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Using Windows Mail 4
Establishing Internet Service and an Email Account 4
Abbreviations and Common Terms 4
Setting Defaults 5
Configuring Windows Mail 5
Inbox as Default 6
Group Messages by Conversation 6
Virus Protection for Attachments 7
Basic Email 9
The Email Address 9
Receiving a Message 9
Composing a Message 10
Reading a Message 11
Deleting a Message 12
Replying to Email Messages 12
Reply to All 13
Forwarding an Email Message 14
Method 1: Attaching a File While in Word or Excel 15
Method 2: Using the Applications Key 16
Method 3: Attaching a File with Windows Mail Open 17
Saving Attachments 18
Windows Mail Contacts List 20
Adding a New Contact 20
Add a Contact from an Email Message 21
Delete a Contact 23
Creating Signatures 24
Editing Signatures 26
Deleting Signatures 27
Selecting Optional Signatures 27
Spelling Dialogue 28
To Begin the Process 29
Acronyms, Abbreviations, Proper Names, and Alternative Spellings 31
Creating and Deleting a Folder 31
Creating a Folder 31
Deleting a Folder 32
Windows Mail Keyboard Shortcuts 34
Using Windows Mail
It is assumed that your personal computer has Windows Vista and a screen reader or a magnification program, and that you are familiar with these programs and your keyboard.
This user guide is an introduction to Windows Mail and does not include instructions for all of the functions built into the program.
Establishing Internet Service and an Email Account
To set up an email account, you must contact your Internet service provider (ISP) for instructions.
Abbreviations and Common Terms
alt: Alternate key
Applications key: Third key to the right of the space bar. Opens a context menu.
arrows: When this term is used, you should use the up, down, left, or right arrow keys as instructed.
ctrl: Control key
esc: Escape key
keyboard shortcuts: All keyboard shortcuts and keystrokes are enclosed in parentheses.
menus, buttons, folders, edit boxes, fields, windows, and tabs: These items are enclosed in brackets.
modifier keys: Some commands require modifier keys: the Control (ctrl), Alternate (alt), and Shift (shift) keys. Modifiers are "press and hold" keys, while individual letters and numbers are "strike and release" keys.
There are three possible combinations:
1. Press and hold down a modifier key plus strike a second key.
Example: (alt f)
(shift 2) Note: do not use the number pad.
2. Press and hold down two modifier keys plus strike a third key.
Example: (ctrl shift i)
3. Press and hold down a modifier key plus strike a key and release. Then strike a key, and strike another key.
Example: (alt n, a, f). Press (alt n) and release, then strike a, then strike f.
Configuring Windows Mail
By default, the following standard fixed folders are created, in order, when Windows Mail is installed on your computer:
In addition to the preceding folders, a program called Microsoft Communities is also installed. This program is outside the scope of this document.
Inbox as Default
The [Inbox] is the default opening window when the program is installed.
Group Messages by Conversation
This option should remain unselected. To confirm that this option is not active, follow these steps:
1. Open the [View] menu: (alt v)
2. Your cursor is on [Current View]: (enter)
3. Move to [Group Messages by Conversation]: (up) arrow once. If your screen reader says:
a. [Group Messages by Conversation Checked G]: (enter). This will disable it and return you directly to the [Inbox].
b. [Group Messages by Conversation G], (without saying checked), the feature is already disabled. Press (esc) three times to return to the [Inbox].
Virus Protection for Attachments
By default the box under the [Security Tab] entitled [Do not allow attachments to be saved or opened that could potentially be a virus] is checked. While this will contribute some protection against viruses, it may also prevent you from receiving legitimate attachments. If you find it necessary to disable this function, follow these steps:
1. Open the [Tools] menu: (alt t)
2. Access the [Options] menu: (o)
3. Select the [Security] tab: (ctrl tab) until located
4. To locate the virus protection check box: (alt n) When you press (alt n), one of two actions will occur:
5. Select [Apply]: (alt a). This saves the changes.
6. Locate the [OK] button by pressing (shift tab) and press (enter). You will return to the [Inbox].
This program contains an automatic delete function that will empty the messages in the [Deleted Items] folder upon exiting. To check the active status of this function, follow these steps:
1. Open the [Tools] menu: (alt t)
2. Open [Options]: (o)
3. Select the [Advanced] tab: (ctrl shift tab)
4. Access [Maintenance]: (alt m)
5. You will be placed on the check box: "Empty messages from the Deleted Items folder on exit".
a. If your screen reader says "checked" and you want to deactivate this function: (space bar)
b. If your screen reader says "unchecked" and you want to activate this function: (space bar)
6. Move to the [Close] button: (shift tab) and press (enter). You will return to the [Advanced] tab.
a. If you made changes to any of the settings, you must select [Apply]: (alt a), then (shift tab) to the [OK] button and press (enter).
