information about Outlook Express.
Microsoft on the Web Links to online support and other Microsoft sites.
About Outlook Express Provides copyright and version information about Outlook Express.
Let’s take a look at the first command: Contents and Index.
The Contents and Index Window
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The Contents and Index page is your home base for help. It can be opened from the Help menu or by pressing F1 on your keyboard. Here’s what it looks like:
Title Bar Toolbar Window Controls
Topic List Topic Window
You can see that this screen has a lot of the same components as the main Outlook Express screen: we have a title bar, a toolbar, and window controls so we can close, minimize, or maximize the screen. However, the rest of the screen is a bit different. Let’s take a look at the three tabs.
Using the Contents Tab
The first tab in the screen above is Contents. Using this screen is easy. First, pick a topic from the list on the left and click it. Outlook Express 6 25
As you can see from the sample above, as soon as you click that topic, you will see the related information in the pane on the right.
If you click a topic that has a closed purple book, you will not see the related information on the right; instead, a longer list of topics will open that you can choose from.
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That’s all there is to using the Contents tab!
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Using the Index Tab
If you click the Index tab, here is what you will see:
In this tab, simply type the first few letters of what you’re looking for, and then double-click the entry you want to see.
Searching for Help
Our last tab is Search. Type in what you’re looking for, click List Topics, and then double-click the topic that you want to see.
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Step-By-Step
We’re going to use Outlook Express’ resources to learn more about using the program!
1. Open Outlook Express.
2. Click the Help menu and click Contents and Index.
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3. Ensure you are on the Contents tab. Click Getting Started with Outlook Express. Read the help topic on the right.
4. Once you have read the topic, click the Tips and Tricks topic. Then, click any topic below it and read the result.
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5. Next, click the Index tab. Type keyboard shortcuts. Double-click on the highlighted result.
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6. Next, click the Search tab. Type help and click List Topics.
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7. Double-click on any topic and read it.
8. Close the help window using the red X in the top right-hand corner.
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9. Click the Help menu, choose Microsoft on the Web, and click Online Support.
10. Look through the Internet Explorer window. When you are done reading the information, Outlook Express 6 34
click the File menu and click Exit.
11. Close Outlook Express.
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Section 1: Review Questions
1. How do you open Outlook Express? (Select all that apply.) A. From the Outlook Express icon in the All Programs or Programs section of the Start menu. B. From your My Documents folder. C. From your desktop icon. D. By holding the O key when your computer starts.
2. You’re looking at Outlook Express’ start-up page and then you click to the inbox. After doing so, your toolbar changes. How do you fix this? A. By re-installing Outlook Express. B. By disabling the start-up page. C. By closing and re-opening Outlook Express. D. It doesn’t need to be fixed; Outlook Express’ toolbar will change in different situations.
3. Which of the following is not a tab in the Contents and Index window? A. Online Help B. Index C. Contents D. Search
4. What is required to use Outlook Express? A. The Outlook Express CD B. An Internet connection C. A microphone D. All of the above
5. What is the purpose of the folder list? A. It gives you a list of all the Outlook Express shortcut keys. B. It is the place you go for help. C. It controls how you connect to the Internet. D. It lets you see all your Outlook Express folders.
6. Which of these statements about the Outlook Express toolbar is false? (Select all that apply.) A. It is contextual, meaning it changes depending on what you are doing. B. It has icons. C. It contains every command available in Outlook Express. D. It has labels describing what the buttons do.
7. What does the Ctrl + N shortcut do? Outlook Express 6 36
A. Opens a new mail message. B. Opens the folder list. C. Shows you your start-up page. D. Nothing.
8. Which of the following is not a default Outlook Express folder? A. Inbox B. Drafts C. Deleted Items D. Calendar
9. How do you close Outlook Express? (Select all that apply.) A. From the File menu. B. From the application controls in the top right-hand corner. C. From the Start menu. D. From the Help window.
10. Which command won’t you find in the Help menu? A. Contents and Index B. Repair C. Microsoft on the Web D. Read Me
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SECTION 2: Electronic Mail
In this section you will learn how to: Create, modify, and delete an e-mail account Send and receive e-mail Enable automatic send/receive Open, print, delete, and move messages Reply, forward, and re-send mail Open and save attachments Create a new message Type a message Use the formatting toolbar in a new mail message Add pictures, attachments, hyperlinks to your mail messages Decide whether to use rich text or plain text format Use the drafts folder Use Rich text vs. Plain text Use stationery, backgrounds, and fonts to customize e-mail messages Check spelling in an e-mail message
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SECTION 2 Lesson 2.1: Configuring an E-mail Account
Now that we know how to use Outlook Express, it’s time for the fun part: learning how to create e-mail! Before we can get to that, though, we need to set up an e-mail account. That’s what we’re going to learn how to do in this lesson.
Types of E-mail Accounts
There are three types of accounts that you can set up in Outlook Express:
POP3 (Post Office Protocol-3) This is the most common and most flexible type of e-mail account. Anyone connected to the Internet can use these mailboxes, as long as they are set up on the server and your computer. These lessons will assume you are using a POP3 account.
IMAP (Internet Message Access Protocol) This is mostly used by universities and some large companies. Messages stay on the server, but you can see your mailbox using a program like Outlook Express.
HTTP (Hyper Text Transfer Protocol) This is mostly used to access MSN and Hotmail accounts. Once again, messages stay on the server and you view your mailbox using a program like Outlook Express. If you’re using an HTTP account, you might find your features limited (for example, you can’t use rules).
How to Create an E-Mail Account
To create an e-mail account, click the Tools menu and click Accounts. You will see this dialog:
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It doesn’t matter which tab (at the top) is selected; simply click the Add button and click Mail.
Now, the wizard will start. First, you will be asked to type your name.
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When you click Next, you will be asked to enter your e-mail address.
When you click Next, things get a bit tricky. This is where you must choose your server type and enter your incoming and outgoing mail servers. (Whoever provides your e-mail address will know this information.) Outlook Express 6 41
Once you click Next, we’re on the last step: entering your user name and password.
Once you complete this information, click Next, and then click Finish. That’s it!
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Modifying Your E-mail Account
If you ever need to remove or change your e-mail account, simply click the Tools menu and click Accounts. Then, click the Mail tab.
Here, you can select the e-mail account you want to modify. Then, click Remove to delete it or click Properties to change it.
How to Send and Receive E-mail
By default, Outlook Express checks for new messages every half an hour. However, most people like to check their mail more frequently than this. To force Outlook Express to send and receive, use one of these methods: - Click the send/receive icon on the toolbar - Press F9 - Click the Tools menu, choose Send and Receive, and click Send and Receive All - Press Ctrl and M
When mail arrives in your inbox, you will see a blue number next to it:
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Then, just click the Inbox folder and you will see your messages.
How to Enable Automatic Send and Receive
If you would like Outlook Express to automatically send and receive e-mail more often than every half an hour, you can change that option. First, click the Tools menu and click Options.
This will open the Options dialog; this dialog should open to the General tab.
