E-Mail Help...

Accessing E-Mail Remotely
1. To begin start your web browser, i.e. Internet Explorer, Firefox, etc. Go to this web address:
https://webmail.masoncityschools.org/exchange
You should see the following page:

You will notice the options at the bottom for Client and Security. For most it will be fine if you leave these settings as they are. These have an explanation as shown in the next picture:

The next screen shows the format for logon:

You need to use the same username and password that you are using when you logon to a staff computer in the school district.
On the line titled: Domain\user name:
Before you put in your username be sure to type in: mccsd\ The username is not case sensitive so you can use upper case and/or lower case characters. You must use a \ (back slash) and not a / (forward slash) between mccsd and your username. For example: Mary Smith would type in mccsd\msmith. Your password is case sensitive.
After you enter the domain\username and password information you may press enter or click on Log On. You should then see your email in a format very similar to what you see at work.


How do I create and use CONTACTS.
Topics

• About Contacts
• Adding, Editing, & Deleting Contacts
• Printing Contacts
• Contacts And Email
• Contact Fields And Navigation
• Mail Merging Contacts
• Special Features

  

  About Contacts

  What Are Contacts?

  Contacts is similar to a Personal Address Book, but it allows you to store and track more detailed information about vendors, friends and other individuals than a Personal Address Book. It is also stored on the Exchange server making it available throughout the district. In Outlook XP, you can also create distribution lists to be stored in your Contacts.

  To Activate Contacts:

  1. Start Microsoft Outlook.
  2. Select the Contacts Icon on the Outlook Shortcut bar or Folder List. 

  The Contacts Toolbar:

  Below is a brief description of the buttons that appear on the Contacts toolbar.

  	New Contact - Allows you to enter a new contact.
  	Print - Prints your contact list in a variety of formats.
  	Move - Moves a contact into a specific folder within Outlook.
  	Delete - Deletes the selected contact from your contact list.
  	Flag - Sets a reminder to follow up.
  	Call Contact or Dial - Allows you to call the selected contact if you have a modem connected to your computer.
  	New Email Message To Contact - Creates a new email to a contact if there is an email address specified.
  	Find - Allows you to search your contact list and find a specific contact.
  	Organize - Change views and other settings for your contact list.

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  Adding, Editing & Deleting Contacts

  To Add A Contact:

  1. Open Outlook and activate Contacts.
  2. Double-click on a blank area of the contact window to open a new contact.
  3. When you are finished entering information, select the Save and Close button on the Standard toolbar.
     

  OR

  1. Click the New Contact button on the Standard Toolbar.
     
  2. Enter all the relevant information about the new contact.
  3. When you are finished entering information, click the Save and Close button.
     

  Optional: Select the Details tab to enter more specific information about the new contact.

  To Add A Contact From An Email Message:

  1. Open the e-mail from the person you want to add to your contact list.
  2. In the From field of the email, right-click the name you want to make into a contact, and then click "Add to Contacts" on the shortcut menu.
  3. Click the Save and Close button.

  To Edit A Contact:

  1. Open Outlook and activate Contacts.
  2. Double-click on the contact that you want to edit.
  3. Enter any changes to the contact's information in the proper fields.
  4. Select the Save and Close button on the Standard Toolbar to save your changes.

  To Delete A Contact:

  1. Right-click on the contact you want to delete from the contacts list. 
  2. Select Delete from the Shortcut menu.

  OR

  1. Double-click on the contact to open it.
  2. Select the Delete button from the Standard toolbar.
     

  OR

  1. Select the contact to delete from Contacts.
  2. Press the Delete key.

  To Create A Distribution List:
  

  1. Open Outlook and activate Contacts.
  2. Select New from the File menu.
  3. Select Distribution List.
  4. Type a name for the Distribution List in the Name field.
  5. Click the Select Members button to add members to your Distribution List from the Global Address List or the Contacts.
  6. In the Show Name From The drop-down list, choose the Global Address List, the Contacts, or the Personal Address Book.
  7. Select the individual in the left windowpane.
  8. Click the Add button.
  9. Repeat steps 7 and 8 as needed.
  10. Click OK to close the Select Members window.
  11. Click the Save and Close button to save your changes.

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  How Do I Print Contact Information?

  To print your contacts:

  • Right-click on the contact you want to print and select Print from the shortcut menu.

