ODLC Training and Documentation University of Toronto GETTING STARTED IN OUTLOOK 2010

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1 ODLC Training and Documentation University of Toronto GETTING STARTED IN OUTLOOK 2010

2 Table of Contents Outlook Mail... 4 Outlook Mail Window Elements... 5 Reading Pane... 6 Inbox Pane... 6 Receiving Mail... 8 Composing a Message... 8 Subject Area... 9 Recipient Options Using the UofTs Directory and Your Contacts to Address Mail Looking up Addresses Changing the Sort order of your Address Lists Sending Replies Placement of Reply Text Forwarding Messages Forwarding a message as an attachment Categories Attaching a Signature Sending Attachments Handling Incoming Attachments Disabling full screen reading view Spell Check Creating Templates Saving Drafts Sending Options Sensitivity Delivery Receipts (Tracking options) Other Options Mail Formatting Printing Messages Organizing Messages in Folders To create a new folder: Personal Folders Renaming a Folder Deleting Folders Filtering Outlook Mail Using Rules Creating the Mail Rule (Filter) Editing and Deleting Rules Fighting Spam: Junk E- mail Options Searching Messages Checking your Mail Quota Usage Deleting Messages Using Automatic Replies Outlook Calendar Outlook Calendar Calendar Layout Types of Activities Creating an Appointment Scheduling a Meeting with Others Recurring Appointments Creating an Event Sharing a Calendar Opening a Shared Calendar... 73

3 Viewing Calendars in Side- by- side or Overlay mode Creating a Group Calendar to be Shared Printing the Calendar Outlook Contacts Outlook Contacts Using Contacts Organizing Contacts Viewing Contacts Creating a Contact Group (Distribution List) Outlook Tasks Outlook Tasks To view the Tasks: Creating a New Task Creating a Recurring Task Editing a Task Sorting and Viewing Tasks Outlook Appendix Granting Create or Create and Modify Permission Keyboard Shortcuts... 95

4 Outlook Mail In this module, you will learn how to: Navigate in the Outlook Environment Sort Messages Composing Messages Flag Messages Attach a Signature Handle Mail Attachments Use the Spell Checker Create Templates Save Drafts Organize your Mail Messages into Folders Filter Incoming Messages Fight Spam with Outlook s Junk Mail Controls Find Messages 4

5 O utlook is UofTs University's client. Besides its functionality, you may also use Outlook as an organizer: to schedule appointments, meetings and tasks. This manual will guide you through the process of handling incoming messages, composing outgoing messages, organizing your messages, setting personal mail preferences, and working offline. Outlook Mail Window Elements The Outlook mail window is comprised of four vertically oriented panes: the Navigation Pane, the Inbox Pane, the Reading Pane, and on the far right, the To-Do Bar. Ribbon Navigation Pane with Mail Folders Inbox Pane Reading Pane To-Do Bar 5

6 Reading Pane The Reading Pane is much like the Preview Pane option of most clients. Outlook has oriented the pane vertically for ease of use. If you would like the Reading Pane to sit at the bottom of the window, like other clients, you can rearrange it. You may also remove the Reading Pane as well. To adjust or remove the Reading Pane: 1. On the Ribbon, click the View tab > Reading Pane tool. 2. Select Bottom or Off. The pane is adjusted or removed. Inbox Pane The Inbox Pane displays a two-line presentation of received messages: the sender and subject line are displayed. By default, the messages are sorted by date, with the newest messages at the top of the list. You may change both the sort and the chronological order. The messages are also sorted into groups such as Today and Yesterday by default. You have the option of removing the grouping. The Inbox also sports a flagging feature, Quick Flag, to mark messages. 6

7 If the Reading Pane is positioned on the right side, the Inbox can simply be sorted by right-clicking in the Arranged By header; but if the Reading Pane was moved to the bottom of the window, it is easiest to adjust the sort in this manner: 1. From the View tab, navigate to the Arrangement group. 2. Select a sort. Your Inbox messages are resorted. To adjust the chronological order: Depending on where the Reading Pane is located, either: 1. Click the Newest on top bar. The oldest messages are ordered on top. or 2. Click the Received section of the header bar. The messages are adjusted. To remove the grouping option: 1. From the View tab, in the Arrangement group, in the lower right corner of the gallery, click the More arrow. The gallery opens. 2. At the base of the gallery, uncheck the Show in Groups option. The groups are removed. 7

8 Receiving Mail Your mail is stored for you on the incoming mail server, until you retrieve it. Once you have read it, you can decide where the message will reside, either on your hard or network drive, or on the server. When you log-on to your account, new messages will appear in your Inbox in the Navigation Pane, as well as in the Inbox, formatted with bold text. Throughout the day, Outlook will check the server for new incoming messages. By default, it will check every 5 minutes. If you need to retrieve new messages immediately from the server, click the Send/Receive tab > Send/Receive All Folders tool. Composing a Message You may compose a new mail message from anywhere in Outlook. If you are in the Inbox: 1. On the Home tab, click the first tool, the New tool.. The Mail Composition window opens. or: Press Ctrl + N. The Mail Composition window opens. If you are in another folder in Outlook, such as the Calendar: 2. From the Home tab, click the New Items tool down-arrow. 3. Select Message. The Mail Composition window opens. or: Press Ctrl + Shift + M. The Mail Composition window opens. 8

