introduction to outlook express for keyboard users 9 - the hadley

The Hadley School for the Blind

700 Elm Street

Winnetka, IL 60093-2554

800-446-8111 www.hadley.edu

Introduction to

Outlook Express

for Keyboard Users

Prepared by the staff and faculty of The Hadley School for the Blind

Winnetka, Illinois

Copyright © 2010

All rights reserved. No part of this document may be

reproduced in any form or by any electronic or

mechanical means (including photocopying, recording,

or information storage and retrieval) without written

permission from The Hadley School for the Blind.

Outlook 2003 iii

Contents

Using Outlook Express ............................................ 1

Overview .............................................................. 1

Establishing Internet Service and an Email Account . 1

Abbreviations and Common Terms ........................ 1

Setting Defaults ..................................................... 3

Configuring Outlook Express ................................ 3

Inbox as Default ................................................. 3

Reading Pane ..................................................... 5

Basic Email ............................................................ 5

The Email Address .............................................. 5

Receiving a Message ........................................... 6

Composing a Message ........................................ 6

Reading a Message ............................................. 8

Deleting a Message ............................................. 9

Replying to Email Messages ................................. 9

Reply .......................................................... 9

Reply to All .................................................. 10

Forwarding an Email Message ............................ 11

Attachments ........................................................ 12

Method 1: Using the Applications Key ................. 13

iv The Hadley School for the Blind

Method 2: Attaching a File with Outlook Express

Open ...................................................... 14

Saving Attachments .......................................... 16

Supplemental Instructions .............................. 17

Address Book ...................................................... 18

Name Tab ........................................................ 19

Home Tab ....................................................... 21

Business Tab ................................................... 23

Additional Tabs ................................................ 24

Adding a Contact from an Email Message ............ 25

Editing a Contact .............................................. 26

Deleting a Contact ............................................ 28

Creating and Editing Signatures .............................. 29

Creating a Signature ......................................... 29

Editing a Signature ............................................ 31

Spelling ............................................................... 35

Acronyms, Abbreviations, Proper Names, and

Alternative Spellings ................................. 37

Creating and Deleting a Folder ............................... 38

Creating a Folder .............................................. 38

Outlook Express Keyboard Shortcuts ...................... 41

Introduction to Outlook Express for Keyboard Users 1

Using Outlook Express

Overview

It is assumed that your personal computer has

Windows and a screen reader or a magnification

program, and that you are familiar with these programs

and your keyboard. This user guide is an introduction to

Outlook Express and does not include instructions for

all of the functions built into the program.

Establishing Internet Service and an Email Account

To set up an email account, you must contact your

Internet service provider (ISP) for instructions.

Abbreviations and Common Terms

Alt: Alternate key

Applications Key: Third key to the right of the space

bar. Opens a context menu.

Arrows: When this term is used, you should use the

up, down, left, or right arrow keys as instructed.

Ctrl: Control key

Esc: Escape key

2 The Hadley School for the Blind

Keyboard Shortcuts: All keyboard shortcuts and

keystrokes are enclosed in parentheses.

Menus, Buttons, Folders, Edit Boxes, Fields, Windows,

and Tabs: These items are enclosed in brackets.

Modifier Keys: Some commands require modifier keys:

the Control (ctrl), Alternate (alt), and Shift (shift)

keys. Modifiers are "press and hold" keys, while

individual letters and numbers are "strike and

release" keys.

There are three possible combinations:

1. Press and hold down a modifier key plus strike a

second key.

Example: (alt+f)

(shift+2) Note: do not use the number pad.

2. Press and hold down two modifier keys plus strike

a third key.

Example: (ctrl+shift+i)

3. Press and hold down a modifier key plus strike a

key and release the modifier. Then strike a key,

and strike another key.


Example: (alt+n, a, f). Press (alt+n) and release,

then strike a, then strike f.

Setting Defaults

Configuring Outlook Express

By default, the following folders were created when

Outlook Express was installed on your computer:

Deleted Items

Drafts

Inbox

Outbox

Sent Items

You may, from within any folder, press (ctrl+y) to

open the [Go to Folder] list and use the arrow keys to

scroll through all of the preceding folders. Pressing

(enter) on a selected folder will open it.

Inbox as Default

To set the [Inbox] as the default folder when you open

Outlook Express, follow these steps:

1. Open the [Tools] menu: (alt+t)


2. Select [Options]: (o). The cursor will be placed in

the [General] tab, on the check box [When starting

go directly to my Inbox folder].

