DO5LP1

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D05-LP1 Electronic Mail Systems
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ELECTRONIC MAIL
Introduction
Basic Mail Terminology
Mail System Administrative Structure
Messaging Standards Protocols and APIs
Basic Components of a Mail System
Mail Network Issues
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WHAT IS EMAIL?
An electronic letter just like paper mail.
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PAPER AND ELECTRONIC MAIL SIMILARITIES
Paper Mail Electronic Mail -
Return Address Return Address To
Address To
Address Subject Subject Body Body S
ignature Signature
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BASIC MAIL TERMINOLOGY

• MAIL SYSTEM
• MAIL-AWARE APPLICATION
• MESSAGE
• MAILBOX
• MAILBOX OWNER/USER
• RECIPIENT, SENDER
• DISTRIBUTION LISTS

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MAIL SYSTEM
The mail system encompasses the entire collection
of software, hardware, and communications
infrastructure that makes it possible to send and
receive messages.
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MAIL-AWARE APPLICATION
Applications that are aware of an available mail
system and integrate with it where useful and
appropriate. For example, MICROSOFT WORD lets
you mail the current document directly from
within MS Word.
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MESSAGE
Information sent by the mail system is always in
the form of a message, regardless of how little
the message looks like traditional mail.
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MAILBOX

• The mailbox is the delivery destination of sent
  messages.
  
  
• Mailboxes are created and controlled by the
  administrator and are maintained on the mail
  server.
• Each mail system user accesses his or her server
  mailbox by using client software.

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MAILBOX OWNER / USER

• A person with an account on a mail
  
  
  system.
• The fundamental delivery location for a
  recipients incoming mail messages.

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RECIPIENT, SENDER

• A recipient is a general term that refers to
  
• directory entities such as users, mailboxes,
• distribution lists,public folders, etc. These
• entities can receive messages and
  
• information.
• Messages are addressed to one or more
• recipients.
• The originator of the message is the sender.

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DISTRIBUTION LISTS

• A list of multiple recipients grouped together
  for convenient message addressing.
• Exchange and other mail systems
  enable distribution lists to include
  other distribution lists.

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MAIL SYSTEM ADMINISTRATIVE STRUCTURE TERMS

• Organization - The biggest administrative unit in
  the mail system.
• Site - Usually one geographical location.
• Mail Server - A computer system providing mail
  service for a group of mailboxes.
• Foreign / External Mail System - A mail system or
  service external to the organization.

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MAIL SYSTEM FUNCTIONAL STRUCTURE

• Server Side - Centrally shared directory of
  possible recipients and storage space for
  messages.
• Client Side - Mailbox applications that lets
  users compose, send, receive, and read messages.

• Communications between server and client (and
  server to server) is handled by interface
  components called messaging protocols and
  Application Program Interfaces (APIs).

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APPLICATION PROGRAM INTERFACES (APIs)
A standard API specification specifies a mapping
between a programming language and the features
of a particular service, and thereby provides
access to that service from applications written
in a particular programming language.
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MESSAGING API (MAPI)

• Microsoft developed MAPI as its own messaging
  standard which is an integral part of Exchange
  and various Microsoft applications such as Word
  and Excel.
• This is the software layer that acts as an
  interpreter for the client interface. It is
  responsible for converting actions that the user
  understands into commands that the information
  service understands.

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MESSAGING STANDARDS

• Messaging standards operate at a range of
  levels. On the simplest level, protocols define
  formats for addresses and messages that permit
  uniform data transfer between mail systems.
• On the highest level, APIs support tight
• functional integration between mail system
• components and mail-aware applications.

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MAIL PROTOCOLS

• X.400 - Is a message transfer protocol and E-mail
  address format promoted by the International
  Organization for Standardization.
• Before the Internet explosion, X.400 was the
  most widely implemented and used standard.
• Simple Mail Transfer Protocol (SMTP)
• Is the present standard for addressing and
  sending text-based messages.

