1. Getting Started with Outlook An Overview of Outlook Exploring the Main Window

Transcription

1 Outlook Computer Training Solutions

2

3 Course Outline 1. Getting Started with Outlook An Overview of Outlook Exploring the Main Window 2. Working with Mail Messages Create and Sending Messages Acting on Messages Working with Attachments Working with Address Books 3. Handling Messages Working with Message Handling Options Checking Folder Size Creating Signatures Working with Out of Office Assistant 4. Organizing the Mailbox Creating Folders Moving Items to Folders Sorting/Filtering Messages 5. Working with Contacts Working with Contacts Working with Distribution Lists Organizing Contacts Computer Training Solutions 1 of 17

4 EZ Start Card Outlook Main Window The Main Outlook window provides several options to users. The Content window changes depending on the item selected from the Navigation Pane. As an example, when the Mail item is selected from the navigation pane, the content window displays the sub item that has been selected from the Mail section. Advanced Toolbar Standard Toolbar Navigation Pane Reading Pane Active Folder General Shortcuts Formatting Shortcuts New Mail Message New Appointment New Contact Ctrl + Shift + M Ctrl + Shift + A Ctrl + Shift + C Bold Underline Ctrl + B Ctrl + U Insert File Alt + I + L Italics Ctrl + I Print Ctrl + P Add Bullets Ctrl + Shift + L Select All Spell Check Delete an Item Permanently Delete Items Ctrl + A F7 Ctrl + D Ctrl + Shift + D Undo Switch Case Clear Formatting Ctrl + Z Shift + F3 Ctrl + Spacebar Toggle Between Main Window Go to Folder F6 Ctrl + Y Mail and Appointment Shortcuts Check for New Items F5 Reply Ctrl + R Flag for Follow Up Ctrl + Shift + G Reply to All Ctrl + Shift + R Create a New Folder Ctrl + Shift + E Forward Ctrl + F Insert a Hyperlink Ctrl + K Send/Save the Active Document Alt + S Display the Address Book Ctrl + Shift + B Computer Training Solutions 2 of 17

5 EZ Start Card Toolbars Outlook has several Toolbars to work with, the options available on each toolbar change based on the current item selected. Toolbars provide shortcuts to users for getting access to commonly used commands, such as Send/Receive Messages, Inserting Attachments, displaying the Reading Pane. Below is a list outlining the main toolbars available for Mail, Calendar and Contacts: ITEM TOOLBAR Mail Standard Advanced Calendar Standard Advanced Contacts Standard Advanced Navigation Pane The Navigation Pane is located on the left side of the Outlook Main Window. Outlook provides this view for quick access to all the folders. The one click access buttons at the bottom of the navigation pane can also be access by the keyboard. Follow-Up Flags Follow-up Flags are used as reminders to follow up on issues, or to indicate a request for someone else. Once the message has been followed up on, then the flags can be marked as completed, as indicated by a check mark (). For example following is a diagram of the Inbox with messages marked for follow-up: SHORTCUT KEYS Ctrl + 1 Ctrl + 2 Ctrl + 3 Ctrl + 4 Ctrl + 5 Ctrl + 6 Ctrl + 7 Use the six colored message flags to manage your incoming items. For example, the red flag can be used to mark messages that require immediate attention, and the blue flag for messages to read later. Configure Buttons Computer Training Solutions 3 of 17

