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Setting Up and Using Microsoft Outlook 2000
IntroductionElectronic mail, or "e-mail," has become an indispensable tool for intra- and inter-office communication. It allows computers to send messages to people all over the world, as well as Trinity students, faculty and staff. Outlook is used in reading, storing, and sending e-mail messages over the Internet. These pages provide information on how faculty and staff set up Outlook with the College's Exchange server, and some basic instructions in its use. E-mail Accounts and PasswordsBoth faculty and staff should know their NT account, password,
and e-mail address. If you don't already have
this info please call the
2100 Help Desk. INFORMATION YOU'LL NEED BEFORE YOU BEGIN
E-mail
Username:__________________________________________________
E-mail
Password:__________________________________________________
E-mail
Address:___________________________________________________
All the students on campus and everyone off
campus who whishes to use the Outlook as their E-mail program have to use
the VPN (Virtual Private Networking) connection in order to properly
authenticate their computers. Otherwise the Outlook will not be able to connect
to the E-mail server and you will get the "response timeout error". For the
instruction on how to set up the VPN connection on your computer please follow
the link below. The first time you run Outlook you should automatically get the Outlook 2000 Startup wizard, which helps you set up your Outlook account. The first screen should look like the one below, and all you have to do here is click Next>. If you don't get this screen, don't worry, there are other ways to set up your account. Go to "Part 2: Manually Configuring Outlook" and follow the instructions given to set up your account.
The next screen will ask you what type of e-mail accounts you want Outlook to use. To use a Microsoft Exchange account you need to check the button next to "Corporate or Workgroup". Then click Next>.
On the next screen, you should make sure the box next to "Manually configure information services" is checked. Then click Next>.
In the next window, you will be asked to provide a Profile name. You should enter your name as you would like it to appear on outgoing emails. Then click Next>.
The next window will show the services that are set up for the profile. Right now nothing should be set up yet, but you will be adding services that will allow you to get your mail and use address books. To add services you need to click the Add... button.
When you click Add... the following window should pop up. It has a list of services you can set up for your profile. The first one you want is "Microsoft Exchange Server" which allows you to connect to the server and send and receive email. Click on "Microsoft Exchange Server" in the list and then click OK.
The following window should pop up. In the top box, where it asks for the Microsoft Exchange server, type in "hockberry" if you are a student or "hickory" if you are faculty/staff. In the second box it asks for your mailbox. Type in your last name and then click the Check Name button. This will search for your mailbox and it should find your name. You may have been asked for a username and password when you clicked on Check Name. If you ever see the password box shown below, you should enter your username and password, which you should already know, and for the domain, enter "cmpcntr". Remember that your username and password are case sensitive. If you do not know your username and password, or your username and password do not work, call the Help Desk at x2100. If your account is found, the letters in the two boxes where you entered information will now be underlined. Click on the "Advanced" tab to change some settings. Students:
Faculty/Staff:
The "Advanced" tab shows the following information. On the bottom of the window is a pull down menu where you can choose the "Logon Network security:" From this menu choose "None" if you are a student or "NT Password Authentication" if you are faculty/staff, and then click OK.
You should now be back at the screen that shows you what services are set up on your profile. This screen was empty before, but should now read "Microsoft Exchange Server". You still need to add more services to allow you to use address books. Click on the Add... button. You should see this list again. This time choose "Outlook Address Book" and then click OK.
You should see the list of services available for your profile again, with two items listed now. Click the Add... button again to add more services. From the list of services choose "Personal Address Book" and then click OK.
A window will pop up and ask you what you want to name your Personal Address Book. You can leave the name or change it. It also asks you how you want to display the names in your address book. Check the box next to "First name" or by "Last name" depending on your preference. Then click OK.
You should now have three things on your services list, but you still need to add one more, so click on the Add... button again. From the list choose "Personal Folders" and then click OK.
You will get the following window asking you to name your personal folders. Type in your username and then click OK.
This screen will give you more options for your personal folders. Click OK. Adding personal folders will allow you to save old emails to your computer instead of leaving them on the server. In your folder list, which is on the left side of the Outlook screen, you will see a category called Personal Folders. You can then create folders in the category by left clicking on Personal Folders and selecting "New Folder". When you move emails to these folders, they will be saved on your computer and not on the server. For more information see the section below entitled Creating Mailboxes. You have now added all that you need to add to use your email account. Your list of services should look like the list shown below. Click OK to finish setting up your account.