b. If you did not make changes to the settings, (shift tab) to the [OK] button and press (enter).
The Email Address
An email address is an address for sending and receiving email messages. It consists of three components: a username, @ (the at sign), and a domain name.
Username: A username is a unique identifier that can be the actual name of an individual, a nickname, an organization's name, or a random series of letters (any combination of upper- and lowercase) and numbers.
@ (At Sign): This sign connects the username and domain name. To input this sign, press (shift 2).
Domain Name: This specifies the company or organization providing the email service for the email address. For example, a domain name might be yahoo.com or hadley.edu. A dot extension such as .com, .org, .edu, .us, .ca, .uk, or .info comes after the domain name.
Receiving a Message
Windows Mail will receive email messages automatically. You can establish the frequency that Windows Mail will check for new messages as follows:
1. Open [Tools]: (alt t)
2. Open [Options]: (o). You are placed in the [General] tab.
3. Access the check box: "Check for new messages every": (tab) until located
If activated: If checked, this function is active. (Tab) to the [minutes] edit box and arrow (up) and (down) to select the frequency that Windows Mail will check for new messages. If you do not want to change this setting, press (esc).
If inactive: If unchecked, this function is not active. Press (space bar) once to activate this function. Then (tab) to the [minutes] edit box and select the frequency. If you do not want to change this setting, press (esc).
4. If you make a change, it must be [Applied]: (alt a)
5. (Shift tab) to the [OK] button and press (enter). You will be returned to the [Inbox].
Composing a Message
Creating an email message is the most frequent task you will perform. Follow these steps to compose a message:
1. Open a [New Message] window: (ctrl n). You will be placed in the [To] edit box.
2. Type in the email address of the party you are sending the email to.
Note: If you have emailed this contact in the past, Windows Mail may present you with a drop-down list of matching addresses to choose from. For further instructions, go to the section "Adding a New Contact" on page 20.
3. (Optional) (Tab) once to [Carbon Copy--CC]: If you need to send this message to additional recipients, type in their email address(es). Separate each address with a semicolon and space. Skip this step if you have no carbon copy address(es).
5. To move to the [Message] edit box, (tab) once. This is where you type the body of your message.
6. Once you have completed your message, send it: (alt s)
Reading a Message
1. Open Windows Mail, and give the program a few seconds to update your [Inbox].
2. By default, you are in the [Inbox].Navigate through the [Inbox] by using the (up) and (down) arrows. Select the message you want to read: (enter)
3. By default, you are placed in the body of the message. Use standard text navigation commands to read the message. To move back to the [To], [CC], [Subject], and [Attachment] boxes: (shift tab)
4. To close a message: (esc)
Deleting a Message
You may delete a message when it is either open or closed.
1. Closed Message: Arrow (up) or (down) to the message you want to delete: (delete) or (ctrl d). The message will be moved to your [Deleted Items] folder, and the cursor will be placed on the next message.
2. Open Message: With the message open: (ctrl d). The message will be moved to your [Deleted Items] folder, and the next message will be opened.
Replying to Email Messages
Use the following steps to reply to a message:
1. Locate and open the message you want to reply to: (enter)
2. To reply: (ctrl r). The focus will be placed above the original message, where you can type in your own comments. The [To], [CC], and [Subject] edit boxes will contain the original sender's email address(es) and subject.
3. Send it: (alt s)
Note: Once you send your reply, you will return to the [Inbox], and the message you replied to will be selected but closed.
Note: If you receive a reply to a message you sent, "RE:" will precede the subject. When navigating your [Inbox], your screen reader may also say, "Re", "Replied", or "Replied to," indicating that the message is a reply to an email you sent.
