Email Basics

December 15, 2011

Microsoft Outlook

• Create e-mail messages, manage contacts, schedule appointments and meetings, or to schedule personal tasks.

• Two versions

• Workgroup version

• Full function information management product

• A user “profile” must be created.

• Outlook Web Access which is Microsoft’s web version of Outlook.

• Can be accessed by faculty, or staff members from any computer that is connected to the internet.

Logging On • Open Internet Explorer or the Firefox browser and enter

the following URL address for the West Hempstead Union Free School District

» www.whufsd.com

• Choose Staff Resources• Choose District Email

Or• Go to: https://exchange.whufsd.com/owa

Logging On• Enter your username and password

• Username must begin with “whs/” then first initial and last name.

Inbox

Viewing• In the Navigation bar on the left-hand side of the window,

click the “Inbox” to view email.

• Double-click on a message to open it or view its contents in the Reading pane.

• Click the X in the upper right-hand corner of the message window to close a message.

Create & Send A Message

Create & Send A Message• Click the New button.

• Click the To, Cc, or Bcc button. The Find Names Dialog box displays with the Global Address List selected.

• To locate a member of our WHHS e-mail community by name, click in the Last name field and type all or part of the recipient’s last name

• Click the Find button.

• Names that meet the criteria display. • Highlight the desired name and click the To, Cc, or Bcc Add recipient

to…button at the bottom of the Find Names dialog box.

• Repeat to enter additional name(s). Separate multiple recipient addresses with semi-colons.

Create a Distribution List

Create a Distribution List • When there is a need to send e-mail to the same group of users on a regular basis, a

distribution list can be created.

• Select New>Distribution List from the New drop-down list.

• Beside List Name, type a name for the distribution list.

• To add a name for a person whose account is not part of our WHHS e-mail system, enter a complete e-mail address in the Add to Distribution List box.

• Click Add.

• To add a name for a person who is part of our WHHS e-mail system, click Find Names, enter the person’s last name in the Last Name box, click Find, select the desired user, and click Add Recipient to…Distribution List.

• Click Close to return to the Distribution List window.

• After all of the desired names have been added, click Save and Close.

Use the Distribution List

Use the Distribution List

• On the Outlook Shortcut bar, click the Go to Contacts icon.

• Double-click the desired distribution list to open it.

• Click the New Message to Distribution List button to address a new message to the selected list.

• Type and Send the message.

Attach a Document• With a new message window open, click the Add

Attachment (paper clip) button. The Attachments dialog box displays.