Setting Up Email in Outlook

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Setting Up Email in Outlook

• From the Tools menu, select E-mail Accounts
• Select Add a new email account and choose next

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• Select IMAP as the type of account you are
  creating, and then select next

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• In your name box, enter your name exactly as you
  would like it to appear to recipients.
• In the E-mail Address box, type your WSC email
  address.
• In the User Name box, type your account name
  (electronic ID, your email address without the
  _at_wsc.nodak.edu included)
• In the password box, type your email password.
• In the incoming mail server, type
  imap.ndsu.nodak.edu
• In the outgoing mail server, type
  smtp.ndsu.nodak.edu
• Then select More Settings

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• Select the Advanced Tab, Under the Incoming Mail,
  make sure there is a check mark next to This
  server requires an encrypted connection. The
  port number should be 993.
• Under the Outgoing Mail, also select a box saying
  This server requires an encrypted connection.
  The port number for this server should be 587.

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• Select the Outgoing Server Tab
• Check the box next to My outgoing server
  requires authentication. Then choose Use same
  settings as my incoming mail server.
• Click Ok

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• Select Next
• Then you will get to this screen, and press
  Finish.

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Calendar Making an Appointment

• There is two ways to make an appointment. First
  start by clicking on the calendar tab in the left
  corner. From here to make an appointment you can
  double click on the time you want, or you can go
  to actions and New Appointment.

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Making an Appointment

• From there you will see this screen.

• From here you can type in your subject,
  location, and the time you want the appointment
  to start and end, or if its an all day event.
  You are also able to set an alarm for the
  appointment time by clicking the reminder button
  and setting how long before the appointment you
  want the alarm to go off. You are also able to
  type in a message.

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Adding Contacts to an Appointment

• If you want to email this meeting or appointment
  to other people, you are able to enter in the
  contacts you want the appointments sent to in a
  few different ways. One way is to press the
  Invite Attendees button, and then a To line
  will pop up. Also by pressing the To button
  your contact list will appear and you can select
  people from there by double clicking on their
  names.

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Adding Contacts Contd

• The second way you are able to add contacts is by
  clicking on the Scheduling tab. From here on the
  very left hand side you will see a row that says
  All Attendees. There it will show you who is
  currently invited, or who the appointment has
  already been selected to be emailed to. If you
  would like to further add people to this list, in
  the bottom left corner you can click on the Add
  Others button. From there you can select from
  your contact list just like you did in the
  previous way.

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Recurrence

• If you have an appointment that is going to be
  happening more than once instead of redoing the
  appointment all over again, you can use the
  Recurrence button. By selecting the Recurrence
  you are able to put in when the appointment will
  happen again, what day/days, if it would be
  daily, weekly, monthly or yearly, the duration,
  and even how many occurrences there will be.

Remember
Make a note of all Appointments times between
March 11 and April 1. The times may not
stick Due to Daylight Saving Time changes.
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Meetings and Appointments

• If you would like to invite attendees to a
  meeting you can also use the appointment
  scheduler.

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Distribution Lists

• Distribution lists are nice to use when you send
  emails to a certain group of people often. This
  way instead of always finding their addresses and
  putting them in, you can just select the
  distribution list with those contacts already in
  it.

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Creating a Distribution List

• To create a distribution list go to File, New,
  and then select Distribution List.
• From there you click on the Select Members
  button. Then your whole contact list will pop up
  and you double click on the names you want added
  to this list.
• If an address you want in the distribution list
  is not in your contact list you can instead
  select the Add New button. From there it will
  ask for your desired display name for the contact
  and their email address.
• After you are done adding everyone you want in
  the list, you can Name your list by typing it in
  the Name line. If you would like to add any
  notes to the list just select the Notes tab.
  After your all done, just press the Save and
  Close button in the top left corner and your
  list will be created.

