How to Setup E-mail List Page

To Setup E-mail List Page

You can print out your e-mail list in different formats. Before that, you will need to setup the page.

Click File > Page Setup > Table Style

You can setup the Format, Paper and Header/Footer of the e-mail list page:

By choosing the fonts and other setting, you can also determine the look and feel of the header and footer for the e-mail list page:

The printer output will be in this style:

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How to Export Outlook Information to a File

To Export Outlook Information to a File

You can export Outlook information to a file for use in other programs.

Click File > Import and Export&ldots;

In the Import and Export Wizard, select 'Export to a file' option:

Click 'Next' to continue.

You can choose the export the Outlook information to Comma Separate Value, dbase, Access or other formats:

The exported file will be accessible in the specific program that you have selected.

How to Attach E-mail Item to E-mail Message

To Attach E-mail Item to E-mail Message

You can attach other items, such as 'E-mails' to your outgoing e-mail.

In the e-mail composition window, click on Insert > Item&ldots;

Select an item from Outlook folders, such as existing email message, to be attached to the e-mail message.

Note that you can select to insert the item as Text or Attachment. If an item is inserted as Text, the recipient will be able to read the attached item from the e-mail message directly. If it is inserted as 'attachment', the recipient will need to double click on the attachment item in the e-mail message it order to open and read it.

You can see the e-mail item has been attached to the e-mail message. You can click on 'Send' button to send it to the email recipients.

How to Attach Various Files in E-mail

To Attach Various Files in E-mail

You can attach various files in your outgoing e-mails.

In the e-mail composition window, select Insert > File&ldots;

Select a file and click 'Insert' button to attach the file to the e-mail:

To add another file, simply repeat the procedures above to attach additional files to the e-mail.

After completing your e-mail message, you can click on 'Send' button to send the e-mail. Since the e-mail contains attachments, it may take a little while to upload the files to your e-mail server and send out.

How to Add Folder List to Outlook

To Add Folder List to Outlook

You may have created many folders to your Outlook program.

To view the folder list directly in Outlook, you can select View > Folder List

The Folder List will be displayed directly in the Outlook main window:

With Folder List, you can check exactly the number of messages in each mail folder. You can drag and drop your inbox e-mails to your designated folders easily.

How to View All Notes in Outlook Shortcut

To View All Notes in Outlook Shortcut

All existing notes are saved in the Notes folder on the Outlook Bar.

Click on Notes button to view all of them:

To create a new Note, simply click on the 'New' button at the menu bar.

To remove unwanted note from the note list, please right click on the specific note, and select 'Delete' to remove it:

How to Check Existing Task List in Outlook Shortcut

To Check Existing Task List in Outlook Shortcut

The Tasks button at Outlook bar provides a convenience for user to check the existing task list.

Click once on Tasks button to view the existing task list:

To view the specific task, double click on the subject name and you will see the details:

To delete unwanted task from the task list, right click on the specific task icon and select 'Delete' to remove it:

How to Find People from Contact List

To Find People from Contact List

The Contacts button at Outlook bar provides convenience to find the existing contact list.

Click on Contacts button to view the list:

Double clicking on the specific name on the list will bring out the detailed contact information.

You can also click on the numeric and alphabet buttons at the right-hand side to find the existing contact list.

How to Create Task in Calendar

To Create Task in Calendar

You may have many tasks to accomplish within a working day.

To organize tasks efficiently, you can double click on the Task Pad to add new task of the day inside Calendar system.

Type in Subject of the task on the field. You can change the due and start dates from the fields as well. Determine if the priority is High, Normal or Low.

You can add many tasks to the Task Pad. In case you need a Reminder for any specific task, simply check on the Reminder box.

To indicate that certain tasks have been accomplished, you can add 'strikethrough' to the task list by checking on the box next to each task:

How to Create Appointment in Calendar

To Create Appointment in Calendar

You can use Calendar in Outlook to keep track of daily activities efficiently.

Click on 'Calendar' button on Outlook bar:

You can create an appointment at specific time by clicking on the timetable.

Type in the subject of the appointment. Indicate the start and end times for it. You can also add message to the appointment. Click on button to save and close the appointment window.

How to Find People from Address Book

To Find People from Address Book

Address book is available in Outlook and you can search for people information from its search function.

