Outlook 2003

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Using Your Clayton State Email Account

 

You have options of checking your Clayton State email three different ways:

  1. using MS Outlook on your Clayton State University-issued notebook computer.
  2. using MS Outlook on your personal desktop or notebook computer.
  3. using Web Mail at http://mail.clayton.edu on any computer with Internet access.

How to Check your Email with MS Outlook

  1. To open Outlook 2003, double click on the icon on your Desktop,
  1. or click on Start > E-mail.
 
  1. If prompted, enter your Network User Name and Password. Note: Enter "ccsu\" in front of your Network User Name.
 

 

How to check you Email using Webmail

  1. Open Internet Explorer, enter http://mail.clayton.edu in the Address field, and press the Enter key on your keyboard.
  1. Click on the "Login" hyperlink.
  1. Enter "ccsu\" in front of your Network User Name as described above, enter your Network Password, and click OK. Note: The backward slash, " \ ", key is located above the enter key.
 

Customizing the View

How to access the Navigation Pan

The Navigation Pane contains shortcuts to major components (mail, contacts, calendar, etc.); Clicking on "Navigation Pane" under the View menu. The View menu toggles the pane on and off.

The Navigation Pane displays mail folders, inbox and a view of the message being read. In the lower left corner, when you click on the "Mail" shortcut; displays monthly calendar when you click on the "Calendar" shortcut, etc.

 

How to access the Reading Pane

Reading Pane displays the entire contents of the selected message so that you can browse your messages without actually opening them. Click on "Reading Pane" under the View menu, and select "Right," "Bottom," or "Off."

The Reading Pane "Bottom" will look as the following:

 

How to access the Auto Preview

Auto Preview displays the first few lines of the email messages so that you can determine whether to delete or read the message without actually opening it. Click on "AutoPreview" under the View menu toggles the preview on and off.

The Auto Preview will look as the following: Notice: two to three sentences of the email text are now revealed.

 

Managing Your Email

Since your email messages are stored on the Exchange Server, there is a file size limit imposed in order to manage the volume of mail on the server. If you exceed 75 MB in your mail account, you will receive an automated message from the System Administrator indicating that you need to reduce your mail size.

The default Quota Warning is:

Subject: Warning (Approaching mailbox limit)...

This email is sent as a courtesy to let you know your mailbox size is approaching its limit. To reduce the size, delete messages you no longer need, empty the trash and spam folders, or download the messages to your email client (Outlook, Express etc.).

There are several ways to manage your mail to stay below the limit. Consult the Managing Your Email online tutorial for suggestions with step-by-step instructions.

Adding your class Mailing list in Contacts

  1. Log into DUCK, select the mailing list, press the right mouse button, and select "Copy."
 
  1. Click on the "Contacts" button located in the bottom left corner of the Navigation Pane.
Note: If you are not using the Navigation Pane, click on the icon on the Standard Toolbar.
  1. Click on the "New" button.
  1. Enter the "Full Name" and paste (Ctrl-V) the mailing list address in the E-mail field. Click on the "Save and Close" button.
 
  1. To send a message to the class, click on the "Mail" button located in the bottom left corner of the Navigation Pane.
  1. Click on the "New" button.
  1. When the blank message window appears, click on the "To" button.
  1. Click on "Contacts" in the Show Names dropdown menu.
 
  1. Scroll down and select the class mailing list, and then click on the "To" button.
 
  1. Click OK.
  1. The selected class mailing list will be listed in the "To" field, as shown below.
 

 

Adding a Signature

  1. Click on Tools > Options.
  1. Click on the "Mail Format" tab.
 
  1. Click on the "Signatures" button.
  1. Click on the "New" button.
  1. Enter a name for your signature (e.g., Last Name), select "Start with a blank signature," and click on the "Next" button.
 
  1. Type your signature, pressing enter between each line. You can modify the font or paragraph style, if desired. After completing your signature, click on the "Finish" button.
  1. Click OK.
 
  1. Click OK.
  1. Click on the "New" button.
  1. Your Signature will automatically be added at the bottom of your new message, as shown below.
 

Warning:
Your email account belongs to the University. Your signature should only contain University related material. Name, Address, Telephone, Dept., etc.

Remember:
Please do not include quotes or religious statements.
Do not use email for personal messages that you wouldn't want someone to read.

Composing a Message

  1. Click on the "New" button.
  1. Either type in the email address manually, or click on the "To" button and locate the address in your Contacts or the Global Address Book (contains all Clayton State University faculty and staff). Tab down to the "Subject" field, and enter a subject. Tab down to the message portion of the e-mail, and enter your message. After typing your message, click on the "Send" button.
 

Reading a Message

  1. To read a message, double click on it.
  1. The message will open in a separate window, as shown below.
 

Deleting a Message

After reading a message, you can delete it by clicking on the "Delete" button located on the Message Toolbar.

 

Note: Deleting the message places it in your Deleted Items folder. Periodically, you need to empty your Deleted Items folder by right clicking on it and selecting "Empty 'Deleted Items' Folder."

Replying to a Message

  1. To reply to a message, click on the "Reply" button.
 
  1. Enter your reply, and click on the "Send" button.
 

Forwarding a Message

 

  1. To forward a message, click on the "Forward" button.
 
  1. Either type in the email address manually, or click on the "To" button and locate the address in your Contacts or the Global Address Book. Enter a message to accompany the forwarded email, and click on the "Send" button.
 

 

Attaching a File to a Message

When you are composing a new message, replying to a message, or forwarding a message, you have the option to attach files from a disk or your hard drive.

  1. To attach a file to a message, click on the "Insert File" icon on the message toolbar.
  1. The Insert File window will open allowing you to browse for the file you want to attach. Select the file and click on the "Insert" button.
    Note: To attach multiple files, hold down the Ctrl key on your keyboard while clicking on each file.
 
  1. Your message should now contain a link to the attached file(s) as shown below.
  1. After attaching the file, click on the "Send" button.

 

Moving Messages to a Folder

  1. Creating folders helps you organize and manage your e-mails more effectively. To move a message into a folder, click on the "Move to Folder" button on the Message Toolbar.
 
  1. If the folder already exists, click on it. Click OK.
  1. If you need to create a new folder, click on the "New" button. Enter a folder name, and click OK.
 
 
  1. Select the new folder, and click OK.
 
  1. The e-mail message can be viewed later by clicking on the folder name in the Navigation Pane. The messages in the selected folder will be displayed in the right pane, as shown below.