6 EZ Start Card Address Book The Outlook Address Book is available from the Standard Toolbar as well as from a new mail message or appointment window. The Address book provides access to the Global addresses, Contacts, and Distribution Groups, both global and personal. Global Address List: Displays names for all users in the network Contacts: Displays personal contact names that the user has created All Groups: Displays all personal and network distribution groups All Users: Displays all user names only, not groups Mailbox Limits The default mailbox limit is 200 MB. If the mailbox goes over the limit, then messages will not be able to be received or sent. The best means of keeping the mailbox below the maximum level is by cleaning it out on a regular basis: Delete unwanted s Archive important s Save attachments to the network Remove attached files that are saved Link attachments, wherever possible HOW TO CHECK FOLDER SIZE 1. RIGHT-CLICK on the Mailbox, from the Navigation Pane. 2. Select Properties. 3. CLICK. RESULTS ADDRESS BOOK TOOLBAR New Entry Find Items Properties Delete Add to Contacts New Message Search Folders Search Folders, are created using a specific set of search criteria that Outlook applies to messages. The messages that Outlook finds based on the criteria will automatically be stored in the Search Folder. Outlook can be setup to automatically sort messages by sender, priority, Subject line, and more. In All Mail Folders, in the Navigation Pane, there are three default Search Folders For Follow Up, Large Mail, and Unread Mail. Any e- mail item with a flag appears in the For Follow Up Search Folder. E- mail items that are larger than 100 kilobytes (KB) appear in the Large Mail Search Folder. All unread items appear in the Unread Mail Search Folder. Selecting Items Multiple items can be selected at one time in Outlook. Let s say that several mail messages had to be moved from one folder to another, they can all be selected first then dragged to the destination folder at one time. NOTE: WHEN MESSAGES ARE DELETED FROM FOLDERS IN THE FAVORITE FOLDERS PANE, THEY ARE DELETED FROM THE MAILBOX. SELECTION METHOD Continuous Selection HOW TO To select continuous items: 1. CLICK on the first item to be selected 2. SHIFT-CLICK the last item to be selected HOWEVER, IF A FOLDER IS REMOVED FROM THE FAVORITE FOLDERS PANE, THE FOLDER WILL STILL REMAIN IN ITS ORIGINAL LOCATION IN THE MAIL PANE. Non-Continuous Selection To select non-continuous items: 1. CLICK on the first item to be selected. 2. CTRL-CLICK each additional item to be selected Computer Training Solutions 4 of 22

7 Course Reference Card Creating Messages 1. CLICK, from the Standard toolbar. (The Untitled Message window appears.) OR CLICK, to reply to everyone included in the . (The Reply window appears, and the message is addressed with all recipient addresses from the original message.) 2. CLICK in the To text box of the message header. 3. Type the address of the recipient. NOTE: IF YOU ARE SENDING TO MORE THAN ONE PERSON, TYPE A SEMICOLON(;) BETWEEN THE ADDRESSES. OR CLICK on the Untitled Message header. (The Address Book appears.) 3. Type the desired reply. 4. CLICK. Forwarding a Message 1. Open or select the message that is to be forwarded. 2. CLICK. (The FW: Message window appears.) 4. Type the recipient s name in the Type Name or Select from Lis textbox. (The selection bar jumps to the recipient s name in the address book.) 5. CLICK OK. (The Select Name dialog box closes.) 6. CLICK in the Subjec text box. 7. Type the desired subject. 8. CLICK in the Message text box. 9. Type the desired message. 10. CLICK. Replying to a Message 1. Open the message that is to be responded to. 2. CLICK, to reply to the sender only. 3. CLICK in the To text box. 4. Type the desired address. NOTE: IF YOU ARE SENDING TO MORE THAN ONE PERSON, TYPE A SEMICOLON(;) BETWEEN THE ADDRESSES. OR CLICK on the Untitled Message header. (The Address Book appears.) Type the recipient s name in the Type Name or Select from Lis textbox. Computer Training Solutions 5 of 22

8 Course Reference Card (The selection bar jumps to the recipient s name in the address book.) CLICK OK. (The Select Name dialog box closes.) 5. CLICK in the Message text box. 6. Type the desired message. 7. CLICK. OPTION MESSAGE OPTIONS DESCRIPTION provided such as, Approve - Reject, Yes -No and Yes No Maybe. The chosen voting button icons appear at the top of the recipient s . Setting Options 1. Create and address a new message as desired. 2. CLICK. (The Options dialog box appears.) 3. Select the desired options. Delivery Options Tracking: Tracking options for Delivery Receipt or Read Receipt Messages sends a return to the sender s Inbox once the message has been delivered or read. Delivery Options determine how the message is going to be handled once it is sent. Creating Follow Up Flags 1. RIGHT-CLICK on the message that is to be flagged. (The shortcut menu appears.) 4. CLICK CLOSE. (The mail message window reappears.) 5. CLICK. MESSAGE OPTIONS OPTION Message Settings DESCRIPTION Importance: High importance s are marked with a RED exclamation icon, indicating that they should be responded to right away. Normal importance s are sent as usual, nothing changes. 2. Select Follow Up. 3. Select the desired color. (A message flag appears and the background color of the Flag Status column changes for that message.) NOTE: WHEN MESSAGES ARE FLAGGED THE MESSAGE AUTOMATICALLY APPEARS IN THE FOLLOW UP SEARCH FOLDER. Low importance s are marked with a BLUE arrow, indicating that they do not need to be responded to immediately. Sensitivity: Sensitivity options include Personal, Private, and Confidential. The selected option displays text at the top of the Message area of the recipient s when they read the message. Voting and Tracking Voting: Voting buttons are used to take a poll on a decision that needs to be made. Options are Computer Training Solutions 6 of 22

