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Using Outlook Express 5 for E-mail on a PC

Remote Mailbox vs. Local Folders: The Outlook Express screen provides views of locally filed mail and folders on the hard drive in the upper left part of the window. The lower left of the window displays the remote mailbox and folders on the VMS/VAX or OSF UNIX (grace) and lists of contacts. The upper right window provides a directory of messages for the highlighted folder on the left. The lower right window provide a view of the message highlighted in the directory above in the upper right window.

The remote mailbox on the lower left (below Drafts folder) is determined by the setup information provided to Outlook Express. You will see a view of the VMS/VAX mail system if you use the VMSIMAP settings. If you use the OSFIMAP settings, you will view your OSF UNIX mailbox on grace. (See Setting Up Outlook Express for details.)

The remote e-mail is stored on an RIT system for access from home or work. It will remain in synch from computer to computer. This happens due to tracking on the remote system of what is read and filed. Your view of locally filed messages, draft notes and contact address books will vary if you move from computer to computer because these files are stored locally on your hard drive. Do not file mail locally or set-up contacts on computers that are not your own. (i.e. public lab computers).

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Note on errors and synchronizing accounts: If you receive any error messages about inability to check folders, you will need to synchronize accounts.Click on the osfimap or vmsimap label in the left upper panel. Click the Synchronize Accounts button that appears. Try accessing the mail folder again.

Exercise 1: Sending messages

    1. Click the New Mail button.
    2. Fill in the To: field with a complete e-mail address. i.e. abc1234@rit.edu
    3. Hit the tab key or point and click on the Subject: Field.
    4. Enter a short phrase for a subject such as: Test message in Outlook Express.
    5. Click in the open space and type your message.
      Hit return to keep lines from getting too long.
      This will make your messages more       readable to text-based e-mail systems.
    6. Check spelling. Select Tools > Spelling and proof your message before sending.
    7. Click the Send button on the message window.

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Exercise 2: Reading messages and Synchronizing Accounts

    1. Click the mail folder (Inbox) you wish to update with new messages. (while connected to the Internet) (The inbox under osfmail or vmsmail settings.)
    2. If prompted for a password, enter your DCE account password.
    3. Bolded messages in the directory list are unread.
    4. Single click a message in directory list to view it in the lower right window. Double-click the message in the directory listing to launch a new window displaying the message.

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Exercise 3: Replying to Messages

  1. With a message highlighted in the directory, select Reply.
    WARNING: Only select     Reply to All if you are sure everyone on the original message should receive the message. Messages may include distribution lists such as ALL ritstaff and faculty or someone that received a blind copy of message that you are not aware of. Reply to all is not recommended.
  2. Type a message with returns at the end of each line for readability.
  3. Check spelling. Select Tools > Spelling and proof your message before sending.
  4. Click the Send button on the message window.

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Exercise 4: Forwarding Messages

  1. With a message highlighted in the directory select Forward from the toolbar.
  2. The current message will appear quoted in the message box.
  3. Fill in the To: , CC: , and Bcc: addresses. Change the subject and add any text to the message.
  4. Check spelling. Select Tools > Spelling and proof your message before sending.
  5. Click the Send button on the message window.

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Extra Tools for Composing and Replying to Messages:

Unsent messages/Drafts: If you complete a message but do not send it, it will remain in your Drafts local folder for you to finish. To access it again. Highlight the drafts folder and double click the message in the directory. Finish it and send.

Importing Text: Click New Mail. Click in the body of the message. Select Insert > Text from File if you have a text file to incorporate into an e-mail message.

Copy and Paste: You can also copy and paste into the message window from a non-text document such as a Word file.

Signature Files: A signature file is a file attached with professional contact information. Select Tools > Options > Signatures Tab > New button. Type appropriate contact information into the text box . Check off the X "Add Signatures to all outgoing messages" if you like.

OR

Attach the signature file to a message by choosing Insert > Signature in the Message Window. (appears when you click the New Mail button.)

Stationery: A drop down menu next to the New Mail button includes several choices of stationery.(i.e. Ivy) It puts pictures behind your message like a web page. It is only viewable by IMAP or POP e-mail programs such as Outlook Express, and Netscape Messenger. It also increases the size of your e-mail message. Text based e-mail programs will see the text of the message and then have an attachment added for the formatting that will not be meaningful to them.