There are ten tabs in the [Options] window:

General, Read, Receipts, Send, Compose,

Signatures, Spelling, Security, Connection, and

Maintenance. This manual provides instructions for

certain, but not all, settings in the [General],

[Maintenance], and [Signatures] tabs only. All of

the default settings in these tabs were set when

the program was installed. You may review these

tabs at your convenience.

3. Press the (space bar) once to check this box.

4. Select [Apply]: (alt+a)

5. Move to the [OK] button by pressing (shift+tab)

until located, and press (enter). You will be

returned to the [Inbox].


Reading Pane

To turn off this feature:

1. Open [View] menu: (alt+v, l) This will place you in

the [Layout View].

2. By default, the [Reading Pane] is checked. Press

(alt+p) to reach the [Show preview pane] check

box. If this box is checked, (alt+p) will uncheck it.

If it is not checked, (alt+p) will check it.

3. Move to the [Apply] button: (alt+a) and press

(enter).

4. Move to the [OK] button: (shift+tab) until located

and press (enter).

Basic Email

The Email Address

An email address is an address for sending and

receiving email messages. It consists of three

components: a username, @ (the at sign), and a

domain name.

• Username: A username is a unique identifier that

can be the actual name of an individual, a


nickname, an organization's name, or a random

series of letters (any combination of upper- and

lowercase) and numbers.

• @ (At Sign): This sign connects the username and

domain name. To input this sign, press (shift+2).

• Domain Name: This specifies the company or

organization providing the email service for the

email address. For example, a domain name might

be yahoo.com or hadley.edu. A dot extension such

as .com, .org, .edu, .us, .ca, .uk, or .info comes

after the domain name.

Example: [email protected]

Receiving a Message

Outlook Express will receive email messages

automatically. To check for new messages from any

folder: (ctrl+m).

Composing a Message

Creating an email message is the most frequent task

you will perform. Outlook Express contains its own

editor, which is similar to, but not part of Microsoft

Word. Follow these steps to compose a message:


1. Open a [New Message] window: (ctrl+n). You will

be placed in the [To] edit box.

2. Type in the email address of the party you are

sending the email to. Outlook Express will attempt

to complete the email address based on matches it

finds in the Address Book. This is referred to as

Auto Complete. As you type the address letter by

letter, it will keep changing until a complete match

is found.

If you are sending the message to one addressee,

and Auto Complete identifies the address you

want, press (tab). This will select the address and

move the cursor to the [Carbon Copy] edit box. If

the person is not in the Address Book, you must

enter the address manually.

If you are sending the message to more than one

addressee, the Auto Complete process will be

repeated. If Auto Complete cannot find the address

you must enter a semicolon and space after the

previous address and then type in the second

address. Repeat the process for each addressee.


3. (Optional) [Carbon Copy—CC]: If you need to send

this message to additional recipients, type in their

email address(es). Outlook Express will attempt to

complete the address as explained in Step 2.

4. (Tab) until you locate the [Subject] edit box. For

the subject type in a very short, single phrase

about the email.

5. To move to the [Message] edit box, (tab) once.

This is where you type the body of your message.

6. Once you have completed your message, send it:

(alt+s)

Reading a Message

1. Open Outlook Express and give the program a few

seconds to update your [Inbox].

2. By default, you are in the [Inbox]. Navigate through

the [Inbox] by using the (up) and (down) arrows.

Select the message you want to read: (enter)

3. By default, you are placed in the body of the

message. Use standard text navigation commands


to read the message. To move back to the [To],

[CC], and [Subject] boxes: (shift+tab)

4. To close a message: (esc)

Deleting a Message

You may delete a message when it is either open or

closed.

1. Closed Message: Arrow (up) or (down) to the

message you want to delete: (delete) or (ctrl+d).

The message will be moved to your [Deleted Items]

folder, and the cursor will be placed on the next

closed message.

2. Open Message: With the message open: (ctrl+d).

The message will be moved to your [Deleted Items]

folder, and the next message in the list will be

opened.

Replying to Email Messages

Reply

Use the following steps to reply to a message:

1. Locate and open the message you want to reply

to: (enter)


2. To reply: (ctrl+r). The focus will be placed above

the original message, where you can type in your

own comments. The [To] and [Subject] edit boxes

will contain the original sender's email address and

subject.

3. Send it: (alt+s)

Note: Once you send your reply, the cursor will be

placed back on the unopened message in the

[Inbox].