9 Course Reference Card Adding Follow Up Reminders 1. RIGHT-CLICK on the message that is to have a follow up reminder set. (The shortcut menu appears.) Opening Attached Files 1. RIGHT-CLICK on the message to view the attached file. (The shortcut menu appears.) 2. Select Follow Up Add Reminder. (The Flag for Follow Up dialog box appears.) 3. Set the desired options. 4. CLICK OK. Inserting Files 1. Create and address a new message as desired. 2. CLICK. (The Insert File dialog box appears.) 2. Select View Attachments. 3. Select the file that is to be opened. (The file opens in the associated program [i.e. Word, Excel].) OR 1. Open the that has the attached file to be viewed. (The attached file appears as an icon in the message header.) 2. RIGHT-CLICK on the attached file name. (A Shortcut menu appears.) 3. Select the desired file. 4. CLICK INSERT. (The file is inserted in the Attach text box of the message header.) 3. Select Open. (The file opens in the associated program [i.e. Word, Excel].) 5. Type the desired message in the Message text box. 6. CLICK. NOTE: FILES CAN ALSO BE INSERTED BY DRAGGING THEM FROM YOUR COMPUTER TO AN OUTLOOK ITEM, OR BY COPYING AND PASTING A FILE INTO AN OUTLOOK ITEM AS AN ATTACHMENT. Computer Training Solutions 7 of 22

10 Course Reference Card Inserting a Hyperlinked File 1. Create and address a new message as desired. 2. Select Insert Hyperlink. (The Insert Hyperlink dialog box appears.) 3. Select Save As. (The Save As dialog box appears.) 3. Select the desired file. 4. CLICK OK. (The Hyperlink path is inserted in the message area.) 4. Select the appropriate location to save the file, from the Save In list. 5. Type the file name, in the File name text box. 6. CLICK SAVE. OR Select File Save Attachments All Attachments. 5. CLICK. Opening a Hyperlinked File 1. Open the that has the Hyperlinked file to be viewed. 2. CLICK on the hyperlink path in the . (The file opens in the associated program [i.e. Word, Excel].) Removing Attached Files 1. Open the that contains the attached file that is to be removed. 2. RIGHT-CLICK on the attached file name. (A Shortcut menu appears.) 3. Select Remove. NOTE: TO DECREASE MAILBOX SIZE, ATTACHED FILES SHOULD BE REMOVED IF THEY ARE NO LONGER REQUIRED, OR IF THEY HAVE BEEN SAVED TO THE NETWORK. 4. Close the message. (An alert dialog box appears prompting to save the file.) 5. CLICK YES. Saving Attached Files 1. Open the that contains the attached file that is to be saved. 2. RIGHT-CLICK on the attached file name. (A Shortcut menu appears.) Computer Training Solutions 8 of 22

