Outlook 2003 User Guide. April 15, 2004

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1 Outlook 2003 User Guide April 15, 2004

2 PURPOSE OF THE DOCUMENT... 2 NAVIGATE OUTLOOK...3 Toolbars... 3 Menu Toolbar... 4 Standard Toolbar... 5 Outlook Bar... 6 Navigation Pane... 7 USING THE MAIL OPTION... 8 Compose a Mail Message... 8 Message Options Message Settings Voting and Tracking Options Delivery Options Attaching a Document RESPOND TO MESSAGES Responding to Received Messages USE CALENDAR VIEWS Calendar Views SCHEDULING OPTIONS Scheduling an Appointment Scheduling a Meeting Scheduling an Event Appointment Recurrence USING THE CONTACT OPTION Add a Contact USING THE TASKS OPTION Add a Task USING THE NOTES OPTION Using Outlook Notes CHANGE OUTLOOK OPTIONS Brief Description Delegates Tab USING OTHER MICROSOFT OFFICE APPLICATIONS CREATE NEW FOLDERS Creating New Folders OUT OF OFFICE ASSISTANT Using the Out of Office Assistant PUBLIC FOLDERS Open a Public Folder Post to a Public Folder Page 1 State of Ohio 9/30/03

3 PURPOSE OF THE DOCUMENT The purpose of this document is to help the user become fundamentally acquainted with the Microsoft Outlook product. Various advanced subjects are not covered in this document. This quick reference is written as a how-to document. Step-by-step instructions will lead you through the basic function of this product. This is not a reference for the full functionality of the Microsoft Outlook product. Page 2 State of Ohio 9/30/03

4 NAVIGATE OUTLOOK In Outlook, information is organized in folders. When you first start Outlook, the Inbox folder is opened. This folder is the default. The Inbox is used to read and send messages, meeting requests, and task requests. All incoming messages will display in the Inbox pane and the content will display in the Reading pane. Toolbars The toolbars and various panes are the navigational tool used in Outlook. In this section the basic toolbars common to all screens will be covered. Page 3 State of Ohio 9/30/03

5 Menu Toolbar File This feature enables the user to create a new mail message, open a message/folder, print, save, exit and so on. It is a file management tool. Edit The edit feature is used, basically, to manipulate data using commands such as undo, cut, copy, paste and delete. These are only a few of the available commands. View The user can control the placement of reading pane, turn the autopreview feature on or off, enable or disable the navigation pane and control which toolbars are displayed and other tasks. Go Use this feature to go directly to the Mail, Calendar, Contacts, Tasks, Notes, Folder List, Shortcuts, Journal and Folder (displays all folders) options. Tools Allows the user to send/receive mail, access the Global Address Book, setup rules, customize toolbars and menus, change Outlook options, and other tasks. Actions Allows the user to create a new mail message, flag a message, reply/forward messages, set follow-up flags, and manage junk . Help Navigate help files or ask the Office Assistant a question. Type a question for help box Search for a specific word, phase or question. Page 4 State of Ohio 9/30/03

6 Standard Toolbar This toolbar changes depending on the option selected (i.e. Mail, Calendar, Contacts and etcetera.). In this section, only the selections common to all options are covered. New This selection can be used in two different ways. First, click the dropdown arrow to display a list of options. Allows the user to create a new message, folder, appointment, meeting, contact, and etcetera by clicking the desired option. The second method is to click directly on the word 'New'. This action will always default to the folder that you have open. For example, if the Inbox is open, select 'New', and a new mail message will be created, if the calendar is open, a new appointment screen will display and so on. Printer Icon Allows the printing of the active document to the default printer. Delete Icon Allows the user to send any selected item to the trash folder. Find This tool allows the user to quickly find messages, appointments or tasks using a Web-style search to specify the desired information. Address Book Allows the user to browse the global address book. Type a Contact to Find This is basically a way to search the address book. Microsoft Outlook Help Navigate help files. Toolbar Options Used to manipulate the buttons on the toolbar. Page 5 State of Ohio 9/30/03