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As you can see from the sample above, this tab has several options for customizing how Outlook Express sends and receives messages. (Note that you can turn off automatic send/receive by unchecking the “Check for new messages every…” box.) Simply set the options you want and then click OK to apply them. Outlook Express 6 45
SECTION 2 Lesson 2.2: Working with E-mail Messages
Now that we know how to send and receive mail, it’s time to learn what to do with the mail that arrives! In this lesson, we’ll focus on how to open, move, delete, and print messages. We’ll also learn how to reply to, forward, and re-send mail.
Opening Messages
We already know that mail comes into your inbox and is identified by a blue number. When you click on the inbox, all unread messages will be bolded.
We’ve also learned that when you click on a message, you will see a preview at the bottom.
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However, you can also open the message in its own window. Simply double-click it, or select it and press Enter.
Printing Messages
The easiest way to print a message is to select it in the main Outlook Express window and click the Print icon on the toolbar.
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Then, a print dialog will open so that you can set print options.
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Other commands you can use to print include: - Opening the message and clicking the Print icon - Right-clicking the message and clicking Print - Selecting the message, clicking the File menu, and clicking Print.
Deleting Messages
To delete a message, simply select it and press the Delete key on your keyboard. Of course, you can also use the Edit menu, the right-click menu, or the Delete icon on the toolbar to delete the message.
Once a message is deleted, it moves to the Deleted Items folder. Outlook Express 6 49
The Deleted Items folder can be emptied by right-clicking on it or by choosing the Empty Deleted Items command from the Edit menu. Be warned, though, once the item is removed from the Deleted Items folder it’s gone forever!
Moving Messages
What happens if you delete a message by accident and then want to put it back in your inbox? The easiest way to do this is to select the mail message and then drag and drop it into the correct folder.
You can also select the message and use the Edit – Move to Folder or Copy to Folder commands.
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Opening and Saving Attachments
Sometimes, you will see a paperclip icon next to an e-mail.
This means that there is a file attached to the message. In the preview pane, you will also see a paperclip icon. You can click the paperclip to see a list of the files attached to the e-mail message.
Then, click on the file name to open it. (Attachments open in whatever program they were created in.) You will be prompted to verify this action.
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You can also click the Save Attachments item in the menu to save your attachments rather than opening them right away.
If you open the message with attachments, opening or saving them is a bit different. You will see the attachment(s) underneath the subject line.
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You can then double-click the attachment to open it, or right-click the attachment to see more options.
Before you open that attachment, there are some things you should know. Most importantly, not all attachments are good. A lot of people have gotten viruses by opening e-mail attachments. Here’s what you can do to protect yourself (and your poor computer!):
- Only open attachments from people you trust. - Check the file name. If it’s something weird like, “I LOVE YOU!” you probably shouldn’t open it. - Save the file to your hard drive and scan it with your antivirus software. - If you’re in doubt, just don’t open it!
Outlook Express will also protect you by refusing to open certain types of files (like executables, files which are actually small programs).
Step-By-Step
In this exercise, we’re going to move, print, delete, and open messages. Outlook Express 6 53
1. Open Outlook Express.
2. Click the Inbox in the folder list.
3. Click the default message to select it.
4. Double-click the message to open it.
5. Click the Print icon on the toolbar.
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6. Click the File menu and click Close in the mail message.
7. In the main Outlook Express screen, ensure that the test message is still selected. Outlook Express 6 55
Click the Delete icon on the toolbar.
8. In the folder list, click Deleted Items.
9. Click the message in the Deleted Items folder. Drag it back to the Inbox.
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10. Close Outlook Express.
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SECTION 2 Lesson 2.3: Composing E-Mail (Part One)
Now it’s time for the fun stuff: creating your very own e-mail!
New Message Overview
To open a new mail message, click the Create Mail button on the toolbar. (You can also use the Ctrl + N shortcut, or click the Message menu and click New Message.)
Then, you will see the window pictured on the next page. We’ve labelled all its parts.
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Title Bar Menu Bar Tool Bar Application Controls
Address Section Formatting Toolbar Message Pane
You can see that we still have some familiar parts. We have the title bar, a menu bar, a toolbar, and our application controls.
Creating a New Message
However, to create and send a basic mail message, we don’t need any of those familiar parts. First, type the e-mail address of the person you’re sending the message to. People whose names are in the To line will get the e-mail directly; people in the CC line receive a carbon copy. (There really is no difference until the person replies to your message.)
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Then, type in the subject of your message.
Note that as you type your subject, the title bar of the message changes, too. Outlook Express 6 60
Now, type your text.
When you’re all done, press the Send button. That’s all there is!
Using the New Message Toolbar
We just saw how easy creating a basic mail message was. However, you can use the toolbar to make things a little easier.
Here is an overview of each command.
Sends the message.
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Cut the selected text.
Copy the selected text.
Pastes text you have cut or copied.
Undo your last action.
Checks names you have typed into the To or CC fields against those in your address book.
Check spelling in your message. (This is only available if you have a 32-bit spellchecker, such as Microsoft Word, installed.)
Attach a file to your message.
Set your message as high or low priority.
Digitally sign your message.
Encrypt your message.
Work offline.
Using the Formatting Toolbar
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You can also use the Formatting Toolbar to jazz up the look of your message.
Choose the font face for the text in your message.
Choose the font size for the text in your message.
Change the style of the text.
Bold selected text.
Italicize selected text.
Underline selected text.
Change font colour.
Turn text into a numbered list.
Turn text into a bulleted list.
Decrease text’s indent.
Decrease text’s indent.
Align text to the left.
Align text to the centre.
Align text to the right.
Justify text.
Insert a horizontal line.
Insert a hyperlink.
Insert a picture.
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Replying and Forwarding Mail
Replying to a message means answering it. Replying is neat because it addresses the message to the original sender and includes a copy of the message in the body.
To reply to a message, simply select it and click Reply on the toolbar.
Now, a new message will open, pre-addressed to the original sender and with the contents of the original message in the body. All you need to do is type your message and click Send!
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Forwarding a message is a bit different. Forwarding means you’re passing it onto someone else, rather than answering the original message. Forwarding is a lot similar: select the message and click Forward on the toolbar.
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Now, a new message will open. Although the text of the original message will be in there, it will not be addressed. You must address the message, and you can type text if you want.
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It’s pretty much like a regular e-mail message, except it already has a message and a subject.
You may notice that Outlook Express has added a bit to our subject line. If you’re replying to a message, Outlook Express will type “Re:” in front of your subject, so that the recipient knows that it’s a reply to a message they sent. Similarly, Outlook Express will place “Fw:” in front of forwards.
Step-By-Step
It’s finally time for the fun part: we’re going to create an e-mail message!
1. Open Outlook Express.
2. Click the Create Mail button on the toolbar.
3. In the To line, type your e-mail address. Outlook Express 6 67
4. For the subject, type Annual Picnic.
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5. Click in the body of the message. Using the toolbar buttons, change the font face, size, and colour to anything you like.
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6. Type the following text into your message.
Dear Bob,
Our annual picnic will be on May 21 at 4 pm. There will be games, prizes, and lots of food! Please let us know if you’re going to attend.
