MICROSOFT OUTLOOK 2000 AND 2002/XP FROM THE KEYBOARD by John Wilson Copyright 2006 ******** Table of Contents (To find a particular section or heading, use your word- processor's or editor's search facility, e.g. type the string "File Attachments" to find that subheading or just type "4.20." to find it via its paragraph number. You could also highlight the whole section or sub-section heading line in the TOC and then copy it to the Clipboard (CONTROL C), followed by ARROWING down once and then opening the Find dialogue box, pasting (CONTROL V) the highlighted heading text into the Filename editbox and then press ENTER and then ESCAPE. Additionally, all main sections are separated by a centred row of eight asterisks and each section heading has a > sign in front of it, e.g. >section 1. Foreword and Restrictions Target Group Conventions Available Tutorial Formats Suggested Approaches for Effective Reading of this Tutorial SECTION 1: INTRODUCTION AND INSTALLATION 1.1. Introduction 1.1.1. General 1.1.2. Outlook 2000 1.1.3. Outlook 2002/XP 1.2. MS Outlook Installation 1.2.1. Outlook 2000 Installation 1.2.2. Outlook 2002/XP Installation 1.3. Viewing and Entering E-Mail Account Details In Outlook XP SECTION 2: Outlook customisation tips for screenreader users SECTION 3: GENERAL E-MAILING CONCEPTS 3.1. What is E-Mail and What forms Can it Take? 3.2. E-Mail Address Components 3.3. How the E-Mail Process Works SECTION 4: E-MAILING WITH MICROSOFT OUTLOOK VERSIONS 2000 AND 2002/XP 4.1. Pen-Picture of the Outlook E-Mail Message Screen 4.2. Outlook E-Mailing Options and Customisation for Visually Impaired People 4.3. Creating and Sending E-mail Messages 4.3.1. Ensuring that Outlook is Your Default E-Mail and Calendar Client 4.3.2. Creating and Sending an E-Mail Message 4.3.3. Re-Sending an E-mail Message 4.3.4. Designating a Period of Delay Before Sending the E-Mail or an Expiry Date for the E-Mail 4.3.5. Designating that Replies to Your Message should go to Another Person 4.3.6. Specifying that E-mails in your Outbox Should be Automatically Sent Periodically 4.4. Sending or Forwarding Multiple E-Mails Simultaneously 4.5. Undelivered E-Mail 4.6. Receiving and Reading E-Mail 4.7. Finding an E-Mail Message 4.7.1. Searching Folders 4.7.2. Simple Search Feature in Outlook XP 4.7.3. Searching within an Open Message 4.7.4. Searching for Meeting, Journal, Task and Other Items 4.7.5. Finding all Messages from a Particular Sender or in a Given Conversation Thread 4.8. Deleting E-Mail Messages 4.8.1. Deleting Single Messages or Whole Folders of Messages 4.8.2. Deleting Groups of Messages by Conversation/Subject 4.9. Viewing Only Specific Mail and News Messages 4.10. Replying to E-Mail 4.11. Forwarding a Received E-Mail to Someone Else 4.12. Flagging an E-Mail as a Reminder for later Action 4.12.1. Flagging for a follow-Up Reminder from your Inbox 4.12.2. Obtaining a Plug-In to Enable Follow-Up Reminders to Work from Sub-Folders 4.13. Marking a Message as Important or Private 4.14. Using the Outlook Contacts Folder and Address Book with E- mailing 4.15. E-Mail Address Groups (Distribution Lists) 4.16. Saving and Printing E-Mail 4.17. Creating Folders and Copying and Moving Messages Between Folders 4.17.1. Creating a Folder 4.17.2. Copying and Moving Items Between Folders 4.18. Renaming and Deleting Folders and Sub-folders 4.18.1. Renaming a Folder 4.18.2. Deleting a Folder 4.19. Importing and Exporting 4.19.1. Importing Account Settings 4.19.2. Exporting Contact and Message Details to a File for Safe Keeping 4.19.3. Saving your .PST Data files for Safe Keeping and Importing Them 4.20. File Attachments 4.20.1. Sending File Attachments 4.20.2. Opening and Reading File Attachments 4.21. Inserting Text into an E-Mail Message 4.22. Jumping from E-Mail to a Website 4.23. Obtaining the Details of an E-Mail Sender or Address Book Contact 4.23.1. E-Mail Sender's E-Mail Address Identity 4.23.2. Viewing the Recorded Details for an Address Book Contact 4.24. Obtaining a Received Message Verification Receipt 4.25. Automatically Rejecting Spam, Junk and Adult Material Mail 4.25.1. Enabling the Junk and Adult Mail Feature 4.25.2. Adding Someone to the Junk Senders' List and Changing the Junk and Adult words/phrases Used for Junking 4.25.3. Unblocking a Sender's Messages for Viewing Again 4.26. Using the Message Rules Wizard to Sort or Block Messages 4.26.1. Downloading Messages into Specific Folders 4.26.2. Blocking and Unblocking E-Mail Messages from Specific People 4.26.3. Automatically Declining Conflicting Meeting Requests 4.27. Sending Coloured Business-Type HTML Formatted E-Mails with or without Pictures 4.28. Posting a Message to the Current Folder 4.29. Where Outlook Saves its Data Files (the .PST File) 4.30. Using and Organising the Outlook Favourites Folder 4.31. Message Archiving and Back-Up 4.31.1. Auto-Archiving 4.31.2. Manual Archiving 4.31.3. Viewing the Contents of an archived File 4.32. Deleting Unwanted Archive and Personal Folders Folders in Outlook XP 4.33. Accessing your E-mail Whilst Away from Home 4.34. Automatically Replying to Incoming Messages Whilst Out of the Office or Away From Home 4.35. Using Speech in Outlook XP to Dictate E-mail Messages and Give Commands 4.35.1. Setting Up and Training Speech 4.35.2. Dictating Documents and Giving Commands 4.36. Using IMAP folders to Download Your Messages with Outlook XP 4.37. Obtaining Website Content by E-Mail 4.38. Using Shorthand Emoticons in Your E-mails 4.39. Outlook's Context Shortcut Menus SECTION 5: USING THE OUTLOOK CALENDAR AND SCHEDULING 5.1. Opening the Outlook Calendar 5.2. Pen-Picture of The Outlook Calendar Screen 5.3. What You can Do with the Calendar 5.4. Registering Yourself with the Microsoft .Net Passport Services 5.4.1. Registering with Microsoft .Net Passport 5.4.2. Logging onto the >Net Passport Services 5.5. Recording Appointments for Yourself 5.5.1. Making the Appointment 5.5.2. Saving Your Appointments in the Default format or iCalendar or vCalendar formats 5.5.3. Viewing Your Calendar Entries and Reading Notes About Your Appointments and Meetings 5.5.3.1. Viewing in Active Appointments, Events and Recurring Appointments Views 5.5.3.2. Viewing in Day/Week/Month View 5.5.5. Deleting an Appointment 5.6. Arranging Meetings Between Groups of People 5.6.1. Arranging an In-Person Face-to-Face Meeting 5.6.2. Arranging and Planning Meetings with Automatic Checking of Attendees' Calendars 5.6.3. Cancelling a Meeting Request 5.6.4. Add or Remove Meeting Attendees 5.6.5. Sending a Meeting Request to a Whole Distribution List 5.6.7. Designating a Meeting as Compulsory 5.6.8. Using Group Schedules 5.7. Recording All-Day Events for Yourself 5.8. Changing the Details for an Appointment, Meeting or Event 5.9. Specifying Recurring Appointments, Tasks, Meetings and Events 5.9.1. Weekly Recurrence Example 5.9.2. Monthly Recurrence Example 5.9.3. Viewing and Changing the Frequency of Your Recurring Appointments, Meeting Requests and Events 5.9.3.1. Viewing 5.9.3.2. Changing or Removing the Frequency of Recurrence 5.9.4. Minimising Outlook in Order to Run Other programs and Still Receive Reminders 5.9.4.1. Minimising Outlook 5.9.4.2. Maximising Outlook again to Read the Reminders you are Alerted To 5.10. Receiving and Reading the Contents of Meeting Requests 5.11. Accepting or Declining Meeting and Event Requests 5.12. Adding National Holiday Dates to Your Calendar and Removing Them 5.13. Dealing with Your Appointments, Contacts and other Items by Category 5.13.1. Allocating Categories 5.13.2. Creating New Category Definitions 5.13.3. Viewing Your Appointments, Contacts and Other Items by Category 5.14. Publishing Your Free and Busy Time for others to View on the Microsoft Web Free/Busy Service and Viewing Others' Free/Busy Schedules 5.15. Publishing your Calendar on your Company Intranet or your Own Website 5.16. Launching Outlook with the Calendar View Open 5.17. a Word About Microsoft Netmeeting and Windows Media Services 5.18. Sharing Private or Public Folders Using Exchange Server SECTION 6: USING THE TASKS FEATURE 6.1. What are Tasks? 6.2. Pen-Picture of the Tasks Screen 6.3. Creating a New Task for Yourself 6.4. Creating a New Task and Assigning it to Someone Else 6.5. Assigning an Existing Task to Someone Else 6.6. Reading and Accepting or Declining a Received Assigned Task 6.7. Re-Assigning a Declined Task to Someone Else and Assigning a Task Someone Has Given to You to Someone Else 6.8. Re-Claiming Ownership of a Declined Task 6.9. Creating a copy of a Task and Changing the Position of a Task in the Task List 6.10. Monitoring Task Progress and Billing Information 6.10.1. Amending status and Percentage progress for Your own Records 6.10.2. Notifying the Task Assigner and others of the Progress of the Task 6.10.3. Viewing Only Tasks you Have Assigned to Others or Completed Tasks 6.10.4. Recording the Hours Taken to Accomplish a Task and billing details 6.10.5. Recording the Date and Time Taken Whilst Working with a Contact 6.11. Skipping an Occurrence of a Recurring Task SECTION 7: THE OUTLOOK JOURNAL 7.1. What is the Journal? 7.2. Pen-Picture of the Journal Screen 7.3. Opening the Journal List and Customising its View 7.4. Manually Recording Items and Files in Journal 7.5. Recording the Date and Time Taken Whilst Working with a Contact 7.6. Viewing and Opening Your Journal Entries 7.7. Viewing Entries for a Contact 7.8. Changing the Font Type, Size and General Appearance of the Journal Information Bars 7.9. Deleting Journal Entries 7.10. Automatically Recording Items and Files in Journal SECTION 8: THE OUTLOOK NOTES FEATURE 8.1. What are Outlook Notes 8.2. Pen-Picture of the Notes Screen 8.3. How to Create a Note 8.4. Accessing and Reading Notes 8.5. Customising Font type, size and colour of Notes SECTION 9: THE CONTACTS LIST 9.1. Purpose of the Contacts List 9.2. Pen-Picture of the Contacts Screen 9.3. Entering a New Contact into your Contacts List 9.4. Record or View Extra Personal Details for a Contact 9.5. Finding a Particular Contact or Group of Categorised Contacts in the Contacts Folder 9.5.1. Finding a Single Contact 9.5.2. Simple Contacts Search Feature in Outlook XP 9.6. Using a Contact to Create an E-Mail Message 9.7. Using a Contact to Create a Meeting Request, a Journal Entry, a Task request or a New Appointment 9.8. Keeping Track of Files and Items Associated with or Linked to a Contact 9.8.1. Linking/Associating Items to a Contact 9.8.2. Finding and Viewing Linked Items 9.9. Using Contacts to Dial a Phone Number for You 9.10. Phoning Someone not in Your Contacts List 9.11. Redialling a Contact or Non-Contact 9.12. Connect to a Contact Using Netmeeting 9.13. Flagging a Contact as a Reminder for later Action 9.14. Viewing Journal Entries for a contact 9.15. Recording the Date and Time Taken Whilst Working with a Contact 9.16. Using vCards with Contacts 9.16.1. Sending a vCard to a Contact 9.16.2. Saving an Attached Vcard to Your Contacts Folder List SECTION 10: THE MICROSOFT OUTLOOK HELP SYSTEM 10.1. The Outlook 2000 Contents, Index and Answer Wizard Help System 10.1.1. General Overview 10.1.2. Help Contents 10.1.3. Help Answer Wizard 10.1.4. Help Options 10.1.5. Context-Sensitive Help 10.1.6. Printing Out or Reading Help Information in a Word- Processor 10.2. The Outlook XP Contents, Index and Answer Wizard Help System 10.2.1. General Overview and Differences Between Outlook 2000 and Xp Help APPENDIX 1:COMPREHENSIVE LIST OF OUTLOOK SHORTCUTS FOR ALL FEATURES APPENDIX 2: JAWS, HAL AND WINDOW-EYES SCREENREADER HOT KEYS FOR OUTLOOK APPENDIX 3: LIST OF OTHER TUTORIALS BY THIS AUTHOR ******** Foreword and Restrictions I have written this manual and tutorial for the use of blind and otherwise visually impaired computer users and/or their trainers. It is free of charge and only available from its author's Website and from no other distributer. No individual or organisation is permitted to sell copies of this tutorial either as a stand-alone tutorial or as an integral part of any other literary, software or training package. ******** AVAILABLE MANUAL FORMATS The manual is only available in ASCII text format, as a free download from the author's Website at: http://web.onetel.com/~fromthekeyboard This tutorial and guide has been created with a minimum of formatting, in plain text, so that any word-processor or text editor can read it. In this format it should also be suitable for any one to run it through an embosser but, with some embossing software, you may still wish to make some line spacing and heading format changes to suit yourself and your software. A simple construction such as this should also make reading by arrowing up and down in your word-processor less labour intensive than would be the case with columns, shorter lines, and the like. Colloquialisms, such as don't, haven't, doesn't, etc, have been avoided in this guide in order to make it easier to follow and understand via a speech package. Hopefully, any loss of conversationality and warmth will be compensated for by increased clarity. ******** Conventions In writing this tutorial, the shorter and/or simpler features covered will be written in a straightforward paragraph style. In the case of more lengthy or complex features, a numbered step-by- step approach will be taken for extra clarification. In the writing of this Tutorial, terms have the following meanings: ALT F, A Means hold down the left ALT key and whilst still holding it down press the letter f, then release both and press the letter A. CONTROL S Means hold down the CONTROL key and whilst keeping it held down press the letter S and then release both. SHIFT END Means hold down the SHIFT key and whilst keeping it held down press the END key. ALT E, C, and press ENTER Means hold down the left ALT key and whilst keeping it held down press the letter E key, then release both and then press the letter C key followed by the ENTER key. When a key combination such as ALT T (for Tools), O (for Options) is suggested to go into the 'Tools' menu and run the 'Options' menu item, the user may follow this method of operation or may prefer to ARROW up and down a menu and press ENTER. In this latter case, the keystrokes would be: press the ALT key, right ARROW to the 'Tools' menu heading, then ARROW down (or up) until the 'Options' line is spoken, then press ENTER. This menu method may be particularly necessary for Window-Eyes users, as WE has several hot keys which conflict with menu shortcuts, e.g. ALT T, ALT A, etc, which both conflict. If, in a menu, your screenreader announces an arrow or says something like submenu, this means that pressing ENTER or right ARROWING on this menu item will take you into a sub-menu to ARROW up and down in and make a choice. If your screenreader announces a row of three dots or says something like dialogue, you will open up a dialogue box to work in if you press ENTER on it. ******** SUGGESTED APPROACHES FOR EFFECTIVE READING OF THIS TUTORIAL It is, of course, entirely up to the individual as to how they glean information and work through this tutorial, but a few suggestions might assist the learner who is relatively new to computers. I would propose that you read through the whole of a section before attempting to practise it to obtain an overview of what is being done. There are a number of approaches which might be taken to make reading the tutorial as a text file and simultaneously carrying out the instructions more fluid and easier to follow. Try one of the below. Ideally, if you have two computers, you can load the tutorial into your text editor or word-processor on one PC and have the software program running on the other. You can then listen to the directions on one computer whilst practising them on the other. Alternatively, as is likely to be the case, if you only have the one computer, you could launch your word-processor and load the tutorial into it for reading in one window. You could then open Outlook in a second window in order to practise the lessons. You would have to keep cycling between each application window by pressing ALT TAB in this case. Yet another approach