  OR

  1. Double-click on the contact you want to print.
  2. Select Print from the File menu.
  3. Click OK.

  OR

  1. Select the contact in Contacts.
  2. Click the Print button from the Standard Toolbar.
     

  What Are The Printing Options?

  There are four styles for printing contacts. You can choose from Card Style, Booklet Style, Memo Style, or Directory Style.

  Card Style - Prints each contact address information in an alphabetic list.

  Booklet Style - Prints your contact list in a format for placing in a booklet or binder. Outlook XP has a small and medium booklet style.

  Memo Style - Prints each contact on a memo type page.

  Directory Style or Phone Directory Style - Prints all of your contacts in a phone book format.

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  Contacts And Email

  How Do I Send Email To A Contact?

  You can instantly email any contact that that has an email address.

  To Send Email To A Contact:

  1. Right-click on the contact name in Contacts.
  2. Select New Message to Contact in the Shortcut menu.

  OR

  1. Select the contact in Contacts.
  2. Click on the New Message To Contact button on the Standard Toolbar.
     

  OR

  • Type the contact name in the TO, CC, or BCC field of the email message.

  To Send Email To A Distribution List:

  1. Right-click on the Distribution List name in Contacts.
  2. Select New Message to Contact in the Shortcut menu.

  OR

  1. Select the Distribution List in Contacts.
  2. Click on the New Message To Contact button on the Standard Toolbar.
     

  OR

  • Type the Distribution List name in the TO, CC, or BCC field of the email message.

  How Do I Send Contact Information To Others?

  Contact information can easily be sent to other people and added to their Contacts.

  To Send A Contact:

  1. Click the Contacts icon on the Outlook Shortcut bar or Folder List.
  2. Right-click on the contact that you want to send, and select Forward from the shortcut menu.
  3. Type in the email address of the person to which you want to send this contact.

  Note: Contact information can only be opened by people using Microsoft Outlook.

  If You Get A Contact Via Email:

  Drag the contact card to the Contact icon on the Outlook Shortcut bar or Folder List to have the contact added to your contacts list.

  

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  Contact Fields And Navigation

  To Track Other Fields:

  The new contact screen allows other fields to be entered beyond the ones listed by default.  To Track Other Fields: Use the combo boxes (down arrows) to change the fields to the one you want. Enter the new value in the field. At any time you can switch between the fields by using the combo box. Fields with values in them have check marks. Note: It is possible to store many different numbers in one field.

  How Do I Assign A Category To A Contact?

  A category is a keyword or phrase that helps you keep track of items so you can easily find, sort, filter, or group them.

  To Assign A Category To A Contact:

  1. Open the Contact.
  2. Click the Categories button on the bottom of the contact screen.
     
  3. Select the category that relates to the open contact or add a new category (see below).
  4. Select OK.

  To Add A New Category:

  1. Either click the Categories button from within the open contact or select Categories from the Edit menu in Outlook.
  2. Click the Master Category List button.
  3. Type a new category in the New Category field.
  4. Click the Add button.
  5. Click OK to close the Master Category List window.
  6. Click OK to close the Categories window.

  To Use The Letter Tab:

  To navigate through your contact list use the letter and number buttons on the far right of the contact window to jump to the contacts that start with that letter.

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  Mail Merging Contacts

  How Do I Mail Merge My Contacts?

  There are actually two ways to mail merge your contacts with a word document. The first method uses categories to filter your contacts correctly. The second requires you to manually filter your contacts before merging them with Microsoft Word. Both methods require you do create a main mail merge document in Microsoft Word.

  Method 1: To Create A Mail Merge Using Contacts:

  Step 1: Assign Categories To Your Contacts

  See "How To Assign A Category To A Contact?" in the "Contact Fields And Navigation Section."

  Step 2: Change The Contact's View

  1. Click the Contacts icon on the Outlook Shortcut bar or Folder List.
  2. Select Current View from the View menu.
  3. Select By Category.

  Step 3: Select The Contacts To Merge

  1. Select the plus symbol (+) next to the category you wish to merge.
  2. Select the Contacts to merge. Multiple contacts can be selected by using the CTRL or Shift keys.

  Step 4: Merge The Contacts

  1. Select Mail Merge from the Tools menu.
  2. Choose to merge to a new document or an existing one.
  3. (Optional) Save the contact data file.
  4. Select your document type. (i.e. Form Letters, Mailing Labels, Envelopes or Catalog)
  5. Select your output. (i.e. New Document, Printer or Email)
  6. Click OK.
  7. Create your main mail merge document.

