nettech solutions microsoft outlook and outlook express lesson four

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Microsoft Outlook and Outlook Express

Lesson Four

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Exam Objectives

• Configure and troubleshoot Microsoft Office applications

• Configure and troubleshoot Microsoft Office Outlook Express

• Resolve issues related to Outlook Express features

• Resolve issues related to customizing an Office application

• Resolve issues related to customizing Outlook Express

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Lessons in this Chapter:

• Configuring E-Mail Accounts• Configuring Newsreader

Settings• Maintaining Outlook• Troubleshooting Outlook• Resolving Common User

Requests in Outlook

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Understanding E-Mail Protocols

• Post Office Protocol 3 (POP3)• Simple Mail Transfer Protocol

(SMTP)• Internet Message Access

Protocol (IMAP),

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Creating Accounts

• Microsoft Outlook 2003 or Outlook Express uses a wizard for setup

• Accounts may be with:– Microsoft Exchange Server, – POP3, – IMAP, – Hypertext Transfer Protocol

(HTTP)

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Setting up Outlook

• POP3 Account

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If an Error Occurs

• Double check the information you entered for User, Login, and Server information.

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Configuring Advanced E-Mail Account Settings

• By clicking the more settings button

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Advanced has Four Tabs

• Note table 4-1 on pages 4-7,8

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Connecting to an Exchange Server Account

• You must know the name of your exchange server

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Working with Address Books and Messages

• Outlook offers to import mail, addresses, and mail account settings from an existing e-mail application

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Importing Address Books and Messages

• Open Outlook. On the File menu, click Import And Export.

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Import Data From Another Program Or File,

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Exporting Address Books and Messages

• Backing up an address book or a message

• Save the file as one of the following:– Comma-Separated Values (DOS)– Comma Separated Values (Windows)– Microsoft Access– Microsoft Excel– Personal Folder File (.pst)– Tab-Separated Values (DOS)– Tab-Separated Values (Windows)

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Exam Tip

• For the exam, be sure you know the programs and formats from which Outlook and Outlook Express can import and those to which they can export.

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Note

• Real World Backing Up Outlook– Page 4-14

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Using Outlook Express

• Creating a POP3 or IMAP Account

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Mail Server Properties

• Five Tabs

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Testing and Troubleshooting

• In Outlook Express, send a test email to your address.

• To configure use:– Tools > – Accounts >– Mail tab– Select the account– Properties >– General tab verify user information

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Practice:

• Set Up and Configure E-Mail Accounts

• Page 4-18

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Configuring Newsreader Settings

• Setting Up Outlook News as the Default News Client– Customize– Add News by

Dragging it to theGo menu on themenu bar

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Adding a Newsgroup

• Open Outlook, click Go, and choose News.

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Common Newsgroup Service Calls

• Blocking Senders and Unwanted Messages– open a message from the sender to

block– Click Message, and click Block Sender.

• Resolving Send and Receive Errors– Send and receive errors can be caused

in a variety of ways, including misspelled news server names, server time-outs, problems with passwords, and problems with ISP settings.

– Listed on page 4-27 are some common problems and solutions:

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Viewing Newsgroups Without Subscribing

• Type A Question For Help

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Practice:

• Configure Newsreader Settings – Page 4-29

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Maintaining Outlook

1. In Outlook, click Tools, and click Options.

2. In the Options dialog box, click the Other tab.

3. Select the Empty The Deleted Items Folder Upon Exiting check box.

4. Click OK to close the Options dialog box.

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Outlook Options

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Emptying the Deleted Items Folder on Exit

• On the Other tab

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Auto Archive

• On the Other tab

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Mailbox Cleanup

• Users can easily manage the size of their mailboxes and improve the overall performance of Outlook.

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Mailbox Cleanup

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Exam Tip

• Learn the options that are available to you in the Outlook Mailbox Cleanup feature.This is valuable information on the exam and in the real world.

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Junk E-Mail Options

• Five Tabs

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Caution

• If junk e-mail levels are set to High, most junk e-mail will be caught, but some valid mail might be caught as well. Be careful when choosing this setting, and make sure that important contacts are configured as safe senders.

• You can also Block HTML Content in Outlook

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Practice:

• Configure Outlook Maintenance Settings– Page 4-37

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Resolving an Incorrect Name or E-Mail Address

– If any typographical errors– if the user changed departments– if the user wants replies to go to a

different e-mail address– if the user has independently made

changes

• Can be changed in Tools > E-Mail Accounts

• Common Interface Problems– Table 4-2

• Page 4-41

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Outlook Interface

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Practice:

• Test Outlook 2003 Account Settings– Page 4-42

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Resolving Common User Requests in Outlook

• Leaving a Copy of E-Mail on the Server– Tools– Options > Mail Setup tab– E-Mail Accounts,– View Or Change Existing E-Mail

Accounts– select the e-mail account to configure,– Change– More Settings.– Advanced tab,– Select the Leave A Copy Of Messages

On The Server check box,

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On Server Check box

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Exam Tip

• You will notice that particular attention has been paid in this chapter to configuring mail client software to leave a copy of messages on servers for users who check mail from more than one location.

• Remember how to configure this option in Outlook and Outlook Express.

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Configuring Composition Options

• This includes:– Formatting, – Spelling and grammatical editing,

and – Creating signatures.

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Composition Options

• Message Format

• Stationary• Signatures

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The .iaf File

• Internet Accounts file:– Used to back up and store

information about the mail folders and mail and news account settings for a single Outlook Express identity.

– It will not store subscribed newsgroup information, message rules, or blocked senders, and will not retain information about custom toolbars.

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Practice:

• Resolve Common Outlook User Requests– Page 4-47

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Summary

• Case Scenario– Page 4-50

• Troubleshooting Lab– Page 4-51

• Chapter Summary– Page 4-52

• Exam Highlights– Page 4-53