might be to take a tape recorder or dictaphone and get your screenreader to read the contents of a given section or sub-section onto the tape. You could then play the tape back and follow the instructions through on your PC without having to keep moving from one document window to another. Other options would be for you to print out a copy of the tutorial in large print if you can use this and work from this hard copy, or you could get your local library or resource centre to produce a Braille version for you to work from if you have one in your area with Brailling facilities and you are a Braillist. ******** >SECTION 1 INTRODUCTION AND INSTALLATION 1.1. Introduction 1.1.1. General Microsoft Outlook is one of the programs which comes with the Microsoft Office suite of programs. It enables you to do advanced e-mailing, keep and publish a calendar, maintain an address book and list of contacts, specify tasks for yourself and others, to make notes for yourself and to keep track of all of your actions. Outlook has a vast array of its own shortcuts to get things done with the keyboard and most screenreaders also have some special hot keys to provide further keyboard assistance. Please ensure at an early stage that you study the main shortcuts and hot keys available for Outlook. I have provided at Appendix 1 and Appendix 2 respectively lists of the most commonly used and most important shortcuts and hot keys for HAL, JAWS and Window-Eyes for your convenience. At strategic points throughout the tutorial I have also provided tips and reminders about shortcuts and hot keys. In my testing of both Outlook 2000 and Outlook XP with JAWS, Window-Eyes and HAL, I have generally found that Outlook XP works more consistently, smoothly and reliably than Outlook 2000 from a keyboard point of view. 1.1.2. Outlook 2000 Outlook 2000 can be made to do most of the above-mentioned things for the stand-alone home user via a MODEM and Internet service provider in what is known as Internet Mail Only mode where e-mails are sent with the relevant meeting request, task request, etc, information but without certain processable coding used by network systems as would be the case when you route your messages through a server. If you have other related and complimentary software installed in your workplace and so are using it in what is known as Corporate or Workgroup mode, it can be used to interface with other people and colleagues via certain types of network server software, such as Microsoft Exchange Server, Microsoft Net Meeting, Microsoft Mail 3.X or Lotus CC:Mail Server. With a network Exchange Server, you have your mailbox, folders and files centrally held on the server and they can be made available to others to view and others with permission can even modify them for you, e.g. your secretary can make appointments for you on your Calendar. Outlook can also be used to publish and view Calendar and notes information via the Internet or your company's intranet. On first configuring Outlook 2000 (but not Outlook XP), you have to choose between Internet Mail only and Corporate/Work Groups modes. You can also elect to set Outlook up for no use of e-mail, if you want to use a non-Microsoft e-mailing software package with which to send your e-mails. If outlook 2000 has been set up for multiple user Corporate or Workgroups mode and you now want to change it to Internet Mail Only mode because you are on a stand-alone computer, you can do this via: Tools, Options, Mail Delivery, Reconfigure Mail Support On the E-mail Services Options property sheet, you select the mail support option you are switching to, then activate both a "Next" and a "Yes" button, after which Outlook will close. You then restart Outlook and the Windows installer will install the necessary files. If you are wanting to change from Internet Mail Only mode to Corporate or Workgroups mode, you use the same procedure but select the opposite option. You are likely to need to insert your Office installation CD during these changed installation procedures. With Outlook 2000, if you are on a non-networked computer, it is strongly recommended that you do use this Internet Mail Only mode, because it offers substantial performance improvements for dial-up users. You also do not get the regular "MAPI spooler" hold-ups and restrictions which would occur from time to time if using Outlook in Corporate mode via a MODEM. Note: You can quickly find out which mode your copy of Outlook 2000 is working in by going to "About Microsoft Outlook" in the Help menu. The second line of the text which you are presented with will state the mode you are currently in. 1.1.3. Outlook 2002/XP With the advent of Outlook XP, the concept of having to set up and configure Outlook for either Internet Mail only or Corporate/Workgroup modes has been removed and now all of the features of both modes have been incorporated into one integrated mode. This has the added benefit that if you have multiple e-mail accounts, even if one of them is an Exchange Server account, you now have access to the old Internet Mail only mode "Send Using" command, which allows you to send a message from a specific Internet mail account. You no longer have to send from your default account for the login profile. If you are to use MS Outlook on a company intranet system or your company is running interconnectivity software like Microsoft Exchange Server, you will need to consult your company's Systems Administrator to obtain passwords and details on how the system is set-up and what you as a user are permitted to do and are excluded from doing on the system. This can vary considerably from company to company, one system set-up configuration to another and on your seniority and role within an organisation. 1.2. MS Outlook Installation If you work for a large organisation and Outlook is already installed and operating via a company network server, consult your Systems Administrator for information on its default set-up and to discover just what you are permitted to do with it and for any server interface training/instruction. As a minimum, you would normally need to obtain a password from the Systems Administrator in order to log onto the system and use it. 1.2.1. Outlook 2000 Installation If you are a home user with one computer or a small company which only uses one computer and you have Microsoft Office 2000 installed on your computer, you would install MS Outlook 2000 as follows: 1. Switch on your PC and come to the Desktop as normal. 2. Press Windows key, P (for Programs) and then keep pressing the M key until you reach "Microsoft Outlook" and then press ENTER or SPACEBAR to activate this. 3. The Outlook 2000 Installation Wizard will launch to take you through the installation. 4. The sequence of installation screens and questions will vary, depending on whether or not you have already got an e-mail ability set up on your computer, such as in Outlook Express, whether you have had a previous version of MS Outlook set up on this PC and whether this is the first or a subsequent installation of the current version of Outlook. 5. You will go through all of or at least some of the below installation steps: A. The Welcome screen will come up and you just TAB to and press ENTER on "OK" to move past this. B. You should choose the "Typical" set-up option, unless you wish to configure Outlook differently by choosing "Custom". C. If you have had a previous version of Outlook on this computer, you will be asked if you want to keep and use the same e-mail settings, etc, and you press ENTER on "Yes" to accept this, unless you wish to set things up differently for this installation. D. If you have chosen "No" above or have not had a previous version of Outlook on your PC, you will be asked if you want Outlook to import e-mail messages, address books and settings from other similar programs on your PC which are already set up for e-mailing, such as from Outlook Express. So save yourself time by ARROWING to a program which is already set up and then TAB to "OK" and press ENTER. If you select "Non", you will have to set things up manually. If you do not already know these e- mail set-up details and protocols, you will have to obtain them from your ISP (internet service provider). E. You will come to the "Email Service Options" step where you choose from "Internet Only" mode, "Corporate or Workgroup" mode or "No Email" mode. The first of these, which you can ARROW up to, is what you would choose for a stand-alone computer not networked and this uses the usual Internet standards for e- mailing, e.g. POP3, SMTP or IMAP. The second choice is where you configure Outlook 2000 to work via Microsoft Exchange Server, Microsoft Mail3.exe, third-party e-mail services or any combination of these plus Internet e-mail. The third choice of no e-mail is for if you do not use e-mail or use an alternative program to up and download e-mail with, e.g. Netscape Mail, Eudora, Free Agent, etc. F. If you chose the Internet Mail Only option you will get a do you want to continue question, so press ENTER on "Yes. If you chose option two for Corporate or Workgroups, you will be asked questions about the network and server, so make your choices, but these details should be obtainable from your company's systems Administrator. G. You will eventually come to the license agreement to TAB to an "Accept" button and press ENTER on. The program may attempt to take you online at this stage to register your copy of Outlook so let it if you wish to do this or just press ESCAPE to close the dial-up dialogue and go to the "Accept" button if you have not already activated it. H. You will have to shut down your PC and reboot to complete the installation and files configuration. Note: At some stage you are likely to be asked if you want to provide a password so that only you can use Outlook on the current computer. Make your own mind up on whether to do this or decline the offer. 1.2.2. Outlook 2002/XP Installation To install Outlook XP, just follow the steps outlined in the last sub-section but note that there may not be as many stages to go through because you do not have to choose between Internet Mail Only and Corporate or Workgroups modes. Outlook XP installs with all modes combined and available for use immediately. 1.3. Viewing and Entering E-Mail Account Details In Outlook XP If you have to set up e-mail account details yourself, you can view or enter these details by: 1. Press T (for Tools) and then ARROW up to "Accounts" and press ENTER. 2. You should fall on the "View or Change Existing Email Accounts" option in this list and if you have an existing account set up, you can then TAB and ARROW through the various details to view them. If you have no account set up at present, you can ARROW up to an "Add" or an "Add a New Email Account" button and press ENTER. 3. You will come onto a list of five items, such as "Microsoft Exchange Server", "POP3", etc. So, if you are to use the standard means of using e-mail on a stand-alone computer, you would press SPACEBAR on "POP3" to check it on if it is not already selected. Then TAB to "Next" and press ENTER. 4. In the next dialogue box you come into, you type in your basic details, such as your name, your e-mail address, your POP3 address, e.g. mail.onetel.com, and you will have a similar SMTP server name to enter in this dialogue as well. You will also have to type in your username, which sometimes you can choose yourself and with other ISPs is given you by the Internet service provider. You will need to think of and enter a password and when all editfields have been completed TAB onto "Next" and press ENTER. 5. You will then be told if you have entered all of the information correctly and will be on a "Finish" button, so press ENTER to complete the process. ******** >SECTION 2 Outlook customisation tips for screenreader users Depending on which screenreader you are using and how you wish to work, you will find some of the below customisation suggestions to be either essential or desirable. Experiment to find out what suits you and your screenreader. Launch Outlook from the icon on your Desktop by pressing Windows Logo Key M (or Windows Logo key D) and then O until Outlook is found and then press ENTER or run it by pressing the Windows LOGO key, P for programs, M for Microsoft outlook and when you reach it (you may have to press M several times, press ENTER. Now start by opening up the Personal Folders folder folder by pressing CONTROL Y and then ARROWING to and pressing ENTER on "Inbox" or by going to the Inbox by pressing CONTROL SHIFT I. Then: 1. In the View menu make sure that the following options are set correctly after pressing ALT V (for View): The Outlook Bar should be unchecked, the Folder List should be checked on, the Preview Pane should be unchecked, the AutoPreview should be unchecked, and the Status Bar should be checked on. You change the checked status of these options by pressing ENTER on them. 2. AS some screenreaders need the BCC field in e-mail headers to be visible in order to keep focus, you are advised to enable it. If this field is not already available in your e-mail headers, switch it on with a blank message open by pressing CONTROL N, then ALT V (for View) and then by pressing ENTER on "BCC Field" or "BCC" to check it on. 3. To optimise the reading of the Calendar, open Calendar by selecting it from the Outlook Today links list or from within the Personal Folders list (press CONTROL Y and then C) and switch it to week view by pressing ALT W, which will now be retained as the Calendar's normal default view. 4. If you are a Window-Eyes user, ensure that the correct set files are installed by Launching Outlook and then press CONTROL BACKSLASH to enter the Window-Eyes Control Panel, then press ALT F and then F again. In the list of set files you will come into press the letter O to jump to "Office 2000, Word, Excel, Outlook" or "Office XP, Word, Excel, Outlook" whichever version you are using and then TAB twice to "Install" and press ENTER. 5. From the Outlook Today view or your Inbox, Enter the Tools menu with ALT T and press ENTER on "Customise". In here, in the "Options" property sheet (press CONTROL TAB to get there), ensure that "Always Show Full Menus" is checked on if using Outlook XP, or if using Outlook 2000 ensure that "Show Recently Used Commands First" is checked off. 6. There are more fine-tuning of options tips given below in Section 4 but these should suffice for just now. ******** >SECTION 3 GENERAL E-MAILING CONCEPTS 3.1. What is E-Mail and What forms Can it Take? E-mailing is the process of sending letters/messages, text or voice files, video clips or computer programs electronically via a MODEM and phone line or an internal corporate server. More recently, it has become possible to send e-mails via cable and even by wireless and satellite communications. 3.2. E-Mail Address Components An e-mail address (the Internet's equivalent of a house address) has two parts separated by an at sign (@). The first part is personal and can sometimes be chosen by yourself or may have to be comprised of all or part of your name, e.g. wilsonj, and the second part is usually the name of your Internet provider, e.g. onetel.com, earthlink.net or aol.com. So an e-mail address would look something like: wilsonj@onetel.com or john.wilson11@earthlink.net The personal part of the address is your mailbox name and the onetel.com or earthlink.net part is your domain provider's name which holds that mailbox. Domain names tend to end in a suffix which has a meaning, such as: .fr for France .uk for United Kingdom .com for company .gov for Government .mil for military .int for international .net for network organisation .edu for educational organisation .org for non-profit-making organisation .co.uk for United Kingdom company .ac.uk For UK academic organisation .ws For world site .biz For Business sites .pro For sites for professionals .info For information sites So, for example, if you see an e-mail address such as: john.wilson@rnib.org.uk you can determine from this that the person who will receive the message is called "John wilson" (if I worked there), the domain name is "RNIB" (this particular domain name is the RNIBs own personal domain rather than them using someone else's such as Freeserve), the "org" element depicts a non-profit-making organisation and, lastly, the "uk" suffix indicates that the message receiver is based in the United Kingdom. 