OPENING MICROSOFT OUTLOOK

The Microsoft Outlook program allows you to exchange email within the college network or anywhere in the world. It also has a variety of other organizational features. From your desktop, use the mouse to double-click on the Outlook program icon. This will launch the Outlook program. A panel at the left will show you various options and folders, while the panel on the right displays a list of email in the folder you have selected, such as the Inbox in this example. The panel on the far right is a preview pane that shows the e-mail currently selected in the Inbox. Double Click the e-mail selected to open it. On the left bottom you will see other shortcuts to your Calendar, Contacts, and Tasks. You will note in the All Mail Folders section on the left panel a Saved Mail folder. The example user has set up several folders where he is saving email received. You can create your own folders in Saved Email to suit your needs. This is a very useful way to retain and organize the email you receive. 

 REPLY TO EMAIL

If you have an email message open, you can reply to the sender easily.

The second toolbar at the top of the screen includes a series of icons. The first one says reply. Simply click on the reply icon and Outlook automatically opens a new outgoing message addressed to the person who sent you the message. If the message went to other people in addition to you, you have the option of using the Reply to All function, which will automatically address the new message to both the original sender and all of the original recipients. To send the message to someone who did not get it originally, you can use the Forward function.

EMAIL SPAM

You may start to receive unwanted junk mail, which is known as "Spam."

These messages are often advertisements for adult-oriented web sites, various get-rich-quick schemes, and other products and services for 7 which you have no interest. The senders of these emails often go to great lengths to hide their identities, so the return address that appears on the message is seldom a legitimate email address. These emails often contain a paragraph at the bottom of the email inviting you to click on a specific link to remove your name from their mailing lists. YOU SHOULD NEVER CLICK ON THESE LINKS!

In most cases, the only thing that you accomplish by clicking on that link is to confirm to the sender that yours is an actual, functioning email address. This invites more spam, not less. Cape Cod Community College uses several techniques to combat SPAM. Presently, we use McAfee SPAMShield and Quarintine Manager to help combat spam. These tools are very effective in addressing the SPAM issue, but the College receives approximately 3 million emails each year and over 2 million are SPAM. The Office of Information Technology makes every attempt to stop SPAM from going to your inbox and false positives incorrectly identifying a legitimate e-mail as SPAM; however, this is a balancing act and a constant battle goes on with no end in sight. Expect the occasional SPAM email to make it into your email box.

HOW TO CREATE AN EMAIL MESSAGE

 From the main Outlook Screen, you can create a new email message several ways.

The easiest is to go to the second toolbar at the top of your screen and look for the first icon on the left, which looks like a piece of stationery. Make sure local printer attached to this computer is checked --> click next.

If you move your mouse over that icon, the words New Mail Message appear. If you click on that icon, a form for creating a new message appears. An alternative method is to choose File->New from the Menu Bar and then chose Mail Message from the options.

 The results are the same. You can then type any message you like in the large area reserved for messages. You can also paste text or images from other Microsoft programs. You can edit and modify the text using the same techniques used in Microsoft Word.. An alternative method is to choose File > New from the Menu Bar and then chose Mail Message from the options.

ADDRESSING FACULTY EMAIL

Near the top of the new message is a field labeled To. You can type any email address in that field, if you know the person's complete address. Email addresses typically include a user name, followed by the "at" symbol (@) and the domain name. There are never any spaces in an email address. You can also address an email message by selecting any address from the Outlook Address Book.

At Cape Cod Community College, every computer on the network is equipped with a Global Address List, which includes all major departments, plus faculty, staff, and students. Faculty/staff are listed as lastname, firstname, and the students are listed as firstname lastname.  You can access this list by either clicking on the To button on the message, or by clicking on the address book icon (open book), located on the second toolbar. Either method will open the address book in a new window labeled Select Names.

A box near the top left of this window is labeled Type Name or Select from List.  If you begin typing the last name of a faculty or staff member, the computer will select that name from the list. Click the To-> button to send the email to this person. If you have more than one person to send the email to, continue selecting people from the list using the same methods above.