You are now done setting up your account! You should see the following screen and all you need to do is click Finish.
Part 2: Other ways to Configure Outlook There are ways to configure Outlook if you can't do it the way described above. Use the following method if:
When you start to use Outlook, you will need to create a profile for yourself that stores all your email information. If you have not used Outlook, and do not have a profile follow the instructions in "Creating a New Profile". If you already have a profile, but you need to change it for some reason, follow the steps outlined in "Changing a Profile".
Creating a New Profile: If you start Outlook and do not get the prompt to create a new profile, or you already have profiles on the computer and you want to create a new one, start by right clicking on the icon for for Outlook and choosing "Properties" from the list that comes up. If you already have profiles set up, you will get the following screen. Click on the button Show Profiles... to see a list of the profiles already set up.
You should then get the following screen. Any profiles you already have will be listed in the top box.
If you do not already have profiles set up already, you will go directly to the screen shown above. To create a new profile, click the Add... button. This will bring up the following screen:
From here, follow the instructions described in "Part 1: Configuring Outlook" to set up Outlook. When you are done, you should see the following screen again, but this time it will have your new profile listed. At the bottom of this screen are two buttons. You will probably want the button next to "Always use this profile" checked. This will open your account every time you open Outlook. Click OK and you should be all set to use Outlook.
Changing a Profile: If you ever need to change your profile for some reason, this is easily done by following these steps. First, right click on the Outlook icon and choose "Properties" from the list that comes up. You will see the following screen come up showing a list of the existing profiles. Click on the profile you want to edit and click on the Properties button.
You should get the following screen showing a list of the services set up for that account. If you do not see all of the services you want, you can ad services by clicking the Add... button. If you want to modify the settings of one of the services, highlight the service and then click Properties. The services you should have set up and the settings you should have for each service are explained above, in Part 1: Configuring Outlook.
Opening, Viewing and Deleting Mail When you open Outlook, you should be prompted to enter your username, password, and domain. You should know your username and password, and the domain should always be "cmpcntr". Once this information is entered, Outlook will open and should take you to your inbox, which is where all the messages you receive will first come in. Outlook will check for new email messages and if you have any, they will be shown in your inbox. Also, if you have any old messages left in your inbox, you will be able to see those too. Any messages you have not yet opened will be shown in bold. To open a message to read it, simply click on the message and it will open in a box below the inbox. You can delete a message while it is open by hitting the Delete button on your keyboard or by clicking on the Delete button in Outlook. The Delete button in Outlook looks like an X and is in one of the toolbars above the inbox. Doing this will move email to the "Deleted Items" folder, but they will not be deleted permanently. You can get rid of the messages in the "Deleted Items" folder by clicking on "Tools" in the menu bar and choosing 'Empty "Deleted Items" Folder'. To create a new mail message, click on the button in the toolbar labeled New. A list will come up and you should choose the option Mail Message. At this point, a new message window will appear, with the cursor (now in the form of a blinking insertion point) situated at the start of the "To:" field. The cursor can be traversed through these fields by using the "Tab" key or by moving the cursor into a particular field and clicking the mouse button. Write the address of the recipient in the "To:" field. Another way to fill in this part is to click on the "To:" next to the field, which will bring up a window in which you can choose to add people from you address books. This will be discussed in more detail below. In addition to the "To:" field, the new message window also contains a "From:" field which has been automatically been filled in with the return address. The subject line should be filled out as a courtesy, a short line explaining what the message is about should be typed here. The other fields are optional and do not need to be filled. The "Cc:" and "Bcc:" fields will send copies of the letter to other people. Addresses listed in the "Bcc:" field will not show up to the other recipient while the "Cc:" field will. Attachments will list any files that are attached to the e-mail message. The "Bcc:" field does not show up automatically, but you can choose to add people to that field by clicking on the "To:" or "Cc:" buttons. This will bring up a window that will let you choose to add people from your address books. A list of names will come up and to add someone as a recipient of the message, simply click on their name, and then click on the button where you want to add them, either To->, Cc-> or Bcc->. You can choose to view people from different address books by choosing from the pull down menu at the top of the window. Address books are explained in more detail below. When you are done choosing the message recipients, click OK and the addresses you chose will be added to your