3.3. How the E-Mail Process Works The e-mail process works by you sending an e-mail to a central computer "server" which holds the mail and then passes it onto the recipient's PC when he runs his e-mail program. When someone sends you an e-mail the server holds the mail in your mailbox until you go online and either automatically or manually issue a command to download the mail to your PC. There are maximum amounts of space you are allotted on your provider's server for such as e-mail, e.g. my old ISP, which was Cable and Wireless (now taken over by NTL), allowed me to have up to five e-mail addresses, up to 20 Mb of space to create my own Website in and up to 10 Mb of their server's disk space to store my received e-mails in (my mailbox) before it is full and can take no more mail until I download some. If your mailbox becomes full, you should receive a message from your ISP informing you of this when you next go on line. Similarly, if someone else's mail box is full and you have sent them an e-mail, you should receive a message advising you of this so that you can try to send your message again later when there may be room in the recipient's mailbox to accept it. Tip: If you forget your e-mail address you can send yourself an e-mail using your login name or number and then examine the returned e- mail headers to view the "From:" field which holds the sender's e-mail address, in this case your own. ******** >SECTION 4 E-MAILING WITH MICROSOFT OUTLOOK VERSIONS 2000 AND 2002/XP General Outlook Overview Outlook (with its e-mail client) comes with the Microsoft Office suite of software. It permits you to send and receive e-mails, keep a calendar and send appointments to others, create tasks for yourself and others and make notes as reminders or instructions for yourself or others. Calendar items, tasks and notes can be published on the Internet for others to access and read. MS Outlook refers to "items" when it gives you guidance on how to do things, via the various help systems. The word "item" is simply a generic term for anything which Outlook handles, such as an e-mail message, a task, a note, a Calendar entry, etc. When Outlook first launches, you come into what is called the "Outlook Today" view. This place to start from view can be changed, so that you come straight into another view, skipping Outlook Today, if you like, e.g. you can configure Outlook so that you come straight into your e-mailing view, on your Inbox folder. If you elect to keep the Outlook Today starting point, you can get to other parts of the program by TABBING or ARROWING down several buttons on the left side of the screen and you can press ENTER or SPACEBAR on one of them to open that element of Outlook, e.g. Calendar, the Inbox, Contacts, etc. On the right side of the screen you get lists of any Calendar or other appointments and reminders you may have already entered into the program as memory joggers. You can move between the tree view of Outlook folders and what is known as the tasks List where what is already in that folder is listed by pressing the F6 key. Alternatively, or as another means to moving from one part of the software to another, you can press ALT V to open the View menu, ARROW to "Goto" and press ENTER. In Goto you can then ARROW to any of the other elements of MS Outlook, such as Outlook Today, your Inbox, Drafts, Calendar, etc, plus a number of convenient additional sub-features. Yet another quick way of getting straight to some of the features in Outlook is to press shortcuts to jump to that feature, e.g. Press CONTROL Y to go to the Personal Folders folder list, CONTROL SHIFT I To open the Inbox or CONTROL SHIFT O to open the Outbox. Most of the features of the Outlook e-mailing facility work independently of the Microsoft Exchange Server but some refinements do require the server to work, e.g. delaying the delivery time of e-mails and recalling messages. The E-Mailing Feature 4.1. Pen-Picture of the Outlook E-Mail Message Screen After you have pressed ENTER on "Messages" in the opening "Outlook Today" window or pressed CONTROL SHIFT I , you will get the Outlook e-mail view. Basically, what you have in front of you with the screen maximised is the following screen layout. At the top is the standard type of Title Bar with a heading such as "Inbox - Microsoft Outlook". Under this is the normal Menu Bar showing File, Edit, View, etc and under this a couple of Toolbars with click buttons. There is a slim panel running down the left side to the bottom with the buttons on it which appeared when you first launched Outlook and were on the outlook today screen. The majority of the rest of the display is on the right and takes up most of the remainder of the screen with message headers and message text down to the bottom of the screen where the Status Line is. When the e-mail list is open (Maximised) the main Personal Items folder is open on this right-hand side with the sub-folders showing, such as Calendar, Messages, Inbox, etc--it basically mirrors the buttons in the slim list on the very left side of the screen. In this right side you view the message senders' names, message subject lines and read the contents of the messages when you have opened them. Lastly, at the very bottom of the right-hand side of the screen is the Status Line displaying the state of proceedings, e.g. it might tell you how many items (messages, etc) are in the Inbox and how many have already been read. This view assumes that you have taken the below recommended steps to turn off the Preview and Auto-Preview Panes in the View menu. You may also find other folders in your Personal Folders list, such as sub-folders, and there may also be separate public folders if you have created the former yourself or if you are running Exchange Server and the latter have been created on the server. Alternatively, to go directly to your "Personal Folders" list, if you press CONTROL Y and ARROW up and down you will hear the list of sub-folders in your Personal Folders list and if you have created any Calendar reminders for yourself of meetings, etc, these will also appear in this list and you will receive a visible or audible reminder of these appointments if you elected to receive one when you made the calendar entry. You can open the "New Folders" creation dialogue box by pressing CONTROL SHIFT E, which then allows you to type in the name of a new sub-folder you might like to create as an additional sub- folder from your main Personal folders folder. You now TAB down several choice lists and in the first list of choices, ARROW up or down to decide what you want the new folder to hold, e.g. "Mail and Post Items", "Journal Items", etc. The next list lets you make the folder as a sub-folder of one of the sub-folders flowing from the main Personal folders list, e.g. flowing from your "Inbox", "Drafts", etc, or you can ARROW up to the Personal Items main folder, ARROW left to close it and then the new sub-folder will flow directly from Personal Items just like the Inbox, Drafts, etc, do. Remember to TAB to and press ENTER on "OK". When looking at the subject lines in e-mail and newsgroup headers, you may find many of them to be truncated. If you want to hear more of the subject lines or headers, you should maximise the window in the normal way by pressing ALT SPACEBAR followed by the letter X. This is essential to be able to access the list of messages with JAWS and with some screenreaders you may instead or as well as have to press your left mouse simulation key to open the messages list, i.e. the key next to the NumLock key on the Numeric keypad. You may also wish to reduce the number of windows which display on the Outlook screen by closing the "Preview Pane" and ""Auto Preview" Window and option. To turn these off (which is recommended), press ALT V and ARROW down the View menu and press ENTER on them if they are not already off. If they are turned on, they will have a check mark next to them. To have a good look around Outlook without being online and running up a phone bill, you should TAB from the "connect" button, which you may land on when you start Outlook, to the "Work offline" button and press ENTER. You may then have to press the ESCAPE key once or twice. Additionally, or alternatively if you do not encounter the connect dialogue immediately, any time you are online and want to disconnect your phone line, you can press ALT F, and arrow up to "Work Offline" and press ENTER. 4.2. Outlook E-Mailing Options and Customisation for Visually Impaired People To work optimally with speech and assist others who receive your e-mails, the following additional option settings may prove to be helpful: Tools, Options Configurations 1. Launch Outlook from the icon on your Desktop by pressing Windows Logo Key M (or Windows Logo key D) and then O until Outlook is found and then press ENTER or run it by pressing the Windows LOGO key, P for programs, M for Microsoft outlook and when you reach it (you may have to press M several times, press ENTER. The program will start up and you will land in a list of messages in the Outlook Today view or in the Personal Folders folder. Now enter the Tools, Options set of Property Sheets by pressing ALT T, O and you will be in a multi-page dialogue box. You can move from one property sheet to the next by pressing CONTROL TAB and pressing SHIFT CONTROL TAB moves you backwards. Pressing the TAB key moves you through options within each property sheet. Pressing ENTER on a button will open a sub- dialogue box of options and pressing SPACEBAR on an option will change its state from on (checked) to off (unchecked) or vice versa. 2. The "Preferences" property sheet--You should automatically fall on this property sheet, on the "Email Options" button, so press ENTER to open this up. ARROW to "Return to the Inbox" so that this is where you keep returning to when you have moved or deleted an open item. Ensure that "Save Copies of Messages in Sent Items Folder" is checked on by pressing SPACEBAR on it. TAB on and press ENTER on the "Advanced Email Options" button to open this and ensure that "When New Items Arrive" "Play a Sound" is checked on so that you receive an audible sound when your messages have finished downloading. You will then know to check if Outlook as come offline successfully or not and can come offline manually if it has not. Note, however, that in Outlook you usually get the finished sound after sending has finished but this could be before message receiving is complete, so you may have another minute or two to wait before the process is complete and takes you offline--you will be able to review the state of play in mouse mode. Also in the "Advanced" dialogue, press SPACEBAR on "Suggest Names while Completing To, CC and BCC Fields" to turn this off to avoid the potentially confusing situation where Outlook does things you may not expect or want (but some users like this facility, so experiment with both checked and unchecked to see which suits you). Then TAB to the "OK" button and press ENTER and TAB once more to another "OK" button and press ENTER again to return to the Email Options button. Then hold down CONTROL and press TAB until you reach the "Mail Setup" sheet in Outlook XP or the "Internet Email" sheet in Outlook 2000. 3. The "Mail Setup" or "Internet Email" Property Sheet--Not all of the below exist in both versions of Outlook but where they do, ensure that the "Send Immediately when Connected" option is unchecked, so that you can determine yourself when to send a message or block of messages, unless you wish all messages to be sent as soon as you go online. The "Hang up when Finished with a Manual Send/Receive" or "If Using a Dial Up Connection, Hang Up When Finished Sending and Receiving Mail" option should be checked on, unless it is your habit to remain online after up and downloading mail. Then CONTROL TAB to the "Mail Format" sheet. 4. The "Mail Format" sheet--In here you should ARROW to "Plain Text" as the best format for sending e-mail to visually impaired people. You can always change this back to HTML or Rich Text for more flamboyant e-mail formats later when these are required. TAB to and check off "Use Microsoft Word to edit e-mail Messages" as with some screenreaders this causes complications. Now, in Outlook XP, TAB to the "Internet Format" button and press ENTER and in here check off sending a copy of pictures, ARROW to and select convert to Plain Text format, change automatically wrap text from 76 to 60 by over-typing it so that your lines of text are not too long to fit onto one line for anyone who might want to view your messages in a word-processor (note that some of these options are found not in here but in the "Internet Email" sheet in Outlook 2000). Now enter the "Signatures" dialogue and if you invariably use the same complimentary close and want to avoid having to type this at the end of all of your messages, Tab to the "New" button and press ENTER. In the editfield which appears, you type a filename for the signature, such as signature 1, and then TAB to and press ENTER on "Next". You then come into another editfield and type the actual text of the complimentary close and signature you want for all your messages, for example, type: Yours truly, (press ENTER) John Wilson, and then TAB to and press ENTER on "Finish" and then on "OK". You can also elect to have this signature appended to your replies and forwarded messages, if you like. Now TAB to "OK" and press ENTER. Then CONTROL TAB to the "Other" sheet. 5. the "Other" sheet--In here press ENTER on the "Advanced Options" button and decide whether in future you want to go straight to your Inbox when Outlook launches or to Outlook Today or to Calendar, etc. I would recommend, if you are to use Outlook mainly for e-mailing, you leave focus on "Inbox". However, if you check this, it will bypass the initial links in Outlook Today which you have available to TAB through when this is not checked but there are ways to return to this temporarily if you need to. Alternatively, if you like to have Calendar load in with your day's reminder meetings, appointments, etc, you might prefer to leave focus on the Calendar option. Ensure that "Provide Feedback with Sound" is turned on. Then TAB to "OK" and press ENTER. 6. There are many more configurable options in these sheets, so CONTROL TAB through them all and TAB through the options on each sheet and experiment with the many on/off and checked/unchecked alternatives when you become more confident with what you are doing. Most people have their own ideas of what is an optimal set up and there is no one best configuration for all users, all screenreaders and all organisations' personal or internal server setups. 7. To save all of the above changes simultaneously, TAB to "OK" in any of the property sheets and press ENTER. You can also press ENTER on any of the "Apply" buttons if you want to save changes as you go from property sheet to property sheet. View, Columns Configurations Because the contents of the subject line in some of your e-mails may be too long to get all of it on screen, you may wish to increase the available subject line space. You can do this by: 1. With Outlook running and on the e-mail messages window or in the Inbox, press ALT V (for View), then V (for Current View) followed by M (for Format Columns). 2. Now ARROW down in the list you will be in to "Subject". 3. TAB to just past "Specific Width" to an editfield marked "Width" or with just a figure such as "26.20" in it and BACKSPACE the figure out which is in there and replace it with a larger figure, such as 100. You may have to experiment with the subject line width to get it just right for you and your screenreader. 