SUI NORTHERN GAS PIPELINES LTD.

IT/MIS Department
Migration of email

MS EXCHANGE / MS OUTLOOK

USER MANUAL
(EMAIL MIGRATION MS OUTLOOK)

Prepared By: IT/MIS Multan (T)

[email protected]
 USER MANUAL (Email Migration MS Outlook)

Contents
1. Add Signature ........................................................................................................................................ 2
2. Add profile Picture ................................................................................................................................ 3
3. Change Password .................................................................................................................................. 6
4. Draft new email..................................................................................................................................... 8
5. Spell check............................................................................................................................................. 9
6. Mail Tracking ......................................................................................................................................... 9
Message Delivered Confirmation ............................................................................................................. 9
Message Read Receipt Confirmation ........................................................................................................ 9
7. How to change Font Options .............................................................................................................. 10
New mail/ Reply/Forward ....................................................................................................................... 10
8. How to save message draft automatically .......................................................................................... 12
9. Create Local Mail Groups .................................................................................................................... 12
10. Mail to Local Group ......................................................................................................................... 14
11. How to manage important mails .................................................................................................... 14
Stay organized ......................................................................................................................................... 14
Stay up to date ........................................................................................................................................ 14
12. Archive the Mails ............................................................................................................................ 18
Setup Archive Rule .................................................................................................................................. 18
13. Manual Archive ............................................................................................................................... 18
14. Auto archive .................................................................................................................................... 19
15. Auto Reply to Sender ...................................................................................................................... 21
16. Search email .................................................................................................................................... 22
17. Manage Inbox (Sort the emails) ...................................................................................................... 25

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 USER MANUAL (Email Migration MS Outlook)

1. Add Signature
Navigation: File (left top corner) => Options => Mail => Signature=> emailing signature =>New

Add e-mail account AND New message AND Replies /forwards

After adding all information click Save and then “ok”

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 USER MANUAL (Email Migration MS Outlook)

2. Add profile Picture

Navigation: File => Info => Account Setting => access the account on web https://webmail.sngpl.com.pk

Enter password => Sing in => upload photo=> path (select from PC/Laptop) => Ok =>SAVE

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3. Change Password
Navigation: File => Info => Account Setting => access the account on web https://webmail.sngpl.com.pk

Enter password => Sing in =>settings =>General => My Account => Change Password

Enter current password, Enter New Password and Retype New password and => SAVE

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4. Draft new email

Navigation => New Email (Left Top Corner)

To : enter email id (e.g [email protected];) to whom the email to be forwarded

CC: enter email id’s if required

Subject: enter Subject

Enter text Body of email and then Send after ensuring email id’s and text / attachments

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5. Spell check
Navigation: File => Options => mail => Spelling and Autocorrect

Enable AWAYS CHECK SPELLING BEFORE SENDING

6. Mail Tracking
Message Delivered Confirmation
Message Read Receipt Confirmation

Navigation: Navigation: File => Options => mail => Tracking

a. Enable Delivery receipt confirmation

b. Enable Read Receipt confirmation
c. Enable always send a read receipt
 After enabling options click on “OK”

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7. How to change Font Options

New mail/ Reply/Forward

Navigation: Navigation: File => Options => mail => Stationary and Fonts

Fonts for New mail messages AND for Replying of forwarding messages

Navigation: stationary and fonts => Personal Stationary => New mail messages => Font

Add font style, Size, font color and click on Ok

Repeat same practice for Replying or forwarding messages

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8. How to save message draft automatically

Navigation: file => options => mail => save message

Enter the required information like time in minutes, set path where to be saved

9. Create Local Mail Groups

Local mail groups can be created e.g department wise, sectional heads of region, focal persons, UFG
Committee users, HSE Committee users etc.

Navigation: Home => New items (Left top corner) => More items => create groups

Name the Group and add recipient emails

Navigation: add members => from address book

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After searching and adding required emails into “members” and then click “OK “

… “SAVE and CLOSE” (top left corner)

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10. Mail to Local Group

Navigation: New email => select group in To: OR CC: as per requirement and fill other fields like subject ,
text body etc. and then Send

11. How to manage important mails

We can manage important emails received from someone like my GM, Chief etc

Features we can use in order to manage important mails

Stay organized
1. Move message from “someone” to specific folder
2. Move message with “specific words in subject” move to specific folder

Stay up to date
1. Display mail from someone in new item alert window
2. Play a SOUND mail received from someone
3. Send an alert to my mobile device when I get message from someone

Navigation: Home => Rules => Manage Rules and Alerts => in email rules select “New Rule”

Option chooses: Mark as Importance OR Sensitivity (set importance Normal, High OR Low)

And forwarded it to people or group (select email)

Navigation: Click Next and Select Action

Play a sound and display desktop alert and select sound and then Next

Click on Finish => Apply => Ok

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12. Archive the Mails

Setup Archive Rule
Navigate: File => Options => Advanced => Auto Archive Settings

Enter required information a. run auto archive in days b. clean the mail oldest then days c. move to
folder – give path and CLICK on OK

13. Manual Archive

1. Select email and Drag to Archive Folder directly
2. Through a New Folder
a. Create Folder under current emails by giving name like as “Ready to Archive” (Avoid to
create in Archive folders)
b. Move the emails that are required to archive in new created folder “Ready to Archive”

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c. Navigate : File => Info => Mailbox Cleanup Tools => Archive => Select the Folder “Ready
to Archive”=> Archive => ok
Note: Provide the Future date e.g today is 20-06-2022 then we have to enter 21-06-
2022

14. Auto archive

Outlook will automatically archives the emails as per rule created

Navigate: File => Options => Advanced => Auto Archive Settings

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15. Auto Reply to Sender

User can set auto reply due to any reason e.g on leave etc.

Navigation: file => Info => automatic replies (out of office)

Fill complete information like date from, date to, time from, time to, font, body text etc. after adding all
mandatory information click “OK”

Furthermore, user can add rules if required.

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16. Search email

Click on mailbox (Inbox –Archive in example).

Click on Search field, this will change tool bar in Ribbon, click on Search Tool and select Advanced
Field:

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 USER MANUAL (Email Migration MS Outlook)

Select Any type of Lookup item in Look field and Click on Browse.

Select relevant Mail Box and select Search Subfolders as well.

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Give email address in From field and click on Find Now button.

Click on any email to view.

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17. Manage Inbox (Sort the emails)

User has the option to sort the emails by clicking the option exists on the top of inbox

User can sort the email by date, from, to , size , subject, attachments etc.

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