University of Michigan - Flint
General Toolbar Buttons
Your Inbox, Calendar, Contacts, Tasks, and Public Folders have their own toolbars with buttons specific to their function. There are several buttons that provide general functions and are available in more than one location.
Help icon - displays Help that is specific to the window you're working in.
New icon - allows you to create a new item, such as an email message, a contact, or a task. The picture next to the New icon varies, depending on the window you're working in, as does the list of options displayed when you click the arrow next to the button.
Checks the server for new messages icon –checks for new mail and refreshes your browser window.
Allows you to organize messages and other items in your mailbox. You can move messages from one folder to another, or copy them to a different location.
Delete icon - moves the selected item—such as a contact, appointment, or message—to the Deleted Items folder. Hold down SHIFT when you click this button to permanently delete the selected items.
Permanently deletes all items in the Deleted Items folder. You can, however, recover deleted items for a limited time after removing them from Deleted Items.
Reading Pane icon - allows you to select a Reading Pane, which provides two ways to preview messages without opening them. You can preview messages in the bottom half of the view or side-by-side with the list of messages. You can also turn off the Reading Pane.
Opens the Find Names dialog box, which allows you to search your organization's global address list or your contacts. You can also address a new message from the Find Names dialog box by selecting a name from the list and clicking Add recipient to...New Message.
You can't use the Find Names dialog box to search for distribution lists in your Contacts folder.
Allows you to quit Outlook Web Access. This helps prevent others from using the computer to view the contents of your mailbox.
Read a Message:
1. On the toolbar, click to open your Inbox.
2. Double-click a message you want to read.
3. The contents of the message will now appear.
4. When finished viewing the message, you may close it by clicking the button.
5. To view the contents of another message, double-click the message.
Send a Message:
1.With the Inbox open, click the New button on the toolbar. A blank message with appear.
2.In the To... field, type the recipient’s full email address.When sending to multiple people, separate email addresses with a semi-comma (;)
Click button to select a name from your Contact list, see the Address Book section of this Quicknote.
3.In the Subject field, type a subject for the message.
4.Type a message in the message area.
On the toolbar, click to customize spell check options.
5.Click the button located near the top-left of the message window.
Reply to a Message:
1.Open the message you want to reply to.
2.On the message toolbar, click one of these two buttons Reply or Reply to All.
3.Outlook opens a new mail message and fills in the email address and subject for you.
4.Click in the message area and then type your reply.
5.Click the button located near the top-left of the message window.
Forward a Message:
1.Open the message you want to forward. Click the Forward button that appears near the top of the message.
2.In the To... field, type the recipient’s email address.
**Note:Click to select a name from the address book, see the Address books section of this Quicknote.
3.If you want to include a message, type it in the message area.
4.Click the button located near the top-left of the message window.
Send an Attachment:
1. Before you can attach a file in Outlook, you must first create, save, and close the file.
**Note: The file must not be open when you are trying to send it as an attachment.
• When saving files, it is recommended that the filenames be limited to no more than 8 characters in length. In addition, please remember that your colleagues may not use the same version of the software programs that you used to create the file.
**Note: It is imperative that you remember where you have saved your file.
2. In Outlook, compose and address a new email message. Be sure to complete the To... and Subject: fields, and insert any related text in the body of the email message.
3. To attach a file, click on the . NOTE: the maximum size of an attachment is 20 MB.
4. Click Browse to locate the file by selecting the appropriate drive and directory.
Highlight the file or by typing in the File name field (i.e.A:\directory\file.doc).
5. Click Open.
6. Click Attach. The file will now appear in the Current File Attachments section.
7. To add additional files, repeat steps 3-6.
8. Click Close to return to the message.
To remove an attachment from the list, highlight the file and press Delete on the keyboard.
9. Click the button to send the message.
Receive an Attachment
Outlook Web displays a paper clip icon next to a message that contains an attachment.
Caution - Don't open an attachment unless you trust the content and the person who sent it to you. Attachments are a common method for spreading computer viruses. For this reason, Outlook Web may require you to first save attachments to your computer's hard disk before opening them. This will happen when an attachment contains a file with certain extensions, such as .htm, or xls.
Open Attachments
1. Open the message that contains an attachment. The name of the attached file appears in the message heading information.
2. Click on the underlined file name in the Attachments Field.
3. The Attachments box should appear as shown.
To open the attachment, click on Open. If you want to save the file, select Save button
• Some attachments, such as .txt and .gif files, are opened directly by the Web browser.
• Otherwise, you will need to Save
If Outlook cannot find an application on your system that can be used to view the attachment, you will need to save the attachment following step 5. Then manually try opening the saved file in the appropriate program.
Use the Address Books:
The Address Book is a directory of address lists that contains names you can address mail to. Outlook Web will have at least two address lists: Global Address List and Contacts. You can use the Address Book to look up and select names, email addresses, and distribution lists when you address messages.
Global Address List - a feature that contains all users and distribution list addresses at UM-Flint; including Faculty, Staff, and Students.
Contacts Folder - a list of names that you have created and maintain. Use the Contacts folder to store the email address, street address, multiple phone numbers, and any other information that relates to the contact, such as a birthday or anniversary date.
Create a Contact
1. From the toolbar, click to open your Contacts folder.
2. Click to create a new contact.
3. After entering the information, click .
Search for a Name
1. In the toolbar, click Inbox.
2. Start a new email message.
3. Click button to select a name.
4. Click the drop-down arrow next to Find names in: field to choose the appropriate address book either Contacts or Global Address list.
5. Enter the criteria you wish to search for the person by.
6. Click Find.
Create a message from a contact
You can send an email message to a contact while viewing that person's contact information.