11 Course Reference Card Resending Messages 1. Select the Sent Items folder, from the Navigation Pane. 2. Open the message that is to be resent. 3. Select Actions Resend This Message. (The message opens again in a second window.) OPTION Delete unread copies of this message RECALL MESSAGE OPTIONS DESCRIPTION Deletes the message from the Inbox of any recipient that has not read the message or moved it to another folder. Delete unread copies and replace with a new message Tell me if the recall succeeds or fails for each recipient Deletes and replaces the message from the Inbox of any recipient that has not read the message or moved it to another folder. For each recipient on the message, Outlook sends a reply to the Sender s Inbox identifying the status of the recall. Notice of Recall: Notice of Failed Recall: Restoring Deleted Items 1. Select, from the Navigation Pane. (The Deleted Items folder appears.) 2. Select the message(s) that are to be undeleted. 3. DRAG the message to the appropriate folder. (The item is moved from the Deleted Items folder to the identified folder.) NOTE: TO SELECT CONTIGUOUS MESSAGES, CLICK THE FIRST MESSAGE IN TO BE SELECTED, THEN SHIFT-CLICK THE LAST MESSAGE. 4. Make the necessary changes. 5. CLICK. Recalling Messages 1. Select the Sent Items folder, from the Navigation Pane. 2. Open the message that is to be recalled. 3. Select Actions Recall This Message. (The Recall This Message dialog box appears.) TO SELECT NON-CONTIGUOUS MESSAGES, CLICK THE FIRST MESSAGE TO BE SELECTED, THEN CTRL-CLICK EACH ADDITIONAL MESSAGE TO BE INCLUDED. 1. Select Tools Options. Creating Signatures (The Options dialog box appears.) 2. Select the Mail Format tab. (The Mail Format options appear.) 4. Select the desired option. 5. CLICK OK. Computer Training Solutions 9 of 22

12 Course Reference Card 3. CLICK. (The Create Signature dialog box appears.) 9. Format the signature using the Font, Paragraph, or Advanced Edit options. OPTION DESCRIPTION Displays the Font dialog box. Options available are Font, Style, Size, Effects and Color that can be applied to a selected area of the signature. Displays the Paragraph dialog box. Options available are Alignment and Bullet options that can be applied to a selected area of the signature. Launches the program that has been chosen as the Editor, in this case, Microsoft Word. 10. CLICK. Modifying Signatures 1. Create a new and format as desired. 2. RIGHT-CLICK the signature block located at the bottom of the message. (A shortcut menu appears.) 4. CLICK. (The Create New Signature dialog box appears.) 3. Select Signature. (The Options dialog box appears.) 5. Type a name for the new signature in the Enter a name for your new signature text box. 6. Select the desired options. 7. CLICK. (The Edit Signature dialog box appears.) 8. Type the desired signature. 4. Select the address that is to be modified. (The content of the address appears in the Create your signature text box.) 5. Make the desired changes. 6. CLICK OK. Computer Training Solutions 10 of 22

13 Course Reference Card (The signature is modified, but the still contains the old signature.) 7. RIGHT-CLICK the signature block located at the bottom of the message. (A shortcut menu appears.) 8. Select the name of the signature that should appear at the bottom of the message. (The revised signature should replace the old signature at the bottom of the .) 2. Select New Folder. (The Create New Folder dialog box appears.) Out of Office Assistant 1. Select Tools Out of Office Assistant. (The Out of Office Assistant dialog box appears.) 3. Type the name for the folder in the Name text box. 4. CLICK OK. NOTE: TO MOVE ITEMS TO A FOLDER SELECT THE ITEM(S) TO BE MOVED AND DRAG THEM TO THE DESIRED FOLDER. Creating Contacts 1. Select Contacts, from the Navigation Pane. (The contents of the Contacts folder appears.) 2. Select I am currently Out of the Office and type the desired AutoReply text. 3. CLICK OK. NOTE: AS SOON AS OK IS SELECTED, THE OUT OF OFFICE ASSISTANT IS ACTIVE. WHEN A SENDER SENDS A MESSAGE TO THE RECIPIENT S INBOX, THE SENDER WILL AUTOMATICALLY RECEIVE AN AUTOREPLY . ONCE THE OUT OF OFFICE ASSISTANT IS TURNED ON AND OUTLOOK IS EXITED, WHEN THE USER SIGNS BACK INTO OUTLOOK A OUT OF OFFICE ALERT DIALOG BOX APPEARS. Creating Folders 1. RIGHT-CLICK on the folder that the new folder is to be created below. (e.g. If the new folder is to be created below the Inbox, then Right-Click on the Inbox folder. A shortcut menu appears.) 2. CLICK, to create a new contact entry. (The Untitled Contact window appears.) 3. Fill in the details on the contact card as desired. Computer Training Solutions 11 of 22