7 Outlook Bar This toolbar changes depending on the option selected (i.e. Mail, Calendar, Contacts and etcetera). In this section, only the selections common to all options are covered. Outlook Today Gives you a customizable quick overview of your , calendar, and task information in one place. Access this feature from the icon or display it as your default view when you start Outlook to quickly prioritize your work. Back Return to the previous screen. Forward Return to the next screen. Up One Level Jumps up one level to the folder preceding the current folder. Reading Pane Displays the selected on the right of the Inbox. Print Preview Displays a document as it will appear when printed. Undo Return to the previous action. Current View Specify how the data or screen will be viewed. Toolbar Options Used to manipulate the buttons on the toolbar. Page 6 State of Ohio 9/30/03

8 Navigation Pane The Navigation Pane is the column on the left side of the Outlook window that includes panes such as Mail, Calendar, and etcetera. This circled drop-down is called Configure Buttons. This pane is helpful for navigating Outlook easily. It can be enabled or disabled using the View option. Mail Opens the mail option. Calendar Opens the user s personal calendar or a shared calendar. Contacts Opens the user s personal contacts, here you will find it looks very similar to a rolodex. Tasks Set daily/weekly tasks, or reminders. Notes Keep those annoying post-it notes off of your desk and create them within Outlook. Folder List Lists all existing folders. Shortcuts Provides a quick route to Outlook Update on the internet and allows the addition of a new group or new shortcut. Journal The Journal can automatically track Office documents, and also associated with a contact. Configure Buttons This area allows the manipulation of the Navigation Pane s appearance. It is possible to add, delete or move buttons within the Navigation Pane. In the illustration, above, this option is circled. Page 7 State of Ohio 9/30/03

9 USING THE MAIL OPTION Compose a Mail Message From the Inbox, click the drop-down arrow on the New button, and then select Mail Message. Another way to create a new mail message from the Inbox is to click the word New not the drop-down arrow. In either case, an Untitled Message window will be displayed Click the To button. The Select Names window will be displayed. Page 8 State of Ohio 9/30/03

10 The user will be able to select one or many recipients for the mail message. Select the person(s) name and designate whether they are to be in the To, CC, or BCC field by clicking on your choice of the three. ** NOTE: The BCC field doesn t show on the Untitled Message screen until it is used on the Select Names screen. Once the recipients have been selected and placed in a category, click OK to return to the Untitled Message window. Page 9 State of Ohio 9/30/03

11 In the Subject field place a brief description or a title for the of your mail message. Did you notice that the subject has become the name of the message? The message in no longer untitled. ** NOTE: The Subject should be descriptive about the mail message, not generic. Now, the body of the message can be created. Once the body of the mail message is complete, use the spell check function, found under Tools on the standard toolbar. It s a good habit to develop! At this point, the user could click the Send button to send the message for delivery, but maybe there are other options to be included in this message. So, before sending the message, let s make sure that it is complete. Page 10 State of Ohio 9/30/03

12 Message Options From your mail message window, click the Options button. The Message Options window will display. This window enables you to select many different criteria for your message. Message Settings Here the user is able to select the Importance of the message, whether it is high priority or low priority. Message Sensitivity is controlled from this screen, for example, the message may be personal or confidential. Voting and Tracking Options Voting Options When using the voting buttons the recipient can reply to your message using the available buttons on your message. For example, if you were working with a team and there was issue to be decided, your could contain voting buttons so that the issue could be decided without meeting person for a vote. Tracking Options The user can request a delivery or read receipt for this message. For example, when sending a time sensitive message, you can opt to receive confirmation that the message was delivered and/or read. Page 11 State of Ohio 9/30/03

13 Delivery Options This option allows the user to specify where replies to mail messages would be sent, save the sent message in a certain folder or tell the system to not send it before a specific date. Attaching a Document Click on the paperclip icon. Select the file to be attached to the mail message and click Insert. Now, to send the completed message, click the Send button. Page 12 State of Ohio 9/30/03

14 RESPOND TO MESSAGES Responding to Received Messages To respond to a message, open the message, then click the Reply button to respond to the sender only. To respond to all parties included in the original message, click the Reply to all button. Another option is Forward. This would be used to send the message to someone not listed on the original message. When generating your response you will notice that your typed response will be in a different color than the sender s original message. This feature enables the recipient to decipher your response from their original message. The same features are available when responding to a message as when a mail message is composed. Page 13 State of Ohio 9/30/03