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SMTP(ENHANCEMENTS)
MIME Multipurpose Internet Mail
Extensions POP3 Post Office Protocol version
3 DNS Domain Name Service
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MULTIPURPOSE INTERNET MAIL EXTENSIONS (MIME)
Mime expands the SMTP protocol to handle message
attachments and non-ASCII (American Standard Code
for Information Interchange) data such as
multi-media files.
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POST OFFICE PROTOCOL (version) 3

• A protocol used to retrieve E-mail from a mail
  server.
• To receive messages, a POP3-compliant server,
  client, or gateway is needed and is generally
  used between clients and servers, NOT between
  servers.

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DOMAIN NAME SERVICE
An Internet service that translates domain names
into IP (Internet protocol) addresses. Because
domain names are alphabetical, they are easier to
remember. The Internet is really based on IP
addresses. Every time you use a domain name, a
DNS service must translate the name into the
corresponding IP address. Example. the domain
name www.example.com, might translate to
198.105.232.4
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DOMAIN NAME SERVICE
The DNS system is, in fact, its own network. If
one DNS server does not know how to translate a
particular domain name, it will ask another one,
and so on, until the correct IP address is
returned.
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INTERNET MESSAGE ACCESS PROTOCOL(IMAP)
Protocol used to access electronic mail messages
that are kept on a mail server without file or
message transfer.
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IMAP

• Allow message access and management from more
  than one computer.
• Provide support for online / offline and
  disconnected access modes.

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IMAP (Cont)

• Support concurrent access to shared mailboxes.
• Client software needs no knowledge about servers
  file store format.

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BASIC COMPONENTS OF AMAIL SYSTEM

• DIRECTORIES AND ADDRESS BOOKS
• ALIASES
• E-MAIL ADDRESS
• MESSAGE STORES

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DIRECTORIES AND ADDRESS BOOKS

• The mail system creates and maintains an internal
  directory of every mailbox in the organization.
  This information is made available to mailbox
  owners in a useful form called an address book.
• NOTE The Internet does not provide a central
  directory of recipients. You must know address
  before you send the message.

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DIRECTORIES AND ADDRESS BOOKS (Cont)

• An address book lists possible recipients. Two
  common kinds of recipients are individual
  mailboxes identified by owner name and
  distribution lists. Two additional types of
  recipients are
• 1. Custom Recipient - A recipient on a foreign
  mail system.
• 2. Public Folder - A public folder functions as
  an electronic bulletin board.

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DIRECTORIES AND ADDRESS BOOKS (Cont)

• There are three kinds of address books
• 1. Global Address Book - This is the master list
  of every recipient in the organization all
  mailbox owners, distribution lists, custom
  recipients, and public folders.
• 2. Personal Address Book - Users can add/store
  their own private distribution lists and custom
  recipients.
• 3. Outlook Address Book - The same as Personal
  Address Book with additional features (used only
  with Microsoft Outlook).

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ALIASES

• Individuals mailbox is identified by the display
  name of the owner.
• Display name can be anything the owner wants the
  Exchange world to see.
• Names are often given a short form for internal
  use in the mail system.
• The short form of a full name is also called an
  alias.

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E-MAIL ADDRESSES

• Each mailbox owner usually has an E-mail address
  for external use.
• It identifies the mailbox owner to the rest of
  the world.
• This address is used to send E-mail to the
  mailbox owner.

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ADDRESS INTERPRETATION
remingtonl_at_gordon.army.mil
The best way to interpret this address is to read
it from right to left. mil We are a part of the
Military army What branch are we in, the Army
gordon We are stationed at Fort Gordon name
Identifies the mail box that the mail is stored
in.
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MESSAGE STORES

• Physically, a message store is one or more files
  located on a disk drive accessible through the
  mail server.
• 
  
• In Exchange and in most other mail systems,
  storage is logically organized into private and
  public areas/folders.

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MESSAGE STORES(Cont)

• E-mail is referred to as store-and-forward, which
  simply means that the mail is stored on the mail
  server. When you log-on to the mail server the
  E-mail messages are forwarded to your PC.