Note: If you receive a reply to a message you sent,

"RE:" will precede the subject of that email. When

navigating your Inbox, your screen reader may also

say, "Re", "Replied", or "Replied to," indicating

that the message is a reply to an email you sent.

Reply to All

This function is used when the originator of an email

sends it to more than one recipient and you wish to

send your reply to all of the recipients:

1. Locate and open the message you want to reply

to: (enter)


2. To reply to all: (ctrl+shift+r). The focus will be

placed above the original message, where you can

type in your own text. The [To], [CC], and

[Subject] edit boxes will contain the original

sender's and [CC] address(es) and the subject.

3. Send it: (alt+s)

Forwarding an Email Message

To forward an email, follow these steps:

1. Locate and open the message you want to

forward: (enter)

2. Begin the forwarding process: (ctrl+f). This places

the cursor in the [To] edit box. Type in the email

address of the party you are forwarding the email

to.

3. (Optional) From the [To] edit box, press (tab) once

to move to the [CC] edit box. Type in the email

address(es).

4. Move to the [Subject] edit box: (tab). The original

subject of the message is retained with the


addition of "FW:" at the beginning of the subject,

designating it as a forwarded message.

5. The next (tab) will take you to one of two different

edit boxes:

a. If there is an attachment, this (tab) will place

the cursor in the [Attachment] edit box, at the

end of the attachment's name. Pressing (tab)

again will place the cursor in the [Message] edit

box.

b. If there is no attachment, this (tab) will move

the cursor to the [Message] edit box.

6. Space is available in this box for you to type in any

comments you wish. Your comments will be

placed above the original message.

7. Send the message: (alt+s)

Attachments

An email attachment is any file that you "clip" or

"attach" to an email message. The file may be an audio

file, .wav or .mp3; a document file, .doc, .txt, or .pdf;

a compressed zip file, .zip; or a picture, .jpg or .tif. An


executable file, .exe, normally cannot be attached to an

email because of security reasons.

There are two ways to attach a file to an email.

Method 1: Using the Applications Key

The Applications key is located on the bottom row of

the keyboard, often the third key to the right of the

space bar. (Please note: A laptop keyboard may have a

different configuration.)

To use this method you must locate the file on your

computer by using Windows Explorer, My Computer, or

the file's default program.

Select the file but do not open it.

1. Press the (Applications) key. Press (n) until you

reach [Send to], and then press (enter).

2. A submenu will open. Select [Mail Recipient]: (m)

and then press (enter).

3. Express will open a new email message, and the

cursor will be placed in the [To] edit box.

a. You must complete the [To] email address.

b. If desired, type in a [CC] address(es).


c. The [Subject] edit box will already be

completed with the name of the file.

d. The file will already be attached with the name

of the file in the [Attached] edit box.

4. Move to the [Message] edit box: (tab), and type in

any message you want to include.

5. Send the email: (alt+s)

Your screen reader may not indicate that this action

has been accomplished.

Method 2: Attaching a File with Outlook Express Open

When attaching a file, it is important to know where

the file resides on your computer, such as the drive

letter and folder name. To attach a file, follow these

steps:

1. Compose a new email message. You must be in

the [Message] edit box before proceeding to the

next step.

2. Open the [Insert] menu: (alt+i). The cursor is on

the [File Attachment] option.


3. Press (enter) on the [File Attachment] option. The

[Insert Attachment] window will open.

4. The cursor is now in the [File Name] edit box. Type

in the complete path to the location of the file you

wish to attach, followed by the file name.

Example:

• File name: working hard.doc

• The path you need to add before the file name

in this example is: c:\my files\

• The complete path is now:

c:\my files\working hard.doc

• If the file is in a subfolder in the folder [My

Files], the path would be:

c:\my files\subfolder name\working hard.doc

5. Attach the file: (enter). The file name will appear in

the [Attached] edit box, and the cursor will be

placed back in the body of the message.

Note: You can attach additional files to the email

by repeating steps 2 through 4 for each file before

sending the email.

6. Send the message: (alt+s)


Saving Attachments

Occasionally you might receive an email with an

attachment that you would like to save. Saving the

attachment creates and saves a copy of the file but

does not remove it from the original email. Deleting the

email will move the message and the attachment to

your [Deleted Items] folder. Deleting the message will

not affect the attachment you saved.

To save an attachment, follow these steps:

1.Open the email message that contains the

attachment(s).

