Microsoft Outlook: Beyond the Inbox

Transcription

1 Microsoft Outlook: Beyond the Inbox 1. There are 3 types of Calendar items: Appointments: An appointment is a scheduled block of time that only involves you. The hours are blocked out on your schedule, but it does not include other people. Meetings: A meeting is an activity that involves you and others during the same blocked time period. Events: Events do not block out the hours on your calendar and your time continues to show as free. The Event entry is usually marked as an All Day event. The calendar marks the event by placing a banner at the top of the date on which it occurs. Examples of events are vacations, birthdays, and holidays. Any of these calendar items can be recurring event. 2. Organize a Meeting Request with Scheduling Assistant: A. In Calendar, on the Home tab, in the New group, click New Meeting. B. In the Subject box, type a description. C. In the Location box, type a description or location. D. In the Start time and End time lists, click the start and end time for the meeting. If you select the All day event check box, the event shows as a full 24 hour event, lasting from midnight to midnight. If the meeting will be Recurrence, click the Recurrence button. E. In the meeting request body, type any information that you want to share with the recipients. You can also attach files. F. On the Meeting tab, click Scheduling Assistant. The Scheduling Assistant helps you find the best time for your meeting. G. Click Add Others, and then click Add from Address Book. H. Enter the name of a person to include at the meeting. Required and Optional attendees appear in the To box on the Meeting tab. The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting. 1

2 3. Responding to a Meeting (Attendee)/Managing the Meeting(Organizer) Have you ever heard someone say, We are meeting at 3:30 today? I never saw the meeting request!"? Whether you schedule or attend a meeting, you can help it run smoothly and on time with the following meeting request do s and don ts DO! Make a choice Accept, accept as tentative, or decline each meeting request that you receive, especially if it is an update to a meeting request that you previously accepted. By making a choice, you keep the meeting organizer apprised of your decision and you prevent the meetings that you want to attend from being accidentally deleted. If you need to attend a meeting but can't at the time it is scheduled, you can propose a new time for the meeting. Try not to delete a meeting request outright because this is one way that meetings get "lost." (Attendee) DO! Send updates After modifying one of your own meeting requests, remember to click Send Update to send the updated request to all recipients. (Organizer) DON T! Don't move meeting requests Don't move a meeting request from your Inbox to a different folder before you accept or decline the request or before the meeting appears in your calendar. (Attendee) DO! There is always room for one more If you are the meeting organizer and you want to invite another person after sending the original meeting request, add the person to the attendee list (the To line) of the original meeting series or occurrence, and then send an update to all attendees. (Organizer) 4. Mark an Appointment, Meeting, or Event as Private When an appointment or meeting is marked private, other people cannot see details of the item. This includes people who have delegate access rights or other people who you have granted read permissions to your calendar. On the Appointment or Meeting tab, in the Tags group, click Private. 2

3 5. Sharing your Calendar On the Home tab, in the Share group, click Share Calendar. 6. Manage another person s mail and calendar items (Delegate Access) Delegate Access is an Outlook feature that allows one person to act on behalf of another Outlook user. The most common scenario in which this feature is used is a manager and his or her assistant. The assistant might be responsible for maintaining the manager's schedule, including creating and responding to meeting requests. Some assistants might also monitor a manager's Inbox. More info on Delegate Access is here: us/outlook help/manage another person s mail and calendar items HA aspx 7. Respond to an message with a meeting request When you receive an message or a task request, you can create a meeting request as a response with one click. The meeting request invites everyone who is on the To line in the original message as Required Attendees, and everyone on the Cc line as Optional Attendees. Do one of the following: In the message list, click the message, and then on the Home tab, in the Respond group, click Meeting.or In an open message, on the Message tab, in the Respond group, click Meeting. 3

4 8. Automate common or repetitive tasks with Quick Steps Quick Steps is a new feature in Microsoft Outlook 2010 that applies multiple actions at the same time to messages. This helps you quickly manage your mailbox. For example, if you frequently move messages to a specific folder, you can use a Quick Step to move the message in one click. Or, if you forward messages to your manager or peers, a one click Quick Step can simplify the task. A. In Mail, on the Home tab, in the Quick Steps group, in the Quick Steps gallery, click the Create New Quick Step. B. Click an action type from the list or click Custom. C. In the Name box, type a name for the new Quick Step. D. Click the icon button next to the Name box, click an icon, and then click OK. E. Under Actions, choose an action that you want the Quick Step to do. Click Add Action for any additional actions. F. To create a keyboard shortcut, in the Shortcut key box, click the keyboard shortcut that you want to assign. 9. Create a Task In Microsoft Outlook you can combine various lists into one, get reminders and track task progress A. In Tasks, on the Home tab, in the New group, click New Task. i. B. In the Subject box, type a name for the task. You can add more detail in the task body. C. On the Task tab, in the Actions group, click Save & Close. NOTE: Create a task quickly by dragging any Outlook item, such as e mail message, contact, or calendar item to the Tasks area of the Navigation Pane. 10. Assign a Task to Someone Else In addition to tasks that you create for yourself, you can also create and assign tasks to other people. You can review the progress of assigned tasks with the % Complete box which either you or the recipient can update when they send you an assigned task status report. A. Create a new task or open an existing task. B. On the Task tab, in the Manage Task group, click Assign Task. i. 4