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7. Click the Priority button on the toolbar. Choose Low Priority.
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8. Click Send on the toolbar.
9. Close Outlook Express. Outlook Express 6 72
SECTION 2 Lesson 2.4: Composing E-Mail (Part Two)
Although we have learned how to do many things with e-mail messages, we haven’t gotten to the best part yet! In this lesson, we’ll learn how to jazz up your e-mail messages with pictures, hyperlinks, and attachments. We’ll also learn how to save your messages to the drafts folder.
Adding a Picture
It’s easy to add a picture to your e-mail message. First, open a new e-mail message. Then, click to place your cursor where you want your picture. Next, click the Insert menu and click Picture.
In the dialog that appears, browse to your photo.
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As you can see, you can also set options for alignment, borders, alternate text, and spacing. Once everything is set, click OK. The picture will now be inserted.
To remove the photo, simply click it to select it and press the Delete key on your keyboard.
Inserting Attachments
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Although you can insert pictures directly into messages, other types of files (such as text documents and spreadsheets) must be attached to your message. To do this, click the Attach button on the toolbar. Then, a dialog will open for you to choose your file.
Once you choose your file and click Attach, it will appear in your message.
To remove the attachment, right-click it and click Remove.
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There are a few things to keep in mind when sending attachments: - Check the size of your file. If it is too large, some people might not want to receive it, or it might not send at all. - Make sure your file doesn’t have any viruses in it. - Title your attachment properly (by changing the file name in Windows) so people won’t think it’s a virus. - Try to send files that can be opened by common programs. If your boss gets your assignment that can only be opened by Bob’s Super Duper Typing Program he might not be happy. - Outlook Express will block certain kinds of files that can be harmful, like executable (.exe) files.
Inserting Hyperlinks
In addition to adding pictures and files to your messages, you can include links to places on the Internet.
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Let’s say you want your Uncle Bob to check out this cool new e-mail program you’ve been using. You decide that the easiest way to show him would be to direct him to the Microsoft Web site. But Uncle Bob isn’t that great with computers, so how are we going to do this?
The best way is to create a hyperlink. A hyperlink is just text that has code attached to it telling it to go to a certain place on the Internet, so that when Uncle Bob receives his e-mail, and clicks on the hyperlink, he’ll be taken right to the site!
Hyperlinks sound hard, but they’re really easy to create with Outlook Express. As soon as you type a Web address (for example, www.microsoft.com) Outlook Express will make it a hyperlink for you! Do you see how www.microsoft.com is underlined and in blue? That’s how hyperlinks look, so that recipients can identify them easily and click on them to see the great site you’ve sent them!
You can also select text, click the Insert menu, and click Hyperlink.
In the dialog that appears, simply enter the address you want to link to and click OK.
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Now, your text will appear as a hyperlink for your recipients to follow.
Rich Text vs. Plain Text
So far, we’ve been working with text that allows fonts, hyperlinks, and pictures. This is called rich text format. However, some people may not want to receive e-mail with fonts; perhaps their e-mail client doesn’t support it, or perhaps they have security concerns. Or, perhaps you prefer that your e-mails are simple and easy for everyone to read.
If you would like to switch to Plain Text format, click the Format menu and click Plain Text. (You must do this inside your mail message.) Outlook Express 6 78
Outlook Express will warn you that this change will remove formatting in your message.
Once you click OK, the transformation will be complete.
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Using the Drafts Folder
With many programs, you can save the file you’re working on so you can finish it later on. Outlook Express has a similar feature; it’s called the Drafts folder.
To save a message in the Drafts folder, click the File menu and click Save, or use the Ctrl + S command. Then, you can close out of the message. When you’re ready to work on the message again, navigate to your Drafts folder and double-click the message to open it.
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Now, you can finish making the changes and send your message. Once the message has been sent, it will be removed from the Drafts folder.
Step-By-Step
In this exercise, we’ll create a fancy-looking e-mail message and then remove all the formatting. We’ll also practice using the Drafts folder.
1. Open Outlook Express.
2. Click the Create Mail button on the toolbar.
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3. In the To line, type your e-mail address.
4. For the subject, type Product Inquiry.
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5. In the body of the message, type this text:
Hi Elmer,
I had a customer fax me a request for a waterproof roadrunner catcher. I have attached the customer’s request and inserted a picture of the product below. Do we have this product in stock?
Thanks!
You can use any font size, type, and colour that you like.
6. Ensure that your cursor is at the bottom of the e-mail message. Click the Insert menu and click Picture.
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7. Click the Browse button. Browse to the Exercise Files folder and choose Coyote Catcher.wmf. Click OK.
8. Press Ctrl and S. If a confirmation appears, click OK. Then, close the mail message.
9. In the folder list, click the Drafts folder. Double-click Product Inquiry.
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10. After the sentence, “Do we have this product in stock?” add the text:
Please let me know ASAP so I can contact the customer.
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11. Click the Format menu and click Plain Text. Click OK to the warning.
12. Notice how the message has changed.
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13. Close this window. If prompted, do not save changes.
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SECTION 2 Lesson 2.5: Customizing E-Mail Messages
Now that we’ve got the basics down, we’re going to learn some advanced ways to customize your e-mail messages.
Using Stationery
Stationery is a set of e-mail messages already customized with a picture in the background. To use stationery, click the small arrow next to Create Mail in the main Outlook Express window.
Then, click the stationery you want to use. (You can also click Select Stationery to select from a dialog box; this dialog will offer you a preview.)
Now, a new mail message with that stationery will open.
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From here, it’s just like working with a normal mail message: type and send!
If you decide to change your stationery or remove it, click the Format menu and choose Apply Stationery.
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Then, you can choose the stationery to use, or choose No Stationery. Note that stationery can only be used with Rich Text messages.
Using Picture Backgrounds
If you don’t like the stationery provided, you can create your own background. To do so, click the Format menu and choose Background.
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Our first option is Picture. Once you click this option, you can browse to your file.
Once you click OK, your background will be set.
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Or, you can set a colour background. To do this, click the Format menu, choose Background, choose Colour, and pick the colour that you want.
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To remove either type of picture background, click the Format menu, choose Apply Stationery, and choose No Stationery.
Using Sound Backgrounds
The last item in the Background menu is Sound. If you choose this item, here’s what you will see:
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First, browse to your file.
Then, choose how many times you want it to play, or choose Continuously. Once you click OK, you will hear the sound.
Checking Spelling
To finish your e-mail message, you should always check spelling. Note that this feature isn’t included in Outlook Express; you must have a 32-bit word processor (such as Corel WordPerfect or Microsoft Word) installed. If you don’t, the Check Spelling command will be unavailable.
To check your spelling, click the Spelling command on the toolbar. You can also click the Tools menu and click Spelling. The spellchecker will then go through your e-mail and look for mistakes. If it finds what it thinks is a mistake, it will notify you and provide suggestions to correct the word.
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Note that spell check is not perfect. There will be times when it misses spelling errors (for example, if a word is spelled correctly but used incorrectly) or marks words that are correct. Always be sure that you read through your e-mail before you send it.
