Effective E-mailMicrosoft Outlook StartupReceiving and Reading EmailUsing the Address BookReplying to EmailForwarding EmailNew messages from scratchSending your Email

Copyright Gary Maunder, 2003Nipawin School Division No.61, Box 2044 Nipawin, SK

Receiving and Sending Email with Microsoft Outlook - Startup

To start Microsoft Outlook go to the START button

Choose Programs and go to Microsoft Outlook

Receiving and Sending Email with Microsoft Outlook - Startup

When it starts up you will see a screen which may differ from the one pictured here.

This is because Outlook is composed of many programs which do different tasks

These programs are all listed in the taskbar on the left

Choose Inbox to do email

Receiving and Sending Email with Microsoft Outlook – Reading Email

Your email messages will be automatically downloaded as soon as you start up.

To read a message click on the one you choose in the listing pictured on the right

Receiving and Sending Email with Microsoft Outlook – Reading Email

Notice on the email I have chosen, there is a paperclip in the upper right hand corner.

This means a document is attached to your message

Click on it and a small pane appears as pictured here

Receiving and Sending Email with Microsoft Outlook – Reading Email

Click on that pane and the document will automatically be opened in a separate pane.

If the attached file cannot be read by any program installed on your computer you will be given to option to choose one or save the file on the hard drive

Receiving and Sending Email with Microsoft Outlook – Address Book

You may wish to add the sender to your address book

To do this first double click on the message to open it up in its own window.

Then click on the sender to highlight it as in the example noted here.

Receiving and Sending Email with Microsoft Outlook – Address Book

Now right-click the address

Choose Add to Contacts

Receiving and Sending Email with Microsoft Outlook – Address Book

Another window will pop up which lists an index card for the sender

All the relevant information should be filled in for you

You can type in extra information in the appropriate box

When you are done choose the Save and Close button highlighted in the example on the right.

Receiving and Sending Email with Microsoft Outlook – Replying

There are a lot of ways to reply to a message

You can choose the Reply button on either window noted on the right

Receiving and Sending Email with Microsoft Outlook – Replying

When you do a new window will pop up with the Sender’s address filled in for you and the message is quoted for you

The subject line has a Re: inserted meaning you are replying to this message

Receiving and Sending Email with Microsoft Outlook – Replying

First type your subject into the subject line after Re:

Then type in your reply

Then click the Send button

Receiving and Sending Email with Microsoft Outlook – Forwarding

You can also bounce this message to someone you know

To do this click the Forward button in either of the window pictured on the right

Receiving and Sending Email with Microsoft Outlook – Forwarding

When you do, a window similar to the Reply window pops up with the message quoted for you

Fill in the Subject line, type your message and choose Send as in the example pictured on the right.

Receiving and Sending Email with Microsoft Outlook – New Messages

You can also draw up a new message from scratch

To do this, click on the NEW button as in the example on the right.

Receiving and Sending Email with Microsoft Outlook – New Messages

Now fill in an e-mail address that you know or from your Address Book

Receiving and Sending Email with Microsoft Outlook – New Messages

Next fill in the Subject line as this is compulsory

What you fill in is up to you but make it descriptive of the message contents out of respect for your recipient.

Receiving and Sending Email with Microsoft Outlook – New Messages

Type in the text of your message.

Don’t forget to sign it.

Receiving and Sending Email with Microsoft Outlook – Sending

The final thing you must do is to send your message

When you clicked on the Send button in the previous examples Outlook placed your messages in a queue to send all at once.

To do this click on the Send/Receive button and the messages will be sent.

At the same time Outlook will also download any new messages.

Effective E-mail

Test yourself: Send a message to your own address

(yes – this is possible!) Check your email, reply to it by adding

another short message Forward the same message using

anyone in your address book