5. TAB to "OK" and press ENTER. Similarly, if the e-mail senders' names are not fully displaying in the "From:" field increase this from its current length to something larger. 4.3. Creating and Sending E-mail Messages 4.3.1. Ensuring that Outlook is Your Default E-Mail and Calendar Client As you may have more than one e-mail and Calendar client on your computer, before you engage in either e-mailing or calendar use, it is recommended that you make Outlook the default software for e-mailing and Calendar actions. Do this by: 1. Press Windows key and then press S (for Settings) followed by C (for Control Panel). 2. Press I (for Internet Options) and then ENTER. 3. Press CONTROL TAB until you get to the "Programs" property sheet and then press TAB until you hear "Email" and are in a list of possible e-mail programs to use for your e-mailing. ARROW up and down the selections. You may find such as Outlook Express, Hotmail and Microsoft Outlook listed here. Leave focus on "Microsoft Outlook". 4. TAB again until you reach the "Calendar" option and you may again find several options for default calendar usage if you have more than one calendar on your PC or there may only be the Microsoft Outlook option. Leave focus on this. 5. TAB again to "Contact List" and again ARROW to Microsoft Outlook if there is more than one choice. 6. TAB through the other combobox lists in here and make Microsoft Outlook the default for everything where there are alternatives if you want Outlook to be the program you use for all of these things. 7. Lastly, TAB to "OK" and press ENTER followed by pressing CONTROL C to leave the Control Panel. 4.3.2. Creating and Sending an E-Mail Message To create and send e-mail: 1. Launch Outlook by going to the Outlook icon on your Desktop and pressing ENTER, or run it by pressing the Windows LOGO key, P for programs, M for Microsoft outlook and when you reach it (you may have to press M several times, press ENTER. The program will start up and you will land in a list of messages in the Inbox folder if you have set things up as recommended above. Otherwise, you will come into the standard Outlook Today view with buttons to TAB through and press ENTER on to go to the feature of Outlook you require. In this case, Messages. 2. Wen in the Inbox, to create a message press CONTROL n, when the new message window will open and you will fall on the first of four or five text entry boxes. The first is labelled "To:" and this is where you enter the recipient's e-mail address, e.g argos@freeserve.co.uk. You can press ENTER and type in more recipients' addresses separated by semi-colons if you want to send several copies to different people. You then press the TAB key to the next editbox. All recipients will be able to view the list of people you sent this same message to. 3. The next editbox is entitled "CC:" and is where you would type other people's e-mail addresses if you wanted them to receive the equivalent of carbon copies of the message. Again, others' will be able to see who else received a copy. You then press TAB again. 4. The third editfield (if you turned it on as advised above) is the blind carbon copy field which some people like to use and some screenreaders need to have enabled to focus properly when sending e-mails. This is another way of sending copies of your e-mail to third parties. The difference between sending a copy in this BCC way and in the CC way is that a copy sent in this box is "secret", i.e. the other recipients of your e-mail do not know that a copy was sent to the BCC recipient--very inclandestine! Now press the TAB key again. 5. You should now be at the "Subject" editbox, so type in an appropriate short and meaningful message title or subject and press TAB again. 6. You will now have moved from the e-mail header area to the fourth (or fifth if you have the BCC field enabled) editbox, which is the main editfield where you type in the body of your letter or message in the normal way. 7. After completing the typing of your message you can spell-check it by pressing F7 but this only works if you have a copy of Microsoft Word or Works on your computer as Outlook shares the Word/Works spell-checker. If you do not have a copy of Word, you can download spell-checkers from the Web for this purpose from sites such as: www.tucows.com 8. to send the message press ALT S, CONTROL ENTER or CONTROL M (depending on which works best on your version of Outlook and set-up), when it will either: A. Be sent straightaway if you are online; or B. If you are working offline and the connect dialogue box comes up, just press ENTER, when you will be taken online and all of your messages sent. or C. If you are working offline and do not want to go online and send your messages yet, if they do not go straight into your Outbox, just press ESCAPE to exit the connect/send dialogue box (if it appears), when the message will be placed in your "Outbox" folder ready to be sent when you are ready to go online. 9. If your messages were not sent immediately, as in B and C above, to complete the sending process, you will have to press CONTROL M (or you can also use F9 if you are using Outlook XP or F5 if you are using Outlook 2000) and your message or several messages will be on their way and any e-mails in your server's mailbox will simultaneously be pulled down to your inbox. You may also have to press ENTER after pressing CONTROL M. However, if you only want to send messages and not download any at this particular time you can press ALT T (for Tools) and press ENTER on the "send" option you fall onto or from within the "Send and Receive" sub-menu choose "Send All". 10. After electing to send/receive your messages: A. The messages will be uploaded to your ISP or other e-mail provider's server and you may then get an audio sound (if you have set things up to work in this way) to indicate that the process is completed. However, with Outlook, this often just means that your uploading of messages has completed. You may still have a minute or two to wait for any messages sent to you to be downloaded. With Outlook XP, if you go into mouse mode, you will be able to ARROW down the screen and observe the progress of up and downloading, e.g. the progress messages may say something like: one of two tasks have completed successfully, your server may say how long is left for the messages you have to be downloaded and you should be told how many messages have been received out of the total number to be downloaded from your server's mailbox, e.g. sending done, receiving 39 of 53. You may then get another finished downloading musical sound followed by a short delay whilst Outlook then deletes the downloaded messages from your server's mailbox and then an automatic cut-off of your phone connection. With Outlook 2000, there is a checking for new messages and sending messages message on the screen but no specific details as to the current state of proceedings. B. If you are on a networked system running Exchange Server, your messages will go via Exchange Server and there will be extra refinements which you can elect to have applied to your messages if required, e.g. delaying the time they are actually sent at. Tip: If at any time you think you may have lost a message you have been typing or tried but failed to send, you should be able to recover it from the "Drafts" folder, as this is where OUtlook places messages which it thinks are unfinnished. Note: With Outlook 2000, I have experienced intermittent problems with getting the program to send using keyboard commands when you want it to. After pressing ALT S or CONTROL M, you sometimes have to ALT TAB to get to the dial-up and connect dialogue (if using this with a MODEM) and on other occasions you may have to close Outlook 2000 and then re-launch it before you can successfully carry out the send command. 11. If, before sending your message, you would like to save a copy of it in your Drafts folder, you should press CONTROL S to achieve this. 12. If you have finished with your Internet connection and want to go offline and close Outlook down, you should press ALT F (for File) and then X (for Exit) or press ENTER on the "Exit and Log Off" option if you are using Outlook 2000. If you still have any unsent messages in your Outbox, you will be prompted to either send them immediately or go offline without sending them. You should press "N" to send them first or "Y" to go offline without sending them. 13. On the other hand, if you are using Outlook XP and you decide that you want to keep using Outlook but do not want to remain online incurring phone charges, you can do this by simply pressing ALT F (for File) and then W (for Work Offline", when your phone line should be disconnected for you. Be aware, however, that this does not always work and you may have to effect a manual disconnection. Just pick up your phone handset to verify if the line has been disconnected. Pressing ALT C may also succeed in disconnecting you. The "Work Offline" option does not exist in Outlook 2000, so you will have to use automatic disconnection or "exit and Log Off" and then re-launch Outlook 2000 to continue working with it without incurring phone bills. Note 1: If you have more than one e-mail accounts set up in Outlook, when you press ALT S to send a message, as in 8. above, instead of your messages immediately being sent, you will encounter a dropdown menu or list to move down to select which account you wish to use to connect to the Net with. You just press ENTER on the account name you wish to use. Note 2: You can also create and send a message directly from your contacts list, when the contact's e-mail address will automatically be placed in the "To:" field for you (see "Using a Contact to Create an E-Mail Message" in Section 9 below.) Note 3: There may be other fields in the header of an e-mail you send or receive, such as "From", "Date" and "Time" but these are automatically completed for you by Outlook itself from information it holds on you and from the computer's system clock. If you have two or more e-mail addresses, you can ARROW up or down the "From:" header to put focus on the address you wish to use to send your mail. Note 4: The e-mail message you send will have all line breaks and spaces you placed in it removed before the recipient receives it. If you do not want this to happen, unselect this feature in Tools, Options, Preferences, Email Options by pressing SPACEBAR on "Remove Extra Line Breaks in Plain Text Messages". Warning: Be aware, that as e-mail over the Internet is not secure, you should not include information such as your credit card details, bank account information, etc, as it could be intercepted by fraudulent persons. This is in contrast to using secure "padlocked" Internet shopping sites, where your information is protected by heavy encryption and therefore more secure than using your credit card in a shop or restaurant, provided that you only use secure shopping sites, of course. Tip: If you want to hide your own e-mail address from being viewed by a recipient, you can do this by sending the mail to yourself and putting the recipient's address or e-mail list's address in the BCC field. 4.3.3. Re-Sending an E-mail Message If, for any reason, you need to resend an e-mail message to its original recipient: 1. Go to your Sent Items folder by pressing CONTROL Y, then S followed by ENTER. 2. Press ENTER on the message you want to re-send to open it. 3. Either: A. With Outlook XP, press A (for Actions) and then H (for Resend this Message). B. With Outlook 2000, as there is no resend message feature, you will have to either redo your message (you could copy the message body to the Clipboard and then paste it into a new message body) or you could use the forward command in the Actions menu. You use the forward command by pressing ALT A and then w (or CONTROL F). You would then have to retype the address in the "To:" field, remove the "FW:" from the "Subject:" line and delete the text at the beginning of the message body which appears before your original message. 4. Press ALT S or CONTROL M to re-send it. 4.3.4. Designating a Period of Delay Before Sending the E-Mail or an Expiry Date for the E-Mail Having created your e-mail message as above and provided that you are running Exchange Server, you can send the e-mail to the server and advise it at what time to send the message and you can designate that a certain message should expire and not be sent after a given date. Do this by: 1. Create your message as normal but do not send it at this stage. 2. Press alt P (for Options) to open an Options dialogue of many options which you can have applied to the current message. 3. TAB down the list and either or both: A. When you reach the "Do Not Deliver Before" option, press SPACEBAR on it to turn it on. then TAB to the next field and observe the current date and overtype this if the date you want the server to send the message on is later than today. TAB again to where you can type in a future time for the server to send the message, e.g. 1600. B. The next option you TAB to is "Expires After" and if you check this on you will again get two editfields below it to type in a date and time when you would like the message not to be sent after if you have not instructed it to do so by then. You might do this if you have created a message to have sent immediately and urgently if you obtain information about a client's agreement to something but which, if you hear nothing, you want removing from the Outbox. 5. Now TAB to "Close" and press ENTER. 6. Send the message to the Exchange Server Outbox as normal by pressing ALT S. 4.3.5. Designating that Replies to Your Message should go to Another Person If you would like any replies to your e-mail messages to go to someone else, e.g. your Deputy or Secretary: 1. Create your message as normal but do not send it. 2. Activate the Options button on the Toolbar by pressing ALT P. 3. TAB to "Delivery Options" and check it on with the SPACEBAR. 4. TAB once to an editfield and overtype the e-mail address in there with the address of the person you want the replies to your message to go to. Note that there is a "Contacts" button under this editfield which you can activate to select the person who you want the replies to go to instead of typing the address in if you prefer or cannot remember their address. 5. TAB to "Close" and press ENTER and then send and close the message with ALT S. 4.3.6. Specifying that E-mails in your Outbox Should be Automatically Sent Periodically If you would like Outlook to take the initiative itself to automatically send any e-mail in your Outbox, you should set it up to do so as follows: 1. Press ALT T (for Tools) and then O (for Options. 2. Now press CONTROL TAB to the "Mail Setup" property sheet. 3. TAB to the "Send/Receive" button and press ENTER to open up a dialogue box. 4. Next TAB to the Schedule an Automatic Send/Receive Every" option and press SPACEBAR to turn this on. 5. Now TAB once and you will be in a list of numbers representing the frequency in minutes of how often Outlook will itself send any e-mail in your Outbox. You are likely to be on 5 minutes but you can ARROW up or down to just about any frequency you like. 6. If you would like Outlook to also send any messages as you finish using the program and close it, TAB to the "Perform an Automatic Send-Receive when Exiting" option and press SPACEBAR to check this on. 7. Lastly, TAB to "Close" and press ENTRE and then SHIFT TAB to "OK" and press ENTER to finish. 