1. 2. 3. 4. 5.

With your Inbox displayed select Tools. Then Options Click the Mail Format tab. Click Signatures Click New

6. In the Create New Signature box, type a name for your signature file, then click

Next. 7. In the Edit Signature box, type your name and any additional text as you would like it to display in outgoing email messages. 8. When you are done, click Finish then click OK. 9. Make sure that the name of your newly created signature file is displayed in the Signature for New Messages portion of the Options screen. Then click Apply, then click OK. 10. Your signature will now appear on all your new emails. 11. Sending a email is very easy. Click New 12. From here add the email address you wish to send to and any additional addresses in Carbon Copy Cc. 13. Enter your email title in Subject. Write your email in the text box and click Send when done. 14. There are additional options which you may wish to select prior to sending your email. Click Options. 15. The Importance and Sensitivity boxes alert the recipient to the nature of your email. 16. The Request check boxes if checked will notify you when your email has been delivered and read by the recipient. 17. To add a attachment to your email click Insert File. 18. Then Browse for the file you wish to add and click Insert. 19. The file has now been attached to your email. 20. Once you have received a email you have various options that can be applied. They are Reply and Reply to All, Forward and Follow up. 21. Replying to Email: To reply to an open email message, click the Reply button on the toolbar. Type your reply then click Send. There is also a Reply To All button that allows you to reply to all recipients of the original mail, including those that were carbon copied and blind carbon copied. 22. Forwarding Email: Clicking on the Forward button allows you to forward the email to another individual. The email displays in a new window and you must type or select the email address of the desired recipient, type a message of your own if appropriate, and then click the Send button.

23. Flagging Email For Follow Up: You can place a flag on email as a way to remind yourself that additional action needs to be taken. To flag an email for follow up, click the Follow Up button. Then select the color flag you would like to use and a date and time to Follow Up. 24. You can add frequently used email addresses to a Personal Address book. From the menu, select File, New, Contact. 25. Type the name of the contact, and the email address 26. When you are done, click Save and Close 27. Distribution lists simplify the process of sending mail to groups of individuals. 28. For example, if you frequently email everyone in your department, you might wish to create a distribution list for your department. 29. To create a distribution list, select File, New, Distribution List from the Inbox menu 30. The Distribution List dialog box displays. Type a name for the Distribution list in the Name field 31. Click Select Members to select members from the global address list or your personal address book 32. If the individual is not on the global address list, you can click Add New in the Distribution List dialog box 33. Clicking Add New displays a dialog box in which you type the display name and email address of the individual you are adding to the distribution list 34. Click Ok then Save and Close when you are done. Distribution lists are stored in the Contacts folder 35. If you plan to be out of the office for a day or longer, you can use the Out of Office Assistant to automatically generate replies to any email you receive while you are gone. 36. From the Inbox menu, select Tools, Out of Office Assistant. Complete the dialog box and click OK when you are done. This is shown on the next screen. 37. MS Outlook will automatically send the response you indicate for as long as I am currently out of the office is selected. 38. When you return to the office, follow the above steps and click I am currently in the Office to deactivate the Out Of Office Assistant.

39. Saving and Storing Email (Personal Folders) 40. Personal folders allow you to move mail from the email server to your computer, thereby reducing the chances of exceeding your mailboxs storage capacity. Some additional notes: 41. You cannot access your personal folders when you use the web to access Outlook. 42. Messages can be dragged from your Inbox to your personal folders. 43. Personal Folders should not be located under your mailboxs Inbox. 44. From the Inbox menu, select Tools, E-Mail Accounts, View or change existing email accounts. Click Next 45. Click New Outlook Data File 46. Select either Office Outlook Personal Folders File (pst) OR Outlook 97-2002 Personal Folders File (pst) then click OK 47. In this next dialog box, you will select the location for your personal folders. Personal folders should be stored C:\Outlook so that you can access them from any computer that you logon to. 48. Once you have selected the Outlook folder click OK 49. The following display box will appear, click OK to continue

50. You are sent back to the Email Accounts screen. Click the Finish button. Your Personal Folders will now display in your Folder List. 51. Once you have created Personal Folders, you may create subfolders to categorize your mail. 52. To create a subfolder, right click on Personal Folders and from the shortcut menu, select New Folder. 53. In the Create New Folder dialog box, name the folder. Make sure the Folder contains box indicates Mail and Post Items, and that Personal Folders is selected in the Select Where to Place the Folder box. Click OK. 54. Moving Mail to A Personal Folder 55. To move mail to a personal folder, select the message(s) you wish to move. You may Shift+Click to select a group of consecutive messages, or Control+Click to select multiple messages that are not consecutive.

56. With the message(s) selected, right click and select Move to Folder from the shortcut menu. 57. Select the appropriate personal folder from the list of folders that displays in the Move Items dialog box. Click OK. 58. NOTE: You can also select the messages and drag them to the appropriate personal

folder. 59. The email has now been moved to the created Personal Folder