Reply to All
This function is used when the originator of an email sends it to more than one recipient and you wish to send your reply to all the recipients:
1. Locate and open the message you want to reply to: (enter)
2. To reply to all: (ctrl shift r). The focus will be placed above the original message, where you can type in your own text. The [To], [CC], and [Subject] edit boxes will contain the original sender's recipients address(es) and subject.
3. Send it: (alt s)
Forwarding an Email Message
To forward an email, follow these steps:
1. Locate and open the message you want to forward: (enter)
2. Begin the forwarding process: (ctrl f). This places the cursor in the [To] edit box. Type in the email address of the party you are forwarding the email to.
3. (Optional) From the [To] edit box, press (tab) once to move to the [CC] edit box. Type in the email address(es).
4. Move to the [Subject]edit box: (tab). The original subject of the message is retained with the addition of "FW:" at the beginning of the subject, designating it as a forwarded message.
5. The next (tab) will take you to one of two different edit boxes:
a. If there is an attachment, this (tab) will place the cursor in the [Attachment] edit box, at the end of the attachment's name. Pressing (tab) again will place the cursor in the [Message] edit box.
b. If there is no attachment, this (tab) will move the cursor to the [Message] edit box.
6. Space is available in this box for you to type in any comments you wish. Your comments will be placed above the original message.
7. Send the message: (alt s)
An email attachment is any file that you "clip" or "attach" to an email message. The file may be an audio file, .wav or .mp3; a document file, .doc, .txt, or .pdf; a compressed zip file, .zip; or a picture, .jpg or .tif. An executable file, .exe, normally cannot be attached to an email. There are three ways to attach a file to an email.
Method 1: Attaching a File While in Word or Excel
If you only want to send a single attachment, which was created in Microsoft Word or Excel, follow these steps:
1. Open the file you want to send by using the file's default program: MS Word or Excel
2. Go to the [File] menu: (alt f)
3. Go to the [Send] option: (d). The [Send a copy of the document to other people] window will open.
4. Select the email option: (e)
5. A blank email message will open. The [Subject] and [Attachment] edit boxes will contain the name of the document. (The document is already attached.)
6. You must type in the [To] email address. You may also type in a [CC] address if desired.
7. (Tab) through the [CC] and [Attachment] edit boxes to the email [Message] box, and type in any message you want to include.
8. To send the email: (alt s). Windows Mail will send the email and close, placing you back in the document you attached.
Method 2: Using the Applications Key
The Applications key is located on the bottom row of the keyboard, often the third key to the right of the space bar.
To use this method you must locate the file on your computer by using Windows Explorer, My Computer, or the file's default program.
Select the file but do not open it.
1. Press the Applications key.
2. Press (n) to move to the [Send To]submenu. This menu will automatically open.
3. Open [Message Recipient]: (m)
4. Windows Mail will open a new email message, and the cursor will be placed in the [To] edit box.
a. You must complete the [To] email address.
b. If desired, type in a [CC] address(es).
c. The [Subject] edit box will already be completed with the name of the file.
d. The file will already be attached, with the name of the file in the [Attached] edit box.
5. Move to the [Message] edit box: (tab), and type in any message you want to include.
6. Send the email: (alt s)
Method 3: Attaching a File with Windows Mail Open
When attaching a file while in Windows Mail, it is important to know where the file resides on your computer, such as the drive letter, folder name, or both. To attach a file, follow these steps:
1. Compose a new email message. You must be in the [Message] edit box before proceeding to the next step.
2. Open the [Insert] menu: (alt i)
3. The cursor is placed on the File Attachment menu option: (enter)
4. Type in the "path" to the file you wish to attach. The path consists of the drive letter, folder name, or both; and the file name with its extension.
c:\my documents\working hard.doc
5. Attach the file: (enter). The file name will appear in the [Attached] edit box.
Note: You can attach additional files to the email by repeating steps 2 through 5 for each file before sending the email.
6. Send the email: (alt s)
Occasionally you might receive an email with an attachment that you would like to save. Saving the attachment creates and saves a copy of the file but does not remove it from the original email. Deleting the email will move the message and the attachment to your [Deleted Items] folder, but will not affect the attachment you saved.