Step-By-Step
In this exercise, we’re going to add stationery, sound, and pictures to the e-mail we have been working on.
1. Open Outlook Express.
2. Drag and drop 2.5.eml from the Exercise Files folder into your Drafts folder. Double-click the message to open it.
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3. Click the Format menu, choose Background, and choose Picture.
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4. Browse to Coyote Catcher.wmf in the Exercise Files folder. Click OK.
5. This background is quite ugly. Click the Format menu, choose Apply Stationery, and click Clear Day.
6. That’s much better. Now, let’s add a sound. Click the Format menu, choose Background, and choose Sound.
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7. Click the Browse button and choose any sound you like. (These are the default Windows sounds.) Click Open.
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8. Click Continuously and click OK.
9. Ensure your e-mail address is typed as the recipient. Send the mail message.
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10. Close Outlook Express.
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Section 2: Review Questions
1. You have inserted a picture as a background and it’s really ugly. How do you get rid of it? (Select all that apply.) A. Choose another type of stationery. B. Choose No Stationery from the Format – Apply Stationery menu. C. Use the Eraser feature. D. You must start the mail message over again.
2. How do you save a message to the Drafts folder? A. File - Save B. Save icon on the toolbar C. Send icon D. All of the above
3. You have created an e-mail message, added photos, and spellchecked it. What’s the last step before sending it? A. Save it B. Proofread it C. Copy it to the Sent Items folder D. Nothing; you’re all done
4. Which of the following is not an e-mail account type supported by Outlook Express? A. IMAP B. POP3 C. HTTP D. Exchange Server
5. Which of the following is not a background type? A. Sound B. Picture C. Movie D. Colour
6. You have received an attachment from someone you don’t know. What should you do? A. Open it Outlook Express 6 101
B. Turn your computer off C. Close Outlook Express D. Delete it
7. How do you switch to Plain Text while writing an e-mail message? A. Format – Plain Text B. File – Remove Formatting C. Tools – Convert Message D. Insert – Plain Text
8. What does this button do? A. Sends your mail message B. Checks addresses against your contacts C. Changes message priority D. Inserts a picture
9. How do you tell when there is new mail in the Inbox? A. By the blue number next to the folder in the Folder List. B. The Outlook Express assistant will appear. C. Outlook Express will open. D. You must open the Inbox itself to check for new mail.
10. Which of the following is not a way to delete a mail message? A. Delete key on the keyboard B. Ctrl + D C. Main Toolbar D. Tools menu
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SECTION 3: Organization Tools
In this section you will learn how to: Create, rename, and delete folders Change how messages are displayed Change which columns are displayed Use the Current View and Sort By Menus Use the Layout dialog Create a new rule Use the Blocked Senders list Find a message Search within a message Search contacts Open the Windows Address Book from Outlook Express and from Windows Identify components of the Windows Address Book Use the Windows Address Book in a new mail message Add, modify, and delete entries Add an e-mail sender as a contact Create, modify, and delete a mailing list
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SECTION 3 Lesson 3.1: Managing Mail, Part One
In the last section, we learned a bit about moving messages around. In this lesson, we’re going to go a step further and use folders to manage our mail.
Creating, Renaming, and Deleting Folders
To create a folder, first ensure that you are in main screen of Outlook Express. Then, you need to select where you want the folder to be placed. Do we want a folder under a main folder (called a subfolder)? Or do you want it on the main level all on its own?
In the figure below, you can see examples of both types of folders. The folder that’s marked with a blue arrow is a folder someone created. It’s on the same level as the default folders (like Deleted Items and Inbox), but it has a different name to help you organize your data.
The folder that’s marked with a red arrow is a subfolder. You can see that there’s a minus sign next to the Inbox; that means that there are subfolders underneath it. If you click the minus sign next to Inbox, it will turn to a plus sign and you won’t see the folders underneath it
So, once you’ve decided where you want your folder to go, we need to click in the right spot. If you want it to go under a folder, click that folder. If you want it to be its own folder, click Local Folders, which is at the very top of the list.
Once you’ve clicked the right folder, you can use one of the following commands: - Press Ctrl + Shift + E - Right-click on the folder and click New Folder - Click the File menu, choose New, and click Folder
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Then, you can name your folder and choose where it will live.
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Once you click OK, your folder will appear in the folder list, ready for you to drag messages into.
If you decide later on that you want to delete the folder or rename it, simply right-click the folder and choose your action.
Note that you can only rename or delete custom folders; the default Outlook Express folders cannot be modified.
Changing How Messages are Displayed
Although creating folders is useful, you will probably find it necessary to organize the mail in each folder. The easiest way to do this is to use the column headers at the top of the message list. In this sample, mail is organized from newest to oldest:
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However, if we click the Subject column, our messages will be arranged in alphabetical order.
You can click any of the columns to sort messages using those criteria.
Changing Which Columns are Displayed
It’s also possible to change which columns are displayed and to change the order of them. To do this, right-click on any column header and click Columns.
Now, check the items that you want and uncheck those that you don’t want. You can also use the buttons on the right hand side of the dialog to further customize the column headers. Once you click OK, your changes will be applied.
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Step-By-Step
In this exercise, we will create, delete, and rename folders. We will also use the folders and views to organize mail.
1. Open Outlook Express.
2. Drag and drop all messages from Exercise Files\Section 3\3.1 into your Inbox.
3. Click the File menu, choose New, and click Folder.
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4. Place the first folder under the Inbox. Name it Large Mail. Click OK.
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5. In the folder list, click Inbox.
6. Right-click the column headers and click Columns.
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7. In the Columns dialog, check Size. Uncheck Flag and Attachment. Click OK.
8. Click the Size column to sort.
9. We can see that the two largest messages are from Elmer. Right-click the Large Mail folder and click Rename.
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10. Type Elmer Fudd. Click OK.
11. Drag and drop the two largest messages into the Elmer Fudd folder.
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12. Close Outlook Express.
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SECTION 3 Lesson 3.2: Managing Mail, Part Two
In this lesson, we’re going to focus on using the View menu and rules to organize your mail.
Using the Current View Menu
Another way to organize mail is the Current View command under the View menu.
As you can see from the sample above, this menu allows you to show all messages, hide read messages, and customize your view.
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Using the Sort By Menu
The second sub-menu in the View menu is Sort By.
This menu achieves the same effects as clicking the column headers in a particular folder.
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Using the Layout Dialog
If we click the Layout command on the View menu, here’s what we will see:
You can use this dialog to show or hide various parts of the Outlook Express window, customize your toolbar, and customize the preview pane. These changes are permanent, and there is no Reset button, so you may want to write down what the settings were when you opened the dialog and note what you changed.
Creating Rules
Another way to manage mail is by using rules. Rules tell Outlook Express to perform a particular action when mail meeting particular criteria arrives.
To create a rule, click the Tools menu, choose Message Rules, and click Mail.
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If you do not have any rules created, you will see this dialog.
