Online Email
A SLLBOCES Model Schools Handout
Skills and Concepts Included in this handout:
Finding your online email account: (Starting the program)...........................................................2
3 major components of an email address......................................................................................2
The online email environment......................................................................................................3
The Hidden Menu ........................................................................................................................3
Reading your email ........................................................................................................................4
Save, print, and delete an email.....................................................................................................5
Creating an Email message ............................................................................................................6
Adding Attachments ......................................................................................................................7
Address Book ................................................................................................................................7
Using the Cc (Carbon Copy) and Bcc (Blank carbon copy) buttons............................................8
Create a Distribution List (Group) ................................................................................................9
Emailing a Group ........................................................................................................................10
Viewing and Saving Attachments.................................................................................................11
Sending a calendar reminder.......................................................................................................12
Options ........................................................................................................................................14
From Online Outlook Help:.......................................................................................................14
Manage junk e-mail......................................................................................................................14
Modify your Safe Senders List ....................................................................................................15
Modify your Safe Recipients List.................................................................................................15
Allow e-mail messages only from your safe lists into your Inbox................................................15
Modify your Blocked Senders List..............................................................................................16
Block links to external content in HTML e-mail messages ........................................................16
Finding your online email account: (Starting the program)
‰ http://mail.sllboces.org
‰ www.sllboces.org > email (top right of window)
Once there, you log in with your username and password. If you check the box to have your
computer remember your password, the information will be completed for you each time you
log in. However, if you leave your computer unlocked someone else could gain access to your
email.
(Another thing you may wish to do is bookmark the email page to your favorites.)
3 major components of an email address
emailName@emailDomain.???
1. The person’s username (assigned by the provider)
2. The @ symbol (separates the user name from the domain)
3. The domain (provider of the email). Example: sllboces.org
The online email environment
These are the options for the selected application.
Navigation Pane is comprised of a folders list and oneclick access to your Inbox, Calendar, Contacts, and Tasks
folders and to your organization's public folders. An
Options button allows you to set user options, such as
calendar or task reminders.
The Hidden Menu
A right mouse click on an item (such as a folder)
will often times bring up a “hidden menu” of
commands associated with the item selected.
Reading your email
If not already there, click on your inbox.
It just takes a single-click either on the inbox folder or the
inbox button.
Your email will appear in this folder (unless you created
message rules, more on that later)
Here is an example of some mail showing in the inbox.
The inbox toolbar gives several options (in order from left to right):
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Compose new email message (plus other choices).
Move or copy the selected email message.
Delete the selected message.
Reply, reply to all or forward the email message.
Show or hide the reading pane (preview window) with choices.
Check for new messages.
Search for a message.
Open your address book.
Help section.
(You can also double-click on an email to see it opened in its own window.)
Save, print, and delete an email
Highlight the email message(s)
To delete, click on the X button.
To move or copy, click on the button to the left of the X.
Then make your choice.
To print, double-click the message to
open in a new window.
Here, you can simply click on the print
icon.
Notice that you can also move/copy or
delete the message from this window.
If you want to print part of the email message, highlight
the selection then click the print button. Choose
selection.
Creating an Email message
Click once on the New button in the toolbar. A
new email is created for you to type in and send.
If you know the email address of the recipient,
type it in the white box next to the To button.
Use a semi-colon ; to separate multiple email
recipient addresses.
(Don’t for get to type something in the subject
line!)
If you want to look up an email address of anyone in our BOCES system, click the To button.
A contacts window appears.
Type in any contact information you know then click
on the Find button or hit your keyboard enter key.
A list of matches should appear.
Click once on the recipient you wish to send to the
click the To button.
Repeat for multiple recipients then click on the Close
button.
The compose toolbar gives several options
(In order from left to right):
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Send your email message.
Save your email (draft).
Print your email.
Attach your signature.
Spell check.
Add attachments.
Check names.
Importance (high and low buttons).
Options
Help
Adding Attachments
You can also add and manage your
attachment with the Attachments button.
Click browse (step 1) to go searching for the
document you want to attach and then click
the attach button (step 2). Repeat for more
attachments (steps 1 and 2) then close when
done (step 3).
Step 1
Step 2
Step 3
You will also notice your typical font formatting toolbar.
Spell check is a very good option. You can set up your spell check to check you’re spelling every
time before you send your email. The first time you click the spell check option you will be
asked:
‰ What language?
‰ Do you want to check spelling every time?
You can always go to the Options button to change these settings.
After you have composed your email, simply click Send. It should be delivered and a copy will
appear in your Sent Items folder.
Address Book
Click on the Contacts button.
Click on the drop down arrow
next to the New button and you
see your choices.