You have two options, opening or saving the file. The following three steps apply to both options:
1. Open the email message that contains the attachment.
2. Press (shift tab). The cursor will be placed in the [Attachment] edit box, and the attachment will be selected.
3. If there is more than one attachment, move through the attachments: (left or right) arrow and select the attachment you wish to save or open.
To save an attachment, follow these steps:
1. Press the Applications key. A context menu will open. Press (a) to open the [Save Attachment As] dialog box.
2. The cursor will be placed in the [File Name] edit box and the file will be selected.
3. Press (home) and type the path to the location where you wish to save the file, but do not retype the file name, as it is already there.
File name: working hard.doc
The path you need to add in front of the file name is:
The complete path is now:
c:\my files\working hard.doc
If you are placing the file in a subfolder in the folder [My Files], the path would be:
c:\my files\subfolder name\working hard.doc
4. Press (enter) to save the file. You will be placed back in the email message with the cursor in the [list of attachments] edit box, and the attachment you just saved will be selected.
Note: If you are using a screen reader, it may not give you an indication that the attachment has been saved. The general rule is: "If you do not receive an error message, then it saved properly.
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To open the attachment, follow these steps:
1. Press (enter) and a [context menu] will open. The cursor will be placed on the (open) option.
2. Press (enter) to open the file. The file will open in its associated program: Word, Excel, etc.
You may now use standard navigation commands for the program the attachment opened in.
Caution: You should be very careful selecting attachments you wish to save or open, because email attachments are a very common way that viruses and spam are spread. The general rule is, "if you don't know and trust the party that sent the message, don't open or save it."
Windows Mail Contacts List
Contacts is a database that may include names and email addresses for later use. Should you prefer to simply type the email address as you compose a message, you do not need to complete this database.
Adding a New Contact
Use the following steps to add a new contact without sending an email:
1. With Windows Mail open, press (ctrl shift c). The [Contacts List View] window will be opened, and the cursor will be placed in the list of contacts.
2. (Tab) until you reach the [Organize] button.
3. Press (right) arrow until you reach the [new contact] button.
4. Press (enter) and the [Properties] dialog box will open. The cursor is in the [First Name] edit box.
5. From this point (tab) through and type in the [First, Middle and Last names]. The [Full Name] edit box is automatically filled in as you type the contact's name. Optional: (Tab) through and type in the [Personal Title and Nickname].
6. (Tab) to the [Email Address] edit box. This box must be completed. Type in the address and press (tab).
7. The [Add] button is selected: (enter). The contact is registered, and the cursor returns to the [Email Address] box. You may enter an additional email address for this contact or (tab) through a number of optional buttons to the [OK] button. Press (enter) on the [OK] button to record the contact. The cursor will return to the [New Contact] button. You may now press (enter) to add another contact or (alt f4) to close the [Contacts] window and return to the [Inbox].
Add a Contact from an Email Message
When you have received an email message, there are two methods to add the sender's email address to your Contacts List:
1. Without opening the email message:
a. Open the [Inbox]and select the message from the individual you wish to add to your contacts list.
b. Open the [Tools] menu: (alt t)
c. Press (d) to select the [Add Sender to Contacts] option. This automatically adds the sender to your contacts list. If the sender is already recorded in your contacts list, you will get a message to that effect. Press (enter) and you will return to the [Inbox] with the email selected but not opened.
2. With the email message open:
a. Open the [Tools] menu: (alt t)
b. Press (d) to open the [Add to Contacts] submenu.
c. Press (s) to add the [Sender] of the message to the contacts list. If the sender is already recorded in your contacts list, a message will indicate this. Press (enter) and you will return to the open email message.
Note: If there is more than one addressee in the [To] line, and you wish to add everyone listed to your contacts list, press (e). Your screen reader may not read this as the [To] line. Caution: Be very careful when selecting this option, in case there are addressees you do not wish to add to your contacts list.
Separate from Contacts, AutoComplete is a feature that displays suggestions for names and email addresses as you begin to type them in the [To] or [CC] edit boxes. These suggestions are possible matches from a list of names and email addresses that you have previously used, known as the "AutoComplete List." You can select from the list of suggestions, using the (up) or (down) arrows to locate the address you need. To select the address: (enter) or (tab).
