Class Objectives. Introduction. Intermediate Outlook Features. Setting up Outlook

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1 Intermediate Outlook 2003 Shortcourse Handout September 1, 2004 Technology Support Shortcourses Texas Tech University Copyright 2004 Class Objectives After completing this shortcourse, you should be able to: Setup and configure MS Outlook Lookup a contact on the Global Access List Create meeting requests Create and assign tasks Apply rules to mail messages Setup the Out-of-Office Assistant Archive old files Access MS Outlook via the Web Introduction This non-credit, 2-hour course provides an overview to the intermediate concepts of Microsoft Outlook. MS Outlook 2003 is a desktop communications program that helps you manage your time and information more effectively. Basic computer knowledge and the general understanding of MS Windows would be helpful for understanding Outlook. This shortcourse builds on the concepts learned in the Microsoft Outlook (Introduction) shortcourse. Intermediate Outlook Features Setup Global Access List (GAL) Meetings Requests Tasks Applying Rules Out-of-Office Assistant Archiving Outlook from the Web Setting up Outlook Double-click on Outlook icon.

2 Or Follow the set-up wizard. From the Task Bar in Windows: Click Start > Settings > Control Panel. Double-click the Mail icon to open the Mail Service. From the Mail dialog box: Click Add. Select MS Exchange Server. Click Next. Setting up Outlook: Exchange In the text box under Microsoft Exchange Server Name type: brontes. At home and with a TTU dialup account type: brontes.net.ttu.edu. In the text box under Mailbox type: [LastName], [FirstName] Click Next. Traveling with this computer? (VPN) Confirm that you have Microsoft Exchange Server and Outlook Address Book setup. Click Finish. Click Close at the Mail dialogue box. Close the Control Panel. From the Desktop: Double-click Microsoft Outlook. Contacts/Address Books Global Address List (Exchange): Created by system administrator. Cannot be altered by client. Outlook Address Book: Includes contact database and is stored on the main server. Personal Address Book (client) Creating Meeting Requests To Create a Meeting Request: Click File > New > Meeting Request, click on the Attendee Availability tab. Click the Invite Others button, and choose the recipients or resources. Click OK to return to the Meeting Request. You should now be able to see the schedule of the other recipients and resources. Find a time in which each of the Attendees is available, and click back on the Appointment tab. Type a Subject, choose or type a Location, confirm the Meeting Time, type a Message, then click Send.

3 Updating Meeting Requests Locate, and open the Meeting in your Calendar. Make your adjustments, and click Send Update. You should receive a Response from each recipient that received the Meeting Request. Responding to Meeting Requests Double-click the Meeting Request in your Inbox. Click Accept, Decline, or Tentative. Then Choose to Send the Response Now, or you may edit your response and then send. Creating a Meeting Requests on Behalf of Someone Else You must first have the correct permissions to create a meeting request on behalf of someone else. Permissions can be altered by first right-clicking on the calendar icon and then selecting the Properties button. Then choose the Permissions tab, click add, and select the person from the GAL to give permission. Click OK, then select the user, and choose a role from the pull-down list (author, etc.). Then click OK one last time to return to Outlook. Now that the correct permissions are set: click File > Open > Other user s folder. Click name, and select the user from the GAL, and click OK. Choose the calendar from the folder option, and click OK. Now you may view their calendar and create meetings on their behalf. To exit: File > Exit. Assigning a Task To Create a Task: Click File > New > Task. Input the Subject and/or a detailed note below. Next, choose the Due Date. Click on Assign task button. Click To, and select the person you wish to assign the task. To finish, click Save and Close. Setting Up Rules You can filter incoming or outgoing mail by Setting Up Rules and Alerts. To Access the Rules and Alerts : Click Tools > Rules and Alerts.

4 To create a New Rule: Click New, and choose the Type of Rule you want to create. Next, choose the condition that must be met before the Rule will be enforced. Below is the Rule Description. Click on any underlined text to Edit it (add recipient names, etc.). Click the Next button, then choose what you would like to do with the message and edit the Rule Description. Click Next. Add any Exceptions to the Rule, and edit the Rule Description. Click Next, and type a name for the Rule. You can choose to Run the Rule in the current folder. You can choose to Turn On or Off the Rule. Click Finish to Add the Rule to your list. Click OK to return to Outlook. You can also create a rule by right-clicking an message. Right Click > Create New Rule. Select Conditions. From Subject contains Sent to Do the following. Display in the New Item Alert window Play a selected sound. Move to folder. Out of Office Assistant Help create a rule that will notify the sender that you are out of the office. Click Tools > Out-of-Office Assistant. Choose if you re out or not. Configure outgoing message. Add a Rule. Configure details of the Rule. Click OK twice to return to Outlook. Archiving Archiving allows you to clean up old items from Outlook and save them to a file. To Archive Outlook Items: Click File > Archive, then browse the folder list, and select the folder you want to Archive (choose the top folder for all items).

5 Accessing Your Account with a Web Browser The address for accessing your Exchange mailbox using a browser is When you connect to this site, your browser will prompt you for a username and password. Enter your eraider username and password here.

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