2. Can You Hear Me Now? Communication for Teachers Using Microsoft Outlook

3. How to Check Your MCPSS Email using Microsoft Outlook (You can only use this program while at work on your personal desktop computer.) 1. Double-click on the Microsoft Outlook icon on your desktop.

4. If you do not see the icon on your desktop, you can go to “Start”, “All Programs”, “Microsoft Office”, then “Microsoft Office Outlook”.

5. Inbox List Individual email shown here 2. The program should open up and your inbox should be showing. You will see a listing of all emails in the Inbox column. You will also see individual emails on the right-hand side of the page (or bottom depending on how you have your inbox set up).

6. Here are a few helpful hints for using Microsoft Outlook: To send an email: 1. Click on “New”. 2. In the “To:” box, type in the email address of the person you are sending the email to.

7. 3. Type in a subject into the “Subject:” box. Then type the body of your email.

8. 4. Once you are finished typing, click the “Send” button. Your email has now been sent!

9. To reply to an email that someone has sent to you: 1. After opening an email, you may want to reply to what they have said. All you have to do is click on the “Reply” button on the toolbar.

10. 2. Once you click “reply” an email will open up displaying the message that was sent to you originally. You will also notice that the email is already addressed to the appropriate party and has a “Subject” already typed in. All you have to do is type in a message and click the “Send” button.

11. To delete an email: 1. After reading an email, you may decide to delete it. If so, all you have to do is click on the “X” on the toolbar.

12. Open an attachment in an email: If you receive an email that has an attachment, first make sure that it is a legitimate email from someone you know and trust. This is how viruses are commonly spread. Upon deciding that it is an attachment that you do in fact need, you may open it up using the following steps. 1. Right-click on the attachment and then click “open”.

13. 2. You will then see the following dialogue box called “Opening Mail Attachment”. 3. If you just want to view the attachment but not save it, click on the “Open” button. If you want to save it to your computer or jump drive, click on the “Save” button.

14. To send an email with an attachment: Let’s say you have just created a letter that you want to share with your grade level. To save paper, ink, and walking time you decide to send it via email. Here’s how to do it! 1. After typing in the email addresses of whomever you want to receive the email, and the main body of the email, click on the paperclip button on the toolbar.

15. 2. Browse to find the file you want to attach, and then click “Insert”.

16. 3. You will then see your attachment listed in the “Attachment” box under the “Subject”. Once your email is ready to send, just click the “Send” button.

17. To add a contact to your Contact List: 1. Click on the drop-down arrow beside “New”, then scroll down and click on “Contact”.

18. 2. Type in the “Full Name” and “Email Address”, then click the “Save and Close” button.

19. To find the email address of an employee in the MCPSS: Let’s say you met someone at a workshop and you want to send her an email. You know you wrote down that email address, but can’t seem to find it anywhere! Here’s how you can find it! 1. Click on the button that looks like a book.

20. 2. A dialogue box will pop up called “Address Book”. Click on the “Find” button that looks like a book with a magnifying glass.

21. 3. Another dialogue box will pop up called “Find”. You will type in at least the last name of the person you are looking for and then click the “OK” button.

22. 4. Now you should see a name or list of names. When you find the name of the person you are looking for, double-click on the name.

23. 5. Now you can see the email address listed in the “Alias” box. To add it to your Contacts List, click the “Contacts” button.

24. Spam Email Summary Be on the lookout for an email from Spam Mail Summary. Open the email.

25. Scroll down the email and you will see a letter written personally to you about the possible spam you have received. Many times this is NOT spam, but emails that you really would like to receive. Look at each email that has been categorized as Spam. If it IS Spam, don’t do anything. If it is NOT Spam, you have two choices: Forward: Click on the Forward link to have a message delivered to your mailbox once. Whitelist: Click on the Whitelist link to have a message delivered to your mailbox and whitelist the sender so that his/her messages will no longer be categorized as spam.

26. You may receive a summary that looks similar to this one. This means that you have received these particular emails, but if it is spam and you no longer want to receive emails from this sender, you should click on “Blacklist”.