2. Open the file menu: (alt+f)

3. Open [Save Attachment]: (v)

4. The attached file is selected. If there is more than

one attachment, by default, all of the attachments

are selected. You now have two options:

a. Save all attachments: Press (tab) once; the

cursor will be placed in the [Save To] edit box.

Type in the complete path to the folder where

you want to save the attachments. Press

(alt+s) to save the attachments.


b. Save a single attachment: Scroll through the

attachments using the (up) and (down) arrows.

As you scroll, each attachment will be selected

individually. Once you have identified the

attachment you want to save, press (tab) and

the cursor will be placed in the [Save to] edit

box. Type in the complete path to the folder or

location where you want to save the

attachment, and press (alt+s).

In either case, the Save process will execute, and the

cursor will be placed back in the body of the open

email message.

Supplemental Instructions

If you are using a screen reader, it may not give you an

indication that the attachment has been saved. The

general rule is, if you do not receive an error message,

then it worked properly.

Caution: You should be very careful selecting

attachments you wish to save, because email

attachments are a very common way that viruses and

spam are spread. You should ensure that your virus


detection software is kept current and active at all

times.

Address Book

The Address Book is the database that includes the

names and email addresses of contacts you have

created. This book is accessed by Auto Complete, as

explained earlier in the Composing A Message section.

If you do not create contacts in this book you must

type the full email address as you compose a message.

Adding a Contact

Follow these steps to create a new contact:

1. Open Outlook Express, and switch to [Contacts]:

JAWS: (ctrl+shift+b)

WINDOW-EYES: (alt+t, b)

2. Open the [Properties] dialog window: (ctrl+n). This

window contains seven tabs:

Name Other

Home NetMeetings

Business Digital IDs

Personal


The following is an explanation of these tabs. Enter the

information required by each edit box, using (tab) or

the keystroke following the name of each edit box, to

move from box to box.

Name Tab

This is the default tab when this window is opened. By

default, the cursor is placed in [First], the "first name"

edit box. The * indicates a mandatory item.

* [First] (alt+f)

[Middle] (alt+d)

* [Last] (alt+l)

[Title] (alt+t)

[Display] (alt+p): Automatically entered based on the

names entered in the [First], [Middle], and [Last]

name edit boxes.

[Nickname] (alt+n)

* [Email Address] (alt+m)

1. Type in the email address and press (enter) to

move this address to the [List of emails] list box

and flag it as the default address. The cursor will

remain in the [email addresses] edit box. If you

only have one address for this contact, go to step


4 below. If you have more than one address for

this contact, proceed to step 2.

2. Type in the next address and press (enter). The

second address will be moved to the [List of

Emails] list box and the cursor will remain in the

[Email Address] edit box. Repeat this step until you

have recorded all of the email addresses for this

contact.

3. As stated above, the original address was

automatically selected as the default address for

this contact. To change the default address, press

(shift+tab) until you reach the [List of emails] list

box. Scroll through the list of addresses and press

(alt+s) on the address you wish to set as the

default.

4. You now have two options for email format, text

and HTML. Text contains very simple formatting,

while HTML provides you with more complex

formatting options such as bold, italics,

underlining, and font type/size. To switch between

text and HTML formats, press (alt+u) to reach the

[Send email using plain text only] check box. This


box is _not checked by default. Pressing (alt+u)

will automatically check this box and all messages

for this contact will be sent in a text format.

Pressing (space bar) will check or uncheck this box

as well. If this box is not checked, HTML format

will be used for all emails sent to this contact.

If you have finished with this contact (tab) to the [OK]

button and press (enter). This will record all of the

above actions, close the [Properties] window, and

return you to the [List of Contacts] list box. Press (esc)

or (alt+f4) to return to the [Inbox]. If you wish to

access the remaining tabs in the [Properties] window,

press (ctrl+tab).

Home Tab

By default the cursor is placed in the [Street Address]

edit box. None of these items are mandtory.

[Street Address] (alt+r)

[City] (alt+y)

[State/Province] (alt+s)

[Zip Code] (alt+z)

[Country/Region] (alt+u)


[Default] (alt+e): Designates this address as the

default between the home or business mailing

addresses. If the address book is used with an

application that prints the address, that program will

automatically select the address designated as the

default.

Note: [View Map] in both the Home and Business tabs

is an advanced function beyond the scope of this

guide.

