QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER

Incident Web Based Email (Hotmail) Account Documentation - 01/14/06 QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER ActiveFires.net Suggested Setting for Configuring Outlook to Retrieve Web Based Email Account(s). Note: Depending on the version of Windows and Microsoft Outlook you have … The instructions may be slightly different. If you have any questions, comments, suggestions, or tricks to pass on … Please contact Doug Parker, PNW Team 3 Web Manager, at 541-941-2392. ADDING ACCOUNT(S) Open Outlook Select: Tools … E-mail Accounts … Select: E-mail / Add a new … QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 1 Select: HTTP (for Hotmail or Yahoo Email Accounts) Complete the information as shown. Select: More Settings … FireName Info Account Complete General Tab as shown. QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 2 Complete Connection Tab as is appropriate for your internet connection. Select: OK Select: Next Select: Finish Continue this process until all accounts have been created. You are able to retrieve and send email from multiple accounts using Outlook. This can be handy if you are trying to monitor the email from your Team and Active Fire Websites at the same time. QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 3 Suggestions on HOTMAIL Accounts Email is Sent/Received by Selecting F9 or via automatic configuration. Most Email (all your POP3 accounts created) is reviewed from Inbox ICON. Hotmail is reviewed by a separate Icon Hotmail-Inbox. QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 4 TRICKS: To set up Automatic Send / Receive All Email Accounts Select: Tools … Send/Receive Settings … Define Send/Receive Groups Consider the Options / Settings Noted for your individual needs and circumstances. Note: Only one email server sends your email. You need to establish a Default. The order (Move Up) mail is retrieved can be established. QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 5 OPTIONS … To consider Select: Tools … Options Preferences Tab … Email Options Consider the Options / Settings Noted for your individual needs and circumstances. QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 6 Consider the Options / Settings Noted for your individual needs and circumstances. Consider the Options / Settings Noted for your individual needs and circumstances. See Next Set of Screen Shots for use of Signature Feature QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 7 This feature can provide you with a powerful tool to save a lot of time personalizing your Email Messages. QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 8 Consider the Options / Settings Noted for your individual needs and circumstances. Consider the Options / Settings Noted for your individual needs and circumstances. QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 9 Consider the Options / Settings Noted for your individual needs and circumstances. If you have any FAVORITE SETTING / FEATURE YOU USE please feel free to share it with users of ActiveFires.net by contacting Doug Parker, PNW Team 3 Web Manager, at 541-941-2392. Your suggestions may be included in an update version of this document. QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 10 MAILING LISTS - CONTACTS USING EXCEL Open Excel Spreadsheet Select the Range of Cells to be Highlighted Name the Range Press: Enter See Below: Blue Shaded Area See Below: i.e. NewsGroup Make sure you Press Enter (Simple Step Easily Missed) Close / Save Spreadsheet (Make sure your spreadsheet is closed or you will get an error) Open Outlook Select: Contacts Select: File … Import and Export … QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 11 Select: Import from another program or file Select: Next Select: Microsoft Excel Select: Next If you addresses are in Word, I suggest you convert them to Excel. You will find it easier to import the data. See TRICKS below for assistance in converting Word info to an Excel Spreadsheet. Browse … Select File … OK Generally Options: Allow duplicates to be created Select the appropriate option for you situation. Select: Next Select: Contacts OR Another Contact Grouping (See below for how to make additional contact lists) Select: Next QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 12 Select: Map Custom Fields … The following are suggested Mapped Fields: Drag Value from Left Window to Appropriate Field in Right Window The following are suggested Mapped Fields: QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 13 The following are suggested Mapped Fields: The following are suggested Mapped Fields: Suggestion: Expand E-Mail and Map Your Email addresses to E-Mail Address as shown Select: OK Select: Finish Your CONTACTS LISTING should reflect the Names / Email Additions QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 14 MAILING LISTS - DISTRIBUTIONS LISTS From the CONTACTS area of Outlook Select: File … New … Distribution List Select: Select Members … From the SELECT MEMBERS WINDOW Highlight desired Name … Select: Members -> Select: OK (when finished selecting names) Enter a Distribution Name Suggestion: Begin the Name with Number … The Distribution List will appear first in the contacts screen listing. Select: Save and Close QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 15 Distribution Lists are Designated with the Multiple Persons Icon OUTLOOK allows you to delete the contacts from the Contacts Window Listing and it will not delete it from a Distribution List. “I would double check this is true … Strange Things can happen using Microsoft Software”. Multiple Contact Lists (Helps to Separate Name / Address) Select: File ... New … Folder … Enter Name: I suggest you keep all CONTACT lists within the Contacts Folder Select: OK Select: Yes Generally the ICON will be in MY SHORTCUTS … You can drag / drop / move to another other BAR Success QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 16 TRICKS: If your addresses are in WORD: Cleanup the document with only ONE TAB between NAME and EMAIL ADDRESS Select All : [CTRL + A] Copy All : [CTRL + C] The easiest way to import your addresses from other software (i.e. Word) is to convert the document to Excel. Open up a blank Exel Spread Sheet Paste: [CTRL + V] and all your names and email address should be separated out into individual colums Follow the previous instructions on how to set up an Excel Spreadsheet for importing into the address book If you need to COMBINE two fields in Excel For Example: The Email Address Book does not have a First Name and a Last Name separate fields. Many Excel Spreadsheets are set up to have First Name in one column and Last Name in another. See screen shot for how to COMBINE TWO COLUMNS into ONE in Excel. SOME EXAMPLES OF HOW TO EXTRACT INFO FROM ONE COLUMN INTO MULTIPLE COLUMNS QUICK AND DIRTY CHEAT SHEET FOR GENERAL USER Page 17