How to Set Up Microsoft Outlook for Interoffice Email

The Microsoft Outlook email server program is specifically designed to make it easier for office networks of any size to quickly send and receive emails between different people in the organization. Once you have Microsoft Outlook installed on each of the office's computers, you can use the setup options inside the program to create unique email addresses for each employee, set up distribution lists of related individuals and create reminders for meetings and appointments.

Difficulty: Moderate

Instructions

1. Insert the Microsoft Outlook email program's installation disc into each of the CD drives in your office network. Follow the instructions in the installation wizard that will pop up on the computer screen to install the Outlook program. Open the Outlook program on one of the computers once the installation process has completed.

2. 
    
   The Tools Menu

   Click on the "Tools" button located on the tool bar at the top of the program's window. Choose the "Account Settings" option from the drop-down menu that will appear. Wait for a new window to pop up, and then click on the "New" button.

3. 
    
   Setting Up the Email Account

   Click on the radio button marked as "Microsoft Exchange, POP3, IMAP or HTTP." Click on the "Next" button. Type in the name that you want to show up with the email account for the computer in the corresponding text box. Enter the email address for the computer in the next text box and then the password you want to use. Click on "Next." Type the address of your company's incoming and outgoing mail servers in the corresponding text boxes, and then click on "Next." Click on the "Finish" button.

4. 
    
   Making a Distribution List

   Repeat the setup process on all of the other computers in your office network. Click on the "File" button in the Microsoft Outlook program on any of the computers. Choose the "New" option, and then click on "New Distribution List." Type the name of the distribution list in the "Name" field, such as "IT Department," "Help Desk" or "Customer Service Reps."

5. Click on the "Add New" button, and then type in the email address of the first person to be added in the distribution list. Repeat the process with each of the various email addresses that need to be added to the list, such as the addresses of each of the managers in a distribution list named "Management." Click on the "Save" button once you have all of the email addresses added. Click on "Send," and then enter in the email addresses of each person that you want to have access to the distribution list. Click on "Send" again to send the distribution list out to all the email addresses.

6. Click on the "Calendar" button at the lower left side of the program. Locate a time and date where there will be an office meeting. Click on the time, and then enter in the name of the meeting in the "Name" field. Type in any message you want to go along with the calendar item in the text box at the bottom of the window. Click on "Invite Attendees," and then enter in the email addresses for the people who need to attend the meeting. Click on the "Recurring" button if the meeting will occur at the same time on a daily or weekly basis. Click on "Send" to mark the meeting on those people's Outlook calendars.

Tips & Warnings

• You can also set up your Microsoft Outlook program to automatically filter emails from specific individuals in your office to go to a separate folder instead of your main email folder. Simply click on "Rules and Alerts" in the "Tools" menu, and then choose the option to filter emails from a specific address.

References

• Configure e-mail accounts in Microsoft Outlook

Resources

• Microsoft Outlook Official Website