Click on Tools > Address Book

Type in the Name that you want to find. You can double click on the selection on the Name list to find out more contact information.

How to Use Junk Mail List

To Use Junk Mail List

You must first turn on the Junk E-mail feature in Option.

Go to Organize in 'Tools' menu.

You must create a rule to filter out the junk e-mails.

Determine if you want to move new messages from/send to specific junk e-mail address into specific folders inside Outlook bar.

Click on 'Create' button to create this new filter rule.

If you want to easily create more filters to junk e-mails, you can click on 'Rules Wizard' button and follow the instructions to add more rules to junk e-mails.

You must then 'turn on' the filter rules:

Click on 'Junk E-mail' link. Then click on 'Turn On' buttons to activate the filter rules.

You can then click on the 'X' button to close the Organize window.

If you have received any unwanted email and want to add it to Junk Mail list, select the e-mail message, and click on Actions > Junk E-mail > Add to Junk Senders List

How to Reply and Add Signature to an E-mail

To Reply and Add Signature to an E-mail

You can select any e-mail message from the folders of Outlook bar and reply it.

After you have selected the specific e-mail message, click on Actions > Reply

You can type your message in the message box. Note that the original message is also attached which will be visible by the e-mail recipient(s).

After you have completed the replied message, click on 'Send' button to send it.

Text and/or pictures can be added automatically to the end of an outgoing e-mail message. We called this 'Signature'.

If you want to add 'Signature' to your e-mail message, you can click on Insert > Signature > More&ldots;

Type in your signature text in the text box, and click 'Finish'. This will include the signature text to your outgoing e-mail messages.

A contact can be saved as vCard to be sent together with e-mail message. To add a business card (or vCard) to the end of e-mail message, you can click on 'New vCard from Contact&ldots;' button:

Click 'OK' button to add the vCard or contact to the end of the e-mail message.

How to Send and Receive E-mail Messages

To Send and Receive E-mail Messages

You can check and send all e-mail messages from an e-mail or multiple e-mail accounts.

Sometime you may compose or reply e-mails without connecting to Internet (off-line). To send all e-mails that are inside your Outlook Outbox, click on 'Send All' from the fly-out menu. Please make sure that your computer is connected to Internet before sending your e-mails 'on-line'.

To check e-mails from specific e-mail account, simply select the relevant e-mail account from the fly-out menu bar. You will see a downloading message box indicating the number and percentage of e-mails received from the mail server.

The downloaded e-mail list will be displayed in your Inbox immediately.

How to Search for E-mail messages with Keywords

To Search for E-mail messages with Keywords

Keyword Search function is available in Outlook.

Click on the specific folder in the Outlook bar first. Click on File > Tools > Advanced Find&ldots;

Type in the keywords, and determine in which fields the keywords are located. Click 'Find Now' button to start the keyword searching job.

Note that only the folder that you have selected in the Outlook bar will be search.

For a quick search, click File > Tools > Find.

Type in keyword in the 'Look for' field. Select folders to be searched for. Click on 'Find Now' button to begin the keyword search.

The search results will be displayed on the search list box.

How to Add Multiple E-mail Accounts to Outlook

To Add Multiple E-mail Accounts to Outlook

Most e-mail users have more than one e-mail accounts in other mail servers.

However, multiple e-mail accounts can be checked at the same time in the Outlook mail program.

Select File > Tools > E-mail Accounts&ldots;

You will see the E-mail accounts listed in the list box of the window below.

To set another e-mail as default e-mail account, select another email and click on 'Set as Default' button. This will be updated immediately after you click on 'Finish' button.

To remove any unwanted e-mail account, simply select it and click 'Remove' button.

To modify existing settings for your e-mail account, select it and click on 'Change&ldots;' button to edit.

If you have more e-mail accounts to be added to Outlook, click on 'Add&ldots;' button.

Most email servers are POP3 e-mail servers. If you are not sure about the exact type of the mail server your email working with, you can contact your Internet Server Provider (ISP) or e-mail service provider.

Click 'Next' to continue.

To setup your Internet e-mail account, you must type in your email settings.

Type in your User Name and E-mail address that will appear at the top of the e-mail message that you will send to an e-mail recipient.