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Using your Distribution List

• When you use your distribution list in an email,
  it is very similar as adding a contact.
• Just the same as adding a contact, you click To
  to get your contact list to pop up. Instead of
  double clicking on a single contact your
  distribution list will also be available as an
  option. So just the same as double clicking on a
  single contact, double click on the desired
  distribution list.
• Then just click ok and your list will be in your
  To line.
• All distribution lists will always be in bold
  lettering

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Tasks

• Tasks are set up very similar to the way you set
  up an appointment. You first start by selecting
  the task tab on the lower left hand side in the
  main Outlook screen. You will then be taken to
  this screen. From there you can either click
  New or double click on an empty line in the
  task screen. In this screen you can also select
  different ways to view the current or overdue
  tasks.

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Creating a New Task

• When you get into the New task screen, it will
  look very similar to the New appointment screen.
  Within this screen you are able to put in the
  Subject of the specific task, enter in when the
  task deadline, and when the task was started.
  You can also keep track of the status of the
  task, such as in progress or deferred and set a
  level of priority to it. This screen you are
  also able to select the reminder tab to have an
  alarm go off for whenever you desire.
• You are also able to assign tasks to others, very
  similar to how you were able to invite attendees
  to appointments. You simply click on the Assign
  task button in the toolbar and a To line will
  appear, where you can either select contacts or
  enter in email addresses of whom you would like
  the task to be assigned to, and it will then be
  sent to the person.

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Tasks Contd

• You will also notice there is another tab that
  says Details. In this screen you are able to
  enter in more specific information. It allows
  you to enter in the date completed, total work
  and actual work (in hours), mileage, billing
  information, and company, if needed.
• You can also use the Recurrence button for tasks.
  It works exactly the same as it did with
  appointments and the button is located in the
  same place.
• When you have completed putting in all the
  information you can click Save and Close and
  you will be taken be to the main task screen.

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Favorites Folders

• Within the main screen of the Outlook Explorer,
  on the left hand side it has all your mail for
  your Inboxs, Sent Items, Drafts, Trash, and etc.
  Above all of those, there is a Favorites Folder.
  Because you have more than one Inbox and other
  folders, it allows you to drag the one you feel
  you use the most into the Favorites. All you
  have to do is click and drag the desired folder
  and bring it up into the favorites area. Also if
  you do not want to drag and drop, you can right
  click a folder and select Add to Favorites
  Folders. Then from now on that folder will also
  be displayed in the favorites area. If there is
  a folder in the favorites area you would like to
  remove, right click on the desired folder and
  select Remove from Favorites Folders.

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Contacts

• First, to get to the contacts screen you select
  the Contacts tab in the bottom left hand corner.
  From there your contacts should appear. You are
  able to arrange or view your contacts in a few
  different ways. Under Current View you can
  select the way you would like your contact list
  to appear to you.

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Adding a New Contact

• Adding a new contact is relatively simple. In
  the toolbar, click on the New button. From
  there the contact screen will appear. You will
  see you can enter a lot of information about the
  contact. The first tab, which is General
  allows you to enter in their name, job title,
  company, email address, phone number, etc.

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Details Tab

• The next tab is Details. This tab allows you
  to enter in more detailed information about the
  person such as their office, boss, profession,
  birthday, spouses name, anniversary, etc.

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Signatures

• Outlook allows you to add a Signature to your
  emails. By creating a signature, it will appear
  on the end of all emails automatically so you do
  not have to type it every time. You can have it
  be just your name, or your name, address, and
  telephone number, or anything you wish.

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Adding a Signature

• In order to add a new signature you start by
  selecting Tools and then Options. You then go
  over to the Mail Format tab. From there, at the
  very bottom there is a section that says
  signatures. You are able to create signatures by
  clicking on the signatures button. From there
  select new and create a name for that specific
  signature. You are then able to type in how you
  would like your signature to appear, and you can
  finish by clicking OK. Outlook allows you to
  create more than one signature to use, so you are
  also able to assign specific signatures to new
  messages and if you would like, a different
  signature to replies and forwards.