[Phone] (alt+n)

[Fax] (alt+x)

[Mobile] (alt+l)

[Web Page] (alt+w)

[Go] (alt+g): Opens the contact's Internet home page

in a Web browser window. This function is inactive

if there is no Web address.

If you have finished with this contact, (tab) to the [OK]




or (alt+f4) to return to the [Inbox]. If you wish to


access the remaining tabs in the [Properties] window,

press (ctrl+tab).

Business Tab

By default, the cursor is placed in the [Company] edit

box. None of the following items are mandatory.

[Company] (alt+m)

[Street Address] (alt+r)

[City] (alt+y)

[State/Province] (alt+s)

[Zip Code] (alt+z)

[Country/Region] (alt+u)

[Default] (alt+e): Designates this address as the

default, as previously explained under the Home Tab.

[Job Title] (alt+j)

[Department] (alt+d)

[Office] (alt+o)

[Phone] (alt+n)

[Fax] (alt+x)

[Pager] (alt+a)

[Web Page] (alt+w)

[IP Phone] This function is beyond the scope of this

guide.


If you have finished with this contact, (tab) to the [OK]




or (alt+f4) to return to the [Inbox].

Additional Tabs

There are four additional tabs, Personal, Other,

NetMeeting, and Digital IDs, where you can enter

additional information that might be useful. These tabs

are considered advanced functions and are beyond the

scope of this guide.

Once you have entered all of the desired data for a

contact, (tab) to the [OK] button and press (enter) to

save the record. The cursor will be placed in the

Address Book [Mail Identity] window. A [Summary] tab

has now been added to this window.

To cancel all of the data you entered, (tab) to the

[Cancel] button and press (enter). The cursor will be

placed in the Address Book [Mail Identity] window.


Adding a Contact from an Email Message

When you have received a message and want to add

the sender to your Address Book, follow these steps:

1. Open the [Inbox], and select the message from the

individual you wish to add. Note: Do not open the

message.

2. Press the (Applications) key, which is usually the

third key to the right of the space bar.

3. You will be placed in a context menu. Press (b) to

add the contact to the address book. The contact

will be recorded, and you will be placed back in the

[Inbox]. Your screen reader may not indicate that

this action has taken place.

Only the name and email address of the contact

has been recorded in the Address Book. The

[Summary] tab has now been added to the

Address Book [Mail Entry] window. To enter

additional data for this contact, follow the steps

outlined below.


Editing a Contact

Regardless of which method you used to add a contact

to your Address Book, follow these steps if you wish to

edit or add additional data to an Address Book entry.

1. Be sure you are in the [Inbox] when you start this

process.

2. Open the Address Book:



The [Address Book—Mail Entry] window is opened,

and the cursor is in the [Type name or select from

list] edit box. You now have two options:

a. Type the Name: You should be careful to edit

the correct entry. Make sure you enter the

contact's full name as it was previously

recorded in the Address Book. If you have a

contact in your Address Book multiple times,

the first listing will be selected by default when

you press (enter). Likewise, if you have

multiple contacts with the same first name, the

first listing will also be selected by default

when you press (enter).


b. List of Contacts: (Preferred Method) Tab once

to access the list of contacts, and scroll

through the list to locate the contact you wish

to edit. This method will ensure you edit the

right contact.

3. Press (enter) on the desired contact. The contact's

[Property] window opens. The cursor will be placed

in the [Summary] tab on the contact's name.

Summary Tab: When you initially added and saved

a contact, the [Summary] tab was automatically

created in the [Properties] window. This tab

contains some of the information that you entered

when you created the contact. This information

cannot be edited in this tab. It will automatically

update when you save any changes made to the

tabs in the [Properties] window.

You must access each individual tab, as described in

the previous section Adding a Contact, to edit the data.


Deleting a Contact

To delete a contact, follow these steps:

1. Open Outlook Express. You should be in your

[Inbox] by default.

2. Open the [Contacts List]:



3. The cursor is in the [Type name or select from list]

edit box by default.

4. Press (tab) once to access the list of contacts.

5. Use your (up) and (down) arrow keys to scroll

through the list until you locate the contact you

wish to delete.

6. Delete the contact: (delete). You will be asked to

confirm this action. Press (y) for Yes or (n) for No.

Either action will place you back in the list of

contacts.

7. Close the [Contact List]: (alt+f4). You will be

returned to the [Inbox].


Creating and Editing Signatures

You can personalize any email message by adding a

signature. Your signature can contain your name,

contact information, and any text you desire.

