Accounts

If we want to send or recieve an e-mail, we must have an e-mail account.
To create an e-mail account, select “Tools” – “E-mail Accounts …” from the menu bar.
In the first wizard window ,”Email Accounts”, choose “Add a new e-mail account”.
Click “Next”
In the second window you choose POP3.
Click “Next”.
In the third window you specify the settings for your account:
User Information: the basic information about the user.
Logon Information: this information you should have received from your provider (or your Host if you have your own domain name available).
Server Information: this information from your provider (or your host).

Click “Next”.
And click “Finish”.

Usinf the Inbox folder

All incoming messages are placed in the Inbox folder, we can read , print, forward, reply, and delete the messages from here.
To open the Inbox folder, click the “Mail” button in the navigation panel when you use Outlook 2003.
If it is the Outlook 2000 or XP, click the “Personal” folder in the Outlook Bar and choose your Inbox. Or you choose View – Go to … – Inbox in the menu bar.
If there are unread messages in the Inbox folder, the number of these messages will be displayed next to the Inbox button in the navigation panel or the Outlook Bar.

Status of the message

Any message we receive, will also go into the Inbox folder.
Outlook will place icons to the left of the message on the status of the email.

• unread message
• read message
• answer message
• forwarded message
• Flag for follow-up
• important message
• less important message
• notification for receipt
• Notified read
• message with attachment

Reading Messages

To read a message from the Inbox folder we can double-click the message to read the message in a new window.
At the top of the window, we see who has sent the message, when it was sent, and the subject.
Click the X at the top right of the window to close it and return to the Inbox folder.
To check for new messages that appear on our Mail Server, we click the Send / Receive button in the standard toolbar.
Or we choose “Tools” – “Send / Receive”, “Send & Receive All” in the menu bar.
When we choose the last option we can select between different email accounts, we can choose what we want to send and receive.

All unread e-mail is displayed in “BOLD”.
Once the mail is read, it is displayed in “NORMAL”.

Printing messages

To print a message, double-click the message in the Inbox folder to open it.
And click the “Print” button in the standard toolbar.

Delete messages

To remove one or more messages in our Inbox, we select the message, or messages, and we click on the Delete button on our keyboards.
When we have removed the message from our Inbox, the message is moved to “Deleted Items” folder, but not from Outlook.
To completely delete the message, repeat this step in the “Deleted Items” folder.

Sorting the Inbox

To sort the messages in our Inbox , we click the column titles in the field that we want to sort.

The same also applies to the Outbox, we will discuss this later.

Changing Inbox view

We can customize the display of our Inbox to our own preference.
Click on “View” – “Arrange By” – “Current View”, if you use Outlook 2003.
Click View – Current View, if your Outlook 2000 or XP.
Make a selection from the submenu with the different views.
If you choose “Display define” you can even create a new view, as in the “Contacts” folder, which we have discussed in a previous lesson.

Flag for follow-up

You can mark a message for follow up, by putting a red flag in front of it.
To post a message marked for succession, we select the message and choose “Actions” – “Follow” in the menu bar (if you work with Outlook 2003 you can also choose a color for the flag).
In versions 2000 and XP it opens the “Flag for Follow Up” dialog:

In this dialog we can determine, the type of marking end date, and determine the hour, by clicking on the arrows.
In the “Tag”, you can also type a text if you wish to.
In the 2003 version we can open this dialog by clicking on “Actions” – “Follow Up” – “Add Reminder”.
The End date and time are only available in versions 2003 and XP.
Click OK when the settings have been entered.

In versions 2000 and XP, when the succession is completed, choose “Actions” – “Follow” in the menu bar and check the “Completed” box in the dialog box and click OK. The flag is now dimmed in the Inbox folder.
To remove the flag, click “Clear Flag” in the “Flag for Follow Up” dialog.
To achieve the same in Outlook 2003, you simply double click the red flag.
You can also remove the flag in 2003 version by right-clicking and selecting “Delete” from the drop-down menu.

If you wish to add a follow-up marker to your e-mail that you want to send, then get the flag in the toolbar of your e-mail.

Find Message

When we have several messages in our Inbox, it may be difficult sometimes to find a particular message.
To find a particular message, we give a word in the “Search” and choose “Inbox” in the drop-down list under “Search”.
We click the “Search Now” button.
If the toolbar is not visible, click the  button in the Standard toolbar, or choose “Tools” – “Search” in the menu bar.

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