1. Open the contact to whom you want to send a message.
2. On the toolbar, click Send mail to contact. The new message form will open that is already addressed to the contact.
3. Type a subject in the Subject field, type your message in the message body, and then click Send.
Use Signature:
A signature is information about yourself added to the end of every message you send. It can include information such as your name, email address, occupation, phone/fax number, or Web page address.
Create a Signature
1. In the Outlook Bar, click .
2. Under Messaging Options, click .
3. In the Signature window, type and format the signature you want to use, and then click .
4. Select the Automatically include my signature on outgoing messages check box, and then click Save and Close.
Add a Signature to a Message
1. Compose a new email message.
2. Click to insert a signature.
Use the Calendar:
The Calendar allows you to create and track appointments. You can also organize and schedule meetings with co-workers, and then update or modify the information (time, location, or attendees) as required. There are a couple different types of activities you can schedule in the calendar:
• Appointments
Activities in your calendar that does not involve other people
• Meetings
Appointments to which other people are invited using email
Create an appointment
Appointments are activities in your calendar that do not involve other people.
1. Open the Calendar. On the toolbar, click for Weekly view.
2. In the Date Navigator, click the date of the appointment.
3. Double-click the time slot when you want to make the appointment.
4. Type in Appointment information, subject, location, and description of appointment. Then click the button.
Schedule a recurring appointment
1. Open the appointment. See Create an appointment if you have not already created an appointment.
2. On the toolbar, click .
3. In the Recurrence pattern area, select either
the Daily, Weekly, Monthly, or Yearly options.
4. In the Range of recurrence area, select an end date.
5. Fill in the details of the appointment in the appointment window.
6. Click the OK button.
Create a new meeting
Meetings are events to which other people are invited using email. Plan and schedule meetings by sending or receiving meeting requests.
1. First create an appointment. Confirm that the appointment has a descriptive subject, location, and description for all invitees.
2. Click the button.
3. Click the Required button.
4. Double-click names of required attendees to the meeting from your address book. Click OK.
5. Click the button.
**Note: This will send the request to all Required Attendees.
Respond to a meeting request
1. When you receive a meeting request in your Inbox, open the message just like any other message.
2. Click the appropriate response button to send your reply to the meeting organizer.
3. Select whether you want to send a message with your reply, and click OK.
Use the Task list:
Create a Task
1. Open the Task list.
Click the New button on the toolbar.
2. In the task window, enter task information, such as, a subject, description in the message area, and set a due date.
3. Click the button.
Update a Task’s Status
1. Open the task whose status you want to update by double-clicking it in the task list.
2. Click the drop-down arrow to the right of the Status box, and click the appropriate setting in the list.
3. Click the button.
Use Rules
You can manage your e-mail messages by using rules to automatically perform actions on incoming messages, such as, filter, move, block certain messages. Sometimes you may prefer that all email sent to your account be forwarded to another email account.
Create a New Rule:
1. Click Rules and click New.
2. Enter a name for the rule in Rule Name (optional).
3. Set the constraints for the rule, telling it to look for certain words in the sender (From:) field or subject field as desired. Leave it blank to allow any.
4. In the Sent to area, select the people or distribution list that the emails in question were sent to. Leave it blank to allow any.
5. Then, select whether you want it moved to a certain folder, copied to a certain folder, or deleted.
You can also Keep a copy in my Inbox by checking the appropriate box.
Forward your email:
The University assumes no responsibility for email that is forwarded off the campus network. Information Technology Services (ITS) highly recommends that users use their UM-Flint email account to view campus-related messages and to communicate with fellow faculty, staff, and students.
Warning: ITS can not recover lost mail or support any problems that may occur after forwarding. Please be warned that forwarding has caused problems for some users. Users have lost important email after forwarding. Some known problems with other email services include; full mailboxes, invalid email addresses, spam filters setup that block the forwarded mail, and attachment blocking. 1. Click Rules and click New.
2. Enter a name for the rule in Rule Name (optional).
3. At the bottom, select the option to Forward it to and then type in the email address you want your email forwarded to. (You can also Keep a copy in my Inbox by checking the appropriate box.)
It is the individual's responsibility to make sure the forwarding address is correct.
4. Hit the button.
Use the Out of Office Assistance:
To Setup an Automatic Reply
1. Go to the Options menu.
2. Click I am currently Out of the Office.
3. In the AutoReply text box, type the message you want to send to others while you are out.
Anyone who sends you an email will automatically be sent your automatic reply message.
Use a Public Folder:
You can read messages posted to public folders. These include postings to Internet news groups, which are stored in public folders by default. Posted messages appear in public folders, they can be read by anyone with access to the Public folder.
1. In the Outlook Bar, click Public Folders.
2. Locate the public folder you want to open.
If necessary, click the plus sign on the folder bar to see the contents of a public folder and any subfolders it contains. 3. Click the public folder to open it.
How to Change Your LAN Password:
1. Login to Outlook Web.
2. Click on Options in the Outlook Shortcut Bar on the left of the screen.
3. Click on Change Password button.
4. Internet Service Manager will pop up.
Type in your Outlook Account information as follows:
• Confirm the Domain field, umflint.edu
• For Uniqname enter, your uniqname
• For Old password, enter your current LAN password
• For New password, enter your new LAN password
• For Confirm new password, retype your new password
5. Click Ok. A box will pop up if you password was successfully changed.
Log off of Outlook Web:
Logging off helps prevent someone else from using the computer to access your mailbox.
1. When you finish using Outlook Web, click the button in the toolbar.
2. Close all browser windows.
Richard Orman is a Senior Computer Science major at the University of Michigan Flint. Richard works at the ITS Helpdesk located in room 207 MSB and on occasions works with NSS.
View all articles by Richard Orman