You can carbon copy one or several people by selecting the name and clicking the Cc-> button and you can blind carbon copy one or more people by selecting the name and clicking Bcc-> button. A blind carbon copy is a copy sent to someone so the others receiving it do not know it was sent to this person. I

f you cannot remember the person's name, click the down-pointing arrow to scroll through the list of names. The beginning of the list includes groups of addressees called distribution lists, such as all the members of a department or division. After the groups, the list includes individuals, whose names are alphabetized by last name. At the upper right of the Select Names window is a space with the words Global Address Book. If you click on the arrow to the right of that phrase, a drop-down menu appears that includes other types of address books, including your own list of Contacts and Personal Address Book. You can add names to either list. Once added, click the name to easily address messages to those people in the future. To add a name to your list of contacts, open a message with the address you want to add in either the To or From field. Right-click on the name to drop down an options menu (right). Click Add to Contacts and the name will appear on your contact list the next time you access it.

How to find someone.

To find the email address of someone you want to contact, you can do several things. If the person is a faculty or staff member at Cape Cod Community College, the person's email address appears in the printed telephone directory distributed each semester. You can also select the person's name from the Global Address Book that appears when you click on the To field of a new message. If you have reviewed an email message from anyone, on or off campus, you have that person?s email address. If it does not appear in the From line of the message, you can right-click on the person?s name, and then click on Properties. The person?s email address will appear under properties.

How to address email to an individual

To address an email message to an individual simply place that person?s email address in the To field on a new message. Typing the complete address or selecting it from an address book can accomplish this. 9

How to address email to several people

If you want the message to go to several people, insert each email address, separated by a semicolon (;). Again, either, type each person?s complete address, or select the names from an address book.

How to address email to a group

If there is a group of people, such as a committee or members of a department, to whom you wish to send a series of messages, you can create a distribution list. Once the group is established, you need only click on the name of the group and the message will automatically be addressed to everyone in the group.

HOW TO CREATE A DISTRIBUTION LIST

To create a personal distribution list, click the Tools option in the main toolbar at the top of the screen. Click Address Book from the choices below Tools or, click on the address book icon . Next, click on the New Entry icon located near the top left of the Address Book window. In the Select the Entry Type box, click New Distribution List, and click OK. In the Name box, type a name for the group, such as Search Committee.

To add members click the Select Members' button to bring up the address book. You can select names to add from the global list or your personal contacts. Select the name and then click the members-> button. You can also add one or more new names by clicking the Add New button on the main distribution list screen and typing the email address. When you have added all the names, click OK.

SENDING ATTACHMENTS

If you have created an email message in Outlook, you can send a Word document (or almost any other kind of file) along with your message, so that the recipients can open it on their computers. With the email message on your screen click on Insert in the top toolbar and then click on the File option that appears below it. (Or simply click on the Insert File icon  in the second toolbar.) In either case, the Insert File window will open, displaying various folders available to you. Click on the foldereither, type each person?s complete address, or select the names from an address book. How to address email to a group If there is a group of people, such as a committee or members of a department, to whom you wish to send a series of messages, you can create a distribution list. Once the group is established, you need only click on the name of the group and the message will automatically be addressed to everyone in the group.

HOW TO CHECK SPELLING

After typing your message, you will want to read it over yourself to make sure it is correct. Most users also want to use Outlook's Spell Check function.

To do this, select Tools from the Menu Bar and select Spelling. The computer will automatically begin checking every word in your message against the dictionary stores in the computer.

Bear in mind that the computer will not recognize names and most proper nouns, and that the computer cannot tell if you have misused homonyms, such as its and it?s or there and their. If you want the program to automatically check the spelling of every message before sending it, you can choose that option. Click on the Tools in the Menu Bar, select Options. This opens a new window. Choose the Spelling tab and review the choices. One choice is Always check spelling before sending. Click on this box and then click OK. With this option checked, the spelling program will run before your messages are sent.

SENDING EMAIL TO STUDENTS

All CCCC students have a college email address, which will consist of the student's username (first initial, complete last name and student ID number) @capecod.edu.

As an example, J. Smith's email address would be jsmith123456@capecod.edu. The email address for all students in a class will be included in class lists, which will be available through Jenzabar. To send email to a student, users will have to look up his or her email address and type it carefully in the To field. Faculty members can create distribution lists for all the students in a given class, if desired. See How to create a distribution list.