  Method 2: To Create A Mail Merge Using Contacts:

  Step 1: Setup a Folder

  1. Right-click on the Contacts icon in the Outlook Shortcut bar or the Folder list.
  2. Select New Folder from the shortcut menu.
  3. Type in the name of the new contact folder (be sure that the new folder is for Contact Items).
  4. Select OK.

  Step 2: Copy Contacts into the Folder

  1. Select the Contacts you want to Merge.
  2. Multiple contacts can be selected by using the CTRL or Shift keys.
  3. Drag the contacts into the new folder you created in Step1 with your right mouse button to copy them.
     

  Step 3: Setup the Merge

  1. In Word, select the Tools Menu then Mail Merge.
  2. Setup the mail merge main document.
  3. Under the Get Data option, select Address Book.
  4. Select the Contacts folder you created in Step 1 as your data source.
  5. Complete the mail merge.
     

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  Special Features

  How Do I Get A Map Of A Contact's Address?

  If you entered an address for your contact you can bring up a real time map of your contact's location.

  To Display A Map Of A Contact's Address:

  1. Open the contact with the address you want to map.
  2. Select Display Map of Address from the Actions menu.

  OR

  1. Open the contact with the address you want to map.
  2. Select the Display Map of Address button on the Toolbar.
     

  How Do I Explore A Contact's Web Page?

  If you have entered a Web page for your contact you can easily go to that Web page.

  To Explore A Web Page:

  1. Open the contact whose Web page you want to visit.
  2. Select Explore Web Page from the Actions menu.
     

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How do I create and use DISTRIBUTION LISTS?

Distribution lists contain email addresses for more than one person. Generally the people are related in some way, such as committee members or work groups. Distribution lists can combine email addresses for individuals or existing lists from district and non-district users.

This document covers the following topics:

• Creating Distribution Lists
• Using Copy and Paste to Add Members to a List
• Modifying Distribution List Entries
• Deleting Distribution Lists
• Sending Messages to a Distribution List

Creating Distribution Lists

Distribution lists are easy to create. You can add members by selecting them from the MCCSD Exchange Global Address List or from your own contacts. You can also include existing MCCSD distribution lists in your distribution list.

NOTE:
Steps 4 and 5 below can be combined to create a distribution list that
contains both personal contacts and entries from the district global address list.

1. If necessary, open Contacts

2. Using the arrow next to the NEW button, from the pull-down list, select Distribution List
   OR
   From the Actions menu, select New Distribution List
   An Untitled Distribution List window appears.
   

3. In the Name text box, type a name for the list

4. To add members from your personal contacts::

   1. Click SELECT MEMBERS...

   2. From the Show Names from the pull-down list, select contacts.

   3. In the Type Name or Select from List text box, type the name or select it from the scroll box
      HINTS:
      You can select an existing list as a member of your distribution list.
      
      

   4. Click MEMBERS

   5. Repeat steps c and d until you have made all of your selections from the directory

   6. Click OK

5. To add members from the district Global Address List::

   1. Click SELECT MEMBERS...

   2. From the Show Names from the pull-down list, select Global Address List.

   3. In the Type Name or Select from List text box, type the name or select it from the scroll box
      HINTS:
      You can select an existing list as a member of your distribution list.
      
      

   4. Click MEMBERS

   5. Repeat steps c and d until you have made all of your selections from the directory

   6. Click OK

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Using Copy and Paste to Add Members to a List

You can use copy and paste to easily create distribution lists from existing lists of email addresses. This is best used for lengthy lists where you do not want to copy and paste email addresses individually using Add New. For example, you can use an existing

• list of email addresses in Word

• list of email addresses in Excel

• email addresses in an email message you've received

NOTES:
The email addresses in your list should be separated by semicolons (;).
If you want the Display name to be the person's name, you will have to edit individual members of the list once it is created.

1. From the program or message where you have the list of email addresses, select the list

2. Copy the list by pressing [Ctrl] + [C]

3. In Outlook, open Contacts

4. Using the arrow next to the NEW button, from the pull-down list, select Distribution List

5. In the Name text box, type a name for the list

6. Click SELECT MEMBERS...
   The Select Members dialog box appears.

7. In the Add to distribution list scroll box, paste the email addresses by pressing [Ctrl] + [V]

8. Verify that the addresses are separated by semicolons (;)

9. Click OK
   The email addresses appear in both the Name and the Email columns.

10. OPTIONAL: To change the Display name to the person's name, modify the information for that member
    See Modifying Distribution List Entries below.