4.4. Sending or Forwarding Multiple E-Mails Simultaneously If you wish to mass-mail many people simultaneously, you can do this without having to send them individual messages or even type a long list of addresses into the "To:" field as mentioned earlier.What you can do is: 1. Either: A. To send an original message, press CONTROL N to open a new message form. or B. To forward a message, with the message open on screen, press CONTROL F. 2. Leave the focus on the "To:" line and press ALT T (for Tools) followed by B (for Address Book) or use the shortcut of CONTROL SHIFT B. If using Window-Eyes, you will have to press INSERT B before CONTROL SHIFT B. 3. In the dialogue which opens up you will be in the Address List field or you may have to TAB once to it, where you will be in your standard Address Book of e-mail contacts. You may find yourself at the bottom or top of the contacts list. 4. ARROW down or up the entries and select any number you wish to send the same message to. For example, if you had ten names beginning with the letter A, just hold the SHIFT key down and ARROW down ten times to highlight them all. Alternatively, if you wanted to e-mail everyone in your Address Book, with the cursor at the top of the list, press CONTROL SHIFT down ARROW. If you just want to send the message to, say, four people spread around your Address Book, go to the first recipient, highlight it by pressing CONTROL SPACEBAR and then, with the CONTROL key still pressed, move to the next Address Book entry and press SPACEBAR again, etc, until all four are highlighted. 5. Then either: A. Press TAB to the "To:" button and press ENTER on it. Note, though, that with this option everyone you have highlighted to receive your message will know who else has also received it. All of the recipients' names will appear in the "To:" field. Or B. If you do not want the other recipients of your message to know who else has received it, you should TAB on past the "To:" button to the "BCC:" button, press ENTER on that, and then continue as below. 6. You can now press TAB several times to view the full list of Address Book entries you have selected for mailing. The contact names will appear, separated by semi-colons. 7. Lastly, TAB forward to "OK" and press ENTER. 8. Now that the recipients are selected you should be able to view them in your e-mail header "To:" or "BCC" field but you may have to use mouse mode to do this. 9. You can now simply complete the rest of your message as normal and send it, as described from 5 onwards in the above subsection entitled "Creating and Sending an E-Mail Message". Note 1: When I try to send more than 100 e-mails in this way my server fails to co-operate and tells me that I am trying to e- mail to too many recipients. This may vary depending on the ISP/e-mail provider, so you will have to experiment with yours. You may have to settle for mass mailing in blocks of, say, 50 at a time. Note 2: If just one of your e-mail addresses is not typed in your Address Book in the correct format, all of the messages in the block you are sending will bounce and fail to be delivered. You will have to correct or erase the offending Address Book e-mail address and re-send the block. This does not happen if one of the recipient's address is simply not found or now obsolete. 4.5. Undelivered E-Mail If your e-mail is undelivered for some reason, most commonly because you have typed in the wrong e-mail address or the address has become obsolete, the next time you go online it will be returned to you together with your other e-mails from the server mail box. It will have been returned by the electronic "Postmaster" on your server and will indicate the reason for non-delivery. This could include the reason that the recipient's mailbox is full, so you will have to send the message again later. 4.6. Receiving and Reading E-Mail To receive your e-mails: 1. Launch Outlook. 2. Press CONTROL M, F5 or F9, when all of your messages will be downloaded from the server and placed in your Inbox. Simultaneously, the e-mails in your Outbox will also be sent. 3. Press CONTROL SHIFT I to go to the inbox, if you are not already there, when you will normally fall on the last message in the box if it was empty, otherwise on the last message which was already in the Inbox if it was not empty. You will be able to ARROW up and down the messages with the names of their senders and the titles of the messages in the subject lines and press ENTER on any one of them to open it and read it. Pressing CONTROL O will also open a message. Some screenreaders will automatically start reading the message, whilst with others you will have to ARROW down the message text to hear it or use your screenreader's continuous read hot key, e.g. INSERT Numpad 2 with JAWS, CONTROL SHIFT R with Window-Eyes and NumPad + with HAL. The message window should also be maximised with ALT SPACEBAR and X if it is not already. If you want to read your messages in the order that they are deposited in your Inbox, provided that you have not changed the default way that Outlook lists messages, you should press CONTROL HOME to go to the top of the list and then view the messages by ARROWING down them. Every time you have read a message and then deleted it by pressing the DELETE key when it has focus in the message list, the next message will move up the list to where the deleted message was. 4. You can read the body of the message by ARROWING and Paging up and down in the message as normal and you can cut and paste to and from it. You can TAB forward or SHIFT TAB backward through the message headers, message body and any links in the e-mail. your screenreader may also feature hot keys to read certain parts of the message to you automatically, e.g. HAL 5 should read the author's name, subject line and message date for you if you press SHIFT NumPad 8. With Window-Eyes you will have to leave MSAA mode by pressing CONTROL SHIFT A before you can SHIFT TAB through the message headers. With JAWS, in addition to simply SHIFT TABBING through the headers, You can press ALT in combination with the main keyboard number keys from 1 to 5 to move to and read the contents of the "From", "Sent", "To" and other header fields. 5. When you have finished with the message, press the ESCAPE key to close the message window and return you to the inbox message list. You can delete, reply to, forward or print a message. Tip: If you receive a message in RTF or HTML formatting, with the message open, you can quickly convert it to plain text and therefore remove the formatting by pressing CONTROL SHIFT O. Note 1: Depending on the screenreader you are using, whilst your messages are downloading in step 2 above, you may be able to TAB or down ARROW through a number of options the main one of which is a "Disconnect All" button which you can also activate by pressing ALT C to come offline. Note 2:Should you not wish to simultaneously upload and download your messages by using CONTROL ENTER or CONTROL M, you can elect to just upload messages if you wish. Do this by pressing ALT T (for Tools), then, in Outlook 2000, press ENTER on "Send" or,in Outlook XP, press ENTER on "Send and Receive", followed by pressing ENTER on "Send All" to just send. Note 3: If you have a lot of messages to download or upload or one of your messages has a large attachment on it which might take a long time to download, you should be able to open and read any already downloaded messages whilst the rest of the messages are uploading or downloading without doing anything detrimental to the procedure. However, experiment with this because doing this may not be stable with all screenreaders and system set-ups. Note 4: If, for any reason, you are cut off part way through a download of messages, you are likely to find that when you next go online to download your mail, you will receive both your new messages and duplicate copies of the messages you already downloaded but which were cut off. This is because, when you do a successful complete message download, at the end of the download, your mail client then deletes the downloaded messages from your server's mailbox, which fails to happen if you are cut off part way through a download. 4.7. Finding an E-Mail Message Depending on your set-up, messages in your Inbox may be kept in ascending or descending alphabetical order or in date order, for example, so you can ARROW or PAGE down (or up) through these to find one. Having said this, if you have a large number of messages, you will want to use a more efficient and intelligent way of locating a particular message or messages, arranged meetings, allocated tasks, etc, both in the current folder, in your Personal Folders folders and also in any networked server folders you have set up. So consider what follows. 4.7.1. Searching Folders If you have many messages in one of your folders, e.g. your Inbox, Sent Items, Deleted Items, etc, and want to go straight to one of these, provided you know some basic information, such as who sent it, some of the title in the subject line, some key words in its message body, etc, you can use the Find feature to locate it, as follows: 1. With Outlook running and your Inbox open, press ALT T (for Tools) and then D (for Advanced Find) followed by pressing ENTER and the Find dialogue box will open up (or use the shortcut of CONTROL SHIFT F). Note that CONTRO SHIFT F conflicts with the Window-Eyes own find feature so use the menu method of doing this with WE. 2. The focus should fall on your "Inbox" where your messages are downloaded to and you will be in the "Contacts" property sheet in an editfield to type the word or words you are searching for. If you are searching for more than one consecutive word in the message body, place the words in double quotation marks. For example, if you know that the message contains the consecutive words: quantum mechanics within it, type "quantum mechanics". If more than one of your messages contains the words quantum mechanics, you will be presented with a list of all the messages which have these words in them to ARROW up and down and press ENTER on to open them in turn. The quotes are not necessary for searching for a message by someone's name in the "From" header field as outlined from step 5 below. 3. TAB once to "Subject Field Only" and ARROW down this list to view the other alternatives, which are "Subject Field and Message Body" and "Frequently Used Text Fields". If you know all or some of the subject line contents of the message you are searching for, choose the first option, if you only know some of the text which may either be in the subject line or message body ARROW down one and for the most thorough search ARROW to the last choice but be aware that the more exhaustive the search the longer it will take. 4. You could simply press ALT n to start the search now but if you want to narrow it down further you could also employ the below refinements. 5. TAB forward to the "From" editfield and if you know who has sent you a message, type in all or part of their name. This could be as well as entering the above subject line or message body search words of quantum mechanics or instead of entering anything in subject. You may only remember the full name of or just one of the names of the person who sent you the message you are now trying to find, so you could search on the information in the "From" header field only in this case. Again, if you press ALT n, if this person is in the Inbox, you will be taken straight to that e-mail and pressing ENTER again will open it for reading. 6. In the main property sheet which we have been working in up to now you will find some other search refinement options and yet more of these options can be found in the other two property sheets in the advanced find dialogue by pressing CONTROL TAB to get to them. These other two sheets are labelled "More Choices" which has a "Categories" dialogue box in it and "Advanced" which has a "Define More Criteria dialogue box within it". Some of the numerous ways of further refining a search, are such as specifying whether a message was received before or after a given date or time and you can, for instance, check the "Only Items With" option in the "Categories" property sheet to only get messages without attachments found which also meet your other criteria. Therefore, a message with a given word in the "Subject:" line plus having no attachment with it would be found and no messages would be found which do not meet both of these conditions. 7. You can carry out the same type of searches in the other folders which are in your Personal Folders list by TABBING to the "Browse" button, pressing ENTER and then ARROWING up and down through "Inbox", "Outbox", "Drafts", etc. When you have the focus on the folder which contains the e- mail you want to find, e.g. your "Deleted Items" folder, Press TAB once to OK and then press ENTER. You will return to the "Browse" button, so TAB forward to the "From" editfield and type in the name of the person who sent you the e-mail, then either TAB forward to "Find" and press ENTER or press ALT F. 8. If you wish to search all folders simultaneously, you should browse to the "Personal Folders" main folder instead of one of the above-mentioned sub-folders before carrying out these instructions. 9. The message will be found for you to press ENTER on and open up for reading. If several messages meet the search conditions, they will all be displayed in a list. If this list is not immediately available for you to ARROW up and down, you may have to press the F6 key to get to it. 10. If you wish to find a particular word or phrase within a message when it is opened up and on screen, you press the F4 key. You then type the word to search for in the editfield which you drop in and press ALT F to commence the search. Use "Find Next" to find a subsequent occurrence of the same word or phrase (you may have to use your navigation/mouse mode to read the result of the find operation). Whilst this is the correct way to do an open message find, I have not found this to be very useful for screenreader users. Note: for more on advanced searching, see "Finding a Particular contact or Group of Categorised contacts" in Section 8. 4.7.2. Simple Search Feature in Outlook XP There is a quick and simple Fine feature as well in Outlook XP to find messages via the senders first, second or both names in the folder you are currently in. Use this by pressing the F3 key and then typing the name in, TABBING to "Find Now" and pressing ENTER. Note: This does not work in the same way in Outlook 2000. 4.7.3. Searching within an Open Message To find a word or string of words in an open e-mail message body: 1. With the message open, press ALT E (for Edit) and then F (for Find). 2. In the editfield you are now in, type the word or words you want to find. 3. TAB to "Find Next" and press ENTER. You will be taken to the beginning of that word or string of words. 4. If you want to find the next instance of that same word or string of words, press SHIFT F4. 4.7.4. Searching for Meeting, Journal, Task and Other Items To find other items you have created, such as Journal entries and arranged meetings: 1. Press ALT T and then D or use the shortcut of CONTROL SHIFT F. 2. Either: A. In Outlook XP, TAB to and in the "Sent To" Editfield type the name of the person your arranged meeting, appointment or Journal entry was for. You can also enter in other fields more information such as to search after a particular date/time or for words in the subject line of the meeting message. B. In Outlook 2000, in the "Search for the Word(s)" editfield you come into, type the full or part name of the person whose messages, appointments, Journal entries, etc, you are trying to locate and TAB through the other options similar to the above. 3. TAB to a "Look for" list of seven or so types of search, where "Message" will normally be selected. ARROW to the type of item you are searching for, e.g. for an arranged meeting or appointment. Note that this list is not very accessible in Outlook 2000 but if you press the first letter of the type of thing you are wanting to search for, such as J (for Journal items), C (for Contact items), etc, you will get to that selection. Pressing A will take you to the "Any Type of Item" option to search for anything arranged for or by a given person. 4. Press ALT N to start the search. 5. In the list of found items, press ENTER on any of them to view its contents. 4.7.5. Finding all Messages from a Particular Sender or in a Given Conversation Thread To find all messages from a particular sender or in a given conversation thread: 1. Place focus on one of the relevant messages in such as your Inbox. 