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MAIL NETWORK ISSUES

• CAPACITY
• CONNECTIONS
• COMMUNICATIONS PROTOCOLS
• REPLICATION AND SYNCHRONIZATION

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CAPACITY

• Bandwidth This is a measure of the rate at
  which data can be transmitted through a given
  connection. It is measured in kilobits per second
  (Kbs).
• Traffic This is measurement of the total volume
  of data transmitted on the system over time, and
  it helps determine the average capacity of the
  network.

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CONNECTIONS

• Dial-up connections A temporary connection made
  like a phone call.
• Asynchronous connection A connection made using
  a modem.
• Dedicated connection A permanent network
  connection made on a leased telephone line.

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COMMUNICATION PROTOCOLS

• Serial Line IP / Point-to-Point Protocol - SLIP
  and PPP are protocols for dial-up connections to
  the Internet.
• X25 - This is a standard telecommunications
  protocol used on certain types of leased lines.

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COMMUNICATION PROTOCOLS (Cont)

• Remote Access Service (RAS) - RAS is
  communication software built into the Windows
  operating system family. RAS lets one Windows
  computer connect to another and operate it
  remotely.

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REPLICATION AND SYNCHRONIZATION

• Replication - Process of duplicating a message
  store on secondary servers.
• Synchronization - Identifies changes made to each
  source and then updates all sources equally.

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CHECK FOR LEARNING
What is delivery destination of sent messages?
ANSWER Mailbox
A list of multiple recipients grouped together
for convenient message addressing is called what?
ANSWER Distribution Lists
What is a Mail Server?
ANSWER A computer system providing mail service
for a group of mailboxes
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CHECK FOR LEARNING
Name two common kinds of recipients.
ANS Mailboxes identified by owner name and
Distribution Lists
What is the present standard protocol used for
addressing and sending text-based messages?
ANS Simple Mail Transfer Protocol (SMTP)
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CHECK FOR LEARNING
What protocol is used to access electronic mail
messages That are kept on a mail server without
message transfer?
ANS Internet Message Access Protocol (IMAP)
A temporary connection made like a phone call is
called what?
ANS Dial-up Connection
What are two types of address books?
ANS Global and Personal Address Books
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MAIL APPLICATIONS

• There are many Electronic Mail Applications
  available to us
• The Army has selected MS Exchange as its E-mail
  Server software, and MS Outlook as the E-mail
  Client.
• MS Outlook is a free e-mail application included
  in MS Office

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OUTLOOK

• Outlook is installed during the installation of
  Microsoft Office. The Administrator must setup
  and install certain files.
• During the installation of MS Office 2000 several
  options are available, one of which is Microsoft
  Exchange Server Support.
• This option must be selected during each users
  Profile setup to allow E-mail Messaging

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INTRODUCTION

• Outlook is a Microsoft Office mail application
  that builds on and advances Microsoft Mail,
  Microsoft Exchange Client and Microsoft Schedule
  products.
• Outlook is also a product that extends and
  enhances their features.

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CAPABILITIES
Outlook 2000 represents a new category of
application integrated messaging and
collaboration that combines the following
capabilities

• E-mail
• Personal calendar and group scheduling.
• Personal information (Contacts and Tasks).
• Browsing and sharing of documents
• Custom groupware or information-sharing
  applications

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INTEGRATION

• Outlook integrates Office applications with
  e-mail, personal organization software, and
  groupware.
• This application allows organizations to develop
  and deploy groupware applications based on
  Microsoft Office.

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DEVELOPMENT
Was developed to be the foremost
Microsoft messaging and scheduling application.

• Outlook advances e-mail and scheduling features,
  usability, and integration.
• E-mail is the fastest growing desktop
  applications.
• Scheduling is the second most popular application

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ORGANIZATION TOOL

• An Integrated organization tool for personal,
  shared, and online information.
• Users need personal organization tools that
  integrate with messaging and groupware
  applications. People are more likely to make the
  best use of all these tools when they are
  integrated into a single application

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UPGRADE

• It is an easy upgrade form Microsoft Mail,
  Schedule, or Microsoft Exchange Client.
• Smooth migration path to Outlook from Microsoft
  Mail, Schedule, or Microsoft Exchange Client
  both in features and in interoperability
• Users within same organization can run Outlook,
  Schedule, and Exchange Client as well as
  third-party messaging systems

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STRUCTURE

• Outlook combines information management,
  electronic mail, and personal and group calendar
  functions into one application
• The building blocks of Outlook include the
  following
• Items
• Folders
• Views

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ITEMS

• Outlook categorizes information as one of
  several items. Each item, in turn, consists of a
  number of properties.
• For example, an e-mail message item consists
  of properties, such as subject, text and date
  received.