The first step is to select a condition for your rule. Check any criteria that you want to use. As you do so, items will appear in Step 3 (Rule Description); you must click on the underlined values to specify the details. So, if we check “Where the From line contains people,” we must tell Outlook Express what people we’re talking about.
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Then, pick the action that you want to happen when the conditions laid out in Step 1 are met.
Once all your conditions are set, enter the name of the rule and click OK.
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Now your rule is all ready to go! You can modify it later by clicking the Tools menu, choosing Message Rules, and clicking Mail.
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You can uncheck the rule to disable it, edit it, copy it, or delete it completely, all from this window.
About the Blocked Senders List
Another item in the Message Rules menu is Blocked Senders List.
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This dialog allows you to enter e-mail addresses ([email protected]) or domains (acme.com) that you do not wish to receive mail from.
Simply click the Add button, enter the e-mail address or the domain, choose what you want the rule to apply to, and click OK.
If an e-mail arrives from one of these addresses, it will go to the Deleted Items folder. Outlook Express 6 121
Step-By-Step
In this lesson, we’re going to take our knowledge of mail management a step further using views and rules.
1. Open Outlook Express.
2. Open your Inbox. If it contains no messages, drag and drop the messages from the Exercise Files folder into the Inbox.
3. Select at least two messages. Right-click them and click Mark as Unread.
4. Click the View menu and choose Current View. Click Hide Read Messages.
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5. Check out your inbox.
6. Click the View menu and choose Current View. Click Show All Messages.
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7. Click the View menu and click Layout. Uncheck Show Preview Pane. Click OK.
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8. Click the Tools menu, choose Message Rules, and click Mail.
9. For the condition, click Where the From line contains people. Outlook Express 6 125
.
10. Click the underlined words contains people in Step 3. In the dialog that opens, type your e-mail address. Click Add and OK.
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11. For the second condition, scroll down and choose Highlight it with colour.
12. Click the word colour in Step Three. Choose Purple. Click OK.
13. Name your rule Test Rule. Click OK twice.
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14. Send an e-mail to yourself and see what happens!
15. Click the Tools menu, choose Message Rules, and click Mail.
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16. Uncheck the first rule. You will see that this turns it off.
17. Click the Blocked Senders tab. Click Add.
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18. In the dialog that appears, enter your e-mail address. Click Mail Messages. Click OK.
19. Click OK to close the Message Rules dialog. Outlook Express 6 130
20. Send another message to yourself and see what happens.
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SECTION 3 Lesson 3.3: Finding Messages
No matter how good at organizing messages you are, there will be times when you simply can’t find the message that you’re looking for. That’s where Outlook Express’ search tools can come in handy.
Finding a Message
To open the Find dialog, simply click the Find icon on the toolbar of the main Outlook Express screen.
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Then, you will see this dialog:
Here, you can enter any criteria you want. You can even click Browse to specify which folder you want to look in. Once you have entered your criteria, click Find Now.
Then, the results will be appended to the Find window. You can use the menus to perform all the usual tasks (delete, mark as read, move, etc.) with the found messages.
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Once you’ve found what you’re looking for, simply use the X to close the window and return to Outlook Express.
Searching Within a Message
You can also search the text within a message. This can come in handy when a message is really long and you’re looking for a particular part.
To search within a message, first open it. Then, click the Edit menu, choose Find, and click Text in this Message.
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Then, enter what you’re looking for and click Find Next.
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Searching Contacts
The last Find option we’re going to talk about is Find People.
When you click that command, you will see this dialog:
The concept is the same: enter your criteria, click Find Now, and then you’re on your way!
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Step-By-Step
This exercise will show us how to find mail.
1. Open Outlook Express.
2. Delete all mail in the inbox from our practice exercises.
3. Drag and drop all messages from the Exercise Files folder into the inbox.
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4. Click the Find icon on the toolbar.
5. Fill out the Find dialog so it looks like the picture below.
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6. Once all the information is entered click Find Now.
7. Your search should bring up one result. Delete the result.
8. Close the Find window.
9. Open the Financial Overview message.
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10. Press Ctrl + Shift + F.
11. In the Find dialog, type double entry. Click Find Now.
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12. When the phrase is found, read the surrounding paragraph.
13. Close the mail message and Outlook Express. C
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SECTION 3 Lesson 3.4: Windows Address Book Basics
One part of Outlook Express that we haven’t discussed yet is the address book. Outlook Express uses the Windows Address Book to provide basic contact management functions. In this lesson, we’ll look at the basics of using the Windows Address Book.
Opening the Windows Address Book from Outlook Express
To open the address book, use the Ctrl + Shift + B shortcut, click the Address Book icon on the toolbar, or click the Tools menu and click Address book. Any of these commands will open this window:
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Opening the Windows Address Book from Windows
You can also open the address book directly from Windows. The easiest way is to click the Start button, click Run, and type WAB.
Or, you can click the Start menu, choose Programs, choose Accessories, and click Address Book.
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This action will open the same window we saw when opening the address book from Outlook Express.
Components of the Windows Address Book
Let’s take a closer look at the parts of the address book.
Menu Bar Toolbar Search Box
Folder List Contacts Pane
You can see that we have many of the same components as we do in Outlook Express: a folder list, a toolbar, a menu bar, and a search function.
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Step-By-Step
In this lesson, we’re going to work with a new program: the Windows Address Book.
1. Open Outlook Express.
2. Click the Tools menu and click Address Book.
3. In the Windows Address Book, click the View menu and see what options are available.
4. Close the Windows Address Book using the red X in the top left hand corner.
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5. Click the Start menu, choose Programs (or All Programs), choose Accessories, and click Address Book.
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6. Click the Help menu and click Contents and Index.
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7. Read the first help topic.
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8. Close all windows.
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SECTION 3 Lesson 3.5: Using the Windows Address Book
Now that we know how the Windows Address Book works, it’s time to learn how to use it.
Creating Contacts
Although you can create contacts within the Windows Address Book (by clicking New on the toolbar), it’s easier to do so from Outlook Express. Just click the word Contacts in the Contacts pane and click New Contact.
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Once you click New Contact, you will see this window:
Now, you can use each tab to fill out information about that contact. Once you’re done, click OK to save your changes. Now, you will see your contact in the Contacts pane.
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Using Your Contacts in Outlook Express
So now that we have contacts, what do we do with them? Well, contacts can make many tasks easier and faster.
For example, let’s say we want to send an e-mail to our friend Elmer Fudd. We can simply right- click on him and click Send E-Mail.
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Now, a new message will open, already addressed to Elmer.
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Speaking of new messages, you can also use the Windows Address Book in a new message. If you click To or CC, you will see this window:
This is kind of like Grand Central Station for your contacts. You can use the search field at the top to find contacts; you can select contacts and click the To, Cc, or Bcc buttons to add their Outlook Express 6 154
name to that field; you can click Properties to edit the contact; or you can click New Contact to create a new contact.
Once you’ve got everything where you want it, click OK. You will see your addresses filled in and your mail message will be ready to go!
