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Information Technology Services

Outlook Basics

Sending an Email

  1. Click FILE to NEW. Result: a menu will pop down.
  2. Select MAIL MESSAGE from the menu.
  3. Enter name(s) of main recipient’s email address into the "To" box.  If there is more than one recipient place a semicolon between the addresses.  The email addresses of people that you would like to copy the email to can be entered into the "Cc" box in the same way.
  4. Enter the subject of the email into the "Subject" box.
  5. Enter text into the message body.
  6. When you are finished, hit the SEND button in the top left corner to send your message.

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Replying to an email

  1. Click on the message that you would like to reply to.
  2. If you would like to reply to the sender only, select the "Reply" button.  If you would like to reply to the sender and all the recipients of the email, select the "Reply to All" button.
  3. Enter the text in the message body.  The "To" and "Subject" boxes will be automatically filled.
  4. When you are finished click SEND.

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Opening an Attachment

  1. To open an attachment, right click on the attachment in the email message.
  2. A menu will appear.  Select VIEW ATTACHMENTS.
  3. Click OPEN.

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Saving an Attachment

  1. To save an attachment, right click on the attachment in the email message.
  2. Click on the FILE menu and select SAVE ATTACHMENTS .
  3. Select the attachment that you would like to save.
  4. Once you have chosen a location where to save the attachment, click the SAVE button.

Note: If you open the attachment without saving it first, it will be very difficult to find. Please SAVE your attachment before you make any edits.

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Arranging Messages by Conversation (groups messages by subject)

  1. Click on the VIEW button in the top tool bar and select ARRANGE BY .
  2. A menu will appear, select CONVERSATION.
  3. To expand a message subject, click the down arrow to the left of the message.

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Flagging a Message for Follow Up

  1. Open the email that you would like to flag.
  2. Select the FOLLOW UP button (it has a red flag on it) on the toolbar.
  3. A "Flag to" box will appear.  Select a flag type.  You may also select a color and due date for the flag if you would like.
  4. When you are finished, click OK. Note: *TO REMOVE* the flag, right click the flag next to the email and select "Clear Flag" from the menu that pops up.

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Creating a Contact

  1. Select the Contacts folder from the Navigation bar.
  2. Click FILE to NEW. Result: a menu will pop down.
  3. Select CONTACT from the menu.
  4. Enter contact name and information (such as email address, phone, address, etc.).
  5. Click the SAVE AND CLOSE button at the top left of the screen.

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Editing a Contact

  1. Open a previously entered contact by entering the name (or part of it) of the contact into the "Find a Contact box" on the toolbar.
  2. Press ENTER.
  3. Outlook will either
    1. Open the contact or
    2. List possible contact in the "Choose Contact" window.  If this is the case double-click on the contact you’d like to select it
  4. Edit contact and click the SAVE AND CLOSE button at the top left of the screen when you are finished.

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Creating an Appointment

    1. Select the CALENDAR folder from the Navigation bar.
    2. Click FILE to NEW. Result: a menu will pop down.
    3. Select APPOINTMENT from the menu.
    4. In the "Subject" box, enter a description of the appointment.
    5. In the "Location" box, enter location.
    6. Enter the start and end times in the appropriate boxes.
    7. *If you would like to make the appointment recur* click the "Recurrence" button, select options, and hit "OK".
    8. Click SAVE AND CLOSE button.

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Editing an Appointment

  1. Click the Calendar folder on the Navigation bar.
  2. In the Calendar column on the Navigation bar, click on the day that has the appointment that you would like to edit (days with appointments will be highlighted in bold on the calendar).
  3. Double click on your appointment, which will appear with its title and location in the appropriate time slot.
  4. Edit appointment as desired.
  5. Click SAVE AND CLOSE button.

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Creating a Task

  1. Click on FILE to NEW. Result: a menu will pop down.
  2. Select TASK from the menu.
  3. In the "Subject" box, enter a task name.
  4. *If you would like to make the task recur* click the "Recurrence" button, select a recurrence frequency, and hit "OK".
  5. Enter start and end dates for the task.
  6. Enter details and instructions in the task body (this is optional).
  7. Click SAVE AND CLOSE button.

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Editing a Task

  1. Click on the TASKS folder on the Navigation bar.
  2. Double click on the task you would like to edit in the "Task List".
  3. Edit task as desired.
  4. Click SAVE AND CLOSE button.

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