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FOLDERS

• Outlook stores items in folders, with each folder
  containing items of a particular type.
• These item types include Outlook-specific items,
  such as Journal items, as well as files stored on
  the computer or on the network.

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VIEWS

• Outlook organizes and displays items in a folder
  using views.
• Views can be used with any type of folder.
• Users can also customize and save views for later
  use.

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Install Outlook software

• gt Administrative task
• gt Corporate / Workgroup
• gt Load Files
• gt Manual Configuration
• gt Back Out

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Install Outlook software
During this presentation I will demonstrate how
to properly setup the administrative portion of
Outlook
Workgroup/Corporate Load files Manual
configuration
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LOG ON
Log onto the computer as the Administrator

• There are certain setting and files that must
  be installed by the administrator prior to the
  user setting up their individual profile.

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Installing Outlook

• On your desktop Double Click
• on Microsoft Outlook Icon

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Installing Outlook
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Installing Outlook
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Installing Outlook
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Installing Outlook
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Installing Outlook
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Installing Outlook
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Installing Outlook
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Installing Outlook
This is where you back out as the administrator
and let each user log onto the Domain and set up
their profile for outlook
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Installing Outlook
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Installing Outlook
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Installing Outlook
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Installing Outlook
Log Off as the Administrator, then back on as a
User of the Domain (52DIV)
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CHECK FOR LEARNING
What application has been developed that is
Microsofts foremost messaging and scheduling
application?
ANSWER Outlook
The building blocks of Outlook include what?
ANSWER Items, Folders, and Views
Where does Outlook store items?
ANSWER Folders
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CHECK FOR LEARNING
What is Microsoft Outlook?
ANSWER E-Mail Client Application
Microsoft Outlook is an application of what
program?
ANSWER Microsoft Office
During the installation of MS Office/Outlook what
option must each user select to allow mail
messaging?
ANSWER Microsoft Exchange Server Support
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PRACTICAL EXERCISE

• Complete Part 1 of DO5-LP1 PE 1
• Written Quiz
• Notify instructor upon completion

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PRACTICAL EXERCISE

• Complete Part 2 of DO5-LP1 PE 1
• (Interactive)
• Install Outlook from OFFICE
• Make sure you are logged on as the administrator
• Notify instructor upon completion

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Configuring a Profile in Outlook
During this portion of the interactive
presentation we will configure a user profile
for Outlook, that includes the following services
Microsoft Exchange Server Personal Address
Book Personal Folders
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Configuring a Profile in Outlook
The Profile contains all the information
necessary to send and receive e-mail Make sure
you are logged on as a user of the Domain (52DIV)
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Configuring a Profile in Outlook
Insure that you are logged on as a user of the
Domain (52Div)
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Configuring a Profile in Outlook
Office starts installing the files needed for you
to create your profile
Double Click On Microsoft Outlook
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Configuring a Profile in Outlook
Your user name should be here
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Configuring a Profile in Outlook
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Configuring a Profile in Outlook
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Configuring a Profile in Outlook
Change to Your Student user name
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Configuring a Profile in Outlook
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ADDING SERVICES
Configuring a Profile in Outlook
The following services must be added

• MS EXCHANGE SERVER
• PERSONAL ADDRESS BOOK
• .pab (file extension)
• PERSONAL FOLDERS
• .pst (file extension)

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Configuring a Profile in Outlook
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services

• Type in Microsoft Exchange Server Name
  (52div_bdc)
• Mailbox Name should already have users name
  entered. If not enter in correct user name.