You can also create several different signatures and

select the one you want for different recipients. For

example, you might want a professional signature for

emails related to your work but prefer a more personal

signature with a quote for family and friends.

Creating a Signature

The following instructions will explain how to create a

signature.

1. Open Outlook Express. You should be in your

[Inbox].

2. Open the [Tools] menu: (alt+t)

3. Select [Options]: (o). The cursor will be in the

[General] tab, on the first check box [When starting

go directly to my Inbox folder].

4. Switch to the [Signatures] tab: (ctrl+tab) until

located.

The first two items are check boxes, and the

cursor is placed on the first box [Add signatures to


all outgoing messages]. The second box is [Don't

add signatures to Replies and Forwards].

Press the (space bar) to check or uncheck each

box. If checked, the signatures will be added to

emails by default.

Note: Your screen reader may not voice all of the

steps listed below, or properly announce the text

and edit boxes you will be using. Proceed with

caution.

5. Press (alt+n) and the following actions will occur:

a. The temporary signature name "Signature #1" is

created in the [Signature] list box.

b. This signature is tagged as the default signature

for all emails.

c. The cursor is placed in the [Edit Signature] text

box where you will actual type in the text which

makes up Signature #1. You may now enter

your name and any other information you wish

to include in the signature section of an email.

Each time you press (alt+n), a new signature name

will be created in the [Signature] list box, and

numbered in the proper sequence, 1, 2, 3, 4, etc.


6. Press (alt+a) to apply the current signature. The

cursor is placed back on the [Add signatures to all

outgoing messages] check box. You may now

repeat the process to create additional signatures.

Renaming a Signature

To edit the signature press (alt+s) to access the

[Signatures] list view box. Scroll through the signatures

and press (alt+m) to select the signature you wish to

edit. You may now rename the selected signature. As

soon as you start typing the new name, the original

name will be eliminated. Once you have completed the

name, press (enter) to confirm the change. The cursor

is still in the [Signatures] list view box, and you can

repeat the process if you wish to rename additional

signatures. After the renaming process is complete you

now have two options.

1. If you are completely finished, (shift+tab) to the

[OK] button and press (enter). You will be placed

back in the [Inbox].

2. If you wish to change the default signature press

(alt+s) to access the [Signatures] list box. Scroll


through the signatures, and press (alt+e) to make

the selected signature the default.

Note: Your screen reader may not inform you that the

selected signature has been set as the default. You can

confirm the change by scrolling through the signatures.

Your screen reader will voice the name of the

signature, followed by "Default Signature".

Editing an Existing Signature

1. From the [Inbox] open the [Tools] menu (alt+t).

2. Open the [Options] window (o).

3. Select the [Signatures] tab (ctrl+tab) until located.

4. Access the [Signatures] list view box (alt+s).

5. Scroll through the signatures until you find the one

you wish to edit. The one you leave the cursor on

will be the selected signature.

6. Press (tab) until you locate the [Edit Signature]

box. Your screen reader may voice the name of

this box as (edit). You may now use standard text

editing procedures. Once you have made all of the

changes, press (alt+a) to apply the changes.

7. The cursor will be placed back on the [Add

signatures to all outgoing messages] check box.


You may edit additional signatures by repeating the

process.

8. Once complete, press (shift+tab) until you locate

the [OK] button, and press (enter). You will be

placed back in the [Inbox].Selecting an Optional

Signature

Selecting an Optional Signature

These instructions assume that you have created more

than one signature for different recipients.

When you open a new message, the default signature

will always be included. It will be preceded by a blank

line where you will enter your text. The signature will

not be added if you unchecked the check box [Add

signatures to all outgoing messages].

1. Type in your email message.

2. If you want to change the signature, you must

remove the default signature. There are three

common methods to remove the signature:

a. Place the cursor at the beginning of the first

line of the signature. Press (ctrl+shift+end).

This will select the entire signature. Press the

(delete) key to delete the signature.


b. Move the cursor to the beginning of the first

line of the signature. Press and hold the

(delete) key until the signature is deleted.

c. Press (ctrl+end) to move the cursor to the end

of the last line of the signature. Press the

(backspace) key continuously until the

signature has been deleted.

3. Once the default signature has been deleted, press

(alt+i) to open the [Insert] menu.

4. Press (s) to access your list of signatures. Scroll

down the list until you reach the signature you

wish to put in the email, and press (enter).

The signature will be placed at the end of the email,

and the cursor will be placed at the end of the

signature. Press (alt+s) to send the email. You will be

placed back in the [Inbox].

