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E Mail Tutorial

E Mail Tutorial

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Published by: Sturge on Jan 30, 2009
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01/17/2011

E-Mail Management

Overview of Exchange E-mail
1. 2. 3. 4. 5. 6. Open Internet Explorer. In the address bar, type: https://exchange.nbed.nb.ca This page will appear: Type: nbed\your username Type: your e-mail password Click Log On

This page will appear:

When you click on one of these options, the contents of the folder selected (highlighted) will be displayed in the window to the right.

When you click once on a message here, the message will be displayed in the window below.
You may also choose to view the message on the right hand side by clicking on View and selecting ‘right’. If you choose ‘off’ , you will need to double click messages to open them.

Top Bar:
Click here to make a “New” item for the folder you are currently viewing.
Click on the arrow to get a dropdown list of new item choices.

Click here to choose a folder to save mail items in.

(See Organizing E-Mail)

Click here to check for new messages.

Click here to check your address book (Contacts).

Click here to Delete a selected (highlighted) folder.

Click on one of these icons to Reply, Reply to All or Forward the message you are currently viewing. A new message window will open.

Opening & Saving E-mail Attachments

1. From the e-mail message, double-click on the attachment 2. This window should appear:

3. Click on Open it 4. Click OK
(for Save option, see note below)

5. The document should open for you to view. 6. If you want to save it, click on Save as

7. Select either the 3 ½” floppy A drive or the “My Documents” folder in the C drive.

8. Type a name for the file

9. Click Save
Your file will now be saved to the location you chose (Step 7). It will have the name you gave it (Step 8). --------------------------------------------------------------------------------------------------Note: You may also select Save in Step 3 above, if you do not want to open the document. Continue with Steps 7 to 9.

Adding an Attachment

To add an attachment to an e-mail: 1. Click on the ‘Attachments’ button.

2. In the pop-up window, select the file to be attached. Click Browse Locate the file to be attached. Click once to select it. Click Open.

3. 4. 5. 6.

The file you have chosen to send will appear here: Click Attach. File will be added to the attachments list (here). Repeat Steps 2 to 4 for each file you are attaching. 7. Click Close.

Adding New Contacts
1. Click on the arrow beside New Click Contact

2. Fill in the information on the form. Click on Save & Close.

--or-4. Click once on an e-mail message from the person you would like to add to the address book. 5. Double click on the address in the reading pane. In the pop-up window, click once on Add to Contacts.

6. A new Contacts card will appear. With the person’s name and e-mail address. Click Save and Close.
(You may add other information to the card before you save.)

7. The new contact will be added to your Contacts Address Book.

Creating a Distribution List
Click on the arrow beside “New”. Select “Distribution List” from the menu.

In the pop-up box, type a name for this list. Type an e-mail address for the first member of this group. Click Add. OR Click on “Find Names”. This box will appear:

Insert the first name or last name of the person you wish to add to the list. Note: Correct
spelling is important! Names are case sensitive.

A list of names will appear in the box at the bottom. Click once on the name you wish to choose. This will select it. Click on Add recipient to… Distribution List.

Continue adding names until your Distribution List is completed. Close box.

Click “Save and Close” to save the group to your Contacts List.

When you create a new e-mail, start to type the name (first few letters) you have chosen for this group in the “To…” bar. Click on the person icon to find the group in your Contact List. In the pop-up window, click once on the group to select it. Click OK. Type your message as usual and send. It will be delivered to all the people you have selected for your list.

Forwarding an E-Mail to a Distribution List
While viewing the e-mail to be forwarded, click Forward. Type the name of the Distribution List in the To: bar. Click Send.

Organizing E-mail in Microsoft Exchange
Creating New Folders: 1. Click on the arrow beside New. 2. Click once on Folder.

3. This window will pop up. 4. Type a name for the new folder. 5. Click once on the folder you want your new folder placed in (usually the Inbox) 6. Click OK. 7. Click Refresh.

8. Your new folder will be inside the Inbox folder. There will be a + sign beside the Inbox folder. When you click on the + sign, this will open the folder, revealing the subfolders inside.

Repeat Steps 1-6 to create more folders. Example:

Adding E-mails to Folders: After the new folders have been created, you will need to file the e-mails from your Inbox. This will organize your mail for easy retrieval at a later date. 1. Click on the first e-mail message you would like to save. Use the mouse to drag the message to the folder it will be saved in. You will know you are hovering over the correct folder when it turns blue. Release the mouse to drop the message in the folder.

Note: You may also use the Move/Copy icon to move the selected file to

a location of your choice.

2. Continue dragging messages into the new folders until all have been filed. 3. You may view the messages in each folder by clicking on the name of the folder. The contents of the folder will appear in the window at the right.

Using the ‘Optional’ Features: 1. Click on Options.

2. This view will appear in the window at the right:

In this view, you can change the following options:
Out of Office Assistant – leave a message to be sent to people when you are away. Messaging Options – add a personalized signature to your messages (see details below) Reading Pane Options – choose how to indicate when a message has been read. Spelling Options – Select to check spelling before sending message…choose language. E-mail Security – To download security features on-line (not necessary). Privacy & Junk E-mail – Sorts junk e-mail for you (you may want to do this yourself).

Appearance – Change the colour of your screen in the mail program Date & Time Formats – Choose how dates & times will be displayed for your mail messages Calendar Options – Choose which day to start the week on the calendar and the format for day/month/year Reminder options – These can be set to remind you when you have an appointment on your calendar or a Task you have scheduled that you need to complete. Contact Options – Set which source will be used first when searching for contacts (your Personal Contacts List or the Global Address List. Recover Deleted Items – You may choose to view items that have been deleted from your deleted items folder. (This program is very forgiving!)

Adding a Signature for Outgoing Messages 1. Click on Edit Signature.

2. Type your name and title, phone number or any other information you would like at the bottom of each of your outgoing messages. Some people like to add a special quote or other personalized caption.

Use tools to edit the text. You may change the font style or colour, make the text bold, italic or underlined, centered or indented. Highlight the text to be changed then click on the icon in the toolbar to make your choices. 3. Click Save and Close to save your new signature. It will appear on each new message you create.

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