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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
Click Check Name
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Configuring a Profile in Outlook
Adding Services
If a correct response was returned from the Mail
Server, Microsoft Exchange Server and Mailbox
Name should now both be underlined
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
Change Offline File Settings
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
Delete mailbox and type your user name
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
The file extension for your Personnel address
book is .PAB
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
Adding Services
Delete the asterisk and type your user name
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Configuring a Profile in Outlook
Adding Services
The file extension for your personnel folders is
.pst
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Configuring a Profile in Outlook
Adding Services
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Changing the Delivery location
Adding Services
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Changing the Delivery location
Adding Services
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Changing the Delivery location
Adding Services
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Changing the Delivery location
Adding Services
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Changing the Delivery location
Adding Services
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Configuring a Profile in Outlook
Adding Services
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Configuring a Profile in Outlook
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Configuring a Profile in Outlook
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Configuring a Profile in Outlook
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Configuring a Profile in Outlook

• The Office Assistant appears when opening MS
  Outlook for the first time.
• The Office Assistant provides interactive help
  and displays helpful users options.
• Click Start using the list closes.

?
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Configuring a Profile in Outlook
Expands your mailbox and Personnel Folders
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Configuring a Profile in Outlook
Clicking this X will keep and open view of your
Folder list
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TOOLS MENU BAR

• Another way to add services
• Click Tools on the Menu Bar.
• Click Services.

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ADDING SERVICES THROUGH THE CONTROL PANEL

• The Services we have just added can be accessed
  as well as added through the Mail Icon located
  in the Control Panel
• Double click Mail

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ADDING SERVICES THROUGH THE CONTROL PANEL
(continued)

• If necessary you could
• add any Services necessary
• to the existing Profiles and
• add more Profiles to this
• workstation

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CHECK FOR LEARNING
What are the three services that we add when
configuring Outlook?
ANSWER Exchange Server, Address Book and
Personal Folders
What is the file extension for personal folders?
ANSWER .PST
What is the file extension for personal address
book?
ANSWER .PAB
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PRACTICAL EXERCISE 2

• Configure a user profile in Outlook

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EXPLORING OUTLOOK 2000
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FEATURES AND CAPABILITIES OF OUTLOOK 2000
During this interactive presentation we
will explore Outlook 2000s features and
capabilities covering
The Menu Bar
The Outlook Bar
Menu Tool Options
The Tool Bar
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MENU BAR
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FILE

• Click on File to display options

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NEW OPTION

• Highlight New
• The New option allows users to create new items.

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FOLDER

• Highlight Folder
• Allows users to customize the Outlook bar by
  adding, copying, and/or removing items.

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Edit
Click Edit This show you what editing abilities
are available to you.
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View
Click View then Current View This will enable you
to customize your view of Outlook.
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Favorites
This enables you to add various links and shows
you what is available
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Tools
Click on Tools to display your options
The Out of Office Assistant Option allows users
to reply to incoming messages if they are
unavailable
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Actions
Click Actions to see your options
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Help
Click Help This will show you the available
options
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THE OFFICE ASSISTANT

• Highlight Microsoft Outlook help
• Allows user to get interactive help.

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TOOLBAR
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DELETE
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REPLY
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REPLY TO ALL
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FORWARD
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ADDRESS BOOK
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CURRENT VIEW
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OFFICE ASSISTANT
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OUTLOOK BAR
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DISPLAYED BANNER FOLDER
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MENU TOOL OPTIONS

• Click on Tools
• Click on Options

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PREFERENCES TAB

• Allows users to specify general settings for
  

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E-MAIL OPTIONS

• Allows user additional Email options.

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Advanced E-mail Options

• Allows users to set
• options when sending
• and receiving mail.

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SPELLING TAB

• Click on Spelling Tab
• Allows users to modify spellchecker.