9 Addressing Subject Message Area The composition window has three main areas. Addressing Area: This area supplies information about where the message is going and what file - if any - is being attached when sending the message. Subject Line: This line records the message subject. Message Area: This area is used to enter and edit your message. Like other windows, the Composition Window has the ribbon and corresponding mail tools at the top of the window. Subject Area The subject can only be one line long, and should reflect the message s content. Remember, Outlook (and most other mail programs) shows the subject to the recipient before he opens the message, so you may want to choose something that will encourage the recipient to open the message. Also, if your subject contains too many words, it will be cut off in the Message List window. 9

10 Recipient Options Although many messages are sent to just one recipient, frequently we need to send messages to several people or groups, like committee members, as well as copies of messages to others, perhaps the boss. To: Cc: Bcc: Primary recipients of your message (You may enter multiple recipients in the same field, separated by semicolons.) To send a copy to someone, use the Cc header. Since the recipient of the Cc will appear on all recipients header lists, use this option only when you want the recipient(s) to know that a copy was sent to someone else. Blind Carbon Copy. The message will go to the person you list in the Bcc header, but no one else who gets the message will be aware that the message was sent to this person. 1. Click the To button. The Select Names dialog box opens. 2. Type the name or select it from another address list. 3. Click OK. The name is added to the To field. To Cc someone, follow the same steps but click the Cc button. 10

11 If the Bcc field is not visible: 1. Click the To button. The Select Names dialog box opens. 2. Select the recipient. 3. Click the Bcc button. The recipient is added to the Bcc field. 4. Click OK. The name is added to the Bcc field. The Bcc field can also be added to an , by selecting the Options Tab in a New Mail Message and clicking the Bcc tool in the Show Fields group. Using the UofTs Directory and Your Contacts to Address Mail How do you get addresses from either the UofTs directory or from your contacts? The easiest way is to take advantage of an Outlook feature called Autocompletion. Autocompletion assists users in quickly retrieving addresses from Contacts and placing them on the To line in the Composition Window. By entering just part of the name of the message recipient on the To: line, Outlook searches your various address lists (ie. GAL, Contacts, etc.) for matches. If there is more than one match, click the name of your desired recipient. Outlook will insert the entire name and address for you. 1. Click the New tool. The new mail window opens. 11

12 2. In the To: line, type the first few letters of the recipient s name. A list of possible matches will appear. 3. If the individual you are looking for appears, press Enter. 4. If the individual you are looking for does not appear by itself, click to select the appropriate recipient. Tip Unwanted AutoComplete entries can pop up when you are addressing an which can result in the going to the wrong inbox. If you see an unwanted address pop up as you are filling in the To field, select it using the arrow keys and press Delete on the keyboard. That will prevent that address from popping up again. Looking up Addresses Finding the addresses of a colleague is a little different with Exchange. In Thunderbird, the address field would try to guess (AutoComplete) the correct address as soon as you started to type the name. Exchange has a similar feature, but it works a little differently. In the address field of a new , type the first few letters of the recipients last name, then press both the <Ctrl> (control) and letter K keys on your keyboard or click the Check Names tool on the Ribbon. 12

13 If there is only one possible match, the address field will automatically populate with the address. If there are multiple addresses, a pop-up window will display them all and you can click to choose the correct one. Note that when sending an to multiple addresses, separate each one with a semi-colon. Once you've successfully searched for, found, and addressed a recipient, their name will automatically pop up (History list) the next time you type the first few letters of the recipient s name. Although it takes some time to retype many of your familiar addresses that used to pop right up in Thunderbird, Outlook will quickly add them to your History list so that you do not have to retype them a second time. Changing the Sort order of your Address Lists When you begin to type the name of a message recipient in the To: address line, Outlook first searches the UofTs Global Address Book (GAL) by default. If you would like Outlook to search a different location first, such as your Outlook Contacts or the UofTs Directory, follow these steps: 1. On the main Outlook window toolbar, click the Address Book. The Address Book window will open. 2. From the Menu bar, select Tools > Options. The Addressing window will open. 13

14 3. In the When sending , check address lists in this order: field, select the Custom option and the UofTs Directory. 4. If needed, click the Up arrow to move the UofTs Directory to the top of the list. 5. Click OK. The Addressing window will close. 6. Close the Address Book window. Your list will be searched first. Please note that if you do see a UofTs Directory inside your Address Book (they will be visible in Thunderbird to Exchange migration accounts until everyone has migrated to Exchange) and unlike Thunderbird, you cannot open the UofTs Directory and browse to find an address. Optionally, you can search for non-gal addresses using the Address book by following these steps: 1. From the Select Names window toolbar, click the Advanced Find link. The Find window opens. 14

