Use Microsoft Outlook

Introduction

All UW faculty, staff, and students are provided with an Exchange e-mail account. Microsoft Outlook is the supported application for accessing Exchange e-mail accounts from UW-owned campus computers. If you are connecting to your Exchange e-mail on a computer that you do not regularly use or connecting from off-campus, Outlook Web Access is the supported application and is located at https://uwmail.uwyo.edu/.

For additional information on e-mail policies and procedures at UW, see the UW E-mail FAQ (www.uwyo.edu/askit/displaydoc.asp?askitdocid=460&parentid=1).

This document is intended to assist with the basic use of Microsoft Outlook to get you started.

Procedure

NOTE: It is necessary that Microsoft Outlook first be configured for your UW E-mail account. If completing these steps from the UWSTUDENT labs, Outlook will open to your UW e-mail account automatically. If you are completing these steps outside of the UWSTUDENT labs, see How to Configure Microsoft Outlook 2003 for Your UW Exchange E-mail Account (www.uwyo.edu/askit/displaydoc.asp?askitdocid=156&parentid=1 ) before continuing with these instructions.

1. Working with Received  E-mail Messages

   1. When first opening Microsoft Outlook, the view will default to your Inbox and any new messages you have received.
      
      NOTE: The Inbox (or other e-mail folders) will show in bold with a number beside it that represents the number of new or unread messages in a particular folder.
       
   2. Double-click an e-mail message to open it.
       
   3. From the opened message, some of the options you have are to click Reply to send a response to the sender of the e-mail, click Reply to All to respond back to the sender and all other recipients, click Forward to send the message on to others, click the Print icon to print the message, or click the Delete icon to send the message to your Deleted Items folder.
       
   4. Select the File menu, and click Close (or click the X in the top right-hand corner) to close the message and return to the original Outlook view.
       

2. Creating a New E-mail Message

   1. With the Inbox or other mail folder selected and open, click New in the toolbar.
       
   2. In the new message window, in the To box, enter the e-mail address of the person you are sending to, enter multiple e-mail addresses with each address followed by a semicolon, or if sending the e-mail to UW students, staff, or faculty, click the To button to locate the person's e-mail address in the UW Global Address List (GAL), UW Employees list, or UW Students list.
      
      NOTE: See How to Change the Default Address List in Microsoft Outlook (www.uwyo.edu/askit/displaydoc.asp?askitdocid=161&parentid=1) for additional information on working with the available UW address lists.
       
   3. In the message window, in the Subject box, enter the subject of the e-mail.
       
   4. In the main area of the message window, enter the e-mail message that you would like to send.
       
   5. Once you are ready to send the e-mail, click Send in the toolbar.
       

3. Deleting E-mail Messages

   1. With the Inbox or other mail folder selected and open, select the e-mail you would like to delete, and click the Delete icon in the toolbar.
       
   2. The deleted e-mail will appear in your Deleted Items folder.
      
      NOTE: To permanently delete an e-mail (i.e. not send it to your Deleted Items folder), hold the SHIFT key and click the Delete icon at the same time.
       
   3. To empty the Deleted Items folder, select the Tools menu, and click Empty the "Deleted Items" folder.
      
      NOTE: You can also set Microsoft Outlook to empty the Deleted Items folder each time you exit Outlook. To do this, select the Tools menu, click Option, select the Other tab, select the Empty the Deleted Items folder upon exiting check box, and click OK.
       

4. Recovering Deleted Items
   
   NOTE: Items removed from the Deleted Items folder can be recovered for up to 7 days after they were cleared from the Deleted Items folder.

   1. Click Deleted Items in the Navigation Pane.
       
   2. Select the Tools menu, and click Recover Deleted Items.
       
   3. Select the e-mail(s) that you would like to recover, and click the Recover Selected Items icon in the toolbar to return the items to the Deleted Items folder.
      
      NOTE: To select more than one e-mail at a time, hold the CTRL key while clicking each e-mail, or hold the SHIFT key and click the first and the last e-mail if the e-mails  are listed one after another. You can also click the Select All icon in the toolbar.
       
   4. Click the X in the top right-hand corner to return to the original Outlook view. 

Tips

1. Outlook provides many ways to customize the way the program works. To change these settings, select the Tools menu, and click Options.
   
   
   1. The format of your e-mail messages, whether or not you would like to use Microsoft Word to help you in editing your e-mails, and the ability to create a signature can be found on the Mail Format tab.
       
   2. Certain spelling options specific to Outlook (and not Microsoft Word) can be set on the Spelling tab.
       

Reviewed: 0706 By: CD