Modifying and Deleting Contacts
Although we can change a contact’s properties from the Select Recipients window that we just looked at, it’s easier to do it from the Contacts pane or from the Windows Address Book. In either location, right-click the contact. You can click Properties to re-open the contact, or click Delete to remove it.
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Adding an E-Mail Sender as a Contact
If you’ve just started using Outlook Express, it may seem like a lot of work to add all the people you know to your contacts folder. Luckily, Outlook Express can help you get started.
If you’ve received an e-mail from someone that you would like to add to your contacts folder, select that e-mail, click the Tools menu, and choose Add Sender to Address Book.
This will create a simple contact with the person’s name and e-mail address; you won’t even see a dialog.
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You can even select multiple e-mails and use this command to fill up your contacts folder really quickly!
About Mailing Lists
If you open the Windows Address Book and click New, you will see that we have a few options beyond contacts.
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Like mail messages, you can create folders to organize your contacts. However, you can also create groups. Groups act as one contact, but can contain multiple addresses. So, you could create a group called Marketing Department that would contain all the contacts from your marketing department. You could send an e-mail to the whole department with one click!
To create a group, click the New icon and then click New Group.
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Here, you can name your group. Then, you can click Select Members to choose group members from your contacts list. Once you’re done, click OK.
Now, you will see your group in the folder list of the Windows Address Book. It will also be visible in your Contacts pane.
Now, we can use it to address a mail message.
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You can also modify or delete groups just like you would contacts: via the contacts pane or the Windows Address Book.
Step-By-Step
In this lesson, we’ll create our very first contact and send them an e-mail message.
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1. Open Outlook Express.
2. Send yourself an e-mail message.
3. When the e-mail message arrives, select it. Click the Tools menu and click Add Sender to Address Book.
4. Click the File menu, choose New, and click Contact.
5. Add a new contact for one of your classmates. Click OK when you are done filling the Outlook Express 6 161
form out.
6. Open the Windows Address Book.
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7. Click the New button and click New Group.
8. Name the group My Group. Click Select Members.
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9. In the Select Members dialog, select both contacts and click Select. Click OK.
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10. Click OK to complete the process. Close the Windows Address Book and return to Outlook Express.
11. Create a new mail message.
12. In the new mail message, click the To button.
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13. Click My Group and click To. Click OK.
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14. Fill out the subject and body of your mail message. Click Send.
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15. Close Outlook Express.
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Section 3: Review Questions
1. Which of the following is not a Find option? A. People B. Text in Message C. Sent Messages D. Message
2. What happens to e-mail sent by people on your Blocked Senders list? A. It’s never received into Outlook Express. B. It goes to your Deleted Items folder. C. It’s marked with a different colour. D. Both B and C.
3. How do you open the Windows Address Book? A. Start – Programs – Accessories – Address Book B. Start – Run – WAB C. From within Outlook Express, click the Tools menu and click Address Book D. All of the above
4. Which option in the View menu is most similar to sorting using column headers? A. Current View B. Sort By C. Columns D. Layout
5. What is the shortcut for creating a new folder? A. Ctrl + Shift + E B. Ctrl + N C. Ctrl + F D. Shift + N
6. You’ve received a message from a colleague and you want to add this person to your contacts. What is the easiest way to do this? A. Select the message and click the Address Book icon on the toolbar. B. Press Ctrl + C. C. Select the message, click the Tools menu, and click Add Sender to Address Book. D. There is no easy way; you must add the person to your contacts manually.
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7. How do you create a new mailing list? A. In the Windows Address Book, click the New icon and click Group. B. Press Ctrl + Shift + G in Outlook Express. C. Press Ctrl + Shift + G in the Windows Address Book. D. Mailing lists aren’t supported in Outlook Express.
8. What’s the difference between the Contacts pane and the Windows Address Book? A. There is no difference. B. Contacts can only be viewed in the Contacts pane; you must use the Windows Address Book to create and modify them. C. The Contacts pane can be accessed from Outlook Express while the Windows Address Book cannot. D. The Contacts pane gives you quick access to your contacts while the Windows Address Book offers more features for organizing those contacts.
9. You would like to turn off the Preview Pane. Where would you do this? A. Options dialog B. Layout dialog C. Windows Address Book options D. Columns dialog
10. Which components do the Windows Address Book and Outlook Express have in common? A. Menu bar B. Toolbar C. Folder list D. All of the above
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SECTION 4: Advanced Topics
In this section you will learn how to: Create and edit signatures Set signature options Use signatures Create a new identity Manage identities Switch identities Import and export data Open and use the Options dialog Disable the start-up page Set default stationery Disconnect after sending and receiving mail Automatically check spelling before sending a message Set up a newsgroup account Access a newsgroup Read newsgroup messages Respond to newsgroup messages Post newsgroup messages Modify newsgroup settings
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SECTION 4 Lesson 4.1: Signatures
Do you sign most of your e-mail messages the same way? If so, you probably get tired of typing, “Sincerely, Jane Smith,” with all of your information below.
In this lesson, we’re going to learn how to set up a signature so that all of your e-mail messages are signed the same way automatically.
Creating a Signature
To create a signature, first make sure you’re in the main screen of Outlook Express. Next, click the Tools menu and choose Options. Then, we’ll click the Signatures tab.
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You’ll notice that all the options are greyed out; this is because we haven’t set up a signature yet. To create a new signature, simply click the New button.
Now, our signature appears in the list. At the bottom, we can type in our text. Once you’re done, click OK. That’s all there is!
Editing a Signature
You may have noticed that Outlook Express automatically names your signatures as Signature #1, Signature #2, and so on. If you would like to change that name, click the signature and click Rename.
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You can then type the new name of the signature.
If you want to change the text of the signature, select the signature and use the Edit Signature section to modify your text. Then, click OK to save your changes.
Setting Signature Options
If you have multiple signatures configured, you can choose which one will be used by default by clicking the Set as Default button in the Edit section.
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If you have more than one e-mail account set up, you can choose which signature will be used with which account by clicking the Advanced button in the Edit section.
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If you want to use your signature on all your messages, you can check that option at the top of the Signatures dialog. (You can also choose not to add your signature to replies and forwards in this section.)
Using Signatures
If you have already set up a signature and chosen to add it to all outgoing messages, you will see it when you create a new message.
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If you haven’t set it to appear on all messages, you can add it via the Insert – Signature command.
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Step-By-Step
Now that we know what signatures are, we’re going to create our own!
1. Open Outlook Express.
2. Click the Tools menu and click Options.
3. Click the Signatures tab. Click the New button.
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4. In the Edit Signature section, type this text:
Sincerely,
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5. Click the New button again.
6. For the second signature, type:
Daffy Duck Coyote Catcher Extraordinaire CC Solutions Inc.
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7. Select the first signature and click Rename.
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8. Type Acme.
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9. Ensure that Add signatures to all outgoing messages is checked.
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10. Click OK to save your changes and close the dialog.
11. Create a new mail message. Your Acme signature should be at the bottom.
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12. Delete all text in the message. Then, click the Insert menu, choose Signature, and click Signature #2.
