MS Outlook Questions & Answers (compiled from training sessions)

1. How to make a rule in Outlook
2. About Outlook Web Access (OWA)
3. Saving an attached file
4. Spell checking an E-mail before sending it
5. Difference between Reply and Reply All
6. Setting up the Junk mail rules
7. Setting up the Adult content mail rules
8. Using Outlook and Rightfax
9. Auto Signature when writing an E-mail
10. Using Word to edit e-mails
11. Make Contacts the default addressing look-up
12. Useful Shortcut keys
13. Show shortcut keys in Screen Tips
14. How to make the toolbar buttons larger
15. How to make the grid lines visible in your mail boxes
16. How to make an e-mail template

How to make a rule in Outlook

1. Display the Tools menu and then click the Rules Wizard command. The Rules Wizard dialog box will display.
2. Click the New button.
3. Click the type of rule you want to create.
4. Click the Next button.
5. Click all the conditions which should apply to the rule.
6. Click the Next button.
7. If necessary, add any further actions. Based on what you’ve selected, there may be words with blue underlines in the Rules description section. If so, click these words.
8. Click the Next button.
9. Click all the exceptions which should apply to the rule.
10. Click the Next button.
11. If you don’t like Outlook’s name, enter a new name and then click the Finish button.
12. Click the OK button.

Scenario: Automatically send all mail on the ISUNET-L listserv to the "ISU E-mail" folder.  This scenario will utilize a shortcut not mentioned above.  The shortcut will be explained in step 3 below.

1. Double-click a to open a message in Outlook that was sent to ISUNET-L.

2. Click Actions --> Create Rule. 

3. You'll notice that some of the fields are filled in for you.  This is the shortcut mentioned above.  If you base a rule off an existing message (by clicking Actions --> Create Rule), Outlook will fill in the relevant fields for you.

At this point, decide if you want to move all messages "from Chris Andre" or "to ISUNET-L@listserv.ilstu.edu".  For our example, we will filter messages sent to the listserv.  Place a checkbox next to the third box below and click Next.

4. This screen asks you what you want to do with all messages sent to "ISUNET-L..."  We will choose the first option: "Move to a specified folder."  Place a checkmark here.  Do NOT click Next quite yet.

5. Click the "specified" folder link.  This will give you an opportunity to determine which folder these messages will be sent to.  The box below pops up and you highlight the appropriate folder.  For our example, we will choose the "ISU E-Mail" folder.  Click OK.

6. The rule is now complete.  At the bottom of the screen, you see the sentence that states that all messages sent to ISUNET-L will be moved to the ISU E-Mail folder.  Click Finish.

All new e-mails that match this criteria will automatically be moved to this folder for you.

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About Outlook Web Access (OWA)

OWA is accessible anywhere on the Internet by going to:
owa.sys.ilstu.edu

When you go to the link the box below will open
enter your User name, Password, and adilstu for the domain

If you are presented with a 2-line logon box, you must prepend your ULID with "adilstu\".  The box below is an example of how to login.

User name: adilstu\(your ULID)
Password: Your Password

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Saving an attached file

When you receive an E-mail and it contains an attachment, the attachment does not save to your computer,
it stays on the server until you download it to your computer. To download the attachment:

Click on the attachment in the message
it will ask you if you would like to save or open
Click save and choose the location that you would like to save the file (My Documents is the default)

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Spell checking an E-mail before sending it

Manually spell check
Display the message you want to check.

Display the Tools menu and then click the Spelling command.
OR
Press the F7 key.

If Outlook finds a questionable word, the Spelling dialog box will display. Use the guidelines below to help you decide how to proceed.

Leave the word as is
Leave all occurrences of the word as is
Leave the word as is and add it to the dictionary
Use the selected replacement instead
Use the selected replacement on all occurrences

When the spelling check is complete, a message box will display. Click the OK button.

Automatic spell check
Outlook will not spell check like word, as you type, but it can check before you send the message. to enable this option go to:
Tools then Options, and click on the Spelling tab.
Check the box next to Always check spelling before sending
Click Apply and it will check spelling when you hit the send button.

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Difference between Reply and Reply All

When you reply to some one you can hit two buttons, the Reply and Reply All.

Reply will send the e-mail to the address that is in the reply field of the e-mail, which is usually the person
who sent the message.

Reply All will send the e-mail to the sender, all the other addresses it was sent to, and the CC addresses as well

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Setting up the Junk mail rules

1. To set up the Junk Mail filter we start by going to Tools then click Rules Wizard.
2. It may ask where the rules should be created, choose Server.
3. Click From a Blank Rule
4. Just like creating any rule click New, then make sure Check messages when the arrive is selected and click next.
5. Check the box next to Suspected to be junk e-mail or from junk senders, click Next.
6. The next box you have a choice. Delete or put in a folder to look at it and delete later. Put the check next to Delete it or Move it to the specified folder.
7. We will check Move it to the specified folder, before clicking next you need to click on the highlighted word Specified and select a folder. Or click new and create a folder called Junk, and click OK.
8. Click Next.
9. Since this is a simple rule click Next past the exceptions.
10. Click Finish. Hit OK to the window that appears.
11. Click OK to exit the rules wizard.
12. Last step is to go to Tools then Organize.
13. A new pane will appear click on Junk e-mail.
14. Click the button Turn on next to New Junk messages will appear Gray.
15. Then go to Tools then Organize to close the organize pane.