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What the screens will look like
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Junk Mail

• Microsofts Outlook also allows you to decide
  which emails you would like to come to your
  Inbox, and which you would like to go directly to
  Junk Mail. It allows you to choose different
  filtering levels, who you want put on the safe
  list (whos emails you want to come directly to
  the Inbox) and who specifically you want blocked.
  To get to these settings, you start by going to
  Tools and selecting Options. Then when that
  screen appears, you click on the Junk Email
  button.

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Junk Mail Contd

• From there you will be taken to the Options tab.
  In this tab it allows you to change the level of
  junk email protection you want. Once you have
  selected the setting you would like, the next tab
  shown is Safe Senders. This tab allows you to
  add people who you email to this list, so if they
  ever reply back their messages will not be sent
  to Junk Mail. There is also a button on this
  screen that allows your email to recognize your
  whole contact list as safe senders so their mail
  will never be sent to junk mail.

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Safe Recipients

• Safe Recipients is pretty much the same thing as
  Safe Senders, except it is for people who email
  you. If you get regular emails from people and
  you do not want their emails going into the Junk
  Box, simply add their email address to the safe
  recipients list and their mail will always go
  into your inbox.

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Blocked Senders

• The next tab is Blocked Senders. This tab allows
  you to put in the email addresses for the mail
  you always want to go into the junk mail folder.
  So for any type of mail you do not want to see
  just add the address to the blocked senders tab.

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Spelling

• Microsoft Outlook also has a spelling and grammar
  check that can be used on emails, appointments,
  tasks, etc. On each different selection the
  spelling tool can be found in the same place.
  After you are finished typing your new email, or
  appointment you go up and select Tools and then
  Spelling. From there it will tell you misspelled
  words, fragment sentences and more.

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Spelling Contd

• Also, if you would like Outlook to check your
  spelling automatically on all documents before
  they are sent out, you can set it to do so. You
  do this by going to Tools, and then Options.
  From there go over and select the Spelling tab.
  From there you can customize your spellchecker by
  clicking on the box of the option you would like
  selected. For example, if you would like the
  spell checker to check your spelling on all
  documents automatically, you would select the
  option Always check spelling before sending.

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What the screen will look like
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Making a New Folder

• Outlook also allows you to make new folders. In
  order to do this, just right click on an existing
  folder and select New Folder. From there pops
  up another screen. First you can enter in what
  youd like to name the folder and then below that
  you can choose what the folder will contain.
  Below that is where you can select where you want
  the folder placed. You can either place it your
  personal folder area or the IMAP folder area.

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What the screen will look like
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Moving Messages to New Folders

• In Outlook you can also move your emails to any
  folder you would like. Within your IMAP folders
  you have a quota for how many emails you are
  allowed to have in there. If those folders start
  getting full, any messages that you would like to
  keep you can drag into any folder under the
  Personal Folders. You do this by clicking on the
  email you wish to move, and dragging it into your
  desired folder. The folder will become
  highlighted when it is selected.

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What the screen will look like
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Checking Quota

• In case you are not sure what your allowed quota
  is for your IMAP folders and you are not sure if
  your close to getting full, there is a way you
  can check it. Using Explorer you go to
  enroll.nodak.edu. When that screen comes up you
  enter in your electronic ID and your password.
  It will then take you to another screen. On the
  right hand screen there is an option to click
  that says Check Email Quota. Click on that and
  it will tell you how many megabytes you are using
  and how many you have available yet to use.

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What the screen will look like after you log in
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What the screen will look like when you select
Check Email Quota
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Send/Receive Timings

• Outlook allows you to customize the settings of
  how often you want emails to be sent and
  received. In order to do this you go to Tools,
  then Options and select the Mail Setup tab. From
  there click on the Send/Receive button. In that
  window it allows you to adjust the send/receive
  time from as low as 1 minute. It also allows you
  to select the option perform an automatic
  send/receive when you are exiting.

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What the screen will look like