13. Close all windows.
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SECTION 4 Lesson 4.2: Identities
If you’re using a Windows operating system, you may be familiar with the idea of user accounts. Most versions of Windows offer an easy way for several people to use the computer. If user accounts are set up, each user logs on with their own name and has their own desktop and settings.
As you might imagine, there is similar functionality in Outlook Express. This feature is called identities. It allows each person to have their own e-mail account, saved e-mails, contacts, and Outlook Express layout. In this lesson, we’ll learn all about how to create, use, and manage identities.
Creating Identities
To create a new identity, click the File menu, choose Identities, and click Add New Identity.
Then, you will see this dialog.
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Here, you can name your identity and set a password if you would like. Be VERY careful when setting passwords, however, because if you forget your password there is no way to retrieve it and your e-mail will be gone forever. /
Once your options are set, click OK. You will be asked if you want to switch to this identity now.
Remember that a new identity is a blank slate, so if you switch to this new identity, you will not see your e-mail account, saved e-mails, contacts, or any other preferences. It will look just as if you had just opened Outlook Express for the first time.
Managing Identities
You may have seen the Manage Identities window open in the background when you chose the Add New Identity command. In the top section of this window, you can add a new identity, remove an identity, or change the properties of an identity. Outlook Express 6 187
At the bottom section of the window, you can choose which identity you want to use when starting Outlook Express. If you don’t want an identity to be chosen and you would rather see a logon screen, uncheck “Use this identity when starting a program.”
This dialog can also be accessed by clicking the File menu, choosing Identities, and clicking Manage Identities.
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Switching Identities
You can switch identities at any time by clicking the File menu and clicking Switch Identity. This will open a dialog box asking you to choose the identity and enter its password, if applicable.
Note that you can log off your current identity here or manage identities.
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Step-By-Step
In this lesson, we’re going to create a brand-new identity, switch to it, and delete it.
1. Open Outlook Express.
2. Click the File menu, choose Identities, and click Add New Identity.
3. Type in your name when prompted. Add a password if you wish. Then, click OK.
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4. When prompted to switch identities, choose No.
5. In the Manage Identity dialog, uncheck Use this identity when starting a program. Click Close.
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6. Click the File menu. Click Exit and Logoff Identity.
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7. Re-open Outlook Express.
8. When prompted, click Your Name and click OK.
9. Click the File menu and click Switch Identity.
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10. Click Main Identity. Click OK.
11. Click the File menu, choose Identities, and click Manage Identities.
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12. Click Your Name and click Remove. Click Delete at the prompt.
13. Close the Manage Identities dialog.
14. Close Outlook Express.
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SECTION 4 Lesson 4.3: Importing and Exporting Data
Another useful data management feature is the ability to import and export data. In this lesson, we’re going to learn how to do both!
Launching the Import Wizard
To open the Import wizard, click the File menu, click Import, and choose what you want to import.
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Overview of the Import Wizards
The process is a bit different depending on the type of item you are importing. Here’s a quick overview of each.
Address Book Opens a Browse dialog so you can browse to a .wab file.
Other Address Book Provides a list of choices ranging from Eudora, Netscape, and text files. Once you choose what type of address book you are importing, the appropriate wizard will open.
Messages Launches a wizard so you can choose what program you are importing from, what profile you were using, where your data is stored, and what you want to import.
Mail Account Settings Searches for other e-mail programs installed on your computer and imports mail account settings from those applications.
News Account Settings Searches for other newsgroup programs installed on your computer and imports settings from those applications.
Launching the Export Wizard
To export your data, click the File menu and click Export.
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Overview of the Export Wizards
There are only two choices in the Export menu: Address Book and Messages. The Address Book choice will open this dialog:
Once you choose the type and click Export, the appropriate wizard will open.
If you choose to export messages, you will see this dialog.
Typically, clicking OK will launch a series of screens walking you through exporting to Microsoft Office Outlook, the fuller-featured version of Outlook Express that comes with the Office suite.
Importing and Exporting Mail and News Settings
There’s also an easy way to back up your e-mail or newsgroup settings that’s not found in the File menu. First, click the Tools menu and click Accounts. Then, select the Mail tab or the News tab, choose your account, and choose Export.
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This will open a Browse dialog so that you can save your mail settings.
If you need to bring in your mail account settings (for example, to a new identity), you can click the Tools menu, choose Accounts, and click Import. Then, you can choose your file and click Open.
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This will restore the settings for the selected e-mail or news account.
Step-By-Step
In this lesson, we’re going to create a new, empty identity and then we’ll import some data into it.
1. Open Outlook Express.
2. Create a new identity and switch to it. Note how all items are empty: mail accounts, contacts pane, and e-mail folders.
3. Click the File menu, choose Import, and click Address Book.
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4. Browse to Acme.wab in the Exercise Files folder. Select the file and click Open.
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5. Click OK to the confirmation. Check out your contacts pane.
6. Click the Tools menu and choose Accounts.
7. Click the Mail tab.
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8. Click Import.
9. Browse to My E-Mail Account.iaf in the Exercise Files folder. Click Open.
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10. Click the new account and click Remove. Close the Accounts dialog.
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11. Switch back to the main identity.
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SECTION 4 Lesson 4.4: Setting Outlook Express’ Options
So far, we’ve learned a lot about customizing Outlook Express. The central location for customizing Outlook Express is the Options dialog, which we’ve looked at briefly. In this lesson, we’re going to take a closer look at the Options dialog, and we’ll explore some of the things you can do with it.
Overview of the Options Dialog
To open the Options dialog, click the Tools menu and click Options.
The Options dialog has ten tabs. Each tab is devoted to a particular group of settings; just click the tab to switch to it.
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Here’s a brief overview of each tab.
General Contains a variety of options, including send/receive options, display options, and program options.
Read Set options for reading and viewing messages.
Receipts Control how read receipts are sent and received.
Send Choose the default mail and news sending format and control how Outlook Express sends mail.
Compose Control stationery, font, and vCard options.
Signatures Use this tab to add, remove, and edit signatures.
Spelling Set exceptions and choose your language.
Security Control virus protection, secure mail, and download settings.
Connection Change how Outlook Express connects to the Internet.
Maintenance Clean up messages and troubleshoot mail issues.
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Disabling the Start-Up Page
At the beginning of this manual, we learned about the Outlook Express page, which displays when you open Outlook Express.
Some people prefer not to view this page; they would rather go to the Inbox. You can set this option right on the start-up page, as indicated by the arrow in the photo above, or you can use the General tab of the Options dialog.
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Setting Default Stationery
You can also tell Outlook Express to always create new mail messages with particular stationery. This option can be set on the Compose tab.
As shown above, check the Mail option and click Select. Then, you can choose from the installed stationery.
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After setting default stationery, you can come back to the Compose tab at any time and change your selection.
Disconnect After Sending and Receiving Mail
Today, many people use a high-speed, always-on Internet connection. However, there are still a significant number of people that use a dial-up connection. If this is the case, you may want to tell Outlook Express to disconnect from the Internet after it’s done sending and receiving. This way, you don’t tie up your phone line or use extra Internet minutes. You can find this option in the Connection tab.