15 2. In the Display name field, type the user s last name. 3. Click OK. The search results will display. 4. Select the appropriate name. 5. Click the To button. The name is added to the To field. 6. Click OK. Sending Replies If someone has sent you a message that requires a reply, you do not need to start a new, empty message for your response. After reading the message, you can reply to the message, prompting Outlook to start a new message that contains the recipient s address and copy of his original message. Outlook replies to messages in the format that they were sent in. To reply to a message: Click the Reply tool. If you prefer to reply to everyone who the message was addressed to as well as the sender: Click the Reply All tool. Placement of Reply Text By default, Outlook automatically quotes the original message when you choose to reply to it. The default option for the placement of your response is to begin your reply above the quoted text (the original message body). Outlook gives you four 15

16 other options in the Options (File > Options > Mail > Replies and forwards). The Subject line indicates a reply by beginning with Re: Do not include original message: this option removes the original message from your reply. Attach original message: this option consolidates the original message into an attachment. Include original message: the default setting. Include and indent original message text: this option is the same as the default setting except that the original message is indented. Prefix each line of the original message: this option is the same as the Include and indent original message text option, except that a vertical line is added to the left margin of the reply. Forwarding Messages The Forwarding feature in Outlook works just like the Reply feature except that Outlook does not pre-address the message. On the toolbar, when you click the Forward tool Outlook creates a new message with the content of the original message, but leaves the To field empty. The Subject line indicates a forwarded message by beginning with Fwd: 16

17 You can type the address or use AutoComplete addressing if the recipient s name is in the directory, address book, or Contacts. You may add comments to the message you are forwarding by entering them in the message area. To send a completed message: 1. Click the Send tool. If you have previously selected the check spelling before spending preference, the spell checker will begin. A copy of your sent message is saved to the Sent Items folder. Check your Sent folder from time to time as the amount of sent messages will continue to increase. One option for keeping this file size low is to save sent messages for 90 days and then delete the older messages at the beginning of each month. Forwarding a message as an attachment You may have noticed a message arrive in your Inbox as a forward, and yet the original message appears in the Attached field, instead of in the message body. What you have received is a message forwarded as an attachment. Some people employ this tool to keep or preserve the original message detail. It is also a way to keep the original bundled up and tidy. You can set Outlook to forward all of your messages in this manner, or you can opt to manually forward messages as an attachment on a case-by-case basis. To set Outlook to forward all of your messages as attachments: 1. From the Ribbon, select the File tab and click Options. The Outlook Options window opens. 2. Click the Mail category. The mail options display. 17

18 3. In the Replies and forwards field, in the When forwarding a message field, click the down-arrow. 4. Select Attach original message. 5. Click OK. The Outlook options window closes. All of your forwarded messages will now be attachments. To forward Outlook messages as attachments on a case by case basis: 1. In your Inbox, click to select the message you wish to forward as an attachment. 2. Hold down the Shift key and select the message below it. Two messages are now selected. 3. Click Forward or right-click the messages and select Forward. The Composition window opens with the two messages attached. 4. In the Attached field, click the second message and press Delete. The second message is removed. 5. Compose your Click Send. The attached message is forwarded as an attachment. 18

19 Tip Resending a Message Have you ever composed a lengthy , sent it off, and then wished you had included one or two more people in the To field? Outlook to the rescue! If you have an message that you would like to use over again (resend), follow these steps: 1. Go to the Sent Items folder. 2. Double-click to open the originally sent message. 3. On the Message tab, in the Move group, click the Actions tool and select Resend This Message. The message sets up to be ed. 4. Readdress and make any adjustments to the body text. 5. Send. 19

20 Flagging Message for Follow-up (To-Dos) Message flags come in three basic states: Unmarked Flagged Completed To Flag messages: 1. Click the light gray flag. The message is now flagged. One a message is flagged, clicking the message flag again displays a checkmark, showing that the checked message has been revisited or completed. If you do not want the checkmark, and prefer the default light gray flag: 1. Right-click the checkmark. The shortcut menu appears. 2. Select Clear Flag. The default light gray flag reappears. And if you prefer to flag a message for another time period, such as tomorrow or next week, you can. 1. Right-click the flag. The shortcut menu appears. 2. Select one of the other times. The flag is applied. For convenience, these flagged messages appear at the base of the To-Do list. But if the item is deleted from the To- Do list, the accompanying will also be deleted from the Inbox or folder. 20

21 Categories Categories are another Outlook method for marking and organizing mail messages (and calendar items, contacts, and tasks). Each category is assigned a color and a name. Messages can be searched for by category, even if they reside in different folders. You can create as many categories as you want, in many different colors, and assign multiple categories. To assign a category (or categories) to a message: 1. In the Message pane, right-click the and choose Categorize. A shortcut menu opens displaying the categories. 2. Select one or more categories. The category (and color) is assigned to the . Optionally, to add a category to an open message: 1. On the Home tab, click Categorize. A shortcut menu opens displaying the categories. 2. Select one or more categories. The category (and color) is assigned to the . 21