Contacts are to add individuals and Distribution List is another way of saying mailing list.
You can create new contacts by clicking the
New button then filling in the necessary
information or you can do it an easier way…if
someone has sent you an email, double-click
to open it in a new window. Right-click on the
person’s email name or address and Add To
Contacts.
Using the Cc (Carbon Copy) and Bcc (Blank carbon copy) buttons.
Open the new message window by clicking on the New button on the toolbar.
The following window appears:
Use the To section to address the message to your intended recipient(s).
If you would like another person(s) to receive a copy of the email you are composing, use the Cc
section. Click on the Cc button and your contact list will appear for you to add a recipient(s). This
is useful when sending to a long list of recipients. If the intended recipient is not part of your
address book, type the address in the address window to the left of the Cc button.
Why bother having a Cc section at all? After all you can just keep adding your recipients
to the To section, they all will receive the same letter. The Cc acts more like a notification:
Oh, by the way I’ve sent this to so and so.
The Bcc (Blank carbon copy) option allows you to send a copy of the email to another
recipient(s) confidentially. Recipients in the To and Cc sections will not see any of the recipients
listed in the email they receive of anyone you put in the Bcc area.
Create a Distribution List (Group)
Create a distribution list to send an email message to a group of people without typing each of the addresses
(You must already have the contacts email addresses saved in your contact list). Click on contacts in the
navigation pane, then the arrow next to New and choose distribution list from the drop down box.
The following window appears:
Type a name for the list.
You can then type an email
addresses in the second
window and then clicking the
Add button.
Another way is to select
them from your contact list
by clicking the Find Names
button.
The Find Names box
appears.
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When the correct name appears, select it
and click the Add recipient to…
Distribution List button.
Repeat to add additional
recipients.
Then click Close.
The distribution windows
remains with all of the
recipients you just added to
your group. Click Save and
Close to finish.
You should now see the
group that you just created in
your list of contacts.
Tip: If you would like to have you distribution lists appear at the beginning of your contacts
listing, use a special character as the first part of the group name. The list is alphabetical
and letters come after special characters so _my group would be listed before my group.
Emailing a Group
In your contact listing, choose
the group you want to email
and open it. You should see
your distribution window for
that group.
Click the create message
button and a new message
window appears with your
group in the To window.
Compose your email as you
normally would and send it off!
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Viewing and Saving Attachments
A paperclip image next to an email signifies an attachment. Sometimes the attachment is a file
that the person is sending you and at other times it is generated from how they created their email
(like a background image may show up as an attachment). Double-click on the message to open
it in its own window.
Note the warning. Heed it! If you were not expecting an attachment, check with the person who
sent it. Viruses can make an email look like it is coming from someone you know! Click on the
attachment to open it. Right-click if you want to save target as (choose the name and location
where you want to save it).
If you click on the attachment file you will get one of the following messages:
Follow the directions to open the attachment.
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More often you will see this window
appear.
If this is an attachment you would like
to keep a copy of click Save and the
save box will appear. If you are not
sure if you need to save it, click the
Open button.
You can now view it and then if you
want to keep a copy of it you can do a
save as in the program that opened it.
If you do not save in the program the
file will be stored in a temporary folder
and you will have to open your email to find it again.
If you see a windows message
looking something like this:
It could mean that:
ƒ Your computer doesn’t
have the program that it
needs to open the file.
ƒ The file’s extension is
missing or corrupted.
ƒ The file is corrupted
Sending a calendar reminder
Double-click on your calendar
appointment.
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Compose your email and add any
attachments you wish.
Click Invite Attendees
Decide if the attendance for the
people you are inviting is:
ƒ Required
ƒ Optional
ƒ Resources
Put their email address(es) in the
appropriate location.
Do you want a Request Response?
Send when done.
When they receive this email they
can accept the calendar
appointment and it will include
itself into their calendar!
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Options
To configure your email option, click on the options button. Microsoft Office Outlook Web
Access provides several ways to customize program features, functionality, and appearance:
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Automatically reply to e-mail you receive
Customize messages and message views
Mark previewed items as read or unread
Set up the spelling checker
Set up e-mail security
Help protect your privacy
Change the color scheme
Set date and time formats
Customize your calendar view
Set reminders for calendar items and tasks
Customize address book searches
Change your Windows password
Recover items you've deleted
From Online Outlook Help:
Manage junk e-mail
Junk e-mail can strain networks, clog e-mail servers, and fill mailboxes with inane and often highly
offensive messages and images. Microsoft Office Outlook Web Access helps you control
unwanted and unsolicited messages by allowing you to do the following:
‰ Create lists of trusted and untrusted e-mail addresses and domains.
