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Chapter 1: Working with E-mailAfter completing this chapter, you will be able to:
- Read messages and open attachments
- Reply to and forward messages
- Create new messages and attach files and signatures
- Create and use address book entries
- Print messages
Electronic mail, or e-mail, is an essential form of communication in today's workplace. Outlook gives you all the tools you need to use e-mail effectively and to manage your electronic messages. With Outlook, you can:
- Send and receive e-mail messages.
- Attach files to your messages.
- Create and manage an address book.
- Organize and archive your messages.
- Personalize your messages.
This chapter uses the practice files that you installed from this book's CD-ROM onto your hard disk and copied into Outlook. For details about installing and copying the practice files, see "Using the Book's CD-ROM" at the beginning of this book.
Starting Outlook for the First TimeOutlook 2002 supports e-mail accounts that work with a computer running Microsoft Exchange Server or a computer set up as an Internet mail server. This section discusses these two types of accounts and explains what you might expect to see the first time you start Outlook.
If you are connected to a local area network (LAN) that includes a computer running Microsoft Exchange Server, you send and receive e-mail both internally (within your organization) and externally (over the Internet) using that server. Your network or system administrator will supply the information you need to set up an Exchange e-mail account.
If you are working on a stand-alone computer or on a network that does not have its own mail server, using Internet mail requires that you have an e-mail account with an Internet service provider (ISP). You connect to the ISP using a modem and a phone line, DSL line, cable, or through a LAN.
- If you are using a modem, you can manually establish a connection when
you need it, or you can set up dial-up networking to automatically connect
whenever you start Outlook. Your ISP can provide the phone number,
modem settings, and any other special information you need for both types
- If you are connected to a LAN, it must be configured to provide access to
your ISP from your computer. Your network or system administrator can provide you with the appropriate information to gain access to Internet mail via
- Regardless of how you connect to your ISP, in order to send and receive Internet mail, you will need to know the names of your incoming and outgoing e-mail servers, your account name, and your password.
Different Types of Internet Mail AccountsMicrosoft Outlook 2002 supports more types of Internet e-mail accounts than ever-POP3, IMAP and HTTP (including Hotmail).
- Post Office Protocol 3 (POP3) is a very common type of e-mail account provided by ISPs. With a POPS account, you connect to an e-mail server and download your messages to your local computer.
- Internet Message Access Protocol (IMAP) is similar to POP3 except that your messages are stored on the e-mail server. You connect to the server to read message headers and select which messages you want to download to your local computer.
- Hypertext Transfer Protocol (HTTP) is used whenever you access Web pages from the Internet. When HTTP is used as an e-mail protocol, messages are stored, retrieved, and displayed as individual Web pages. Hotmail is an example of an HTTP e-mail account.
Upgrading to Outlook 2002If you have used a previous version of Outlook on your computer, you already have an Outlook profile. This profile is a collection of all the data necessary to access one or more e-mail accounts and address books. In this case, Outlook 2002 picks up your existing profile settings, and you don't have to enter them again to start using the new version of Outlook.
Using Outlook for the First TimeIf this is the first time you have used Outlook on this computer, you will be asked to create a profile. To complete this step, you will need specific information about your e-mail account, including your account name, your password, and the names of the incoming and outgoing email servers that handle your account. Your system administrator or ISP can provide you with this information.
Here are the general steps for setting up Outlook:
- On the desktop, double-click the Microsoft Outlook icon.
When Outlook starts, you see the New Profile dialog box.
- Type a name for your profile (typically your full name), and click OK.
The E-mail Accounts dialog box appears.
- Click Add a new e-mail account, and then click Next.
The Server Type dialog box appears.
- Select the type of your e-mail account, and click Next.
An account settings dialog box appears. The content of this dialog box is determined by the type of e-mail account you selected in the Server Type dialog box.
- From here on, you will need to enter the information and follow the instructions provided by your system administrator or ISP.
When you complete the process, the Outlook window appears....