Outlook Email Help FAQ - HelpDesk Frequently Asked Questions

RB 165
285-1517
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Outlook for Windows
Frequently Asked Questions



[1] Attachments
        [1.1] How do I attach a file to an Outlook email message
[2] Account Management
        [2.1] I am getting messages that my account is full. What should I do?
        [2.2] I would like Outlook to automatically empty my "Deleted Items" folder each time I exit Outlook.
[3] Calendar Sharing (Delegate Permission)
       [3.1] I want someone else to be able to access my calendar (proxy)
       [3.2] I have been given access to someone else's calendar. How do I get to it from my Outlook account?
       [3.3] I want to remove access that I had given someone to access my calendar.
[4] Distribution Lists
        [4.1] How can I create a distribution list?
[5] Email Address
        [5.1] I am an Outlook user. What is my email address?
[6] Notify
        [6.1] I want to be notified when a new mail message arrives
        [6.2] How do I make notify play sounds?
[7] Password
        [7.1] How do I change my password?
        [7.2] Outlook is rejecting my password, what should I do?
[8] Spell Check
        [8.1] Can I spell check an email message that I just typed?
[9] Vacation Rule
        [9.1] You want Outlook to auto-reply to incoming messages when you are on vacation
[9] Web Access
        [9.1] How can I access my Outlook mail away from the office?

[1] Attachments

[1.1] How do I attach a file to an Outlook email message?

1.	Open a new mail message
2.	Click in the message area
3.	On the main menu bar, click on Insert
4.	Click on File
5.	Find the file you want to attach and double click on it
6.	Repeat step file to attach more than one file
7.	Click send to send the message

[2] Account Management

[2.1] I am getting messages that my account is full. What should I do?

Delete any old messages that you no longer need from your inbox.

1.	To delete a single message, click on it once and then press the delete key.
2.	To delete a group of messages, click once on the first message, hold down the shift key while clicking on the last message. This should highlight the entire set of messages. Press delete.

Delete any old messages that you no longer needed from you sent items folder.

Empty your deleted items folder.

a.	Click on Tools on the main menu bar.
b.	Click on Empty "Deleted Items" Folder

[2.2] I want Outlook to automatically empty my "Deleted Items" folder each time I exit Outlook.

1.	Click Tools on the main menu bar.
2.	Click Options
3.	Click tab labeled Other
4.	Click the white box in front of Empty the Deleted Items folder upon exiting.
5.	Click OK

[3] Calendar Sharing (Delegate Permission)

[3.1] I want someone else to be able to access my calendar (proxy)

1.	Click Tools on the main menu bar.
2.	Click Options
3.	Click tab labeled Delegates
4.	Click the ADD button
5.	Choose the person from the address book.
6.	Click Add. This will move the person's name to the right side of the screen.
7.	Click OK
8.	Click in the down arrow at the end of each row to choose what access (Reviewer, Author, or Editor) that person can to that item. This step must be repeated for each item on the screen.
9.	Click OK

[3.2] I have been given access to someone else's calendar. How do I get to it from my Outlook account?

1.	Open the calendar in your Outlook account
2.	Click File on the main menu bar
3.	Click Open
4.	Click Other User's Folder
5.	Click on Name . . .
6.	From the address book, choose the person who's calendar you are wanting to access.
7.	Click OK
8.	Choose the folder you want to access by clicking the down arrow at the end of the folder labeled Folder:
9.	Click OK

[3.3] I want to remove access that I had given someone to access my calendar.

1.	Click Tools on the main menu bar.
2.	Click Options
3.	Click tab labeled Delegates
4.	In the Delegate box, click on the name of the delegate you want to remove permission for.
5.	Click Remove
6.	Click OK

[4] Distribution Lists

[4.1] How can I create a distribution list?

1.	Click File
2.	Click New
3.	Click Distribution List. At the name entry box, enter a name for your distribution list.
4.	Click Select Members
5.	In the Show names from list, click Global Address List
6.	Choose the person you want
7.	Click Add
8.	Repeat steps 5 -7 to select all the people that you want to include in the distribution list.
9.	Click OK
10.	Click Save and Close

[5] Email Address

[5.1] I am an Outlook user. What is my email address?

Your email address will be your Outlook username followed by @bsu.edu If your username is jdoe, your email address will be jdoe@bsu.edu

[6] Notify

[6.1] I want to be notified when a new message arrives

1.	Click Tools on the main menu bar
2.	Click Options
3.	Click E-mail Options
4.	Click in the check box in front of the option Display a notification message when new mail arrives
5.	Click OK

[6.2] How do I make notify play sounds?

1.	Click Tools on the main menu bar
2.	Click Options
3.	Click E-mail Options
4.	If you have not set up notify, click in the check box in front of the option Display a notification message when new mail arrives
5.	Click Advanced email options
6.	Click in the check box in front of the option Play a sound
7.	Click OK on each of the screens until the options window closes.

[7] Password

[7.1] How do I change my password?

To change your Outlook password, follow the steps below.

1.	Go to the internet site www.bsu.edu/webmail
2.	Click on the change your password link
3.	Follow the instructions on the screen. Remember that passwords must be between 6 and 32 characters in length and can only contain letters and numbers.

7.2 Outlook is rejecting my password. What should I do?

1.	Verify that the correct username was typed in the User Name box. User names and passwords are case sensitive, so make sure that your cap locks are not on.
2.	Start the log in process again and verify that the correct profile was selected.
3.	Try logging into the web version of Outlook at www.bsu.edu/webmail If you can log in via we mail, call the Helpdesk at 285-1517 to report the problem with the desktop version. If webmail rejects the password, bring a picture id to RB 165 so that your password can be reset.

[8] Spell Check

[8.1] Can I spell check an email message?

1.	Type your message.
2.	Click Tools on the menu bar in the message
3.	Click Spelling

[9] Vacation Rule

[9.1] You want Outlook to auto-reply to incoming messages when you are on vacation

1.	Click on Tools on the main menu bar.
2.	Click on the Out of Office Assistant
3.	Click on the white button in from of I am currently out of the office
4.	In the text box labeled

[9] Web Access

[9.1] How can I access my Outlook mail away from the office?

Outlook is available on the internet at www.bsu.edu/webmail

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