Mail Management with Outlook 2003

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Mail Management with Outlook 2003

• Middlesex Community College

Distance Learning mxccedtech_at_gmail.com (860)343
5822/5783 Chapman 633/632 Middlesex Community
College Visit http//www.mxcc.commnet.edu/distance
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Inbox, Outbox, Sent Items, Drafts, Deleted Items

• In the All Mail Folders window
• Inbox keeps all incoming messages.
• Outbox keeps messages after you click the send
  button. When the message is sent out
  successfully, the box will be empty.
• Sent Items keeps all the email messages you have
  sent out.
• Deleted Items keeps all the messages you have
  deleted from Inbox. To delete all messages here,
  right-click the Deleted Items and select Empty
  Deleted Items.
• Drafts keeps messages that you save before
  sending out.

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Sort Messages

• View messages by Sender, Subject, or Date

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Delete Messages

• In Inbox window
• Select the message, hit delete key
• You only move the message to the Deleted Item
  folder.
• Permanently delete the message
• Right-click the Deleted Items and select Empty
  Deleted Items.

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Save Email Messages to Your Computer

• Messages in Inbox or Send Items are kept on the
  server. It is not suggested that you keep a lot
  of email on the server since your email account
  can only hold a certain amount of messages (40M).
  
• You may consider moving all Inbox or Sent Items
  email to your computer.
• Create a Personal Folder file to save messages
  from Inbox and Sent Items in your computer or
  external drives.
• You may create subfolders in Personal Folder to
  store messages in a variety of categories.
• Personal folder file is updated when you open the
  Outlook.
• You can not read the emails kept in Personal
  Folder when logging on to Outlook Web Access.

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Create a Personal Folder

• Go to File, click the New feature list. Select
  Outlook Data File
• Select Office Outlook Personal Folders File
  (.pst). Click OK.
• Select My Documents. Give a name for the file
  such as mailbackup82704. Click OK.
• Click OK.

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Create Sub-folders in Personal Folder

• Create two sub-folders in Personal Folder, Inbox
  and Sent Items.
• Right-click the Personal Folder in All Mail
  Folder window.
• Select New Folder, type a name Inbox.
• Click OK.
• Right-click the Personal folder in All Mail
  Folder window.
• Select New Folder, type Sent Items.
• Click OK.

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Move Mails to the Personal Folder

• Click Inbox in Mail Box list.
• Select a message in the message list.
• Hold CTRL key and A to select all messages in
  Inbox.
• Drag the messages and drop them in the Inbox of
  the Personal Folder.
• Repeat the same steps to move the messages from
  the Sent Items of Exchange Mail Server to the
  Sent Items of the Personal Folder.

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Check Spelling before Sending

• You may set up to automatically check spelling
  after you click send button.
• In Inbox Window
• Go to Tools, select Option.
• Click Spelling tab.
• Check Always check spelling before sending

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Create an Email Group Distribution List

• Create a group name
• File-New-Distribution List
• Type the group name
• Select a person on the CTC address list. Click
  Select Members button.
• For those who are not on the list, click Add New
  button.
• Type the Display Name, Email address.
• Check Add to Contacts.
• After all the people from the group are selected,
  click Save and Close button.

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Sending Messages to a Group

• Go to Contact, double-click the group name. In
  the Distribution List window, click New Message
  to Contact icon to open the New Message window.
  Type the message subject and the message body.
  Click Send.

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Out of Office Assistant

• You may setup an automatic replied message when
  you are off office for a period of time.
• Go to Tools, select Out of Office Assistant,
• Type your message,
• When you are out of office, check I am currently
  out of the office.

When you are back to your office, go to the same
window and check I am currently in the office
to turn the Auto-Reply off.
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Create a Signature

• You may add a signature at the bottom of your new
  message.
• Go to Tools, select Options
• Click on Mail Format tab.
• Click Signature button.
• Click New button.
• Enter a new name for the signature.
• Click Next.
• Enter your signature. You may select a font by
  clicking Font button.
• Click Finish.
• Click OK.

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MxCC Master Calendar

• MxCC has a calendar for college events, which you
  can view it in MS Outlook.
• Go to Go menu and select Folder List.
• In Folder List window, click the sign next to
  Public Folders. Click the sign next to All
  Public Folders. Click the sign next to
  Middlesex.
• Click MxCC Master Calendar.
• To view the calendar items, you may chose 1 Day,
  5 Work Week, 7 Week, or 31 Month in the Standard
  Toolbar.