Removing a Signature

To remove a signature from your list of signatures:

1. From the [Inbox] open the [Tools] menu: (alt+t).

2. Open the [Options] window: (o).

3. Select the [Signatures] tab: (ctrl+tab) until located.

4. Access the [Signatures] list view box: (alt+s).


5. Scroll through the signatures, and press (alt+r) to

remove the desired signature. The cursor is still in

the [Signatures] list view box. Repeat this step if

you wish to delete additional signatures.

Once finished, (shift+tab) to the [OK] button and press

(enter). You will be placed back in the [Inbox].

Spelling

The spelling function checks the spelling in the body of

a message you compose. It will not check the subject

line or any attachments that accompany the email.

Note: The cursor must be at the beginning of the first

line of the message. Before initiating the spell-checking

process, press (ctrl+home) to ensure the cursor is at

the beginning of the message.

There are three sections in the Spelling window: [Not in

Dictionary] textbox, [Change To] edit box, and the

[Suggestions List].

Once you have composed a message, follow these

steps:

1. Open Spelling: (f7)


2. You will be placed in the [Change To] window, and

the first misspelled word will displayed in the [Not

in Dictionary] text box and then spoken and

spelled. This will be followed by the spoken and

spelled recommended replacement word in the

[Suggestions] list box.

Note: Words that are identically misspelled may be

treated differently based on spacing, capitalization,

and punctuation. Because of this, the use of

(alt+l), which is Correct All, is not recommended.

3. There are three methods to correct the spelling:

a. Automatic Correction: After the misspelled

word is voiced, the first recommended

correction will be voiced and is already

selected. If this is the spelling you want, press

(alt+c) to make the correction and continue

the spell-checking process.

b. Correction Selection: If this is not the spelling

you want, press (alt+n) and the cursor will be

placed in the [Suggestions] list box. Use the

(up) and (down) arrows to scroll through the

list of suggestions, and press (alt+c) on the


spelling you want and continue the spell-

checking process.

c. Manual Correction: If you wish to manually

correct the misspelled word, press the (down

arrow) once. The cursor will be placed to the

right of the last letter of the misspelled word in

the [Change To] edit box. Use standard editing

commands and keystrokes to make the

corrections. Press (alt+c) to record the

corrections and continue the spell-checking

process.

Note: It should be noted that different screen readers

will treat the manual corrections process in different

ways. You will need to experiment with your system to

determine the correct process for you.

Acronyms, Abbreviations, Proper Names, and

Alternative Spellings

Many times the spell-checker will identify these as

misspelled. If you know the selected word is not

misspelled, press (alt+i) to ignore the spelling once or

(alt+g) to ignore the spelling throughout the message.


If it is a spelling that you use regularly, (alt+a) will add

it to the spelling dictionary.

Creating and Deleting a Folder

Creating a Folder

1. From the [Inbox], press (shift+tab) once to access

the [Folder List Treeview] list box.

2. Press the (up) arrow once to access the [Level 1

Local Folders] list box.

3. Press (ctrl+shift+e) to open the [Create Folder]

window. The cursor is in [Folder Name] edit box.

Type in the name of the new folder and press

enter. The new folder will be created as a level two

folder and arranged alphabetical following the five

default folders.

4. Press the (down) arrow once and then (tab) once

to move back to the [Inbox].

Deleting a Folder

1. From the [Inbox], press (shift+tab) once to access

the [Folders] list.

2. Scroll through the folders, using the (up) and

(down) arrow keys until you locate the folder you

wish to delete.


3. Press the (delete) key. A confirmation box will

open, and you will be asked to confirm this action.

Press (y) for Yes and (n) for No. Pressing (n) places

you back in the folder list, on the same folder.

Pressing (y) deletes the folder, and places you on

[Level 1 Local Folders] in the [Folders] list.

4. If you pressed (y), arrow down once to reach the

[Inbox] and press (tab) to access the messages in

the [Inbox].

Note: You cannot delete any of the original default

folders.


Outlook Express Keyboard Shortcuts

This is not an all-inclusive list of shortcut keystrokes.

As you become more experienced with Outlook

Express, you will find more keystrokes for different

features and functions in the program.