2. Press ALT A (for Actions) and then I (for Find All). 3. Now press ENTER on "Related Messages" to get a list of all messages on a given thread of conversation or ARROW to and press ENTER on "Messages from Sender" to obtain a list of all messages from one particular sender. 4. TAB to and press ENTER on "Find Now". 5. ARROW to any message and press ENTER to open it. You may first have to press F6 to get to the message list. Note 1: You can use the above method to find all of the messages from a given person or with a particular word or words in the subject line in order to bulk delete them if you do not wish to read multiple messages from someone or on a particular topic thread, e.g. press CONTROL SHIFT F and type a word or words which appear in the subject lines of all of the messages in the message thread, press ALT N and then in the list of messages containing those words in the subject line just press CONTROL A to highlight them all and then press DELETE to erase them all, followed by ESCAPE. Note 2: For screenreader users, whether using Outlook 2000 or XP, some of the above fine/searching dialogues and features do not work very consistently and it is not easy at times to get focus on the list or option you require without the cursor occasionally jumping around, but they can be used with some practise and a little patience. Note 3: The contents of your Sent Items, Inbox messages, Deleted Items, etc, folders will not be in alphabetical order and, if they become crowded with messages you do not want to get rid of, you may wish to have things placed in alphabetical order for ease of finding by ARROWING or PAGING through them. If you would prefer this, Press ALT V (for View) and V (for Current View) and then ARROW up to "Customise Current View" and press ENTER. Now TAB to a "Sort" button and press ENTER. You then press F until "From" is found and then TAB to a two options list and ARROW to "Sort Items by Ascending". Then TAB to two consecutive "OK" buttons and press ENTER to finish. Your messages will no longer be in date received order but rather in alphabetical order from A to Z, although, personally, I prefer things to be in date received order, so that any reply messages to questions in earlier messages will then be listed after the original message and not before it, which could happen if things are set to alphabetical from order. 4.8. Deleting E-Mail Messages 4.8.1. Deleting Single Messages or Whole Folders of Messages To delete a message in your Inbox, if you are not already in the Inbox, press CONTROL SHIFT I, cursor to the message you want to delete and when it is highlighted (spoken) press the DEL key.You can do the same with any messages in your Sent Items, Outbox, Deleted Items, etc, folders by pressing CONTROL Y and ARROWING to the appropriate subfolder first. You may have to press Y (for Yes) to confirm the deletion. To delete the whole contents of a subfolder flowing from Personal Folders, e.g. your Saved Items folder, open the subfolder, go to the bottom of the message list with CONTROL END and then press CONTROL SHIFT HOME to highlight all the messages in the folder, followed by pressing the DEL key and Y to confirm. You could do the above to also delete the whole contents of your Deleted Items folder but there is a quicker way to do this. Just press ALT T (for Tools) followed by Y (for Empty Deleted Items Folder) and then Y to confirm the action. 4.8.2. Deleting Groups of Messages by Conversation/Subject You can delete whole threads of messages with the same title in their subject header by working in "By Conversation/Topic" mode. This can make getting rid of blocks of unwanted e-mails, such as from e-mail discussion lists, quick to achieve. Do this by: 1. Change your view and therefore how your messages will be displayed by pressing ALT V, V and then ARROWING up to "By Conversation/Topic" and press ENTER. 2. Now, when you have many messages in your Inbox, you will find that they are all displayed in groups with the same subject, i.e. the original e-mail query with all of the replies to it underneath it. You can ARROW up and down the collective message conversation topics/subject header groups. To open a conversation group with, say, five e-mails under that subject, you press your right ARROW key and can then ARROW down once to the first message and open it by pressing ENTER. 3. To delete a whole conversation group, with your cursor on the line above the first message in the group, i.e. the conversation topic/subject line header, press your left ARROW key to collapse the group and then press the DELETE key. 4. Depending on the version of Outlook you are using, You may or may not receive a message asking you if you wish to continue. You can either press ENTER on the "Yes" button to get rid of them all and do this every time you delete a group of messages, or you can TAB to a "Don't Ask Me This Again" button and press SPACEBAR on this to ensure that in future when you do this the unwanted messages are all deleted without you having to press ENTER on the "Yes" button. If this dialogue does not appear, the block of related messages will simply be deleted as required. 4.9. Viewing Only Specific Mail and News Messages Your Inbox and Newsgroups folders may sometimes hold so many messages in them that they become difficult to work with and prioritise. To narrow down what mail and news messages are shown in these folders to the most important ones, Outlook provides facilities to make it easier to deal with messages, so that you can quickly find only the messages you are interested in and have the others excluded from view until you have time to deal with the others. for instance, with the folder open that you want to make restrictions in, e.g. the Inbox, if you press ALT V and hit ENTER on the "Current View" option you can choose to view all messages by pressing ENTER on "Messages" if it is not already checked (this is the default to have every message displayed), or you can choose "Unread Messages" to display only the messages which you have not yet opened and already glanced at, or you can press ENTER on Last Seven Days" to have only those messages received in the last week displayed. You can also arrange Inbox messages into subject or sender groups by selecting "By Conversation/Topic or by selecting "By Sender", when you will get the same type of result, i.e. the subject/topic or senders will be grouped together and each subject or sender's messages will then be placed in a type of sub-list for you to press ENTER or right ARROW on and then read those related messages one after the other. When you restrict the way messages display in one of these various ways, the Status Line is likely to advise you of this by saying something like "Filter Applied". There are also ways of customising current views and defining new views but you should be careful not to create a view you cannot thereafter use with your screenreader and thereby get yourself into difficulty. 4.10. Replying to E-Mail With the original message open and on screen, press CONTROL R, when you will be set up to complete the message editfield with your own return message. The original message will appear immediately after your return message, the "To" field will have been automatically completed for you from the original message and the "Subject" editbox will have been completed with the original message's title preceded by the letters "Re:" meaning reply. So all you have to do is start typing after pressing CONTROL R, e.g: "Dear Jack, It was good to receive an e-mail from you . . .), etc. Remember to check the "To:" editbox to ensure that it is going to go back to the correct place--the original may have been forwarded by a third party or via an e-mail list. It is a good idea to edit out any extraneous header codes, etc, before returning or forwarding a message. If the original message was simultaneously sent to you and several other recipients (i.e. those listed in the "To:" field of the message), you can send a reply to the author plus all other recipients by pressing CONTROL SHIFT R and then continuing as above. the CONTROL SHIFT R shortcut clashes withe the Window- Eyes read all hot key, so you will have to use the bypass hot key first, namely INSERT B. Tip: If you want to know the e-mail address of someone Who's message you have received via an e-mail list, with the message having focus in your Inbox but not open, you can do so by pressing SHIFT F10 followed by R. You can then go to the top of the screen and ARROW down to the sender's name and address and you can ARROW through several other details and properties pertinent to that message and sender. Close this details list by pressing ESCAPE twice. 4.11. Forwarding a Received E-Mail to Someone Else Forwarding is when you pass a message you have received onto someone else, tagged onto the end of a message of your own. To do this: 1. With the original message open and on screen that you wish to forward to someone else, press CONTROL F and complete the "To:" editbox with the new recipient's e-mail address. 2. If you like, TAB to the main message body and type in a short note telling the person you are forwarding the original message to why you have forwarded it to them, etc. 3. Send the message as normal by pressing ALT S, CONTROL ENTER or CONTROL M, or ALT S followed by CONTROL M, depending on how your Outlook is set up. However, note the following: Forwarded messages normally have all lines of the original message you are forwarding preceded by a greater than (>) sign and replies you make to messages may also feature this same > sign. This can be irritating to listen to via a speech synthesiser, so you can ensure that these > symbols do not get sent with the message by: 1. With Outlook running, press ALT T (for Tools) and then O (for Options. 2. You should land in the "Preferences" property sheet on the "Email Options" button, so press ENTER on this. If you do not land on this, CONTROL TAB until you reach Preferences and then TAB to Email Options. 3. You can now TAB to "Include Indent Original Message Text" for replies and then either ARROW up or down this list of alternative ways of having original messages forwarded, so that the > sign does not appear in messages you forward. I would recommend that you select the "Include Original Message Text" alternative. 4. If you TAB on once more, you will be able to ARROW and do the same thing for forwarded messages. 5. Lastly, TAB to "OK" and press ENTER followed by pressing ENTER on a further "OK" button to finish and save your new settings. Note, however, that whilst those who receive your messages might be pleased about your understanding of them not wanting these irritating greater than signs, this will not stop you from receiving such "indents" from others if they have not set up their replying and forwarding options to send in this way as well. 4.12. Flagging an E-Mail as a Reminder for later Action You can flag (mark) an e-mail in your Inbox in order to be reminded of later action which you wish to take on that message, e.g. to follow it up on a certain date and time by phone call, reply e-mail, to review it, etc. Some screenreaders can then announce, when you ARROW to a flagged message, that it is flagged by saying such as "Flagged" in the same way that they say a message is read, replied to, etc. Then, on the date and at the time you specify for the message to have further action taken on it, Outlook will provide an automatic reminder, such as a musical note, to inform you that action on a message is due. 4.12.1. Flagging for a follow-Up Reminder from your Inbox To flag a message in your Inbox for a follow-up reminder : 1. Place focus on the message in question in such as your Inbox and: A. In Outlook XP, press ALT A (for Actions) and then U (for Follow UP). B. In Outlook 2000, press ALT A and then F (for Flag for Follow Up). 2. You fall into a list of follow-up choices/reasons, such as to later call some one, follow up the message, forward it to someone, reply to it, Do a review of it, etc. 3. TAB once to "Do By" and BACKSPACE, then type in the future date you want to effect the selected type of follow-up on, e.g. 7/4/03. 4. TAB again and type in a time to do the follow-up by, e.g. 1300 hours. 5.TAB to "Completed" and note that this will not be checked as you have not yet dealt with the follow-up action. When you have, you can press SPACEBAR to check this on and clear it so that no further reminders will be generated to you to say this follow-up action is outstanding. The flag marker will be removed from the message. 6. TAB to and press ENTER on "OK" to complete the flagging. 4.12.2. Obtaining a Plug-In to Enable Follow-Up Reminders to Work from Sub-Folders Unfortunately, with versions of Outlook up to Outlook 2003, if you use filters or sub-folders to keep your messages in, the above follow-up reminder flagging feature does not work. If this sort of reminder flagging is of value to you or your company, you can purchase a plug-in from an independent company to enable messages in sub-folders to be flagged. Whilst I do not have this plug-in and have not tested it, I am advised that it does work reliably. You can download a copy of this add-on and get a 30-day free trial version from: www.slovaktech.com/extendedreminders.htm You can then purchase single copies for around 15 US dollars or less each for higher quantities. Note: Do not be fooled if you find that you can set reminders for messages in sub-folders. Outlook allows you to do this but then fails to give you the reminder from such sub-folders at the required time! 4.13. Marking a Message as Important or Private You can make a message stand out to the recipient as needing immediate action by marking it "Important" or ensure that the recipient cannot alter the message by giving it a "Private" designation. Do this by: 1. After you have created and saved the message to your Outbox with ALT S, you can then go to the Outbox with CONTROL SHIFT O and then to the message and when you have focus on it, press SHIFT F10. 2. In the long list in the Context Menu you come into, ARROW up to "Options" and press ENTER. Note that there are many other actions you could carry out on this message from within this menu list. 3. In the "Importance" list you come into, ARROW down to "High". 4. TAB to the "Sensitivity" list and then ARROW down to "Private". Note that you could also have designated the message "Personal" or "Confidential". 5. TAB to "Request a Delivery Receipt for this Message" and "Request a Read Receipt for this Message" and check these on if you want to be sure that your recipient received and has opened the message, although the recipient is not obliged to send you a receipt he is just asked to permit this to happen. 6. TAB to "Close" and press ENTER and Y for Yes if you are asked to save your changes. Note: In Outlook XP, you could also encrypt (scramble so that no one else can view) the message by going into the "Security Settings" dialogue within Options and checking on "Encrypt Message Contents and Attachments". 