1. Open Windows Mail. You should be in your [Inbox] by default.
2. Open the [Contacts List]: (ctrl shift c)
3. Select the contact you wish to delete, by using the (up) and (down) arrows.
4. Delete the contact: (delete). You will be asked to confirm or cancel this action:
a. [Yes]: (alt y) deletes the contact and returns you to the contacts list
b. [No]: (alt n) leaves the contact and returns you to the same contact in the contacts list
c. Escape: (esc) does the same as selecting (no)
5. Close the [Contacts List]: (alt f4). You will return to the [Inbox].
You can personalize any email message by adding a signature. Your signature can contain your name, contact information, and any text you desire.
You can also create several different signatures and select the one you want for different recipients. For example, you might want a professional signature for emails related to your work, but prefer a more personal signature with a quote for family and friends. These instructions explain how to create a signature.
Open Windows Mail. You should be in your [Inbox].The following steps explain how to create the first signature:
1. Open the [Tools] menu: (alt t)
2. Select [Options]:(o). The cursor will be placed on the [General] tab.
3. Open the [Signatures] tab: (ctrl tab) until found. Since there are no signatures, your screen reader will indicate that the [Signature List] view is empty.
4. Create a new default signature: (alt n) The cursor is placed in the [Edit Signature] edit box. Type in the signature you desire, (name, phone number, fax number, etc.). You may place each item on a separate line by pressing (enter) at the end of each line. When you finish entering your signature, press (alt a) to apply the signature.
5. The cursor is now on the [Add signature to all outgoing messages] check box. Press (space bar).
6. (Tab) once to the [Don't add signature to Replies and Forwards] check box. This box is checked by default. If you wish to add your signature to replies and forwarded messages, press (space bar). This will uncheck the box, and your signature will be included when you reply to and forward messages.
7. If you wish to add an additonal signature, repeat steps 4 through 6.
Note: You have already edited the settings for [Add signature to all outgoing messages] and [Don't add signature to Replies and Forwards] check boxes. You may change these settings for all signatures if you wish.
Note: The default signature is always the first signature you created. To change the default signature, select the signature in the [Signature List] box and press (alt e). The signature you selected is now your default signature. Your screen reader may not indicate that this action was accomplished.
Once you have created all of the signatures you wish, (tab) to the [OK] button and press (enter). You will return to the [Inbox].
To edit an existing signature:
1. Open [Tools]:(alt t)
2. Open [Options]:(o)
3. Select the [Signature] tab: (ctrl tab) until located
4. (Tab) to the [Signatures List] box, and select the signature you wish to edit.
5. (Tab) to the [Edit Signature] box, and enter the desired changes to the signature.
6. When you finish editing the signature, press (alt a) to apply the signature.
To delete an existing signature, follow steps 1 through 4 in the previous section "Editing Signatures".
1. Select the signature you want to delete, and press (alt r) to remove the signature. Your screen reader may not indicate that this action was accomplished.
2. Press (shift tab) to the [OK] button, and press (enter). The signature will be removed, and you will return to the [Inbox].
Caution: There is no confirmation process. Be sure you wish to remove the selected signature. Once the action has been taken, it cannot be undone.
Selecting Optional Signatures
These instructions assume you have created more than one signature for different recipients and that the [Add signature to all outgoing messages] check box is not checked. If this box unchecked, and you wish to include a signature, you must insert it manually.
To select the signature for an email, first complete the email and make sure the cursor is positioned at the end of the body of the email. To insert the signature follow these steps:
1. Open [Insert]:(alt i)
2. Type (s) and a signature list box containing your signatures will open.
3. Use the (up) and (down) arrows to select the signature you wish to insert in this email and press (enter).
The selected signature will be inserted and the cursor will be placed at the end of the body of the email. Press (alt s) to send the email.
This tool is a spell-checker for the text within the emails you compose. It checks the spellings in the body of the email only and not in the subject line or any attachments accompanying the email. Spelling Dialogue has the following options:
Ignore All: (alt g). If the spelling is correct, use this function to ignore the spelling throughout the message.
Change: (alt c). Change the spelling one time.
Change All: (alt l). Not recommended for use. This function may or may not work with your screen reader.
Add: (alt a). This function will add the spelling to the dictionary.
Undo Last: (alt u). This will undo the last change. When you use this function, it will restore the last word you changed and continue spell-checking with the next misspelled word.