11. Click SAVE AND CLOSE
    
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Modifying Distribution List Entries

If you need to make adjustments to a Distribution List, you can easily do so. Simply open the Distribution List and make the desired adjustments.

1. If necessary, open Contacts

2. Double click the Distribution List
   The Distribution List dialog box appears.

3. To modify the information for an individual member:

   1. Double click the member's name
   2. In the E-mail Properties dialog box, make the desired changes 

   3. Click OK

4. To add additional members, click SELECT MEMBERS... or ADD NEW...

5. To remove members, select the member's name and click REMOVE

6. When complete, click SAVE AND CLOSE
   
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Deleting Distribution Lists

If you no longer need a Distribution List, you can delete the list by any of the following methods:

Deleting Distribution Lists: Menu Option

1. Select the Distribution List to be deleted

2. From the Edit menu, select Delete

Deleting Distribution Lists: Keyboard Option

1. Select the Distribution List to be deleted

2. Press [Shift]+[Delete]

3. At the confirmation dialog box, click YES

Deleting Distribution Lists: Quick Menu Option

1. Right click the Distribution List to be deleted » select Delete
   
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Sending Messages to a Distribution List

Sending a message to a Distribution List is very similar to sending a message to a Contact.

Sending Messages to a Distribution List: Toolbar Option

1. Select the Distribution List that you want to send a message to

2. From the toolbar, click the NEW MESSAGE TO CONTACT button

Sending Messages to a Distribution List: Quick Menu Option

1. Right click the Distribution List you want to send to » select New Message to Contact
   
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How do I ARCHIVE items from my Outlook account?

This document covers the following topics:

• How do I Archive Items from my Outlook Account?
• How do I view my Archived Items?

How do I Archive Items from my Outlook Account

1. Open Outlook
2. Under the File menu, select Archive. An Archive window should appear.

   

3. At the top of the window there are two radio buttons. The first is to archive your items from your Auto Archive settings. These archive settings are set by default when the software is installed on your computer. The settings can be changed. The second radio button allows you to override the default settings and archive what you want when you want. I personally prefer this option. I do not always have the time to archive my Outlook account when the computer thinks I should have time.
4. The next box down is where you select what you want to archive. I usually select the item labeled “Hollinger, Robert” by clicking once on it. This is above the Calendar in the picture shown. You of course will see your username, not mine. This means that all the mail, contacts, calendar items, tasks, notes, etc. that I have stored in my many folders as well as my Sent Items folder will get backed up.
5. Next, you need to select what date you want for your backup. This is specified in the "Archive items older than:" area. I usually keep about 1 month to 1 ½ months worth of e-mail on the server and archive anything older than that.
6. You can opt to not archive certain items as you read your mail. The check box allows you to archive an item even though it may be marked to not archive it. I usually leave this checked as I do want to be sure that all my mail and calendar items get archived.
7. The last item is where the archive file will get stored. You can select where you want the archive file to reside by selecting the Browse button, but then you have to remember where you put it. I would suggest you select your My Documents folder. In there you may want to create an archive folder or a mail folder to save your archive in. Below is what your dialog should be similar to before you select OK.

   

8. Select the OK button and the archive process will begin.
9. Note that you will no longer see the items you archived just by starting your email. You will need to tell Outlook to open them. (See below)

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   How do I view my Archived Items?
   1. Open Outlook
   2. Under the File menu, select Open
   3. Under the Open menu, select Outlook Data File.... Below is the window that will open. Note that I have already found my archive file where I saved it in a mail folder made in My Documents folder

      

   4. You will need to locate your 'archive.pst' file. Select the ‘archive.pst’ file.
   5. Click the OK button to bring the Archive folder into your Folder List. It should appear in your Folder List as a separate folder item above Outlook Today. It may show up below Tasks but above Public Folders. (To view your Folder List, Select Folder List under the View menu.)
      
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How do I turn OFF AUTO PREVIEW?
To turn off Outlook's Preview Pane:

• Open Outlook
• Find VIEW on the toolbar and click it.
• In the drop down menu, locate PREVIEW PANE and AUTO PREVIEW
• If either or both of these are engaged, the icon next to their label will be depressed. If depressed, click it to disengage. Do this for both PREVIEW and AUTO PREVIEW
• You should do this for Inbox and Deleted Items at least.
• You may also want to check View -> Current View and verify that Messages with AutoPreview is not checked.
  
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