5 C. In the To box, enter the name or e mail address of the person to whom you want to assign the task. To select the name from a list, click the To button. D. In the Subject box, type a name for the task. Note For an existing task, the task name appears in the Subject box. E. Enter the Start date and Due date. F. In the Priority list, you can change Normal to High or Low if you want. G. Select or clear the Keep an updated copy of this task on my task list check box and the Send me a status report when this task is complete check box. H. If you want the task to repeat, on the Task tab, in the Recurrence group, click Recurrence, select the options that you want, and then click OK. I. In the body of the recurring task, type any information that you want to include about the task. J. Click Send. Note If you assign a recurring task, a copy of the task remains in your task list, but it never updates. If you select the Send me a status report when this task is complete check box, you receive status reports for each completed occurrence of the task. 11. Managing Your Mail With Rules A rule is an action that Microsoft Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule. Rules can be created to: Move messages to a particular folder based on who sent them. Move certain kinds of messages, such as Out of Office messages, to another folder. Delete messages in a conversation. Flag messages from a particular person. Set up a notification, such as a message or a sound, when important messages arrive. Redirect a message to a person or to a distribution list. Assign categories to messages you send based on the contents of the messages. You can choose many conditions and actions by using the Rules Wizard. Rules fall into one of two categories organization and notification. 5

6 12. Archiving An efficient way to reduce the size of your Outlook Data File (.pst) or Exchange mailbox is to archive older items. You can also manually back up and archive items, in addition to AutoArchive or as a replacement. Manual archiving provides flexibility, and allows you to specify exactly which folders are included in the archive, and which archive Outlook Data File (.pst) is used. To manually archive Outlook items, do the following: A. Click the File tab B. Click Cleanup Tools. C. Click Archive. D. Click the Archive this folder and all subfolders option, and then click the folder that you want to archive. Any subfolder of the folder you select is included in this manual archive. E. Under Archive items older than, enter a date. F. If you do not want to use the default file or location, under Archive file, click Browse to specify a new file or location. Browse to find the file that you want, or enter the file name, then click OK. The destination file location appears in the Archive file box. G. Select the Include items with Do not AutoArchive checked check box to include any items that might be individually marked to be excluded from automatic archiving. This option does not remove that exclusion from these items, but instead ignores the Do not AutoArchive check box for this archive only. 6

7 13. Mailbox Cleanup Click the File tab in Outlook to access Mailbox Cleanup tools: Source: us/outlook help/cl aspx?ctt=97 7

8 14. General Settings Summary for Other Programs and/or Mobile Devices If you are configuring an client other than Outlook or configuring a mobile device you should find all the information you need on this page. When the program or device asks for: It is looking for: You enter: address Your "@middlesex." address your_username@middlesex.mass.edu Mail Server or Incoming Mail Server MCC's Exchange Server mail.middlesex.mass.edu User Name Your MCC username/account name Your username Domain MCC's network domain name MCC Description A friendly or descriptive name for the collection of settings. MCC SMTP server or Outgoing server SMTP server name from your mobile device carrier or internet service provider Information provided by your mobile device carrier or internet service provider 8

9 15. Configure Microsoft Exchange ActiveSync Support on Apple iphone/itouch/ipad Overview: iphone/itouch/ipad software (2.0 or higher) provides the ability to wirelessly push , calendar, and contacts data from Microsoft Outlook to the Apple iphone/itouch/ipad over a 128 bit encrypted SSL secure connection. Pre requisites: The iphone/itouch/ipad must have version 2.0 or higher of the iphone/itouch/ipad ios software. To download and install the latest version of the ios software, visit Apple at The update may take several minutes to install. First Time Setup: 1. Verify that the Apple iphone/itouch/ipad software version is version 2.0 or higher. To Verify: On the iphone/itouch/ipad device, tap Settings > General > About> Version If the version is below 2.0 use the link listed in the Pre requisites area above to update the iphone/itouch/ipad software. 2. To Configure MS Exchange ActiveSync Support, open Settings. 3. Choose Mail, Contacts, Calendar. 4. Choose Add Account. 5. Choose Microsoft Exchange. Enter your full address (your_username@middlesex.mass.edu). Enter the domain: MCC Enter your password. Enter a description: MCC Choose Next. If an error message appears "Unable to Verify Certificate" choose Accept. Your iphone/itouch/ipad will now use Autodiscovery to verify and connect to the MCC Exchange server. 6. Once verified, you'll have the ability to choose which services to sync Mail, Contacts, and Calendars. Manual Configuration: If Autodiscovery fails to verify the MCC Exchange Server at step 5, or you need to edit a previous configuration: 1. Enter the name of the Server: mail.middlesex.mass.edu 2. Once verified, you'll have the ability to choose which services to sync Mail, Contacts, and Calendars. 9