22 To remove a category from a message: 1. In the Message pane, right-click the category icon and unselect the category or select Clear All Categories. The category icon is removed. If the item has multiple categories, you can uncheck one or all categories. Attaching a Signature You can set up your professionally so that is closes with your job title, department, phone number, and other contact information. And your account can be configured so that all of your outgoing messages contain this signature. 1. From the main Outlook window, select the File tab. The Account Information displays. 2. On the left navigation bar, click Options. The Outlook Options dialog box opens. 3. On the left navigation bar, click the Mail option. 4. Click the Signatures button. The Signatures and Stationery dialog box opens. 5. Click New. The New Signature dialog box opens. 6. In the Type a name for this signature field, enter a name. 7. Click OK. The Signatures and Stationery dialog box displays again. 22

23 8. In the Edit signature text box, type the text you want to include in the signature. You can also paste text to this box from another document. 9. To change the font format, select the text, and then select the options you want. These options are not available if you use plain text as your message format. 10. When you are done editing the new signature, click OK. You are returned to the Outlook Options dialog box. Note that this will be the default signature for new messages unless you change it. 11. Click OK. The Outlook Options dialog box closes. Each new message you compose will display your custom signature information. 12. Test the signature feature by creating a new mail message. You may elect to add you signature information to individual messages. For this option: 1. Select the File tab > Options. The Outlook Options dialog box opens. 2. Click the Mail option. 3. Click the Signatures button. The Signatures and Stationery dialog box opens. 23

24 4. In the Choose default signature area, in the New messages field, click the down-arrow and select (none). 5. Click OK. The Signatures and Stationery dialog box closes. 6. Click OK again. The Outlook Options dialog box closes. From now on, to add your signature to an 7. From within the new message window, select Signature > Your signature. Your signature information is added to the foot of the . 24

25 Sending Attachments To attach a file to an outgoing mail message: 1. In the Compose window, on the Message tab of the ribbon, click the Attach File tool. The Insert File dialog box opens. 2. Type the name of the file you want to attach, or select a file from one of the drives that you want to attach. 3. Click Insert. The filename appears in the expanded Attach area. Tip If you are in Windows Explorer or in any My Computer window and right-click on a file one of the options is "Send To". Based on how your machine is configured, one of the options in the Send To menu will be Mail Recipient. 1. Right-click your document. The shortcut menu appears. 2. Select Send To > Mail Recipient. The Composition Window will be launched, with the file attached, ready for you to address! 25

26 Handling Incoming Attachments Attachments are files connected to a message. Anything that can be stored as a file on a disk can be an attachment. A message can have many attachments and they may be of any size. This is a useful way to send lengthy documents to colleagues. Messages that arrive with attachments appear in your Inbox with a paper clip icon. To view the message and attachment: 1. Open the message. 2. In the head of the , below the Subject line, double-click the attachment s file icon. The file opens. In the graphic below, the attached file is a PDF document. To preview the attachment within the Reading Pane (without opening it) click the attachment once, and then click the Preview file button. Disabling full screen reading view Word attachments may open in the new full screen reading view. When the prompt appears, if you do not wish to use this view, place a check in the Don t open attachments in full screen reading view again checkbox and click OK. 26

27 Spell Check When composing an message, Outlook will automatically mark words that it feels have been misspelled, are grammatically incorrect, or are out of context (with wavy red, wavy green, or wavy blue underlining). Additionally, you can set your Outlook preferences to automatically check for spelling before a message is sent, or you can elect to utilize spell check at your discretion. If your messages are not automatically proofed, you may want to do a spell check prior to sending a message (especially an important one!) since Outlook does not automatically check the Subject line for spelling mistakes. If you elect to utilize spell check at your discretion: 1. Before you send the , click the Review tab, and at the left end of the ribbon, click the Spelling & Grammar tool (or press the F7 key). The Spelling and Grammar dialog box opens. Any words considered misspelled will appear at the top of the spell checker window. Outlook will suggest a word to replace the misspelled word. Ignore Once Ignore All Ignores the misspelled word and moves to the next misspelling. Ignores all occurrences of the misspelled word and moves to the next misspelling. Add to Dictionary Adds the word to your personal dictionary so that it will not appear again as misspelled during a spell check. Change Change All AutoCorrect Cancel Replaces the misspelled word with Outlook s suggestion. Replaces all occurrences of the misspelled word with Outlook s suggestion. Use the first suggested word each time you click AutoCorrect. Closes the spell checker. 27

28 When the spell check is done, a final dialog box appears. 2. Click OK. To set Outlook to check spelling every time you click Send: 1. From the main Outlook window, select the File tab. The Account Information displays. 2. On the left navigation bar, click Options. The Outlook Options dialog box opens. 3. On the left navigation bar, click the Mail option. 4. In the spelling area, select the Always check spelling before sending check box. 5. Click OK. The Outlook Options dialog box closes. 28