Attaching Files: Click the New Mail button. Click Attach File button to select a file from your hard drive to attach to a message. If the recipient is using an IMAP e-mail client the attachment will be clickable for opening or saving. (The recipient must have the program the file was created in to view it.) If the recipient is using a text based e-mail client, they will have to extract or save the file and ftp it to view it.

Printing Messages: Highlight a message from the directory. Click the Print button or choose File > Print.

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Exercise 5: Deleting and purging messages

    1. Select messages and click the Delete button.
    2. This marks messages for deletion. Before you purge the messages it is possible to Undelete them with Edit > Move to Folder > Inbox in Local Folders or Edit > Undelete in remote folders (on OSFIMAP or VMSIMAP)
    3. Choose Edit > Purge Deleted Messages or Edit > Empty Deleted Messages to remove them permanently.

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Exercise 6: Adding to the address book from a message

(Note: This option is only recommended for home or office computers and may be locked out in labs because it is stored locally.)

  1. Double click a message.
  2. In the menu that appears as part of the message window, select Tools > Add Sender to Address Book.

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Exercise 7: Creating new contacts or new groups in the Address Book

  1. Choose Tools > Address Book button from the Outlook Express window.
  2. Click New > New Contact or New Group to create individual addresses or personal distribution lists.
  3. Fill in appropriate contact information in the fields and create nicknames if you like.
  4. When sending messages, in the To: line type in the nickname or list name to send to that person or group.
  5. You can now use the nickname to address messages to this person. You can also create lists in a similar manner.

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Exercise 8: Finding RIT e-mail addresses to add to the Address Book

  1. Click the Find People button in Address Book
  2. Pick ldap.rit.edu or RIT Directory off the drop-down menu. (Note: RIT Directory was set up in Setting up Outlook Express: RIT Directory LDAP service)
  3. Type in the name of the RIT student, staff or faculty member you are looking for.
  4. Click Find Now button.
  5. A list of all people with that last name will appear.
  6. Highlight the one you are looking for.
  7. Click the Add to Address Book button.

Outlook Express Address Book for Office and Home?: To put your address book on your home machine without retyping addresses, you can export the address book at work and import it into Outlook Express at home.

To Export:

  1. Select File > Export > Address Book
  2. Name it addressbk.wab. Save it to a floppy.
To Import Address Book on another computer:
  1. Select File > Import > Text File in Outlook Express
  2. Browse to the file on your floppy.
  3. Select the addressbk.wab file and Click Open.

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Exercise 9: Organizing Messages in Folders

    1. Select the message to File.
    2. Drag the message into the folder where you wish to file it.
    3. This will mark the message for deletion in the current folder and move it to the folder you designate. You can complete the deletion process by selecting Edit > Empty Delete Items Folder on the local folders and Edit > Purge Delete Messages on the remote system. (i.e. osfmail or vmsmail.)

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Exercise 10: Creating and Deleting Folders

    1. Make a new folder by choosing File > Folder > New Folder and type in a single word name.
      This will work for local or folders on the VMS or OSF systems. Keep names short.
    2. Click OK.
    3. Rename a folder by highlighting it and choosing File > Folder > Rename and type the new name. Do not rename original folders in your account. (i.e. NEWMAIL, MAIL, Inbox, Trash) These folders are required by the system to receive your e-mail.
    4. Delete a folder by choosing File > Folder > Delete. You can not undelete a folder. Do not delete original account folders. (i.e. NEWMAIL, MAIL, Inbox, Trash)

Note: Hierarchical folders (folders inside of folders) are not recommended for your remote IMAP mailbox. Tools> Messages rules that allow you to filter mail are not supported for IMAP or http in Outlook Express.

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Maintained by Joseph Gawlowicz, jagwml@rit.edu ERROR 404 - Page Not Found | RIT Libraries

ERROR 404 - Page Not Found

We’re sorry, the page you were looking for could not be found.

This may be due to the page being removed or renamed. We apologize for any inconvenience. Below are some helpful links that may help you find what you were looking for:

RIT Libraries Homepage
Library Catalog
Library Database Portal
RIT Directories

You can also try the site search in the upper right-hand corner of this page.