15 USE CALENDAR VIEWS Calendar Views There are 4 different views in which to view the calendar. These views are as follows: 1 Day 5 Day 7 Day 31 Day From any view in the calendar, double-click on a date or an open time period to add new appointments/events. 1 Day enables the user to view the schedule for a specific day. This view displays all appointments, meetings and events, by time, in the Notepad type window 5 Day enables the user to view a normal 5-day work week. This view displays all appointments, meetings and events, by time and date, in the Notepad type window. Page 14 State of Ohio 9/30/03

16 7 Day enables the user to view a normal 7 day calendar week. This view displays all appointments, meetings and events, date only, in the Notepad type window. Appointments/events will be displayed on the date on which they occur. 31 Day enables the user to view an entire month. Similar to the 7 Day View, this view displays all appointments, meetings and events, by date only, in the Notepad type window. Page 15 State of Ohio 9/30/03

17 Scheduling an Appointment SCHEDULING OPTIONS The appointment selection would be used for your own personal schedule. You would not invite other people or use any resource, such as a conference room. From within the Calendar option, click on the drop-down arrow next to New, and then select Appointment. An Untitled Appointment window will be displayed. The default tab displayed will read Appointment. Enter the desired information. Page 16 State of Ohio 9/30/03

18 Appointment Tab Subject: Enter the subject of the appointment. Location: Specify the location of the appointment. Start and End Time: To specify the appointment duration, select the desired start and end dates for the appointment, then enter the start and end time. This can be done using one of two methods. Either enter the information manually or use the provided drop-down boxes. Label: Use this drop-down box as an identifier to describe the appointment (i.e. doctor appt., important, business, phone call and etcetera.). Reminder: Use this check box to set a reminder for the appointment. NOTE: Double-click this icon to change to sound for the reminder. Body: The blank white space will be used to briefly describe the purpose of the appointment. Show Time as: There are four different options available to set this option when scheduling the appointment. The option selected, will be shown to others attempting to schedule appointments when you are unavailable. Private: This check box, found in the lower right corner, is used to make an appointment private. Page 17 State of Ohio 9/30/03

19 Scheduling a Meeting The meeting selection would be used when inviting other attendees and/or scheduling a resource, such as a conference room. To create a meeting request, either click the New button pull-down, then select Meeting Request or click the Invite Attendees button located on the Appointment window. An Untitled Meeting window will be displayed. Click the meeting. button to select the other attendees and/or resources to be invited to the Page 18 State of Ohio 9/30/03

20 The Select Attendees and Resources window will be displayed. In this window there are three options: Required, Optional and Resources. The Required field is for attendees that are required to attend this meeting. The Optional field is to invite attendees who have a choice of whether or not they will attend. The Resources field is used to invite any resources that you made need. Resources would include, meeting/conference rooms, projectors, computers and etcetera. Enter the desired information. Page 19 State of Ohio 9/30/03

21 Appointment Tab To: Allows the user to select attendees and resources for the meeting. Subject: Enter the subject of the meeting. Location: Specify the location of the meeting. Label: Use this drop-down box as an identifier to describe the meeting (i.e. must attend, important, business, phone call and etcetera.). Start and End Time: To specify the appointment duration, select the desired start and end dates for the meeting, then enter the start and end time. This can be done using one of two methods. Either enter the information manually or use the provided drop-down boxes. Reminder: Use this check box to set a reminder for the meeting. NOTE: Double-click this icon to change to sound for the reminder. ** NOTE: Any reminder that you set in outlook will only appear if Outlook is up and running on your Taskbar. Show Time as: There are four different options available to set this option when scheduling the meeting. The option selected, will be shown to others attempting to schedule meetings when you are unavailable. After the names and resources have been added, check to insure that the attendees and resources are available for the proposed date and time. Let s check scheduling. Select the tab, to check the free/busy time for all attendees and resources. Page 20 State of Ohio 9/30/03

22 Scheduling Tab Zoom: Select the desired layout of the schedule view displayed in the Window. All Attendees: Lists all attendees and resources that are invited to the meeting. Window: This is the schedule viewing area. Add Others: Allows the ability to add other attendees and resources to be invited to the proposed meeting. Options: Select the level of detail to display in the viewing Window. AutoPick Next: Click this button to automatically display the next available date and time for the proposed meeting. Start and End Time: To specify the meeting duration, select the desired start and end date for the meeting, then enter the start and end time. This can be done using one of two methods. Either enter the information manually or use the provided drop-down boxes. Page 21 State of Ohio 9/30/03

