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Outlook Email Help
Email Contacts and Distribution List
Add address to your Contacts
Add address to your Contacts [Printer Friendly Version]
In Outlook, click on Contacts on at the lower left side.
To add a new contact click on the the New Contact icon near the top.
Type in the information, the important fields to fill in are Full Name and E-mail. Once you've entered in all the information you want click Save at the top.
Now the new contact will appear in your list.
Add selected members of a mailing list to an email
Add selected members of a mailing list to an email [Printer Friendly Version]
Open a new email message and click the To button.
Type Name or Select from List box, enter the distribution list that contains the people you want to send a message to. Distribution lists are displayed in bold.
Click To -> to enter it into the To box, then click OK. You will be returned back to your email.
Click the plus sign (+) next to the name of the distribution list to show the individuals on the list, and then delete the names that you do not want the message sent to.
Note: After you expand a distribution list, the distribution list name is replaced with all the individual names on the list. You cannot collapse the names back to the distribution list name.Now you can finish typing your email and send it off!
Changing the View of the Address Book
Changing the View of the Address Book [Printer Friendly Version]
Please note, this change ONLY applies to the computer you are currently working on. If you work on multiple computers, it will need to be changed on every computer.
As a result of moving the district forward and creating student email accounts, your address book may not be formatted the way you prefer. The following are instructions to set your address book view to only Staff email addresses, not students.
In Outlook, go to your inbox, and click on Address Book (highlighted below in yellow)
When in your address book, click on Tools, then Options
On the next screen that pops up, choose the following options:
Click OK, and close out of your address book.
This will eliminate students from the default view of the address book in email.
Converting Your Personal Distribution List to Contacts
Converting Your Personal Distribution List to Contacts [Printer Friendly Version]
With your email open, click File > Open > Import.
In the window that opens, Import from another program or file should be selected. Click Next.
In the next window, scroll down and click on Personal Address Book. Click Next.
In the next window you need to select a file to import. It should already be pointing to your address book. Click Next.
If you do not see a file to import, click Browse > My Documents > Address Book > Your Name > OK. Then click Next.
On the next window, click Finish. When you go to your address book, you should see all your personal addresses listed under Contacts.
Create a new distribution list
Create a new distribution list [Printer Friendly Version]
In your email window, click on Address Book.
Choose File > New Entry...
Click on New Contact Group and make sure it put this entry in the Contacts field in the bottom. When done, click Ok.
Give your list a name in the "Name:" field. Now you will be able to add people to your list. To add people click on Select Members.
Search for the contacts you would like to and double click on their name (or current list) to add them. When all members are added click Ok.
Review the names in your list and when satisfied click Save and Close at the top.
Now let's look at our list. Open the Address Book again (Click on Tools > Address Book)
In the Address Book list, click the down arrow and select Contacts.
In the list, scroll to the new list you just made. If you want to see the recipients, double click on the list. here you can edit the list, when finished click Save and Close.
To send an email to the new list, compose a new email click on the To... field.
Then in the Address Book list, go down to Contacts, find your list, double click and it should appear in the To field below. When finished click Ok.
Compose email like usual and click Send when finished.
Edit a distribution list
Edit a distribution list [Printer Friendly Version]
In the email area, click on Address Book.
In the Show Names from the: List, click the down arrow and select Contacts.
In the list, scroll to the list you want to edit and double click on it. Here you can edit the list:
To add members click Add Members, then double click on the names you want, when finished click Ok.
To remove members, click on the recipient in the list and click Remove Member.
When finished editing the list click Save and Close.
Share a Distribution List
Share a Distribution List [Printer Friendly Version]
Sharing Distribution Lists between users is a convenient and easy way to share contacts.
List Creator:
In Outlook, open a new email message. Drag the contact list into the new email message, it will automatically be placed in the attachment area. Include text within the subject and/or body of the email if desired.List Recipient:
When you receive the email, it should look similar to this:
With the email open in its own window, open your Contacts area in Outlook. (Single click on Contacts on the left side of the screen.)
