Getting the Most out of E-Mail with Outlook Express
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21 Oldaker St, Devonport Tel. 6424 9413 A Taste of E-commerce Getting the most out of e-mail with Outlook Express Presented by John Guenther PREFACE.....................................................................................................................1 COURSE OBJECTIVES ...................................................................................................2 MODULE 1 – SETTING UP OUTLOOK EXPRESS..............................................3 WHAT DOES OUTLOOK EXPRESS DO?..........................................................................4 A NOTE ABOUT OUTLOOK EXPRESS AT ONLINE ACCESS CENTRES .............................4 STARTING OUTLOOK EXPRESS ....................................................................................5 SETTING UP HOTMAIL TO BE USED IN OUTLOOK EXPRESS ..........................................6 EXERCISE 1 - USING OUTLOOK EXPRESS VIEWS.........................................................9 UNDERSTANDING FEATURES OF THE OUTLOOK EXPRESS WINDOW ...........................11 EXERCISE 2 - CHANGING HOW OUTLOOK EXPRESS BEHAVES ...................................14 FOR HOMEWORK – SETTING OPTIONS ........................................................................15 MODULE 2 – SENDING AND RECEIVING MESSAGES..................................16 EXERCISE 3 - CREATE A NEW MESSAGE ....................................................................17 EXERCISE 4 - SENDING MESSAGES TO SEVERAL RECIPIENTS .....................................19 RECEIVING MESSAGES ...............................................................................................21 REPLYING TO MESSAGES ...........................................................................................21 REPLYING TO ALL .....................................................................................................22 FORWARDING MESSAGES ..........................................................................................23 EXERCISE 5 – PRACTICE REPLYING AND FORWARDING .............................................23 SENDING ATTACHMENTS ..........................................................................................24 VIEWING ATTACHMENTS...........................................................................................26 SAVING ATTACHMENT FILES .....................................................................................27 EXERCISE 6 – PRACTICE SENDING AND RECEIVING ATTACHMENTS...........................27 DELETING MESSAGES ................................................................................................28 MODULE 3 – ADVANCED FEATURES ...............................................................29 FOLDERS IN OUTLOOK EXPRESS ...............................................................................30 EXERCISE 7 – CREATE A FOLDER ..............................................................................30 EXERCISE 8 – MOVING MESSAGES INTO A FOLDER....................................................31 DELETING FOLDERS ..................................................................................................31 FLAGGING MESSAGES ...............................................................................................33 FINDING MESSAGES ...................................................................................................34 A TASTE OF E-COMMERCE – GETTING THE MOST OUT OF E-MAIL Preface Application and Version Differences Because of version and preference differences, screen shots and descriptions may differ slightly from what a trainee may experience in the training environment. Where possible, the manual has been designed with the training environment in mind. Cat Conatus Support Cat Conatus offers free phone support for any material covered - and any other questions you may have. Most times a quick phone call will solve the problem and you’ll be on your way. Contact John Guenther on Mobile: 0412 125 661 Fax: 6425 4005 Office: 6425 9016 Email: [email protected] If we can’t answer your problem right away, we’ll return your call within 24 hours. About this Manual This Manual has been developed for the sole purpose of Online Access Centre courses. It may not be copied without express permission of the author / presenter. Course Structure This course contains examples and detailed instructions. A floppy disk is provided to take practice exercises away for future reference. © 2000 Cat Conatus 1 A TASTE OF E-COMMERCE – GETTING THE MOST OUT OF E-MAIL Course Objectives This course is designed to get you up to speed with e-mail. While we will be using Outlook Express, you can apply the principles and procedures you have learned to almost any other e-mail program you