23 Scheduling an Event An event is an activity that lasts all day. In order to schedule an Event, from the Appointment window, on the appointment tab, check the All day event box. ** NOTE: Remember, from any view in your calendar, you can double-click on a date or an open time period to add new appointments/events. An Untitled Event window will be displayed. Enter desired information. Page 22 State of Ohio 9/30/03

24 Appointment Tab Subject: Enter the subject of the appointment. Location: Specify the location of the appointment. Start and End Time: To specify the appointment duration, select the desired start and end dates for the appointment, then enter the start and end time. This can be done using one of two methods. Either enter the information manually or use the provided drop-down boxes. Label: Use this drop-down box as an identifier to describe the appointment (i.e. doctor appt., important, business, phone call and etcetera.). Reminder: Use this check box to set a reminder for the event. NOTE: Double-click this icon to change to sound for the reminder. Body: The blank white space will be used to briefly describe the purpose of the event. Show Time as: There are four different options available to set this option when scheduling the event. The option selected, will be shown to others attempting to schedule events when you are unavailable. Private: This check box, found in the lower right corner, is used to make an event private. After the names and resources have been added, check to insure that the attendees and resources are available for the proposed date and time. Let s check scheduling. Select the tab, to check the free/busy time for all attendees and resources. Page 23 State of Ohio 9/30/03

25 Scheduling Tab Zoom: Select the desired layout of the schedule view displayed in the Window. All Attendees: Lists all attendees and resources that are invited to the event. Window: This is the schedule viewing area. Add Others: Allows the ability to add other attendees and resources to be invited to the proposed event. Options: Select the level of detail to display in the viewing Window. AutoPick Next: Click this button to automatically display the next available date and time for the proposed event. Start and End Time: To specify the event duration, select the desired start and end date for the event, then enter the start and end time. This can be done using one of two methods. Either enter the information manually or use the provided drop-down boxes. Appointment Recurrence The Recurrence option would be used when an appointment, meeting or event will take place at the same time and place on a regular or repetitive basis. The Appointment Recurrence window is displayed whether the Recurrence button is selected from the Appointment window, the Meeting window or the Event window. From this window you can designate the recurrence of the appointment, meeting or event and how long the recurrence should last. Page 24 State of Ohio 9/30/03

26 USING THE CONTACT OPTION Contacts can be used as your personal address book. Notice that the window looks similar to a Rolodex. When you add new contacts they will appear in alphabetical order in the screen below. Add a Contact From within the Contacts folder, click on the New button. The following window will appear where you will be able to add your new Contact information. Once all desired information, for your new Contact, has been entered, click Save and Close. Page 25 State of Ohio 9/30/03

27 USING THE TASKS OPTION Tasks are just like a To Do List. New tasks can be added for personal use or for work related issues, for example projects within your division. All tasks will be displayed in the Tasks window below. Page 26 State of Ohio 9/30/03

28 Add a Task From the Task pane, double-click on located below Subject. The Untitled Tasks window is displayed. Here you will add the information about your new Task. Notice that you have similar options as in Scheduling an Appointment/Meeting. Outlook enables the assignment of tasks by clicking on the Assign Task button. A To field appears in your Task window. Click on the To button and select the desired person or persons to which the task is assigned. Page 27 State of Ohio 9/30/03

29 USING THE NOTES OPTION Using Outlook Notes Outlook provides a feature called Notes. These notes look like post it notes and act the same way. You can generate notes and set reminders for each individual note. Notes can even be pasted to your desktop. To create a new note, click on the Notes icon in your Outlook Bar. Now click the New button. A yellow post-it note will appear with a flashing cursor in the upper left-hand corner. Type your desired text, when finished; click the X in the upper right-hand corner. For example: Once the note has been created you can right-click on your note and change the color. ** NOTE: Any reminder that you set in outlook will only appear if Outlook is up and running on your Taskbar. Page 28 State of Ohio 9/30/03

30 CHANGE OUTLOOK OPTIONS Brief Description There are many options available to you through Outlook. Below you will see the Options window and all of the options available to you. In this document, only the Delegates tab will be addressed. Delegates Tab The process of granting someone permission to open your folders, read and create items, and respond to requests for you is called Delegate access. This feature enables you to select a specific user(s) to have specific access rights to your Inbox and any other Outlook folder of your choice. The levels of permission that a delegate can be granted are as follows: - Author Read and create items, modify and delete items that you create. - Editor Same rights as Author, plus the ability to modify and delete items the manager created. - Reviewer Read only. In the following example, a user has been selected and given permission to access another person s calendar, tasks and contacts. To access Outlook Options, select the Tools menu, then select Options. When the following window is displayed, click the Delegates tab. Page 29 State of Ohio 9/30/03