29 Creating Templates In Outlook, templates are useful for formatting monthly mailings, reports or memos that you on a regular basis. You create a template in the Composition Window and save it as a template. To save a composed message as a template, so that it can be used again: 1. In the upper left corner of the window, click the File tab and select Save As. The Save As dialog box opens. 2. Name your file (if file extensions display, don t remove the.oft). 3. In the Save as type field, select Outlook Template. 4. Click Save. 5. Close the message that you used to create your template. If you are prompted to save the message, click No, since it is already saved as a template. To send a message using your template: 1. From the Inbox, on the Home tab, select New Items > More Items > Choose Form. The Choose Form dialog box opens. 2. In the Look in field, select User Templates in File System from the dropdown list. 3. Select your template. 4. Click Open. The message is ready for editing and sending. 5. Personalize the message if you want to and address. 6. Click Send. The original template still remains in the User Templates folder. 29

30 Saving Drafts There will be occasions when you have typed an and then realize that you do not wish to send it yet, but you don t want to waste the effort that it took to compose it. Don t delete it! The solution is to save the as a draft in the Drafts folder. By default, any time you close an that has been composed, but not sent, Outlook will ask you if you wish to save it as a draft. To purposely save an as a draft: 1. In the upper left corner of the window, click the Save tool. The is saved in the Drafts folder. 2. Close the . To send the at a later date: 1. Open the Drafts folder. 2. Open the Make any adjustments. 4. Click Send. Once you click send, the will be removed from the Drafts folder. 30

31 Sending Options Outlook gives you a number of sending options, such as importance, delivery receipts, etc. Importance You may assign a priority level to your message, from Low to High. This does not affect the speed of delivery. Your arrives in someone s inbox with the priority visible. By default, your message is assigned a normal priority. Normal messages have no identifying mark. To access the message importance settings: 1. From the mail composition window, on the Message tab, in the Tags group, click the dialog box launcher in the lower right corner. The Message Options dialog box opens. 2. In the Settings Importance field, select Low or High. high low Besides displaying in the Message pane, once an is opened, this information appears on the InfoBar. The InfoBar is a banner near the top of an open 31

32 message, appointment, contact, or task. It tells you if a message has been replied to or forwarded, marked in some manner, etc. Optionally, you can assign a priority level to your message from the main Message tab, in the Tags group, by clicking the High Importance or the Low Importance buttons. Sensitivity In the Message Options dialog box, in the Sensitivity field, you may assign a sensitivity level to your message. Click the option you want: Personal means the recipient will see "Please treat this as Personal" in the InfoBar of the message you send. Private means the recipient will see "Please treat this as Private" in the InfoBar of the message you send. Confidential means the recipient will see "Please treat this as Confidential" in the InfoBar of the message you send. 32

33 Note: Marking a message with one of these settings is advisory only. Recipients can take any action on the message that they want to, such as forwarding the message to another person. Delivery Receipts (Tracking options) You can track when messages you send are delivered or read by recipients. You receive a message notification as each message is delivered or read. The contents of the message notifications are then automatically recorded on the Tracking tab of the original message in your Sent Items folder. Note: The recipient will get a message asking if a read receipt may be sent back to you. She has the option of declining. If this is the case, you will not receive a receipt even though the message has been received and opened. Also, some mail programs do not handle receipts. If you get a message requesting a return receipt, you just need to check Yes and Outlook will immediately send it. Other Options Outlook has a few more delivery options up its sleeve! You may also elect to: Have replies sent elsewhere other than to your account. Set a delivery time for a message. (leave Outlook open or minimized) 33

34 Set an expiration date for a message (the message expires in an inbox, which means that it is crossed out at a predetermined time.) To enable any selected options: 1. From the mail composition window, on the Message tab, in the Tags group, click the dialog box launcher in the lower right corner. The Message Options dialog box opens. 2. Select the delivery options. 3. Click Close. The options are applied and the message options dialog box closes. Mail Formatting By default, Outlook has set font types and colors for messages. When you create, reply to, or forward an it will be in Calibri 11 pt. You may also choose between sending messages in HTML, which allows for colors, Word-style bullets, and other enhanced markup, or Plain Text. Plain Text: The benefit of Plain Text is that you know just how your message will read or lay out. The message appears plain, but you are in control of its layout. And Plain Text messages are generally smaller in size than HTML messages. HTML: The benefit of HTML is that your message does look fancier, but there are some drawbacks: Your recipients may not be able to read your mail at all Recipients may not be able to see or download attachments properly s may be readable, but formatting could be very different from how you composed the 34

35 If you wish to adjust the format of outgoing messages to either HTML or Plain Text, follow these steps: 1. From the main Outlook window, select the File tab. The Account Information displays. 2. On the left navigation bar, click Options. The Outlook Options dialog box opens. 3. On the left navigation bar, click the Mail option. 4. In the Compose messages area, in the Compose messages in this format field, click the down-arrow and select either HTML or Plain Text. Do not select Rich Text. 4. Click OK. The Outlook Options dialog box closes and all new s will be composed in your choice. If you wish to adjust the Calibri 11 pt default, follow these steps: 1. Select the File tab > Options. The Outlook Options dialog box opens. 2. Click the Mail option. 3. Click the Stationery and Fonts button. The Signatures and Stationery dialog box opens. 4. Click the appropriate Font button. The Font dialog box opens. 35