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CHECK FOR LEARNING
Name 3 of the 7 top menu options?
ANSWER FILE EDIT VIEW FAVORITES TOOLS
ACTIONS HELP
What top menu selection allows users shortcuts
to the Outlook bar?
ANSWER VIEW
What option can users utilize for their messages
if they are out of the office?
ANSWER Out of Office Assistant
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CHECK FOR LEARNING
What do you use to get interactive help?
ANSWER The Office Assistant
What is the purpose of The Outlook Bar?
ANSWER Contains Shortcuts to frequently used
folders.
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CREATING RECIPIENT ENTRIES
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INTRODUCTION
During this interactive presentation we
will create recipient entries in
Personal Address Book
Distribution Lists
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CREATING RECIPIENTSIN PERSONAL ADDRESS BOOK
MINE
KEEP OUT
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EXPLANATION

• Creating recipient entries is nothing more than
  placing addresses into your personal address
  book.
• Placing address entries into your address book
  can be accomplished from the mail application
  and/or within the message itself.

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OPEN ADDRESS BOOK
Select the Address book Icon from the Tool Bar.
Select Address book from the Menu bar.

• OR

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ADDRESS BOOK LISTING

• Listing of addresses presently in Personal
  Address Book.

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GLOBAL OPTION

• Listing of addresses presently in Global Address
  Book.

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ADDING TO PERSONAL ADDRESS BOOK

• Highlight address and right click the mouse
  button.
• Highlight Add to Personal Address Book.
• Clicking left mouse button adds address to
  personal address book.

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NEW ENTRY
Menu Bar

• Select file menu bar to create new entry.
• OR
• Select New Entry from Tool Bar.

Toolbar
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TYPE OF ENTRY

• Highlight entry type.
• (Internet Address)
• Select location for entry.
• Click on OK.

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ADDRESS PROPERTIES

• Enter name to be displayed.
• Type in complete E-mail address.

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ADDRESSEE INFORMATION

• Type in any pertinent information.

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TELEPHONE INFORMATION

• Type in telephone information if desired.
• Click OK

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ADDRESSEE ADDED TO ADDRESS BOOK

• Address entered into Personal Address Book.

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CREATING PERSONAL DISTRIBUTION LIST
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EXPLANATION

• Creating distribution lists is nothing more than
  compiling multiple addresses into one centralized
  list for distribution of the same information.

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NEW ENTRY

• Select file menu bar to create new entry.
• OR
• Select New Entry from Tool Bar.

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PERSONAL DISTRIBUTION LIST

• Highlight Personal Distribution List.
• Select location for entry.
• Click on OK.

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NAMING DISTRIBUTION LIST

• Type in Distribution List Name
• Click on Add/Remove Members bar

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ADD MEMBERS FROMPERSONAL ADDRESS BOOK

• Select show names from Personal Address Book.
• Double Click on names to be added
• OR
• Highlight names to be added and click on Members
  bar.

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ADD MEMBERS FROM GLOBAL ADDRESS BOOK

• Select show names from Global Address List.
• Double Click on names to be added
• OR
• Highlight names to be added and click on Members
  bar.
• Click on OK when finished.

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LIST CREATED

• List is completed.
• Click on Apply.
• Click on OK to return to address book.

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CHECK FOR LEARNING
What two ways can address entries be placed into
your address book?
ANSWER From the mail application or within the
message itself
What would be utilized to send the same
information to many users?
ANSWER Distribution Lists
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CREATE ATTACHMENT FILE
R
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CREATE AND SAVE FILE FROM WORD PAD

• Open WordPad
• Click Start, Click Programs, Click
  Accessories then Click WordPad.

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WORDPAD FILE

• Type Information from the screen on right into
  WordPad
• Save as Charlie???
• to Desktop.

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MICROSOFT OUTLOOK
During this interactive presentation you will
create and send E-mail messages.
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NEW MESSAGE
SELECTING ONE OF THESE OPTIONS OPENS NEW MESSAGE
SCREEN
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FIRST MESSAGE

• Addressing the message can be accomplished by
  typing the complete address in the To space
  provided.
• OR
• By clicking on the To button which opens the
  Address Book.

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ADDRESS BOOK

• Select Instructor from the Global Listing and
  click the To button.
• This address is added to the Message Recipients
  list
• Click OK.

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ADDRESS INSERTED

• Address inserted on the message TO line.

Charlie or Delta Instructor
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SUBJECT

• Type in subject of message.
• Subject is (First Message)

Charlie or Delta Instructor
First Message
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TEXT

• Type message text.
• Text
• (This is the first message sent from Charlie
  ???.)
• Click Send button to transmit message.