There are two edit boxes in the Spelling Dialogue window: [Not in Dictionary] and [Suggestions].
To Begin the Process
1. Open Spelling Dialogue: (f7)
2. The program will do the following:
Identify the first misspelled word in the body of the message.
Announce "Not in Dictionary".
Say the word.
Spell the word.
Say "Change to".
Say the replacement word.
Spell the replacement word.
The cursor is in the [Change to] edit box. At this point you may take one of the following actions:
1. The first recommended correct spelling is selected. If this is the spelling you want, press (enter) or (ctrl c). The correction will be made in the message, and the process will continue with the next misspelled word.
2. If the first recommended spelling is not the word you need, press (alt n) to move to the [Suggestions] list box, and arrow (up) and (down) to find the word you need. If you find the correct word press, (enter) or (alt c). The word will be changed in the message, and the process will continue with the next misspelled word.
3. If you do not find the word you need in the [Suggestions] list box, press (alt t) to return to the [Change to] edit box. You now have two options:
a. Type the word you want, and press (enter) or (alt c). This will replace the word in the message, and the process will continue with the next misspelled word.
b. Use the (left) and (right) arrow keys to navigate letter by letter through the word. You may now change any letters you wish, using standard editing functions. Once you have corrected the word, press (enter) or (alt c). The change will be made in the message, and the process will continue with the next misspelled word.
Note: Different screen readers will treat the correction process in different ways. You will need to experiment with your system to determine the correct process for you.
Acronyms, Abbreviations, Proper Names, and Alternative Spellings
Many times Spelling Dialogue will identify these as misspelled. If you know the selected word is not misspelled, press (alt i) to ignore the spelling once or (alt g) to ignore the spelling throughout the message.
If it is a spelling that you use regularly, (alt a) will add it to the spelling dictionary.
1. Open the [Create Folder] dialog box: (ctrl shift e). The cursor is in the [Folder Name] edit box. Type the name of the new folder.
2. Press (tab) to access the [Folder List]. The cursor is placed on the [Inbox].
3. Arrow (up) once to reach [Local Folders].
4. (Tab) to the [OK] button and press (enter).
The new folder has been placed in the [Folder List] box. Folders you create are placed in alphabetical order following [Junk Email], the last fixed folder in this [Folder List] box.
Deleting a Folder
1. Open Windows Mail. By default you are placed in the [Inbox], and the cursor is on the first email in the list.
2. From the list of emails, press (shift tab) to move back to the [Folders List] box. The cursor is placed on the [Inbox].
3. Arrow (down) through the list of folders. As you do so, each folder that contains an email will be automatically opened. Press (shift tab) to return to the [Folders List], and continue to arrow (down) until you reach the folder you wish to delete.
4. Once you have reached the folder you wish to delete, press (delete). A Windows Mail dialog confirmation box will open. You have two options:
a. [Yes]: (alt y). This deletes the folder, places it in the [Deleted Items] folder, and returns the cursor to the [Local Folders] list box. Press the (down) arrow once, and you return to the [Inbox].
b. [No]: (alt n). This terminates the deletion process and places the cursor back on the folder you were going to delete. To return to the [Inbox], press (i).
It should be noted that Windows Mail uses the standard Windows navigational tool of typing the first letter of a folder name to move from folder to folder. This is an advanced function that you should experiment with.
Windows Mail Keyboard Shortcuts
This is not an all-inclusive list of shortcut keystrokes. As you become more experienced with Windows Mail, you will find more keystrokes for different features and functions in the program.
(alt a) In Spelling Dialogue: Add a spelling to the dictionary
In Signatures: [Apply] button
(alt c) In Spelling Dialogue: Confirm a spelling change
(alt g) In Spelling Dialogue: Ignore All
(alt i) In Spelling Dialogue: Ignore Once
(alt l) In Spelling Dialogue: Change All (Not recommended for use)
(alt m) In Signatures: [Rename] button. Selects the first signature in the [Signatures] list box
(alt n) In Spelling Dialogue: Move to the [Suggestions] List
In a Confirmation Box: Is option (No)
In Signatures: Create a new signature title
(alt r) In Signatures: Deletes the selected signature
(alt s) Send an e-mail message
(alt u) In Spelling Dialogue: Undo spelling correction