This configures outlook to read and send email using a given email account.
Tools>Add a New Email Account. Select server type (normally POP3). For the test account I set up, use the following settings at NVCC (these vary with the Internet Service Provider who is providing the email service and the authentication of the outgoing server appears to vary with where was is connecting from)
email adddress: ite115@comcast.net
Incoming mail server: mail.comcast.net
Outgoing mail server: smtp.comcast.net
username: ite115
password: nvccstudent
Click on "More Settings" and then on "Outgoing Server" tab and click "My Outgoing Server Requires Authentication." On the "Advanced" tab, one can control whether a copy of your incoming messages are saved on the server. I find it convenient to do this, setting a number of days that is small enough so that the mailbox capacity provided by the ISP is not exceeded.
By default, upon connection to your ISP, Outlook will download new messages and send any messages in your Outbox. I find it more convenient to change this so that the send/receive only occurs when I click Send/Receive. I do this for two reasons: (1) To avoid the distraction of incoming email while I am working on something else, and (2) To avoid sending email inadvertently -- this way it goes into the outbox first and remains there till I hit send/receive. To set this, go to Tools>Options>Mail Setup.
Left side - Mail (with folders of Deleted, Drafts, Inbox, Junk Email, Outbox,
Sent, Search Folders - Messages for Followup, Large Messages, and Unread Messages),
Calendar, Contacts, Task categories - I haven't used Calendar or Task categories
and they aren't discussed in the text
Middle (assuming Mail is selected as category) - Message Pane (list of messages)
Right hand side - Reading Pane - the text of a single message that is highlighted
in the message pane
The number in parentheses after the folder name is the number of itmes in the folder that haven't been opened. In the message pane, items that haven't been opened will appear in bold. The status of the message is also indicated by the message list icons at the left - e.g. a message that has been opened will appear as an opened envelope whereas a message that hasn't been opened will appear just as an envelope, a purple arrow on the envelope will indicate you replied to the message, and so forth.
Changing the Order of Messages in the Message Pane - Right Click on the top of the message pane to select the basis for arranging messages (I do by date)
By default, the reading pane appears on the right. If you want it to appear below the message pane, as in previous versions of Outlook, select View>Reading Pane>Bottom. You can also turn off the reading pane entirely if you want to see more messages in the message pane.
Basic Email steps - Reading, Replying, Forwarding, Deleting, Viewing Attachment
Creating Folders within Inbox and Outbox (not discussed in text)
Creating an End Signature - With Inbox Window active, select Tools>Options>Mail Format>Signatures>New (enter name for signature) - then choose email account and whether to use for ( 1) new messages and/or (2) replying and forwarding
Composing a New Email Message, formatting it, and adding attachment
Flagging, sorting, and filtering email message - Right click on message header and select Follow Up>choose flag color (you can use whatever system you want); View>Arrange By>Custom>Filter -- to remove filter, check the Clear All. (Rather than filter, it may be simpler to just sort by the field you want, if that field appears in the message pane).
Rules - Tools>Rules and Alerts
Setting Message Importance and Message Sensitivity - While composing new message, click Options and then set these. Can also set a "do not deliver before". You can also change the deault level of importance and security through Tools>options>Preferences>Email Options>Advanced Email Options
Creating a Personal Folder - right click the contacts button in Navigation pane>New Folder
Can create mutiple folders - this used to be one of the features that distinguished Outlook from the free Outlook Express; I don't know what Outlook Express now has contact folders
Changing view of the contact list - the default view is address cards - the alphabetical buttons at the right are useful for longer lists -- In navigation pane, can select a different view or through View>Arrange by>Contact View
Organize contacts - Tools>Organize -- however I couldn't get categories to work well with sending email
Creating a distribution list - couldn't get this to work
Activities for a contact -- Double click the contact then click on Activities Tab -- this searches in the main Outlook folders but yoiu can add folders to be searched.
Revised: December 7, 2005. Comments to William Pegram, wpegram@nvcc.edu