4.14. Using the Outlook Contacts Folder and Address Book with E- mailing The Address Book is a collection of Address Books provided by Microsoft Outlook Microsoft Exchange Server or Internet directory services, depending on how you have set up Outlook and on whether you are a stand-alone computer user or a corporate user. There may be several types of Address Books you can get access to via the Address Book dialogue box (CONTROL SHIFT B). For example, the "Global" address list is part of Exchange Server which contains user and distribution list e-mail addresses in your company or organisation and this is created by and maintained by your organisation's Administrator. This Address Book can also contain public folder e-mail addresses. By contrast, the standard Outlook Address Book/contacts list, which you use for day-to-day contact recording, is automatically created by Outlook as a blank place for you to record your contacts details. You can also create Personal Address Books but these are not as flexible or integrated with the system as is the standard contacts list. The standard contacts list or folder (also known as an Address Book) is where you can save business contacts', friends' and other regularly used e-mail addresses and other related contact details, such as phone numbers, Website addresses, mailing addresses, etc. In Outlook XP, if you open the contacts list with ALT T and B or CONTROL SHIFT B and then ARROW to a given contact's name and press ENTER what happens is the selected contact's property sheet with their details which you entered about them will then become available for you to TAB through and view. You can also add further contact details or amend current ones in the editfields in these property sheets as well and save them. You can also CONTROL and CONTROL SHIFT TAB to several other information fields and list choices. Note that some screenreaders will not automatically read the contents of these editfields without you having to use the screenreader's read line hot key. If you want a quick way to get a contact's e-mail address automatically entered into the e-mail "To:" editfield when sending an e-mail, you can just type this person's name in the "To:" editfield precisely as it appears in the Address Book after pressing CONTROL N, when the program will automatically find this person in the Address Book and enter his/her e-mail address for you. If you only know, say, the first name of someone you want to find in your Address Book to get their e-mail address placed into the "To:" editfield for you, you can also press CONTROL N (for new message), then type in the editfield which opens up the first few letters of the person or company you want to find and then press CONTROL K. The contact you want will be found or a list of likely candidates will be made available to you to ARROW through. Just press ENTER on the one you want to get that contact's e-mail address inserted into the "To:" field. In this way, you can also avoid having to open up the Address Book first. If you want to put someone's e-mail address and other details into your contacts/Address Book, you would press ALT F, W, C (or use the shortcut of CONTROL SHIFT C), complete the details you are asked for, such as the new contact's name, e-mail address, etc, and then press ENTER on "Add". If the "Add" button is not visible to your screenreader, just pressing the ESCAPE key should work the same, as you will be asked whether or not you wish to save changes, so press ALT y for Yes to save your new contact details. If this person has more than one e-mail address, before saving and exiting as just described, you can press ENTER on an "Enter Multiple Email Addresses" or "Change Email" button and you will come into a Context Menu where you can type in up to three different e-mail addresses for this contact. As there are many options and editfields in this dialogue box, remember to press SHIFT F1 when on any button, option or field which you might need an explanation of and then press ESCAPE to leave the explanation and return to the dialogue. You can get to the contacts list and Address Book when Outlook first opens (from Outlook today) by TABBING or ARROWING down until its link is spoken and then by pressing ENTer or by pressing CONTROL Y and then C (for Contacts) twice and then ENTER. You can also get their by using the View menu with ALT V (for View) G (for Goto) and then O (for Contacts). If you simply want to add a contact to your contacts list without actually changing your view to the contacts folder itself, you can do this by pressing ALT T (for Tools) and then B (for Address Book) or by using the shortcut of CONTROL SHIFT B. When you are in the Address Book, you can jump to an entry by pressing the first letter of the contact's name you are looking for, e.g. if you are looking for Colin Smith, press C until his name is found, then press CONTROL N to open up the send e-mail screen to send him/her an e-mail. You will then just have to complete the Subject line and message body, etc. With the Address Book open (CONTROL SHIFT B), there is an Address Book "Find People" shortcut by pressing CONTROL SHIFT F. You then type in any details you have, such as contact's name, e-mail address, etc, and just press ENTER or you can TAB to and press ENTER on the "Find Now" button. When you hear the contact's name spoken it means the contact has been found and so you should press ENTER to open up the contact's file with its details. This would be useful if your Address Book is lengthy. 4.15. E-Mail Address Groups (Distribution Lists) You can set up e-mail address groups (also known as distribution lists) of specific people in a group or club who you always send the same group messages to. You can then enter the group's name in the "To:" field of your message header or obtain it from your Address Book/contacts List, type your message and send it to all members simultaneously. To set up a group: 1. Press CONTROL SHIFT l Or use the (File, New, Distribution List) method to open the group editing dialogue. 2. In the editfield which you fall in, type in the name you would like the group/club to be called, e.g. Computer Club. 3. Either: A. If the individual members of this club are already in your Address Book, you should TAB to "Select Members" and press ENTER. You are now in a list box to ARROW up or down to put focus on the club member (or type their name in to find it automatically). When the member's name is found, TAB to a "Add to Distribution List" button and press ENTER to store this in your distribution list. Continue in this way until all Address Book club members have been stored. B. If none of the Computer Club members are in your Address Book already, or only some of them are, you should TAB to the "New" button and press ENTER. The standard new contact dialogue comes up for you to complete contact details as normal. Just keep pressing ENTER on "New" for each new group entry. When all group members have been added, TAB to "OK" and press ENTER. C. If you added new members as in the last paragraph, you will also be able to complete the standard contact details for those new members, e.g. e-mail address, home address, phone number, etc. 4. You can now TAB through the remainder of the first dialogue you were in and make certain refinements and selections if you wish, e.g. press the SPACEBAR on "Private" to hide the e-mail or other item so that others with access to this distribution list cannot view it. 5. After all group members have been stored, TAB to "OK" and press ENTER to finish and save things or pressing ESCAPE and then ALT Y will also achieve the same result. 6. The name of the group will now appear in your Address Book along with your individual Address Book contacts. 7. To send a copy of an e-mail to all group members simultaneously, just select the group name from your Address Book as normal and complete your message and send it. 8. To view the individual entries in a group and make amendments to any of the recorded details for a group member: A. Press CONTROL SHIFT B (or use the Tools, Address Book menu option). B. Type the group name into the editfield you will now be in from which you wish to view the member's details of or select it from the list of contacts and then press ENTER. C. TAB several times to a list of the members in that distribution list and place focus on the one you want to view individual details of and press ENTER. D. You can now TAB through the standard contact details dialogue for that contact to view phone, address, Website, and so on, details for that individual contact/club member if you supplied these when that member was first placed into the contacts list. E. to delete a member from the group, place focus on the member's name you wish to have removed from the group and press the DELETE key. Note: When sending a message to a group, if just one of the recipient's messages bounces at the server, the whole lot will fail to be sent. In this case, you will have to remove the offending group member or correct the address and then re-send them. 4.16. Saving and Printing E-Mail You can save your mail in a folder full of messages, in a standard file or print it and file it away. When you delete a message from the Outlook Inbox, it is automatically saved in a folder called "Deleted Items", which appears in the folders list. This is an automatic place to find your e-mails after you have deleted them and you can press the DEL key on any of these to completely delete it. However, it is not recommended that you use the Deleted Items folder as a place to save messages. You can save a file as a text file with ALT F, A, type in a filename, TAB to "Save as Type" and ARROW to TXT , then TAB to "Save" and press ENTER. If you have a My Documents folder on your PC, this is where your message will save, although you can change this by typing a different path into the "Filename" editfield if you like. By default, Outlook automatically saves any uncompleted messages for you every three minutes. They are saved in the "Drafts" folder. So, if you get a power cut or loose the message you are currently creating in some other way, you will be able to retrieve most of it from this folder. From the File Menu (ALT F), you can also elect to print a message which you currently have open or have focus on in your Inbox or other folder or you can use the print shortcut of CONTROL P. You will get the standard type of print dialogue to make choices in, e.g. how many copies to print, whether to print all pages or just odd or even ones, etc. By default, the WinFax printer will be used for printing. 4.17. Creating Folders and Copying and Moving Messages Between Folders 4.17.1. Creating a Folder You may wish to make a special folder for important messages to be moved to and saved in. Do this by: 1. Open your Personal Folders folder with CONTROL Y. 2. Press ALT F, F, N, or use the shortcut of CONTROL SHIFT E. 3. In the editfield you will now be in, type in a name for your folder, e.g. "Saved Items". 4. TAB on to a list to select from of what type of data that folder is to contain and leave the focus on "Mail and Post Items" or "Mail Items". Note that there are other possibilities in this list. 5. Next TAB once and then ARROW in the folders list you will be in to where you would like the new folder to flow from, e.g. ARROW up to Personal Folders if you would like it to be a sub- folder of that main folder on the same viewing level as the Inbox, Deleted Items, etc, folders, or if you would like it to be a sub-folder of, say, the Inbox, leave focus on that folder. 6. TAB to "OK" and press ENTER to finish the sub-folder creation. 7. As usual, you move through these folder levels with up and down ARROWS and open and close folder levels with right and left ARROWS. 4.17.2. Copying and Moving Items Between Folders To copy a message to the new subfolder you created above, Go to the message headers in your Inbox, leave focus on the message you wish to move elsewhere, press CONTROL SHIFT V, ARROW up or down the list of folders to the one you want to move the message to, then TAB to "OK" and press ENTER. Note: If you had of wanted to copy rather than move the aforementioned message, you would instead have used the shortcut of CONTROL SHIFT Y. You can do this moving and copying for most items within folders, not just e-mail messages. 4.18. Renaming and Deleting Folders and Sub-folders 4.18.1. Renaming a Folder 1. Whilst in such as your Inbox, press ALT V (for View), G (for Goto and then F (for Folder) or use the shortcut of CONTROL Y. 2. ARROW to the folder you wish to rename and press the ENTER key. 3. Now enter the file menu with ALT F, then press F (for Folder) and then ARROW down to "Rename (name of folder concerned)" and press ENTER. 4. You will be in an editfield now, so over-type the old folder name with the new folder name you would like and press ENTER.The folder name will change and the folder will remain in its original position in the Personal Folders list of folders. 4.18.2. Deleting a Folder 1. Whilst in such as the above just-created Saved Items folder, press ALT V (for View), G (for Goto and then F (for Folder) or use the shortcut of CONTROL Y. 2. ARROW to the folder you wish to rename and press the ENTER key. 3. Now enter the file menu with ALT F, then press F (for Folder) and then ARROW down to Delete (name of folder concerned)" and press ENTER. 4. You will be asked to confirm the deletion, so press "Y" for yes. The deleted folder and its contents will be sent to the Recycle Bin. 4.19. Importing and Exporting If you have to reinstall Outlook on an existing system for any reason, you will not have to save your Address Book, Saved Items, etc, details and messages. They will be kept on disk for you and made available as usual in your reinstalled program. However, you may wish to import messages and other details into your current copy of Outlook or export them elsewhere. A few examples of how to do this are given below. 4.19.1. Importing Account Settings 1. To import (copy from another e-mail program also on your computer to Outlook) an Internet e-mail client's account name and server settings, press ALT F (for File) and then T (for Import and Export), when the Import and Export Wizard will load in . 2. You will be able to ARROW up and down a list of possible import and export options, for instance, import from another program or file, Import a vCard file, export to a file, import Internet mail account settings, import Internet mail and addresses and import an iCalendar or vCalendar file. Press ENTER on the one you require, which for this example will be "Import Internet Mail Account Settings". Then TAB to and press ENTEr on the "Next" button and keep doing this after each stage below as well. 3. You may then be given a list of e-mail programs to import (copy) settings from. These may include such as Eudora, MS Internet Mail, MS Outlook Express, MS Outlook 4, Netscape Mail and Messenger, etc. ARROW to the one you want to import from and then TAB to "Next" and press ENTER. Note that if you only have one or two other e-mailing programs on your PC, then only these one or two programs will be in this list and in most home computer situations you may only have Outlook Express listed. 4. The folder the messages you wish to import from should be automatically found by Outlook but if it is not, perhaps because you chose to save them in other than the default folder, you can use the "Browse" button to navigate there in the usual Windows way. 5. If you have more than one account set up in the other e-mail client you are importing settings from, you will get a list of these accounts to choose from and have imported into Outlook. ARROW to the account you wish to import details from and then TAB to "Next" and press ENTER. 6. The next five or six steps are just to confirm your settings details, such as your name, e-mail address, type of Internet connection, etc, and these details will be automatically completed for you, so just keep pressing ENTER on "Next", unless your set-up requires you to make any changes first. 7. You will eventually come to a "Finish" button to activate and complete the whole procedure. Similarly, you can import e-mail messages, Address Books, filters, Outlook Express message rules, etc, from other e-mail clients you may have on your computer, such as Outlook Express, Eudora, MS Internet Mail, etc, but This time you would select "Import Internet Mail and Addresses" at step 2 above. Note that message rules can only be imported from Outlook Express. 4.19.2. Exporting Contact and Message Details to a File for Safe Keeping You can also export the information fields in your Address Book/contacts list or the messages in one of the folders in your Personal Folders folder to a text file and save this for safe keeping if you wish. Do this by: 1. Go to your File menu (ALT F) and then press ENTER on "Import and Export". 2. Place focus on the "Export to a File" option. After each stage press ENTER on the "Next" button. 