36 5. Make your selection. 6. Click OK. The dialog box closes. 7. Click OK again. The dialog box closes. 8. Click OK again. The Outlook Options dialog box closes and your font choices are applied. Printing Messages You can print messages that you have composed, or messages that have been sent to you. Either: 1. Click the message to be printed. 2. Select File tab > Print and select the printing options from the dialog box. Or, to quickly print the message without making any printer adjustments: 1. Click the Print tool. The message prints. 36

37 Organizing Messages in Folders Every end-user works differently. Some of us keep all of our messages in our Inbox, sorting and deleting as needed. But others prefer to organize messages into folders. Folders can be created and named at your discretion. Perhaps you want your folders organized by project; or, perhaps by sender. However you work, Outlook provides you with the tools. To create a new folder: 1. In the Navigation pane, right-click your Mailbox (or another folder). A shortcut menu appears. 2. Select New Folder. The Create New Folder dialog box opens requesting the name and location of the folder you are creating. 3. In the Name field, type the name of your folder. 4. In the Select where to place the folder field, select your Mailbox (or a subfolder of your Mailbox). Note: You may choose a Public Folder if they exist. Public folders are not on your hard drive, but reside on a server. They are usually backed up every night and can be accessed from the web. Personal Folders will be covered in a moment. 37

38 5. Click OK. The dialog box closes and the folder is added to the list. You can now move messages into the appropriate folder. To move messages into a folder: 1. Drag and drop the message. The message is removed from the Inbox. Personal Folders Personal folders differ from regular folders in that they are located on your computer's hard drive instead of the UofTs server. Your next question might be, What is the difference between the UofTs server and a Personal Folder and which one should I chose? The UofTs server is where your Inbox is located and is where the folder that you just created resides. You have a set amount of space allocated to you on the UofTs server. Local folders are located on your hard drive of your own computer. Benefits of creating a folder on the UofTs server: Folders are backed up every night Folders can be accessed remotely through the Outlook web client (OWA) Benefits of creating a local folder on your hard drive: Content does not count toward your mail limit on the UofTs server You may view these messages when you are not connected to the server 38

39 One option is to create folders on both the UofTs server and locally on your hard drive. Put messages that you may need to access remotely on the UofTs server and put the larger project oriented messages into a local folder on your hard drive. To create a Personal folder: 1. In the Mail Folders Navigation Pane, scroll to the bottom of the folder list and locate the Personal Folders or Outlook Data Files. If you do not see the Outlook Data Files or Personal Folders listed, skip to the directions below these next three steps. 2. Right-click the Outlook Data Files and select New Folder. The Create New Folder dialog box opens requesting the name and location of the folder you are creating. 39

40 3. In the Name field, type the name of your folder. 4. Click OK. The dialog box closes and the folder is added to the Outlook Data Files or Personal Folders list. You can now move messages into the appropriate folder. Please remember that you can only access these Outlook Data Files or Personal Folders on the computer you added them to. You cannot access or open these folders from the web. To create Personal Folders if they are not already present: 1. On the Home tab, select New Items > More Items > Outlook Data File. The Create or Open Outlook Data File window opens. 2. Leave the default My Outlook Data File option selected and click OK. The folder is added to the Folder list below the server folders. If you wish to back your personal folders up, by default, your Outlook data files will usually be located in your Documents folder on your C: drive, in the Outlook Files folder (e.g. C:\Users\dbragg02\Documents\Outlook Files). 40

41 Renaming a Folder You may decide that the initial name you gave a folder is no longer descriptive or reflective of the folder s contents. You can quickly rename a folder by following the steps below. 1. Right-click the folder. A shortcut menu appears. 2. From the shortcut menu, select Rename Folder. The folder name is selected and is ready for editing. 3. Type the updated folder name. 4. Click away from the folder. Deleting Folders If you end up with a mail folder that you no longer need, you can delete it. 1. Right-click the folder you wish to delete. The shortcut menu appears. 2. Select Delete Folder. The folder is placed in the Deleted Items folder. Note: Deleting folders deletes all the messages within that folder. Therefore, Outlook will prompt you with a warning message. You will also receive a warning if the folder marked for deletion is connected to a filter. 41

42 Filtering Outlook Mail Using Rules Creating the Mail Rule (Filter) Outlook uses Rules, which allows you to automatically sort and manage your Inbox. The Rules Wizard is a tool designed to walk you through the steps of setting up a mail filter. The following scenario creates and applies a filter based on specific words in the subject line which move incoming messages to a specified folder. 1. From the Home tab, in the Move group, select Rules > Manage Rules & Alerts. The Rules and Alerts dialog box opens. 2. Click the New Rule button. The Rules Wizard begins. 3. In Step 1: Select a template, in the Start from a blank rule field, select Apply rule on messages I receive. 4. In the lower portion of the window, in the step 2 field, keep the default choice (Apply this rule after the message arrives). 5. Click Next. The next step of the Wizard opens. 6. In the Which condition(s) do you want to check? field select the condition or conditions you wish to use for the filter. In this example, the condition with specific words in the subject or body will be used. You may have to scroll down to see all the choices. 42