‰ Block links to external content that can make you the target of junk e-mail.
Manage junk e-mail lists
Use the procedures in this section to specify e-mail addresses and domains you want—or don't
want—to receive messages from.
Notes: When checking incoming messages, your junk e-mail filter gives precedence to email addresses over domains. For example, suppose the example.com domain is on your
Blocked Senders List and the address [email protected] is on your Safe Senders
List. The address [email protected] will be allowed into your Inbox, but all other email addresses with the domain example.com will be sent to your Junk E-mail folder.
When entering domains, you don't need to include the "at" (@) sign. Outlook Web Access
automatically adds it.
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Modify your Safe Senders List
Safe senders are people and domains you want to receive e-mail messages from.
1. In the Navigation Pane, click Options.
2. Under Privacy and Junk E-mail Prevention, select the Filter Junk E-mail check box.
3. Click Manage Junk E-mail Lists. The Safe Senders List is displayed by default.
4. To add a sender to the list, click Add, type an e-mail address or domain in the text box,
and then click OK.
5. To modify a sender in the list, select the sender, and then click Edit. Change the entry, and
then click OK.
6. To include your contacts as safe senders, select the Trust e-mail from your Contacts check
box.
7. Click OK to close the Manage Junk E-mail Lists dialog box, and then click Save and Close.
Modify your Safe Recipients List
Safe recipients are distribution lists that you are a member of and want to receive e-mail messages
for. You can also add individual e-mail addresses to your Safe Recipients List. For example, you
might want to allow messages that are not only sent to you but also to a particular person.
1. In the Navigation Pane, click Options.
2. Under Privacy and Junk E-mail Prevention, select the Filter Junk E-mail check box.
3. Click Manage Junk E-mail Lists.
4. In the drop-down menu, select Safe Recipients.
5. To add a recipient to the list, click Add, type an e-mail address or domain in the text box,
and then click OK.
6. To modify a recipient in the list, select the recipient, and then click Edit. Change the entry,
and then click OK.
7. Click OK to close the Manage Junk E-mail Lists dialog box, and then click Save and Close.
Allow e-mail messages only from your safe lists into your Inbox
In addition to using the safe and blocked lists to manage incoming messages, you can further limit
the messages that get delivered to your Inbox. Outlook Web Access provides a setting that allows
messages only from addresses or domains in your Safe Senders or Safe Recipients lists into your
Inbox. All other messages are delivered directly to your Junk E-mail folder.
1. In the Navigation Pane, click Options.
2. Under Privacy and Junk E-mail Prevention, select the Filter Junk E-mail check box.
3. Click Manage Junk E-mail Lists.
4. Select the Treat all e-mail as Junk E-mail unless it has come from a member of your Safe
Senders or Safe Recipients lists check box. This setting has the same effect as the Safe Lists
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Only junk e-mail protection level in Microsoft Office Outlook 2003.
Note: This is a fairly restrictive junk e-mail setting. Check your Junk E-mail folder
occasionally for messages you don't want to treat as junk e-mail.
5. To close the Manage Junk E-mail Lists dialog box, click OK, and then click Save and
Close.
Modify your Blocked Senders List
Blocked senders are people and domains you don't want to receive e-mail messages from.
Messages received from any e-mail address or domain on your Blocked Senders List are sent
directly to your Junk E-mail folder.
1. In the Navigation Pane, click Options.
2. Under Privacy and Junk E-mail Prevention, select the Filter Junk E-mail check box.
3. Click Manage Junk E-mail Lists.
4. In the drop-down menu, select Blocked Senders.
5. To add a sender to the list, click Add, type an e-mail address or domain in the text box,
and then click OK.
6. To modify a sender in the list, select the recipient, and then click Edit. Change the entry,
and then click OK.
7. Click OK to close the Manage Junk E-mail Lists dialog box, and then click Save and Close.
Tip: You can also add a sender to your Blocked Senders List from any message you
receive from the sender. Right-click the message in your Inbox or the sender's name in an
open message, and then select Add Sender to Blocked Senders List. When you do this,
Outlook Web Access also moves the message to your Junk E-mail folder.
Block links to external content in HTML e-mail messages
With Outlook Web Access, you can block a mechanism called a Web beacon that can make you
the target of unsolicited e-mail messages. For more information about Web beacons, see Help
protect your privacy.
1. In the Navigation Pane, click Options.
2. Under Privacy and Junk E-mail Prevention, select the Block external content in HTML email messages check box.
Notes: Setting this option also removes Web beacons from your replies and forwarded
messages.
Your server administrator may set this option to be always selected.
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