3. In the list you will come into, ARROW to the type of file format you would like to save to, e.g. Microsoft Excel, Microsoft Access, PST file, comma separated values, etc. For this example, leave focus on "Tab Separated Values (Windows)" to save to that format, as all Windows and DOS PCs will then be able to access this file. Of course, if you saved to such as Excel, then you would read the resultant file from within the MS Excel spreadsheet. TAB to "Next" and press ENTER. 4. Your Personal Folders list will now open up and you can ARROW to any given folder, such as your Inbox, to get the messages in that folder exported and saved to a file, or you can, for this example, ARROW to "Contacts" and then press ENTER on "Next". 5. You come into an editfield to say where you want the file to be saved and to what filename, so if you want it on a floppy disk, type in here: a:\adbook or whatever you want to call the file and then press ENTER on "Finish". You will now be able to use a text editor or word- processor to read the contact details in this address book and keep a record of your contacts in case you should suffer some mishap with the original hard disk copy. Note that there will be many headers at the top of the saved file before you get down to the actual individual contacts' names and other details. 4.19.3. Saving your .PST Data files for Safe Keeping and Importing Them When you create messages, tasks, Journal entries and appointments these details are saved by MS Outlook either on a server if you are working through a server or in a data file on your PC if you are running Outlook on one computer only. This data file is known as a "personal folders file" and, if you are not on a networked system, it will be saved locally on your hard disk under the filename "outlook.pst". It is a good idea to keep regular copies of these files so that if your original .pst files become corrupted, you can over-write them with good copies. You must close Outlook to make copies of your .pst file(s). One way to make a copy is: 1. With Outlook not running, launch Windows Explorer by pressing WINDOWS key E. 2. Navigate in the normal way via your C: drive to the site of the "outlook.pst" file or files if you have set up more than one. This path is: C:\Windows\Local Settings\Application Data\microsoft\Outlook\Outlook.pst 3. With outlook.pst highlighted, press CONTROL C to copy it to the Clipboard. 4. Now in Windows Explorer open whichever folder you would like to keep a copy of the .pst file in and paste it there with CONTROL V. 5. If you ever get a corrupted .pst file, you can now get back to a good copy by copying this saved file over the corrupt one with Windows Explorer or you can use the Outlook File menu, Import and Export feature to import and replace the old file as shown below. You should, therefore, regularly take copies of this .pst file to keep it up to date. To import a .pst file from another e-mail client or from a saved copy of your original file: 1. Press ALT F, T, and then press ENTER on "Import from another Program or File". 2. ARROW to "Personal Folder File (.pst)" and press ENTER. 3. You will come into an editfield with a sample path to the .pst file, so you will have to over-write this with a genuine path to wherever the .pst file is which you want to either copy as an additional .pst file or over-write your current .pst file with, e.g. C:\My Documents\Outlook.pst, if you saved it there. 4. In the next dialogue, TAB to "Import Items into the Current Folder" and press SPACEBAR to check this on and then TAB to "Finish" and press ENTER. Note: Personally, I find simply copying these .pst files with DOS or copy and pasting them in Windows to be preferable to using this Import and Export Wizard for dealing with .pst files but no doubt you will use the method you feel most comfortable with. 4.20. File Attachments A file attachment is when you insert a file created in another program into your e-mail. You may wish to do this instead of sending a plain text file in the body of your e-mail, for instance, with a Word or WordPerfect formatted file, so that the formatting, such as underlining and emboldening, are not lost in converting the file to text only, as would otherwise happen. However, in later versions of Outlook you can elect to write your messages in MS Word as the default way of doing things within Outlook but this does not work well with some screenreaders due to Outlook and Word shortcut and some screenreader hot key clashes. You are therefore recommended to use plain text in your e-mail body (when e-mailing other blind people) and if you want to send a formatted file, create the file in such as Word or WordPerfect separately, save it to a filename and then attach it to the message. 4.20.1. Sending File Attachments To attach a file to a Message: 1. With a blank e-mail message open and your cursor in the main Outlook e-mail message editfield, press ALT I, press ENTER on "File", then type the path to the file you want to send in the file attachment name editfield which you will fall in and then press ENTER. If you do not know the path to the file, use the "Look In" button to browse to it in the normal Windows way. 2. Send the e-mail with the attachment as normal by pressing ALT S, CONTROL ENTER or CONTROL M. 4.20.2. Opening and Reading File Attachments 1. To open an attachment (with the e-mail message open), TAB (or SHIFT TAB ) to it and press ENTER. Alternatively, navigate to it with the mouse and press ENTER. Your screenreader may also have an open attachments hot key, e.g. F6 with Window-Eyes and INSERT A with JAWS. If there is more than one attachment in an e-mail message, when you are on the first attachment, you can press the left and right and up and down ARROW keys to move through the others or press the first letter of the name of the attachment file and then press ENTER on them to open each. The multiple attachments are usually stacked up in a double vertical column but some screenreaders may change this to a single column. 2. When you open an attachment, you may get a Warning message about possible viruses in attachments. If you are satisfied that the source of the attachment is secure and bona fide, press ENTER to save the attachment to disk for later opening, or ARROW down to "Open It" to observe the contents of the attachment immediately in its associated program in such as Windows Notepad, for example, if it is a text file. 3. To change the default place where your attachments will be saved, after pressing ENTER on "Save it to Disk, accept the filename the attachment came with (or change it), then instead of TABBING to the "Save" button, immediately press SHIFT TAB twice. You will now be in a list of places to save to, starting with the Desktop, from where you can ARROW down to the C: drive, the A: floppy disk drive, etc, and just press ENTER when you reach where you want to save to. 4. If you wish, you can save an attachment via the File Menu rather than SHIFT TABBING to it and pressing ENTER on it and using the procedure described in 4 above. With the message open on screen, you just press ALT F, ARROW to "Save Attachments" and press ENTER. You can ARROW to and choose which attachment to save in the list which appears, if there is more than one attachment in your message, and then press ENTER on the "Save" button. You can also change the default place where attachments save, e.g. to My Documents if it is not already set up to go there, and you can select the format to save the attachment in in the "Save as Type" list. 5. If you have several attachments affixed to an e-mail, you can save them all simultaneously to the same location by going to the attachments list and then pressing CONTROL A followed by ALT F (for File) and then N (for Save Attachments). 6. It is recommended that, before opening an attachment, you run your virus-checker on it to ensure that it is clean of such as macro viruses. Note 1: If someone sends you an attached Outlook file, such as attaching a task or Journal file to a meeting request, task request, etc, the attachment you receive will have an .msg (short for "message") extension on it, e.g. Monthly Stats.MSG. Note 2: Attachments in a plain text or HTML format will appear between the "Subject" line and the main message body whereas an attachment in a RTF or other format will appear in the body of the message. 4.21. Inserting Text into an E-Mail Message If you do not want to actually attach a file to your e-mail message, you can, instead, with an already created text only file, insert the text contained within the file at the cursor point in your message body by: 1. Open your text file in a text editor such as MS Notepad. 2. Highlight the whole file with CONTROL A or any part of it if you do not want it all copying to your e-mail message body and then copy it to the Clipboard with CONTROL C. 3. Now either launch Outlook or ALT TAB to it if you already had it open in another window. 4. press CONTROL N to open a blank message, complete the headers as normal and then TAB to the message body section. 5. Move your cursor to the place you want the text to appear and press CONTROL V to paste the plain text into the message. 6. Send your message in the usual way with ALT S or CONTROL ENTER. 4.22. Jumping from E-Mail to a Website Sometimes an e-mail you receive, such as from a company advertising their Website and products, will have embedded in it a link to their site. When you come across this link in the body of the message, you can just press your ENTER key or the SPACEBAR to be taken straight online with your browser to this Website automatically. Note: The URL or e-mail address link must be a truly embedded link, not just a typed in URL or address. 4.23. Obtaining the Details of an E-Mail Sender or Address Book Contact 4.23.1. E-Mail Sender's E-Mail Address Identity If you want to see the e-mail address of someone who has mailed you, with the focus on the message sender/subject line in such as your Inbox, press SHIFT F10, then press R (for properties) and then (in your screenreader's mouse mode) ARROW down from the top of the screen until you reach the line with the sender's name which will be followed by his/her e-mail address. 4.23.2. Viewing the Recorded Details for an Address Book Contact To view all of the details you have recorded for a given person in your contacts list you can: 1. Press CONTROL SHIFT B to open the contacts/Address Book. 2. SHIFT TAB backwards once and then ARROW to the Address Book which contains the person you want to obtain details of. If you are a stand-alone computer user, there may only be one or two options in hear, e.g. contacts" and "Outlook Address Book" and the latter of these will be blank if you have not used it. 3. TAB forward and type the name of the person you want or ARROW to him/her in the list of contacts. 4. With focus on the person in question, press SHIFT F10 and then R (for Properties). 5. TAB through all of the details you previously recorded for that contact, e.g. their e-mail address, home address, phone number, Website address, etc. 4.24. Obtaining a Received or Read Message Verification Receipt You can request a receipt to verify that a message has been opened on the recipient's computer, as long as the recipient has his receipts option turned on to support this--it usually is by default. You can enable your own request for automatically generated receipts from the recipient by: 1. Press ALT T (for tools) and then O (for options). 2. You will fall in the "Preferences" property sheet, on the "Email Options" button, so press ENTER to open this dialogue. 3. TAB forward to "Tracking Options" and press ENTER. In here TAB forward around four times to "Read Receipt" and press SPACEBAR to check it on and then TAB once again and also check on "Delivery Receipt". 4. Lastly, TAB on to "OK" and press ENTER followed by Further TABBING to two more "OK" buttons to activate to finish. Note 1: The e-mail recipient, however, does not have to let a receipt go from his computer to you. He can elect to not send you a receipt if he wishes when asked about this by Outlook. Note 2: If you are subscribed to Internet mailing lists, you will not wish to have read receipts and delivery receipts turned on, because you would likely get problems when reading and/or sending messages. 4.25. Automatically Rejecting Spam, Junk and Adult Material Mail If you are receiving unwanted sales or adult type e-mail material from a given company or person, you can have this automatically banished to a folder like your Deleted Items folder without the e-mails even reaching your Inbox, if you wish. It is also possible to have the suspect e-mails given a specific colour to alert you to their likely unwanted contents but, as this may be of no use to most blind users, this aspect has not been covered here. 4.25.1. Enabling the Junk and Adult Mail Feature Before you can select which types of messages you would not like to see in future to get them blocked, you should firstly enable the junk e-mail feature. Do this by: 1. Press ALT T (for Tools) and then Z (for Organize). 2. In the dialogue you come into, TAB to the "Junk mail" link and activate it with ENTER or a left mouse click. 3. You will now be able to TAB or ARROW down and will be asked where you would like such unwanted e-mails to be banished to. One of your mail folders will be highlighted but if you do not want them to be sent to that particular folder, you can just press the initial letter of the folder you would like to use to receive such unwanted mail instead of your Inbox (you may have to press your left mouse click key first), e.g. press D (for Deleted Items), if you want them to go there. 4. Then ARROW or TAB to "Create" and press ENTER to create this message blocking rule and you will be asked if you want the current unwanted messages immediately moving to your Deleted Items folder or not, so press Y (for Yes) if you do. 5. Leave this dialogue by pressing ESCAPE or ALT F4 if ESCAPE does not work. Note: Some of the dialogues, links and lists you are faced with in the above process are not very responsive to keyboard users or very well dealt with by some screenreaders, so try activating things not only by pressing ENTER and ALT down ARROW but also SPACEBAR left mouse clicking and cursor routing, depending on your screenreader. You will find in some views that you have a "Turn On" button to press ENTER on to enable a particular feature, when it will be come a "Turn Off" button. If you find the junking feature to be too difficult to set up, you can always use the Rules Wizard to block specified people from your Inbox as outlined in a later section. 4.25.2. Adding Someone to the Junk Senders' List and Changing the Junk and Adult words/phrases Used for Junking Having now enabled your junk and adult content mail feature, you can use it as shown below. However, be aware that not all e-mails from a selected person or company will be sent to your Deleted Items folder. Only messages with given key words or phrases in them will be disposed of. For example, If you add someone to your junk sender's list this means that messages with certain words in their subject line or message body only will be redirected. Some default examples of the key words which will trigger a disposal of the message are:Advertisement, cards accepted, extra income, free, guarantee, visit, special promotion, order today, money back guarantee, check or money order, $ (dollar sign), etc. Some of the default key words which will be monitored for in the subject line and message body of those added to your adult content senders list are: adult only, over 18, over 21, adults, erotic, adult web, sex, etc. Please note that these key word lists are not exhaustive and that certain key words are also monitored in the "To:" and "From:" lines of messages as well. The Outlook sub-folder on your hard disk contains a text file documenting the whole list of these key words which has the filename filters.txt, if you want to view all of the key words. 1. To add someone to your junk or adult sender's list, ARROW to the offending message in your Inbox so that it and its sender becomes highlighted. 2. Press ALTA (for Actions) and then J (for Junk Mail). 3. Now press ENTER on "Add to Jun