(alt+a) In Spelling: Add a spelling to the dictionary

In a dialog box: Apply an action

In Address Book, [Add a Contact], [Business] tab:

Access the [Pager] number edit box

(alt+c) In Spelling: Confirm a spelling change

(alt+d) In Address Book, [Add a Contact], [Name] tab:

Accesses the [Middle Name] edit box

In Address Book, [Add a Contact], [Business] tab:

Accesses the [Department] edit box

(alt+e) In Signatures: Designates the default signature

In Address Book, [Add a Contact], [Home] tab,

[Default]: Designates the selected email address as

the default printing address for the selected

contact


(alt+f): Open the [File] menu

In Address Book, [Add a Contact], [Name] tab:

Access the [First Name] edit box

(alt+g) In Spelling: Ignore All

In Signatures: Open the [Signature] window

In Address Book, [Add a Contact], [Home] tab:

Opens the contact's Internet home page in a Web

browser window

(alt+i) In Spelling: Ignore Once

In numerous functions opens the [Insert] menu

(alt+j) In Address Book, [Add a Contact], [Business]

tab: Accesses the [Job Title] edit box

(alt+l) In Spelling: Change All (Not recommended for

use)


Accesses the [Last Name] edit box

In Address Book, [Add a Contact], [Home] tab:

Accesses the [Mobile] phone number edit box


(alt+m): Opens the [Message] menu

In Address Book, [Add a Contact], [Name] Tab]:

Accesses the [Email Address] edit box

In Address Book, [Email Address]: Accesses the

[Email Address] edit box

In Tools, [Options], [Signatures tab]: Renames a

signature

(alt+n) In Spelling: Moves the cursor to the

[Suggestions] list box


Accesses the [Nickname] edit box

In Address Book, [Add a Contact], [Home and

Business] tabs: Accesses the [Phone] edit box

In Tools, [Options], [Signatures] tab: Automatically

creates and numbers a new signature and places

the cursor in the [Create a new signature] edit box

In a Confirmation Box: Is option [No]

(alt+o) In Address Book, [Add a Contact], [Business]

tab: Accesses the [Office] edit box

(alt+p) In Setting Defaults, [Reading Pane]: Toggle to

change the [Show preview panel] check box



Accesses the [Display] edit box, which contains

the first, middle, and last name of the contact

(alt+r) In Address Book, [Add a Contact], [Home and

Business] tabs: Moves the cursor to the [Street

Address] edit box

In Signatures: Delete a signature

(alt+s) Send an e-mail message

In Saving Attachments: Saves the attachment

In Address Book, [Add a Contact], [Name] tab,

[Multiple Email Addresses]: Selects the email

address you want to set as the default


Business] tabs: Accesses the [State/Province] edit

box

In Creating and Editing Signatures, [Editing

Signatures]: Accesses the [Signatures] list box

(alt+t) Open the [Tool] menu

In Address Book, [Add a Contact]: Accesses the

[Title] edit box

(alt+u) In Spelling: Undo spelling correction


In Address Book, [Add a Contact], [Name Tab,]

[Multiple Addresses]: Moves the cursor to [Send

email using plain text only] toggle


Business] tabs: Accesses the [Country/Region] edit

box

(alt+w) Enter the contact's Internet home page

(alt+x) In Address Book, [Add a Contact], [Home and

Business] tabs: Accesses the Enter the [Fax

Number] edit box

(alt+y) In Address Book, [Add a Contact], [Home and

Business] tabs: Accesses the [City] edit box

(alt+z) In Address Book, [Add a Contact], [Home and

Business] tabs: Accesses the [Zip Code] edit box

(alt+t, b) WINDOWS EYES: Open the Address Book

(ctrl+c) Copy selected text

(ctrl+d) Delete a closed or open email message

(ctrl+f) Forward an email message


(ctrl+m) Check for new email from any folder

(ctrl+n) Opens a new email message

In Address Book, [Add a Contact]: Opens the

[Properties] dialog box

(ctrl+p) Print

(ctrl+r) Reply to an email message

(ctrl+s) In Address Book, [Contacts]: Save a new

contact

(ctrl+v) Paste

(ctrl+x) Cut

(ctrl+y) Go to folder

(ctrl+shift+e) Creates a new folder

(ctrl+shift+b) JAWS: Open the Address Book

(ctrl+shift+i) Switch to the [Inbox]

(ctrl+shift+o) Opens the [Options] dialog box (same as

alt+t, o)


(ctrl+shift+r) When sending an email message: Reply

to All

(f1) Outlook Help from anywhere

(f7) Start spell check

(esc) Cancel current task

introduction to outlook express for keyboard users 9 - the hadley

Documents