message. Once the header is complete, type the message to be sent in the large box below the header. When the message is ready to be sent, click the Send button located at the upper right-hand corner of the window. Forwarding and Responding to a MessageTo forward a message, click on the Forward button on the toolbar above the inbox. This will open a message window with the cursor in the "To:" field. Enter the email addresses of the people you want to forward the message to. You can also fill out the "Cc:" field to send copies to other people. The message box will contain a copy of the original message. You can add a note to this message if you like. When the message is ready to be sent, click on the Send button in the upper right-hand corner of the window. You can reply to a message by clicking on the Reply or the Reply to All button. Selecting Reply from the toolbar menu to reply to a message. A new message window will open with the "To:" and "From:" header already filled. Selecting Reply to all from the toolbar will send a reply to every address listed in the "To:" and "Cc:" field. Attaching Files to MessagesIt is possible to send a formatted document or binary file such as a program to someone through e-mail. Once you have composed a message, to add an attachment to it, click on the button that has a picture of a paperclip. A box will come up and will prompt you for the name of the file you wish to attach. Navigate to the file's location, select the file and click Insert. This will attach the file to your email and the name of the attached file should appear in the "Attachments:" field in the header. You can now send the email with the attachment. For more information on attachments, please view the document Reading and Creating Mail Attachments. Creating MailboxesTo create a new mailbox, an alternative place to store received mail, go to the File menu bar and select New. Then select Folder and a window should come up asking you to name the folder. Give the folder a name of your choice. Also choose where you want this folder to be from the list provided, and then click OK. It will ask you if you want a shortcut to the folder from your Outlook bar, which should be the leftmost bar on your screen. It is your choice if you want a shortcut here. Then, a folder will be created where you can store your email messages. You can create folders to organize your email any way you like. Once a mailbox has been created, you can transfer old messages into it. To do this, click on the email message and drag it to the folder you want. The mail will be automatically transferred from one mailbox to another. To access this mail in the future, click on the folder from the Folder List, which is on the left-hand side of your screen. Creating an Address Book Outlook provides you with a few different address books that you can use to look up and select names, e-mail addresses, and distribution lists when you address messages. When you type a name in the "To:" or "Cc:" field of an e-mail message, Outlook automatically checks to see if the name you typed matches a name in one of your address books. If a name you enter is found, it will become underlined and the way the name is displayed may change. The types of address books available in Outlook are described below. The Global Address List is a feature of Microsoft Exchange Server that contains all user and distribution list e-mail addresses in your organization. You do not edit this address book yourself; the administrator creates and maintains this address book. The Global Address List you have access to at Trinity will list the email addresses of people affiliated with the school who have Microsoft Exchange accounts. This includes faculty, administration, staff, and some students. You can access this list when creating a message by clicking on the To: or Cc: buttons in the header of your new message. Make sure the pull-down menu at the top of the window that comes up is set to "Global Address List" and then choose the people you want to send the email to from the list that comes up. The Outlook Address Book is created automatically and also contains the contacts in your Contacts folder. You can access the Outlook Address Book the same way as the Global Address List, by clicking on the To: or Cc: buttons and then choosing it from the pull-down menu at the top of the window. When you send an email to someone, they will be automatically added to your Outlook Address Book. In addition you can edit and use the Contacts folder to store and retrieve all types of information about others, such as street addresses, phone numbers, e-mail addresses, fax numbers, and Web page addresses. When you update your contacts, the Outlook Address Book is updated as well. It is recommended that you convert your Personal Address Book to Outlook contacts, because contacts support distribution lists, display (friendly) names, aliases, and all the other features that Personal Address Books support. Outlook contacts are also fully integrated into Outlook, providing flexibility and customization that is not available in the Personal Address Book. For example, you can associate birthdays, several types of phone numbers, anniversaries, and other custom information with your contacts. You can also sort, filter, and view your contacts in customized ways; for example, by last name first, or by some attribute, such as postal code. And of course, you can also print your view using the customizable printing provided by Outlook. The Outlook Address Book is available offline. For more information: You can contact the Help Desk by visiting the desk on B level of the LITC, or calling x2100 (faculty and staff) or x2007 (students). Last Modified: 09/27/2004
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