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Outlook
 Quick Reference Guide

Creating and Sending a Message

1. On the file menu, point to New, and then click on Mail Message.  

2. Enter recipient names in the To, Cc, and Bcc boxes. To select, recipient from a list, click the To, Cc or Bcc button.  

3. In the Subject box, type the subject of the message.  

4. In the text box, type the message.   Click Send. 

Check for New Messages 

In most cases, messages are received automatically and appear in the Inbox.  However, there are several way to check for new messages, based on how Microsoft Outlook is set up.  When you check for new messages, Outlook checks for messages sent to you and delivers message you want sent to others.   From your Inbox, try one of the following, based on your particular setup: 

• On the Tools menu, point to Send/Receive, and then click on the information services you want to send and receive from.
• If you use offline folders, click the Tools menu, point to Synchronize, and then click This folder.

Replying to a Message

1. Open the message you want to reply to. 

   1. Click Inbox. 

   2. In the message list, double-click the message you want. 

2. To reply to only the sender of the message, click Reply  

3. To reply to all of the recipients in the To and Cc boxes, click Reply to All.

Forward a Message 

1.      Click on Inbox.

2.      Select the message you want to forward

§         Selecting multiple items

§        To select adjacent items, click on the first item, and then hold down SHIFT and click the last item.

§         To select nonadjacent items, click the first item, and then hold down CTRL and click additional items.

§          To select all items, click the Edit menu, and then click Select All.

Notes: 

v          The Select All command is available only in a table, card, or icon view.

v          To select items in a card view, click the card heading for each item you want selected.  If the item isn’t visible, click a letter or number on the right side of the window.  For example, to view a contact filed under the last name Myers, click the m button.

3.      Click on Forward.

4.      Enter recipient names in the To, Cc, and Bcc boxes.

5.      To select recipient from a list, click the To, Cc, or Bcc button.

6.      If you are forwarding multiple messages, type the subject of the message in the   Subject Box.

7.      Click Send.

Note:  If you select multiple messages, they will be forwarded as attachments in a new message. 

Delete a Message 

1. Click Inbox.
2. Select the message you want to delete.

§             Selecting multiple items

§             To select adjacent items, click on the first item, and then hold down SHIFT and click the last item.

§             To select nonadjacent items, click the first item, and then hold down CTRL and click additional items.

§             To select all items, click the Edit menu, and then click Select All.

Notes: 

v          The Select All command is available only in a table, card, or icon view.

v          To select items in a card view, click the card heading for each item you want selected.  If the item isn’t visible, click a letter or number on the right side of the window.  For example, to view a contact filed under the last name Myers, click the m button.

3. Click Delete.

Create a Signature for Messages

1. On the Tools menu, click Options, and then click the Mail Format tab. 

2. In the Send in this message format box, click the message format you want to use the signature with.  

3. Click Signature Picker, and then click New. 

4. In the Enter a name for your new Signature box, enter a name.  

5. Under the Choose how to create you Signature, select whether to start from scratch or use an existing signature. 

   • To select a file to base you signature on, click Use this file as a template and type the path and file name in the box, or click Browse to select from a list. 

6. Click Next.  

7. In the Signature text box, type the text you want to include in the signature.   

8. You can also paste text to the Signature text box from another document.

9. To change the paragraph or font format, select the text, click Font or Paragraph, and then select the options you want.  These options are not available if you use plain text as your message format. 

Set Sharing Permissions for a Folder

1. If the folder is not visible, click the View menu, click Folder List, and then select the folder you want to share with another person. 

2. Right-click the folder you want to share, and then click Properties on the shortcut menu. 

3. Click the Permissions tab. 

4. Click Add.   

5. In the Type name or select from list box, type or select the name of the person you want to grant sharing permissions to.  Click Add, and then click OK. 

6. In the Name box, click the name of there person you just added.

7. In the Roles box, click the permissions you want. 

8. For help on an option, click the question mark (?), and then click the option.

TIP – To set permissions for all your Outlook folders simultaneously, use the options on the Delegates tab (on the Tools menu, click Options). 

Specify the Address Book to Appear First 

1. Click Inbox. 

2. On the Tools menu, click Services, and then click the Addressing tab. 

3. In the Show this address list first box, click the address book you want to appear first.  

   • If you want a Contacts folder to appear first, you must select the Contacts folder name, not Outlook Address Book. 

4. Quit and restart Outlook.

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