Then single click on the attachment of the email message and drag and drop into the Contacts area in Outlooks.
This will bring the list over for you.
Email Signatures
Add an "auto-signature" to your email messages
[Email/includes/reset_auto_sig.html]Add an "auto-signature" to your email messages [Printer Friendly Version]
Open a new email message, then click on Signature on the right side of the screen, then click on Signatures in the drop down that is present.
When the screen below comes up, click New.
Enter a name for the signature then click OK.
With the name of the new signature highlighted, create your signature in the Edit Signature box. Click Save when finished. If you want to create multiple signatures, click the new button again.
Setting a Default Signature
You can set a default signature for new email or replies/forwards by choosing the signature name from the drop down in the upper right section of the Signatures window (see graphic above). Click OK when finished. If you activated the signature for "new messages" open a new email message to see if it worked.
Adding a Signature to an Email if No Default Chosen
If you did not set a default signature, you can still add a signature to an email by clicking on Signature and then the signature name from the drop down.
Sending and Receiving Email
Recall an email already sent out
Recall an email already sent out [Printer Friendly Version]
In your email on the left side click on Sent Items
Double Click on the email you want to recall then click on Actions (at the top) and select Recall This Message
The screen below will pop up, choose the option you would like and click OK.
A message will appear in each recipient's mailbox asking them to accept the recall.
After, you will get a message stating whether the recall was successful or failed.
Note- There is the possibility that the recipient has already opened the email before you had a chance to recall it. Also, this procedure does not work for messages sent out of the district.
Receive Delivery/Read Receipt of an email message
Receive delivery/read receipt of an email message [Printer Friendly Version]
There are two different ways to do this: Option 1 applies to all message sent and Option 2 applies to the current message only. Click here for Option 1 or Option 2
Click the File tab.
Click Options.
Click Mail.
Under Tracking, select the Delivery receipt confirming the message was delivered to the recipient's e-mail server or Read receipt confirming the recipient viewed the message check box.
Tip: As a best practice, consider tracking only single messages of importance instead of all messages. Recipients who occasionally receive a notification that a read receipt is requested on your message are more likely to send a read receipt than if they are prompted every time they receive a message from you.
When composing a new message click on the Options tab.
In the Use Voting Buttons section, check the box of the option you want.
You can now continue typing your message and click Send.
Schedule an email for delivery
Schedule an email for delivery [Printer Friendly Version]
When composing a new message click on the Options tab, click Delay Delivery.
Under Delivery Options fill in the selections you would like. For "Do not deliver before" click the down arrow to select the date and/or time. When you are satisfied click Close.
Your email will now come up again, finish typing your message and click Send.
Remove email "pop-ups"
Remove email "pop-ups" [Printer Friendly Version]
Click on File, then Options
Once you get into the Options window, click on Mail on the left side
Then UNCHECK the "Display a Desktop Alert" box in the Message arrival area
Click OK
Recover Deleted Emails
Recover Deleted Email [Printer Friendly Version]
Click on your Deleted Items bin, then click on the Folder Tab, then click on Recover Deleted Items
You will then see the below, you can sort by Subject, Date, or From. Once you find the emails you want, click on the envelope icon.
These items will be added back into your Deleted Items.
Color Code your Inbox
Color Code your Inbox [Printer Friendly Version]
Click the View tab, and then click on View Settings...
Click Conditional Formatting...
Click Add
Click on Font... you can now change the font and/or font color
Click OK
Click Condition... you can now add the condition for this font (for example, who the email is from, etc.)
Once complete, click OK
Click OK to exit the Conditional Formatting prompts
Click OK to return to your email
Create Rules Emails
Create Rules for Email [Printer Friendly Version]
Outlook comes with predefined rules that can be edited and applied to your inbox. You also have the ability to create rules specific to how you would like emails to be handled. The instructions below are to be used when you would like to forward an email you received from a specific sender to a specific group of people (or individual). The rule can be modified to suit your needs. The various options can be found on the "Which condition(s) do you want to check?" screen and the "What do you want to do with the message" screen.
Click on File
Click on Manage Rules & Alerts
Click on "New Rule"
Click on "Apply rule on messages I receive"
Click Next
Check "from people of public group" (the top option)
In the bottom pane, click on "people or public group" and enter in the email address you receive the email from in the From Box (if the email is from the district email, you can double click on the name in the center area.
Click OK
You will be brought back to the Rules Wizard, then click Next
Check "forward it to people or public group"
In the bottom pane, click on "people or public group" and chose the contacts you would like to receive the email, double click to include the recipients in the To Box
Once finished, click OK
You will be brought back to the Rules Wizard, then click Next
If there are any exceptions, choose them in the next area, if not, click Next
Create a name for this new rule
Check "Run this rule now..." and "Turn on this rule" - Your rule will look similar to the item below.
Click Finished
Outlook Calendars
Set up appointments in your calendar
Set up appointments in your calendar [Printer Friendly Version]
Open your Calendar (Go - Calendar)
At the to select New Appointment
Fill in the appropriate information in the Subject and Start/End Time fields. In the big box in the middle you can type a description.
When finished click Save and Close
Now you will see that appointment in your calendar. To see the details of the event, double click on it.
Share your calendar/mailbox
Share your calendar/mailbox [Printer Friendly Version]
Acquiring the ability to quickly access a co-worker's Outlook mailbox folder (e.g. calendar, inbox or contacts) is a two-step process
In Part 1, the co-worker must first give you permission to open his/her mailbox. Then they give you permission to view one or more folders in the mailbox.
In Part 2a, you configure your Outlook mail program for easy access to the co-worker's mailbox
In Part 2b, you configure your Outlook mail program for easy access to the co-worker's calendar
Part 1 - Giving a Co-Worker access to your Calendar or Mailbox
In Outlook, at the top click on Calendar, click on Calendar Permissions
Click Add, then type in the person's name you want to share with, click Add then click Ok.
Now you can edit permissions on the user you just added.
Select the role you would like that person to have in the Permission Level drop down box. Editor is usually sufficient for most tasks (reading, editing and deleting items in the folder). If you want the person to only have the ability to read items, then select Reviewer. Click Ok when finished.
If you want this person to have access to your Email, follow the same procedure except right click on Inbox then Properties.
Part 2a - Access a Co-Workers Mailbox
While in Outlook, click on File, Account Settings, Account Settings.
Double click on your name.
Click More Settings… at the prompt click OK (this is simply instructing you that the setting will not be active until you close & reopen Outlook.
Click Add...
Type in the person's username.
Click OK.
Click Apply, click OK.
Part 2b - Access a Co-Workers Calendar
Open your Calendar
On the top click on Open Calendar ... choose “From Address Book…”, “From Room List…”, “From Internet…”
Type in the person's calendar you want to view.
Now the calendar should pop up, side by side with your own and be listed in the "Other Calendars" list.
Out of Office
Out of Office Assistant
Out of Office Assistant [Printer Friendly Version]
- Click the File tab, and then click the Info tab in the menu.
- Click Automatic Replies (out of office).
- In the Out of Office Assistant dialog box, select the Send Automatic Replies check box.
- If you want to specify a set time and date range, select the Only send during this time range check box, set the Start time, and then set the End time.
- In the Inside my organization tab, type the message that you want to send within your organization, and in the Outside my organization tab, type the message that you want to send outside your organization.
- Click Apply.
Access your email from home
Access your email from home [Printer Friendly Version]
Please NOTE:
- This is a convenience for you. You are not expected to check your mail at home, nor can Helpdesk assist you with this.
- All mail accounts are private and cannot be accessed by anyone inside or outside the district.
- Accessing your email over the Internet can allow advanced hackers to catch your username and password, so we do encourage you to change your password frequently for your own protection.
Go to http://mail.aasd.k12.wi.us
When prompted to enter your username, enter aasd\username and make sure it's a backslash (\) NOT a forward slash (/).
Enter your password.NOTE: It is recommended that you select the first radio button (This is a public or shared computer) when you are not on your personal computer. If you are on your personal computer and select the second radio button (This is a private computer), it will retain your username for future visits.
The screen below will open and you will now be in your email.
To Log Off of your email click on the Log Off button located at the upper right corner of your screen.
Then click Close Window or close your browser when the page below opens.
Customizing your Email
Change your font or stationary
Change your font or stationary [Printer Friendly Version]
In your Email, click on File > Options.
Then click Mail > Stationery and Fonts.
On the Personal Stationery tab, click Theme. Under Choose a Theme, click the theme or stationery that you want, and then click OK.
Select the font options that you want to use. Click OK when finished.
Export email to your H drive
Export email to your H drive by Mary Ann Tellock [Printer Friendly Version]
1. Open your e-mail.
2. Make sure your Folder List is visible (if it isn't, click on View/Folder List)
3. Highlight what e-mail or folder you want to save.
4. Click on File….choose Import and Export
5. Choose the top selection Export to a File
Select the bottom item Tab separated Values (Windows).
Highlight the folder, file or e-mail you want to save. Click Next
Click the browse button and then choose which drive you want to save it on.
Create a new folder (ex. E-mail)
Type in the file name (ex. Name of e-mail or folder) of what you are saving. Click Next.
Click on Finish.
Repeat as Needed until all files, folders, individual e-mails, etc. are saved to the e-mail folder to save onto a CD…You can now save them onto a CD.
Tip: e-mails in a folder will all be merged as if onto a long word document. They will “run together” into one lone document. By saving smaller folders, the document will be smaller. If you save single e-mails, then you can find that e-mail faster.
Use Outlook Today
Use Outlook Today [Printer Friendly Version]
In your email, click on the Mailbox - (Your Name Here) at the top of your Mail folders list.
This will open Outlook Today.
By default, Outlook today shows upcoming appointments on your Calendar, new tasks and how many unread messages you have in the folders listed. To Customize this view click on Customize Outlook Today in the upper right corner.
Here you can customize what you see. When finished click Save Changes at the top.
View and minimize your mailbox size
View and minimize your mailbox size [Printer Friendly Version]
In Outlook click File - Mailbox Cleanup
Choose “Mailbox Cleanup”, “Empty Deleted Items Folder”, “Archive”
Mailbox Cleanup
Empty Deleted Items Folder.
Archive
View Folder List
View Folder List [Printer Friendly Version]
Click the Folder Icon at the bottom of your screen.
Applying or removing filters
Applying or removing filters [Printer Friendly Version]
If you are "missing" emails and you see "Filter Applied" at the bottom left corner of email, use the following steps to check your filters to see if any are applied and need to be removed.
Click on View, then click View Settings (found on the right side of the menu bar).
In the Advanced Settings, click Filter
After clicking filter, check the following areas to see if you have any filters applied. If so, you may want to adjust the filters as needed to meet your needs.
Applying or removing "unread messages" filters
Apply filter for unread messages [Printer Friendly Version]
If you are struggling to find unread messages within your inbox, you may want to apply a filter to your inbox to find those messages.
Use the following steps to add a filter to "find" those messages.Click on View, then click View Settings (found on the right side of the menu bar).
In the Advanced Settings, click Filter...
After clicking filter, click on the More Choices tab
Check the option that says "Only items that are:"
You should see the word unread on the line.Click Ok
Click OK
Remove filter for unread messages
Once you have read these messages, and you wish to turn the filter off, use the following steps to remove a filter
On the bottom left-hand side of the screen, you will see Filter Applied
Click on Filter Applied
Click on Clear All