may be using at home or at work. During this course you will learn how to… q arrange the Outlook Express workspace to suit yourself q adjust and set personal information that displays when you send and receive messages q create, send and receive messages. q use an address book with e-mail messages q send, save and view an attached file q set up folders and organise your messages © 2000 Cat Conatus 2 A TASTE OF E-COMMERCE – GETTING THE MOST OUT OF E-MAIL Module 1 – Setting up Outlook Express In this module you will learn q about arranging the workspace in Outlook Express to suit you q what the different parts of the workspace do q how to make Outlook Express behave the way you want it to © 2000 Cat Conatus 3 A TASTE OF E-COMMERCE – GETTING THE MOST OUT OF E-MAIL What does Outlook Express do? This course assumes that you are using Outlook Express version 5. At the time of writing, this is the most recent version of the program. If you have a previous version of Outlook Express, you should upgrade to the latest version. You can download it free as part of Internet Explorer, or you can pick it up from a PC magazine from your supermarket or newsagent. If you don’t have Outlook Express at home or at work, it shouldn’t be any bother, as most of the features used here are common to most other e-mail programs. A note about Outlook Express at Online Access Centres The TCO do not allow us to set up an individual POP31 account for each machine at an Online Access Centre. However, what we can do is set up Outlook Express to read hotmail accounts, so that it behaves pretty much as it does on your own PC with your own personal or work account. The accounts that have been set up with hotmail are [email protected] where X is a number from 1 to 10. Your instructor will advise of the password if need be. 1 POP stands for Post Office Protocol, the standard usually used by most e-mail programs. For more information go to www.whatis.com © 2000 Cat Conatus 4 A TASTE OF E-COMMERCE – GETTING THE MOST OUT OF E-MAIL Starting Outlook Express Find the Outlook Express icon on the programs menu: Once you have clicked on it, the proram starts and the program is represented in the taskbar with an Outlook Express icon. Once open, the Outlook Express program may display as follows. We’ll learn about the different parts of the window shortly. © 2000 Cat Conatus 5 A TASTE OF E-COMMERCE – GETTING THE MOST OUT OF E-MAIL Setting up Hotmail to be used in Outlook Express If you would like to set up an existing Hotmail account to use with Outlook Express, it’s pretty straightforward. Click on Tools | Accounts from the menu bar: From the Internet Accounts dialog box, click the ‘Mail’ tab, press the Add button, and click on Mail. In the next dialog box type the name you want other people to see when they get messages from you. © 2000 Cat Conatus 6 A TASTE OF E-COMMERCE – GETTING THE MOST OUT OF E-MAIL Click the button. If you have an existing account, you can type the e-mail address in the box. For a new account with Hotmail, click on the button below. © 2000 Cat Conatus 7 A TASTE OF E-COMMERCE – GETTING THE MOST OUT OF E-MAIL You don’t have to do anything with the next dialog box if it is a Hotmail account. Just click the button. In the next dialog, you can put in your password. © 2000 Cat Conatus 8 A TASTE OF E-COMMERCE – GETTING THE MOST OUT OF E-MAIL The last step requires you to click the button, which then takes you back to the Internet Accounts dialog box. You can choose the button. A dialog box asks if you want to download folders… choose Yes. If you did not put your password in earlier on, you will be asked for it now. Your ‘Inbox’will probably look something like the following, with indicators in brackets showing how many new messages you have. The folders showing on the left side of the screen, should be exacly the same as those you currently have set up in Hotmail. Note that it doesn’t look like a usual Hotmail account. The big advantage of using Outlook Express with Hotmail is that you can store as much on your hard drive as you like, and you can prepare and read messages while off-line. Exercise 1 - Using Outlook Express views You can customise Outlook Express to suit how you would like it to appear. Let’s give it a go. Choose View | Layout from the menu bar. © 2000 Cat Conatus 9 A TASTE OF E-COMMERCE – GETTING THE MOST OUT OF E-MAIL From the Window Layout Properties dialog box, check or uncheck boxes so that it shows as follows: After you click OK, you might notice a few changes to the Outlook program window. © 2000 Cat Conatus 10 A TASTE OF E-COMMERCE – GETTING THE MOST OUT OF E-MAIL Understanding features of the Outlook Express window Lets take a quick look at a few parts of the Outlook Express window. Folders Folders are essentially storage areas for messages. The above diagram shows