31 Click the Add button The Add Users screen is displayed. This screen opens the address book. Type the name for your delegate or select it from the name list. Under Add Users, click Add->. Page 30 State of Ohio 9/30/03

32 Once all desired users have been selected, click OK, and the Delegate Permissions window will be displayed. ** NOTE: The selected user s name appears on the title line of the window. From this window you can select the type of permissions the designated user(s) can have per specific folder (Calendar, Tasks, Inbox, and etcetera.). Once all desired options have been assigned, click OK to exit the Delegate Permissions window. The system will return to the Options window and display the user(s) selected on the Add Users screen. Page 31 State of Ohio 9/30/03

33 Once a user has been assigned, you can remove that user, change that user s permissions and view the properties associated with that user. After all desired additions and changes have been made, click OK, to exit the Options window. Page 32 State of Ohio 9/30/03

34 USING OTHER MICROSOFT OFFICE APPLICATIONS Using other Office Application with Outlook Microsoft Outlook and the other Microsoft Office applications (Word, Excel, Access, PowerPoint, and Internet Explorer) work together. When using Microsoft applications, other than outlook, and you are working on a document or viewing an Internet webpage, you can send the document via your through Outlook without even opening the Outlook application. From the document you are working on, click the File menu and select Send To. From here select Mail Recipient. A new Outlook mail message window will display. Enter the information the same as you would to compose a new mail message within Outlook. By taking these steps Outlook already has attached the document in your mail message. After the message has been completed, click the Send button. Page 33 State of Ohio 9/30/03

35 CREATE NEW FOLDERS Creating New Folders New folders can be created to better organize mail messages To create a new folder, click on the File menu. Select New, then Folder. The Create New Folder window will display. Page 34 State of Ohio 9/30/03

36 Name: Specify a name for the new folder. Folder contains: Select the type of item(s) that will be stored in the folder, such as: Mail and Post Items. Select where to place the folder: Select where you would like to create the folder by single clicking on any other folder or mailbox in the scroll list. Once you have finished, click OK. Page 35 State of Ohio 9/30/03

37 OUT OF OFFICE ASSISTANT Using the Out of Office Assistant Allows you write a brief message explaining why you are out of the office, when you expect to return, and/or who to contact while you are gone. When activated, the Out of Office Assistant will auto reply with a copy of your message to anyone who sends you a message. Select Tools, then Out of Office Assistant. To enable this feature, select I am currently Out of the Office. In the Auto Reply only once to each sender with the following text: box, type the message that you would like sent to people who send you messages while you are out. Click OK. The Out of Office Assistant will now send your message to anyone who sends you a message between now and the point in which you turn off this feature. Ideally, when you return to the office. To disable the Out of Office Assistant feature, select Tools, then Out of Office Assistant. Select I am currently In the Office. Your message will no longer be sent to anyone. Click OK. Page 36 State of Ohio 9/30/03

38 PUBLIC FOLDERS Open a Public Folder Public folders are an easy and effective way to collect, organize, and share information with others on your team or across your organization. Public folders can be used to store any type of file or Outlook item. Public folders may, also, be used as electronic bulletin boards for online discussions or as file repositories for sharing files. As with most of the features of Outlook, there is more than one method to access Public Folders. The easiest way is to select the Folder List icon from the Navigation Pane. Another method would be from the Menu toolbar, select the Go menu, and click Folder List ( Folder List displays all folders available in your mailbox.). Whichever method that you choose, scroll to the bottom of the Folder List (in the Navigation Pane ), expand Public Folders, then expand All Public Folders. Finally select DAS or any other folder that you may need to access. Double-click the folder that you want to open. Post to a Public Folder From the Standard Toolbar, select the File menu, select New, then click Post in This Folder. Enter the subject or topic of your Conversation (be specific). Enter your question or message in the body of the form. Click Post. Your message will be posted to the public folder. Other users can now view and/or respond to this posting. Page 37 State of Ohio 9/30/03

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