43 7. In the lower half of the window, in the Step 2: Edit the rule description field, click the specific words link. The Search Text dialog box opens. 8. In the Specify words or phrase to search for in the subject field enter the word or phrase you wish to filter by. In this example, class of 1990 is used. 9. Click Add. The criteria are added to the search list. 10. Click OK. The Rule description is added. To move to the next step of the Wizard: 11. Click Next. What do you want to do with the message? We will send the messages to a Class of 1990 folder that we created. When you enable the filter, responses will be routed to the Class of 1990 folder to be reviewed at your leisure. 12. In the What do you want to do with the message? field, select the first choice, move it to the specified folder. 43

44 13. In the lower half of the window, in the Edit the rule description (click an underlined value) field, click the move it to the specified folder link. The Rules and Alerts dialog box opens. 14. Select the class of 1990 folder. 15. Click OK. The Rule description is complete. 16. Click Next. This is the Are there any exceptions? step. If you have special cases such as messages with attachments, or messages within a certain date range, or messages of a certain size, you can apply the exception in this optional step. 17. Click Next. Specifying the name for the rule is the final step. Outlook will now turn on filtering. 44

45 18. Click Finish. The dialog box closes and the rule is enabled. 19. Click OK to close out of the Rules and Alerts dialog box. The filter is enabled. Editing and Deleting Rules If you would like to adjust a filtering rule, turn the rule off, or remove the rule altogether follow these steps. To edit the rule: 1. From the Home tab, in the Move group, select Rules > Manage Rules & Alerts. The Rules and Alerts dialog box opens. 2. In the Rule (applied in the order shown) field, click the rule. 3. Click the Change Rule button down-arrow. 4. Select Edit Rule Settings. The Rules Wizard opens. 5. Make the changes you desire. To turn off the rule: 1. From the Home tab, in the Move group, select Rules > Manage Rules & Alerts. The Rules and Alerts dialog box opens. 2. In the Rule (applied in the order shown) field, click the check mark to remove it. 3. Click OK. The Rule is turned off. 45

46 To delete a message rule: 1. From the Home tab, in the Move group, select Rules > Manage Rules & Alerts. The Rules and Alerts dialog box opens. 2. In the Rule (applied in the order shown) field, click the rule. 3. Click the Delete button. The Delete rule xxxxx? dialog box appears. 4. Click Yes. The rule is removed. 5. Click OK. The Rules and Alerts dialog box closes. If you are reading a message and it strikes you that you would like to create a rule, such as creating a rule for responses to a mailing, you can quickly create one by using the Create Rule tool. 1. With the selected, on the Home tab, in the Move group, select Rules >, Create Rule. The Create Rule window opens. 2. Select the rule options and click OK. The new rule is enabled. 46

47 Fighting Spam: Junk E- mail Options If you have an account, you probably have had to deal with spam. Spam, or electronic junk mail, usually takes the form of unsolicited advertising that is increasingly flooding systems, chewing up bandwidth, and wasting employees time. Although Outlook has a sophisticated built-in junk mail filter that will move suspected junk mail into the Junk folder, UofTs uses Proofpoint for spam filtering. Outlook comes with Spam filtering enabled. You can choose to use Outlook s spam filter, on top of the protection provided by Proofpoint, or you can turn off Outlook s spam, filtering. It is recommended that you turn off Outlook s spam filtering. 1. On the Home tab, in the Delete group, select Junk > Junk Options. The Junk Options window opens. 2. Select No Automatic Filtering. 3. Click OK. The Junk Options window closes. If you choose to leave the filtering on, by default, the filter is set to Low. This will remove the most obvious junk . It is reported that very few good messages are 47

48 inadvertently put in the Junk folder. It is good practice to check the Junk folder from time to time, to make sure that no good messages have ended up in there. In the Junk Options window (on the Home tab, in the Delete group, Junk > Junk E- mail Options), there are three other tools available here to fight spam. The first three tabs in this dialog box are: Safe Senders, Safe Recipients, and Blocked Senders. Add people or websites to this list that you trust. will never be filtered as junk from these addresses. People or addresses added to this list will never be treated as junk. For instance, if you posted to a list, and then people responded to you, the message would not be filtered as junk. Put any addresses of know spammers here. If you mistakenly add an address to a list, you may remove it at any time. 48

49 Tip Quickly adding Junk addresses to the Blocked Senders list If you receive unwanted, unsolicited , follow this step to quickly block any future mailings from this address or domain: 1. From your Inbox, right-click the . The shortcut menu opens. 2. Select Junk > Block Sender. The address is added to the Blocked Senders List! 49