In Server Information section, type in the incoming and outgoing mail server addresses. Most mail server addresses are set as 'mail.YourWebSiteName.com' and POP3 mail server as 'POP3.mail.YourWebSiteName.com'. Please check the correct mail server addresses with your service provider.

Type in your e-mail logon User Name and Password that allows Outlook to retrieve or send your e-mail message by automatic logon.

Click 'Next' button to complete adding another new e-mail account to Outlook.

To proceed to add another new e-mail account, repeat the procedures as shown above.

How to Find out the Location of Outlook Data File

To Find out the Location of Outlook Data File

Sometime you may want to backup your Outlook mail data file.

To check where the Outlook mail data files were saved, click on File > Data File Management

You select the Data File name, click on 'Settings&ldots;' button to check the exact Outlook data file name and its location in your computer.

How to Create Office Documents

To Create Office Documents

You can create Office documents in Outlook, such as the document of Excel, Word, Power Point, etc.

This provides you the convenience to access other Office programs from Outlook. Make sure you have the Office programs installed in your windows.

Your Office documents can be sent to your e-mail recipients via the Outlook mail program.

How to Create Outlook Note

To Create Outlook Note

You can use Notes to jot down any messages you want, such as ideas, meeting reminders, quotes, etc. You don't have to close the Notes while you are working on other computer jobs. It will remains on the screen until you close it.

To create an Outlook Note, click File > New > Note

You can type in your message on the Note that will include the time of the creation. Click 'X' button to close the Note window if you don't need it on the screen.

However, all your notes will be saved to the 'Notes' folder of the Outlook bar. You can open the Note again from the Note folder anytime.

How to Create a Journal Entry

To Create a Journal Entry

You can create a Journal Entry as a shortcut to the activity that has been recorded.

Click on File > New > Journal Entry

You can type in the subject of this new journal entry and specify the type of journal entry from the drop down box.

You can set the start time and duration of the entry. Type in your message. Save and close this window.

How to Create a Task Request

To Create a Task Request

You can create a task so that you can track the personal or work-related errand through its completion.

To create a task request and notify the relating group of recipients, click File > New > Task Request

Select the recipient emails from 'To&ldots;' button. Type in the Task subject and task contents. You can set the start and due dates of the specific task. Indicate that whether this task is 'Low', 'Normal' or 'High' in Priority.

Upon completion, click 'Send' button to send the task request to the recipients.

How to Create Distribution List for Group of E-mail Recipients

To Create Distribution List for Group of E-mail Recipients

You can create distribution list, which is a collection of contacts, so that you can easily send messages to a group of people.

Click on File > New > Distribution List

Click on 'Select Members&ldots;' button. Select the group of members to be added to this new distribution list.

Type a Name to the distribution list. Save and close the creation window.

How to Create E-mail Contact

To Create E-mail Contact

You can create e-mail contact in Outlook so that the e-mail information can be retrieved directly while composing e-mail message to the recipients on the Contact list.

Click on File > New > Contact and you will get this Contact window:

Type in the Full Name of the contact person, as well as Job Title, Company name, address, telephone numbers, etc.

Save and close this Contact window upon completion.

This will save new information to the Outlook contact list.

How to Schedule Meeting or Appointment

To Schedule Meeting or Appointment

You can send meeting request to many e-mail recipients.

Click on File > New > Meeting Request

Click on the 'Scheduling' tab from the meeting composition window.

After you have composed the meeting request content, you can adjust the meeting schedule and send the meeting request to the e-mail recipients.

How to Create a New Appointment Message

To Create a New Appointment Message

You can create a new appointment message and send it to many recipients.

Click on File > New > Appointment

You can type in the subject of the appointment. Indicate the location of the appointment, as well as include the appointment details inside the composition box.

Schedule the appointment time so that the attendees will be informed about the time via the Outlook program.

To invite your attendees, click on the 'Invite Attendees&ldots;' button as shown at the screen above.

Then your Appointment composition window will add the 'To&ldots;' field which allows you to select the emails of the appointment attendees.

Upon finished adding e-mails of your attendees, click 'Send' button to send this appointment message.

Note that the 'Reminder' feature can be enabled so that Outlook will alert the attendees within the reminder period of time: