Microsoft Outlook 2003 Quick How-to Guide

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1 Microsoft Outlook 2003 Quick How-to Guide

2 Microsoft Outlook 2003 Quick How-to-Guide This document is designed to be a quick guide for the most common tasks in Outlook. It is separated into different sections for Mail, Calendar, Contacts and Tasks. This document does not go into detail, but if you require more information you can use the Help system integrated within Outlook by pressing the F1 key and then typing in what you would like to know more about. Mail How to change the Reading Pane? Go to the menu and select. From there you can choose where you want to read your messages (Right, Bottom, or Off). If you choose Off then you must double click a message to read it in a new window. How to organize your messages? You can arrange your messages according to certain criteria such as date received, sender, size, subject, type, flag, attachments and others as well. To do this click on the menu and select. Now choose how you want your messages to be arranged from the list given. Alternatively you can organize your messages according to color by clicking on and then. This will bring up a new menu where you can assign certain colors to messages from different people by clicking on the button.

3 How to access the Options? Access options by clicking on the menu and then selecting from the drop down menu. In the dialogue box that opens up click on the button to access the options. There are also more options for by clicking on the button. How to compose a new message? On the toolbar choose the button making sure to click on the arrow and then select or keyboard shortcut Ctrl +N. In the then click on field type the name of the person you want to send the to and to make sure the name and address is correct. Additionally if you use the Tab key to leave the field it will look for the address and verify if it is correct.. Type something in the editing your message click the field and then type your message. When you are done button on the toolbar to send your message. How to attach a file to an ? When composing a new message click on the button on the toolbar to attach a file. In the window that opens up locate the file that you want to add and select it. Click on the see the file in the button to attach the file to the . If it worked properly you should field of your message.

4 How to add signature/stationary to an message? Set up signatures/stationary before you send a message so they will be attached to every that you send. To do this click on the menu and then select. At the top of the window that opens select the tab. To select stationary with a visual preview of the stationary click the button. To add, modify of delete a signature click on the button. How to access the Junk Mail Filter options? To access the Junk Mail Filter options click on the menu and select. In the window that opens up click on the button. The options as well as safe senders/recipients, and blocked senders lists are available in the window that opens. How to create message Filters and Rules? To create, modify or delete a rule for filtering messages click on the menu and select from the drop down menu. In the window that opens you can manage your rules and filters as well as any Alerts or reminders.

5 How to set Out of Office message? Click on the menu and select. This will open up a window where you set your status as In or Out of Office. In the space provided type in a short message that will be sent to anyone who tries to send you a message while you are out of your office. You can also set Rules if a message with certain criteria comes you can send a different message, play a sound, delete it, and many other options. To do this click on the button in the window and choose the options that you want. Calendar How to change calendar views and colors? To change the calendar views click on to view just one day or click or or to view the various time frames. To change the color of your calendar click on the menu and select. In the window that opens click on to open Calendar Options window. Use the drop down menu to choose the color that you want. How to view a shared calendar? You will not be able to see a person s calendar unless they have given you permissions to. Click on on the left hand side of the screen. Type the name of the person whose calendar you want to view or click to select the person from the Global Address List.

6 How to share your calendar with other people? To share your calendar with other people first click on the menu and choose. In the new window that opens click on the tab. To add a new delegate click the button and select the user who you want to share your calendar with from the University address book and click the button. Then click. A new window will open up where you will need to assign the person permissions to your calendar. From the drop down menu next to the icon choose what permissions you want to give them. Make sure you select from the tasks area so that you will not share your tasks. Clear the checkbox that says if you have the Editor permission level selected unless you want this delegate to be in charge of booking your appointments. Click when done. Back in the tab make sure the want your delegates to be in charge of booking your appointments. check box is cleared unless you How to access Calendar options? To access the calendar options click on the menu and select from the menu. Under the tab click the

7 button to access these options. Here you can change your work week, start and end times, calendar colors, add holidays, and other advanced options. How to create an appointment? To create an appointment click on field type the appointment name. In the or shortcut keys Ctrl + N. In the field type in where the appointment will be. If you want you can also assign a Label to the appointment by selecting one from the dates and times by using the drop-down menus like below: drop down menu. Next set the start and end. Set the reminder for the appointment if you want one by checking the check box next to and setting the time you wanted to be reminded at. You can show this appointment time four different ways by selecting and choosing which one you want. If you want to make an appointment private and out of sight from even those who you may have given access to your calendar all you have to do is put a check in the check box in the bottom right hand corner of the appointment window. How to make a recurring appointment? You can make any appointment recurring by clicking on the button in the appointment window. Use the window that opens to set the recurrence time, pattern that it will follow (daily, weekly, monthly, etc.) and the range of the occurrence.

8 How to request a meeting with other people? You can request a meeting with other people by clicking on and making sure to click on the arrow and selecting or use the keyboard shortcut. To add attendees to your meeting click on the using the Global Address List and you can slot them into depending if they need to attend or not. The button. Find people or area is designed specifically for non-human resources such as rooms or equipment. When you are finished adding people click. Fill in all the other details about the appointment like subject, time, reminders, and labels and then write a short note to the attendees if you wish telling them what the meeting is about. To attach a file or an agenda to the meeting click the button in the toolbar, browse for the file and then click. To ensure that all attendees can attend your meeting you may want to use the schedules. tab to check and see if your meeting time conflicts with any of the attendees If you do not want responses back from the people you are organizing a meeting with then click on the and select menu while still in the window for creating the meeting request and make sure that there is no check mark next to it. Additionally you can not allow attendees to propose a new time by clearing the check mark from in the menu as well.

9 How to Accept, Decline, Tentatively Accept or Propose new time for a meeting request? To Accept a meeting request sent to you open up the message and click the button at the top of the message and the meeting will be added to your calendar. The message will also be moved to the Deleted Items folder and it will ask you if you want to send a response to the meeting organizer or do you want to add comment to the message before sending. To Accept a meeting but only Tentatively click the button at the top of the message. You can also decide to send a response or not. To Decline a meeting request click the button at the top of the message. It will ask you to send a response and when you decline it defaults to edit the response before sending. To Propose a new time for the meeting click the button at the top of the message. A new window will open where you can set the new proposed time for the meeting and then click to send to new request. You will also have a chance to add to the message before the request is sent to the meeting organizer. How to View Group Schedules To view a group s schedule you first need to create a group. To do this make sure you are viewing your Calendar and then click on the menu and choose. In the window that opens up click to create a new group. Give the group a name by typing it in the field and then click. Add members to the group by either typing in their name where it says:

10 or by choosing people from the address book by clicking on the button and choosing that you want to add and click the. Now select the name(s) to add them to the group. When you are done adding the members to the group click the button. You can now view that groups schedule at anytime by clicking on the button in the menu while viewing your calendar. If you would like to book an appointment with that group just click the button in the View group schedules window and choose to make a meeting with all members of the group. Contacts How to create a new contact? To create a new contact go to the section of Outlook and click on the toolbar. Enter all of the pertinent information that you want to add with the minimum being a name and address. When you are done click the How to create a new distribution list? button at the top of the window to save your contact information. Create a distribution list the same way you would create a new contact but click on the arrow next to the button and choose or use the keyboard shortcut. Type a name for the distribution list in the window that opens.

11 To select people to add to the distribution list from the Global Address List click the button. In the new window find a person you want to add, highlight their name and then click to add them to the list. Click when you are finished. To add people to the distribution list who are not in the Global Address List click the button. In the window that opens type in a display name for the member, their address, and modify other settings to suit you needs. When done click the button. When done make sure to click the button. Tasks How to create a task for yourself? Go to the Task section of Outlook and click on the button on the toolbar. In the new window that opens add all of the information that you need for the task including subject, start and due dates, reminders or recurring tasks. When you are done click. How to assign a task for someone else? Same as creating a task for yourself except click on the arrow next to the button and select. Click the button to select who you want the task to be assigned to (can be more than one person). Add a subject name, start and due dates along with a message to the recipient that explains what the

12 task is. When done click the button to send the task request. The person can then accept or reject the task when they receive the message.

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