50 Searching Messages Folders have a way of growing over time; messages seem to pile up, challenging even the most organized of users. Fortunately, Outlook recognizes that users will likely forget where a message has been stored and provides us with a Search feature. The search feature lets you find text in a single message, search messages by subject or sender, or use a combination of criteria to perform a thorough search through all messages in a specific mail folder or account. To search for a message in your Inbox, begin from the Mail window: 1. At the top of the Inbox pane, type your search criteria into the Instant Search field. Messages that contain the text that you type appear in the results with search text highlighted. Attachments are also searched. 2. Double-click the message to open it. To clear the Search: On the right end of the Search field, click the Close Search (x) tool. The search is cleared. 50

51 To search all of your mail folders: 1. Click in the Search Inbox field. The Search Tools contextual tab appears on the Ribbon. 2. In the Scope group, click the All Subfolders tool. 3. In the Search field, type the search criteria. Selecting All Outlook Items will search all of the other Outlook folders such as Contacts and Calendar. You may also narrow or refine your search by typing search criteria into the Subject, To, or Flag Status fields. Type your search text into the appropriate field. Messages that contain the text that you type appear in the results with search text highlighted. 51

52 To change search options such as turning off the search results displaying while you type or adjusting the highlighting color: 1. Click in the Search Inbox field. The Search Tools contextual tab appears on the Ribbon. 2. In the Options group, click Search Tools and select Search Options. The Outlook Options Search window opens. 3. Make adjustments. 4. Click OK. Your changes are applied. If you are having problems with the search feature, for example the search doesn t find any results, even though you know they exist, or options are grayed out, you should contact your FSP. 52

53 Search Folders Located at the base of the mail items in the Navigation Pane, Search Folders are a specialized Outlook tool used to organize any that match specific search criteria. For example, one of the four default Search Folders, Unread Mail, provides a view or shortcut that holds a copy of any unread message from any Outlook mail folder. Categorized Mail: holds any items assigned to a category Large Mail: holds mail larger than 100 KB Unread Mail: holds unread mail To create a search folder (for example a search folder that locates any messages with attachments): 1. Right-click the Search Folders and select New Search Folder. The New Search Folder window opens. 2. In the Select a Search Folder field, select the Search Folder criteria (such as Mail with attachments). 53

54 3. Click OK. The new Search Folder is added. You can also create a Custom Search Folder where you specify the search criteria. If you delete a Search Folder, the in the Search Folder will not be deleted. Note that if you delete an within a Search Folder, the will be deleted from the Outlook folder where it exists. 54

55 Checking your Mail Quota Usage Quotas in the Exchange environment are a limited resource. If you use Exchange for and calendaring, your quota on the Exchange server is 2,000 MB (2 GB). Your quota includes your , calendaring data, task lists, address book, and all your other data stored on the exchange server. When you reach 90% capacity, you will receive a warning , indicating that it is necessary to reduce your size in order to continue to send and receive messages It is often a daunting task to determine the best way to keep your inbox from pushing up against your quota. To check your quota usage: 1. From the File tab, select Cleanup Tools > Mailbox Cleanup. The Mailbox Cleanup window opens. 2. Click the View Mailbox Size button. The Folder Size window opens. 3. Click the Server Data tab. Your usage and quota display. 55

56 The following tips will help identify some of the easiest ways to keep your inbox usage low. Move attachments you've received to your local machine or your P: drive and delete them from the post office server. Attachments can be large and take up space. (Right-click the attachment and choose Save As or Remove Attachment.) Check your Deleted Items folder on the post office server to make sure that it's emptied regularly. Go through your messages stored on the mail server regularly and delete those you no longer need. You may want to devise a pruning strategy to make it easy to find messages that can be deleted. For example, create a "Hold" folder that you examine on a regular basis and store messages in it that can be deleted at some point in the near future. Periodically check your Sent Items folder to delete mail you don't need, or move them to your local machine for long-term storage. Sent Items with attachments can take up LOTS of space. If you have stored messages that you access infrequently, move them to your local machine and delete them off of the server. To quickly locate large , click the Search Folders in the Navigation Pane and click the Large Mail search folder. Once located, these s can be reviewed to see if they could be deleted or moved off the server. Enormous mail (> 5MB) Huge mail (1-5MB) Very Large (500KB - 1MB) Large Mail ( KB) 56

57 Deleting Messages There are a number of ways to delete a message from your Inbox. To delete a message, you may: Click the message, then press Delete on the keyboard. Right-click the message and choose Delete from the shortcut menu. Use the keyboard shortcut, Ctrl + D. Select the message and from the Home tab, click Delete on the Ribbon. Deleted messages are sent to the Deleted Items folder. To empty the Deleted Items folder: 1. Right-click the Deleted Items folder and select Empty Folder. Outlook asks if you want to permanently delete them. 2. Select Yes. The folder is emptied. If you prefer that Outlook empty your Deleted Items folder every time that you close Outlook, try this: 1. Select the File tab > Options. The Outlook Options dialog box opens. 2. On the left side, click the Advanced category. 3. In the Outlook start and exit area, select the Empty Deleted Items folders when exiting Outlook check box. 4. Click OK. The dialog box closes and the option is set. 57

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