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Microsoft Outlook 2007

Basic Email Activities

Outlook has features similar to other email programs as well as many unique or enhanced features. The following document will explain how to create, send, print, and delete basic email messages in Outlook 2007.

return to topSending Email Messages

When you want to send an email message in Outlook:

  1. On the Standard toolbar, click NEWNew message button
    A new untitled Message window appears.

  2. In the To... text box, type the email address of the person you are sending the message to
    To search for recipients, click TO...
    HINT: If you are sending to multiple people, use a semicolon ( ; ) to separate the email addresses.
    You cannot exceed 3000 recipients. Distribution lists count each member in the list.
    For more information on searching for recipient addresses, refer to Locating Recipients.

  3. In the Subject text box, type an appropriate subject

  4. Press [Tab]
    Click in the body of the message

  5. Complete the body of the message

  6. Click SENDSend button
    Your message is sent to the selected recipients and the window closes.

Sending Email Messages to "Hidden" Students

Some students opt to have their email account and personal information excluded from the electronic directories. In these cases, you must use their complete email address (e.g., when addressing email messages to them. If you do not include, the Check Names dialog box will appear, indicating that Outlook does not recognize the email name.

return to topReading Email Messages

In order to access and read an email message in your Inbox:

  1. From the Folder List, select Inbox

  2. Click the desired message
    The message will appear on the left hand side of the screen, in the Reading pane.
    Double click the message you want to read
    The message appears on the screen.
    NOTE: To split your screen to include both the listing of messages and the full message, refer to Customizing Email Settings: Using Reading Pane.

  3. To close an open message window, from the File menu, select Close
    From the upper right corner, click CLOSE
    The message window closes.
    NOTE: If you read a message in the reading pane, you do not have to close the pane. Simply select the next desired message in the Inbox.

return to topDeleting Email Messages

There are a couple of common places from which you can delete an email message: from the message window or from the Inbox. If you accidentally delete a message, you also have some capability of retrieving it.

Deleting Messages: Message Dialog Box

With the message window open:

  1. On the Message tab, in the Actions group, click DELETEDelete button
    From the Office button menuOffice button, click DELETEDelete button
    Your message is deleted and sent to the Deleted Items folder.

Deleting Messages: Inbox

To select a group of contiguous messages:

  1. From the Inbox list, select the first message to be deleted

  2. Hold down the [Shift] key

  3. Select the last message to be deleted

  4. Press [Delete]
    From the Standard toolbar, click DELETEDelete button
    The selected group of messages is deleted and sent to the Deleted Items folder.

To select a group of non-contiguous messages:

  1. From the Inbox list, select the first message to be deleted

  2. Hold down the [Ctrl] key

  3. Select the next item

  4. Repeat steps 2 and 3 until all desired messages are selected

  5. From the Standard toolbar, click DELETEDelete button
    From the Edit menu, select Delete
    The selected group of messages is deleted and sent to the Deleted Items folder.

Retrieving Deleted Messages

If you have accidentally deleted a message that you want to keep, you can retrieve it if your Deleted Items folder has not been emptied yet. You may be able to retrieve some messages that have been emptied from your Deleted Items folder. For more information, refer to Recovering Permanently Deleted Items.

  1. From the Folder list, select Deleted Items
    Items in the Deleted Items folder will appear.

  2. Select the message you want to keep

  3. Drag the message to the Inbox
    The message is moved from the Deleted Items folder to the Inbox folder.

return to topPrinting Email Messages

Printing email messages is very similar to printing documents in Microsoft Word. However, with Outlook you can print a single email message or multiple email messages. For example, you can choose to print messages along with any attachments they contain, or without their attachments.

  1. Select the message(s) you want to print
    HINT: To select multiple messages hold down the [Ctrl] key and click on each message you want selected.

  2. From the File menu, select Print...
    The Print dialog box appears.
    Print dialog box

  3. In the Printer section, from the Name pull-down list, select the appropriate printer

  4. In the Print style section, select Memo Style

  5. In the Copies section, in the Number of copies text box, type the appropriate number of copies

  6. In the Copies section, in the Number of pages pull-down list, select All, Even, or Odd

  7. OPTIONAL: To print messages with their attachments, in the Print options section, select Print attached files

  8. Click OK
    The selected message(s) is sent to the printer.

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