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Automatically Check Spelling
Earlier in this manual, we talked about the importance of checking spelling and proofreading your message before sending it. However, we can all be forgetful; I am sure there’s at least once when you’ve hit Send without checking spelling.
You can avoid faux pas like these by telling Outlook Express to check spelling in your message before you send it. When this option is checked, spelling will be checked (as long as you have a word processor installed) when you hit Send.
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Step-By-Step
In this exercise, we’re going to customize some of Outlook Express’ options.
1. Open Outlook Express.
2. Click the Tools menu and click Options.
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3. On the General tab, check When starting, go directly to my Inbox folder.
4. Click the Spelling tab. Check Automatically check spelling before sending.
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5. Next, click the Compose tab. In the Stationery section, check Mail and click Select.
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6. Choose any stationery you like and click OK.
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7. Click OK.
8. Create a new mail message. Address it to yourself and type yourself a short message. Make sure to spell some words incorrectly.
9. When prompted, complete the spell check.
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10. Once the message has been sent, close Outlook Express.
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SECTION 4 Lesson 4.5: Using Newsgroups
During this manual, we have occasionally referred to newsgroups. Newsgroups are like e-mail accounts, in that they have to be configured and that you can view the messages in Outlook Express. However, they’re different in that many, many people can post to one forum and everyone subscribed to that newsgroup can view the messages.
Setting up a Newsgroup Account
Setting up a newsgroup account is a lot like setting up an e-mail account. You need to have an e-mail address (to send messages to the newsgroup) and you need to know the name of your newsgroup server. The server we are going to use is news.microsoft.com as it is a free, public, reliable server. There are many other newsgroup servers out there; some free and some paid. (Most Internet service providers also offer access to newsgroups.)
To start setting up your newsgroup account, click the Tools menu and click Accounts. Then, click the Add button and click News.
First, you will be asked to type in your name.
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When you click Next, you will be asked to enter your e-mail address.
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When you click Next, you will be asked to enter the server information and logon info (if applicable; free servers usually do not require a logon.)
When you click Next, you will receive a confirmation. Once you click Finish, the newsgroup account will be added. Then, you must close out of the Accounts dialog. When you do so, you will be prompted to download a list of groups from the main newsgroup server.
You should click Yes to start the process. It may take some time to download a list, depending on how many groups are available on the server, but it only needs to be done once. Once Outlook Express has the list, you will be prompted to subscribe to the newsgroups you are interested in.
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Above, you can see a list of newsgroups. The format for the Microsoft newsgroups is “microsoft.public,” then the language, then the application, and then the specific topic. Here are some examples: microsoft.public.nl.word microsoft.public.word.numbering microsoft.public.access microsoft.public.fr.mac
So, once you’ve found a newsgroup that you like, simply select it from the list, and click Subscribe. You can subscribe to as many groups as you like. Once you’re done, click OK.
Accessing a Newsgroup
Once you have subscribed to newsgroups, you will see the main server and any newsgroups you have subscribed to in your folder list.
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Then, simply click the appropriate newsgroup to display its messages.
Reading Newsgroup Messages
Reading a newsgroup message is the same as reading a mail message: click on it to view it in the preview pane, or double-click it to open it in a new window.
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Responding to Newsgroup Messages
Replying to a newsgroup message is similar to replying to an Outlook Express message. You can use one of two icons; both are located on the Outlook Express toolbar (in a newsgroup message and in the main window).
This posts a reply to the topic itself and is posted on the newsgroup.
Sends an e-mail directly to the recipient and is not posted on the newsgroup.
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Posting to a Newsgroup
Posting to a newsgroup is very similar to creating an e-mail message. First, make sure you have clicked the newsgroup in the folder list. Then, click New Post on the Outlook Express toolbar.
Next, type your message and click Send.
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You’ll notice that while some commands and items are a little different, many of the basic commands and tools (such as checking spelling and adding attachments) are still available.
Changing Newsgroup Settings
If you would like to remove the newsgroup, you can do so from the News tab of the Accounts dialog.
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If you want to change which groups you are subscribed to, click the main level of the newsgroup.
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Now, in the main Outlook Express screen, you can see all the newsgroups you are subscribed to. To change your subscriptions, click the Newsgroups button. This will open the window we saw earlier:
You can use this dialog to subscribe to new accounts or to unsubscribe from existing accounts.
Step-By-Step
In this exercise, we’re going to set up, access, and read a newsgroup.
1. Open Outlook Express.
2. Click the Tools menu and click Accounts.
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3. Click Add and click News.
4. At the first window, type your name. Click Next.
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5. At the next screen, type your e-mail address. Click Next.
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6. In the next screen, type news.microsoft.com. Click Next.
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7. Click Finish.
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8. Close the Accounts dialog.
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9. Click Yes at the download prompt.
10. Allow Outlook Express to download a list of newsgroups. When it is complete, find an Outlook Express newsgroup. Click Subscribe and click OK.
11. In the folder list, click the newsgroup.
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12. Read three messages.
13. Click the main level of the newsgroup (news.microsoft.com).
14. Click Newsgroups.
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15. In the list, find another newsgroup that you are interested in. Click Subscribe and click OK.
16. Click the new newsgroup.
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17. Click the Tools menu and click Accounts. Click the News tab.
18. Select the newsgroup and click Remove.
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19. Close the Accounts dialog.
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Section 4: Review Questions
1. Where can you find the option to set default stationery? A. Compose tab B. Send tab C. General tab D. Spelling tab
2. Where can you set up newsgroup accounts? A. Identities dialog B. Accounts dialog C. Options dialog D. All of the above
3. You’ve created a signature and you want to update your phone number. Where can you do this from so that it is permanent? A. A new mail message B. Manage Identities dialog C. Options dialog – Signatures tab D. Accounts dialog
4. Where is the option for disabling the start-up page located? (Select all that apply.) A. On the start-up page itself B. In the Identities dialog C. In the Accounts dialog D. In the Options dialog (General tab)
5. Which of the following is a requirement for setting up a newsgroup? A. Newsgroup subscription B. E-mail address C. Credit card D. All of the above
6. Where can you find tools to import and export data? (Select all that apply.) A. Edit menu B. Message menu C. File menu D. Tools menu
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7. When replying to a newsgroup post, what is the difference between Reply Group and Reply? A. Reply sends a message via e-mail just to the user; Reply Group posts a message to the newsgroup. B. Reply deletes the original posting while Reply Group includes the original posting. C. Reply Group adds to the original posting while Reply creates a new posting. D. There is no difference.
8. You would like Outlook Express to prompt you for an identity when you start the program. How do you do this? A. Control Panel B. Options dialog C. Accounts dialog D. Manage Identities dialog
9. Why should you be careful when setting an identity password? A. You have to open Outlook Express differently afterward. B. If you lose or forget your password, you’ll lose your e-mail too. C. It changes how Outlook Express looks. D. It sets a password on all identities.
10. Where can you find tools to modify identities? A. Tools menu B. File menu C. Control Panel D. Windows Address Book