Charlie or Delta Instructor
First Message
This is the first message sent from Charlie or
Delta ???.
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SECOND MESSAGE

• Just like the first message addressing can be
  accomplished by clicking on the To button which
  opens the Address Book.
• OR
• By typing in the complete address.

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ADDRESS BOOK

• Select Instructor from the Global Listing and
  click the To button.
• This address is added to the Message Recipients
  list
• Click OK.

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ADDRESS ADDED

• Address added to the Message TO line.

Charlie or Delta Instructor
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SUBJECT

• Type in subject of message.
• Subject is (Second Message)

Charlie or Delta Instructor
Second message
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TEXT WITH SCREEN CAPTURE

• Click Send button to transmit message.

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THIRD MESSAGE

• Just like the first second messages addressing
  can be accomplished by clicking on the To button
  which opens the Address Book.
• OR
• By typing in the complete address.

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ADDRESS BOOK

• Select Instructor from the Global Listing and
  click the To button.
• This address is added to the Message Recipients
  list
• Click OK.

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ADDRESS ADDED

• Address added to the Message TO line.

Charlie or Delta Instructor
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SUBJECT

• Type in subject of message.
• Subject is (Third Message)

Charlie or Delta Instructor
Third message
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TEXT WITH ATTACHMENTS

• Click Insert on the Menu Bar and then Click on
  File.

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LOCATE FILE

• Select Third Message from Desktop that was
  created earlier.
• Highlight this file and Click OK to insert into
  message

202
FILE INSERTED

• Click Send button to transmit message.
• Returning to Outlook is accomplished automatically

203
OUTLOOK

• Closing Outlook
• Select File and then Exit Log-off

204
CHECK FOR LEARNING
What methods can be used to place information in
E-mail Messages ?
ANSWER Copy Paste, Attach, Insert and or
Typing
What is the To button used for in the message
display screen?
ANSWER Displays lists of E-mail names so you can
select the recipients of the message
205
TROUBLESHOOTING
During this period we will discuss
Troubleshooting
MICROSOFT OUTLOOK
PERSONAL FOLDERS
ADDRESS BOOK
206
POSSIBLE PROBLEMS
MAIL NOT WORKING UNABLE TO ACCESS PERSONAL
FOLDERS UNABLE TO FIND PERSONAL ADDRESSES
207
TROUBLESHOOTING TOOLS

• PING Checks connectivity by verifying that a
  network device is reachable
• INBOX REPAIR TOOL Repairs Personal Folders
• FIND Locates or Verifies Address Book or
  Personal folder

208
MAIL NOT WORKING

• CHECK
• Mail Server Availability
• Network Connection
• Profile
• Information Services Setup

209
CONNECTIVITY PING

• Local Machine
• Hub
• The Gateway
• The Mail Server

210
PROFILE

• Check
• PROPER LOGON
• Correct Profile spelling and Password
• SERVICES
• Exchange Server Support

211
PERSONAL FOLDERS
Unable to Access Personal Folder

• Correct Logon
• Insure Personal Folders was created (use Find to
  verify)
• Use Inbox Repair Tool

212
INBOX REPAIR TOOL(SCANPST.EXE)

• Performs four tests on the selected personal
  folder (Charlie???.pst) files.
• Block check
• Nodes check
• Enumerate and Validates
• Orphans

213
PERSONAL ADDRESS BOOK

• Unable to find Personal Addresses
• Check
• Correct Logon
• Ensure Personal Address Book created
• (Use Find to locate Address Book)
• Final Option is Create New Address Book

214
CHECK FOR LEARNING

• What is your final option if you are unable to
  locate a personal address book?

ANSWER Create new address book.
What type files does Inbox Repair Tool check and
repair?
ANSWER Personal Folders (.pst)
215
PRACTICAL EXERCISE 3

• ADD RECEIPIENTS
• ATTACH
• SYTEM INFORMATION
• FILE
• SEND TO INSTRUCTOR

216
(No Transcript)