To add senders and e-mails to the list highlight the message, go to Actions, Junk e-mail, click Add to junk senders list.

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Setting up the Adult content mail rules

1. To set up an adult content Mail filter we start by going to Tools then click Rules Wizard.
2. It may ask where the rules should be created, choose Server.
3. Click From a Blank Rule
4. Just like creating any rule click New, then make sure Check messages when the arrive is selected and click next.
5. Check the box next to Containing adult content or from adult content site, click Next.
6. Most people will want to delete the e-mails, put a check box next to Delete it
7. Click Next.
8. Since this is a simple rule click Next past the exceptions.
9. Click Finish. Hit OK to the window that appears.
10. Click OK to exit the rules wizard.
11. Last step is to go to Tools then Organize.
12. A new pane will appear click on Junk e-mail.
13. Click the button Turn on next to Automatically color Adult Content messages Maroon
14. Then go to Tools then Organize to close the organize pane.

To add senders and e-mails to the list highlight the message, go to Actions, Junk e-mail, click Add to adult content senders list.

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Using Outlook and Rightfax

Please refer to the "Using Right fax and Outlook reference card (PDF)"

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Auto Signature when writing an E-mail

1. To add a signature to new e-mails in out look go to Tools the Options.
2. Click on the Mail Format tab
3. At the bottom of the window there is a signature portion
4. To setup a signature click Signature Picker, that will open a new window, click New to add a signature to the list
5. When you are done adding a signature, select it and click OK
6. Click OK to exit options.
7. You now will have that signature at the end of every e-mail.

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Using Word to edit e-mails

Note: If the E-mail recipient does not use Outlook, they will not see the formatting that you created while working on your message. Word is also required to see the formatting.

To use Word as Your E-mail Editor

1. Click the Tools menu and select "Options...".
2. Click the "Mail Format" tab.
3. Check the "Use Microsoft Word to edit e-mail messages" check box.
4. Click Apply.
5. Click OK.
6. When you create a new message, Microsoft Word will open and you can use Word's formatting features to create your E-mail message.

Tip: To go back to normal formatting, just uncheck the "Use Microsoft Word to edit e-mail messages" check box.

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Make contacts the default addressing look-up

NOTE (1/20/04 ebh): The configuration seen below is *not* the way we originally configured Outlook.  However, after gaining some experience with this option and hearing back from you, we've changed our recommendation.  Your settings should reflect the screen below.  Please let us know if you have any questions or need assistance in getting this setup.

1. To change the order of where Outlook searches when you type a name in the To: box to the Contacts, go to
   Tools then Services, and click on the Addressing tab.  Alternately, click the "Address Book" icon on your Outlook toolbar.  It looks like an open book.
2. The first box in addressing is the Show this address list first box, change it to Contacts by selecting it from the drop down box.
3. The second part is to correct the order that Outlook searches for addresses.
4. In the bottom box select Contacts and click on the up arrow to the right until it is the first in the list.
5. Also in the bottom box select LDAP and click on the down arrow to the right until it is the last in the list.
6. Contacts should be first; Global Address List second; LDAP last
7. click OK and you are done.
   
   

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Useful Shortcut keys

A larger list of shortcut keys can be found on the Outlook 2000 Quick Reference card (PDF)

Key Combo	Effect
CTRL+SHIFT+B	Display the Address Book
SHIFT+left mouse button	On a link to specify a web browser
CTRL+SHIFT+M	New Message
CTRL+F	Forward
CTRL+R	Reply
CTRL+M, or F5	Check for new mail
CTRL+SHIFT+I	Switch to Inbox
CTRL+SHIFT+O	Switch to Outbox
CTRL+F7	Spell check Message

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Show shortcut keys in Screen Tips

1. On the Tools menu, click Customize, and then click the Options tab.
2. Select the Show shortcut keys in Screen Tips check box.
   
   Note: When you select the Show shortcut keys in Screen Tips check box, the setting affects all of your
   Microsoft Office programs except Microsoft Excel.

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How to make the toolbar buttons larger

1. To make the icons on the toolbar larger for better viewing go to View and click on Toolbars and that will open the menu.
2. Click Customize under the toolbars menu. From there click on the Options tab and put a check next to Large Icons.
3. Click OK and the icons will become large.

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How to make the grid lines visible in your mailboxes

1. To make the grid visible in Outlook start by going to View then Current View.
2. In the menu that slides out click Customize Current View and click the Other Settings button.
3. In the box titled Grid lines choose solid in the Grid lines style box.
4. Click OK.
   

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How to make an e-mail template

A template in Outlook is the equivalent to stationary in Eudora.
 

1. We begin by starting a new e-mail by clicking the New button in the toolbar.
2. From there you can type the subject and body of the e-mail that you are going to use as a template.
3. When you are done, in the new e-mail window go to File then Save as
4. At the bottom of the Save as window there is a drop down box called Save as type: choose Outlook Template.
5. Click Save.

Using templates

1. To use the template that you created go to File then New.
2. In the drop down menu click on Choose Form...
3. Choose User Templates in File System in the Look In Drop down menu.
4. Select the template and click Open, this will open a new message using the template.

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