14 Course Reference Card Sending an from Contacts 1. RIGHT-CLICK on the contact card to send an to that contact. (A shortcut menu appears.) 4. CLICK. (The contact card is filed in alphabetical order.) Adding Contacts from an 1. Open the that the contact is to be added from. 2. RIGHT-CLICK on the desired name, from the Message Header area. (A shortcut menu appears.) 2. Select New Message to Contact. (A new message window appears, addressed to the contact accordingly.) 3. Complete and send the message as desired. Creating Distribution Lists 1. CLICK. (The Address Book window appears.) 2. CLICK. (The New Entry dialog box appears.) 3. Select Add to Outlook Contacts. (A contact card appears, with the details of the contact.) 3. Select New Distribution List. 4. CLICK OK. (The Untitled - Distribution List dialog box appears.) 4. Fill in the required information. 5. CLICK. 5. Type the name for the distribution list in the Name text box. Computer Training Solutions 12 of 22

15 Course Reference Card 6. CLICK. (The Select Members window appears.) 7. Select the names of individuals that are to become part of the distribution list. 8. CLICK. (The names of the members appear in the Members text box.) 9. CLICK OK. (The Distribution List dialog box appears.) 10. CLICK. 11. CLICK OK. Computer Training Solutions 13 of 22

16 Appendix Creating an Archive File 1. Select File New Outlook Data File. (The New Outlook Data file dialog box appears.) 8. Type the password. 9. CLICK OK. (The Personal Folder window appears.) Adding Items to an Archive File 2. CLICK OK. (The Create or Open Outlook Data File dialog box appears.) 1. Select the items that are to be archived. 2. DRAG them to the archive folder in the All Mail Folders area of the Navigation Pane. Opening an Archive File 1. Select File Open Outlook Data File. (The Open Outlook Data File dialog box appears.) 3. Select the location for the.pst file to be saved. 4. Type the desired name for the.pst file. 5. CLICK OK. (The Create Microsoft Personal Folders dialog box appears.) 6. Select the appropriate options. 2. Select the appropriate location and file name. 3. CLICK OK. (The Personal Folders window appears.) 7. CLICK OK. (If a password was typed for the Personal Folders, then the Password dialog box appears.) Computer Training Solutions 14 of 22

17 Appendix Logging into Outlook Web Access 1. Type the following link into the Internet Explorer Address Bar: (The Outlook Web Access login window appears.) Sharing Outlook Main Folders The items in Outlook main folders (such as Inbox, Calendar, Contacts, Tasks, and Notes) can be viewed by others once a shared access has been set up. There are two ways that this can be accomplished: Sharing - OR - Assigning Delegate Permissions For example in order to grant access for someone to view the contents in your Inbox or Contacts items; follow the instructions below: Sharing Inbox 1. RIGHT-CLICK Inbox from the Navigation Pane. 2. Type in the username and password that is used to log into the network. (The Outlook Web Access window appears.) Working with Web Access Options 1. CLICK, from the Navigation Bar. (The Options window appears.) 2. Set the desired Options; such as, a. Out of Office Assistant b. Signatures c. Calendar Options d. Reminder Options e. Change Password 2. CLICK Sharing. (The Inbox Properties dialog box appears). 3. CLICK Add. (The Add Users dialog box appears). 4. Select the desired name. 5. CLICK Add. (The user s name is added to the Add User text box). 6. CLICK OK. 7. Select the user s name from the Name list. 8. Set the desired permissions. Note: Refer to the table below for permission role and the access associated with each role. 3. CLICK. 9. CLICK OK. Computer Training Solutions 15 of 22

18 Appendix Sharing Contacts 1. CLICK Contacts ICON from the Navigation Pane. Note: Outlook changes to Contacts view. 2. RIGHT-CLICK Contacts from the Navigation Pane. 3. CLICK Sharing. (The Contact Properties dialog box appears). Note: Clicking Share My Contacts link in the Navigation Pane will give the same result. 4. CLICK Add. (The Add Users dialog box appears). 5. Select the desired name. 6. CLICK Add. (The user s name is added to the Add User text box). 7. CLICK OK. 8. Select the user s name from the Name list. 9. Set the desired permissions. Note: Refer to the table below for permission role and the access associated with each role. Opening Shared Contacts 1. Select OPEN SHARED CONTACTS, from the Navigation Pane. (The Open Shared Contacts dialog box appears). 2. CLICK. (The Select Name dialog box appears). 3. Select the name of the user, for the contact that is to be viewed. 4. CLICK OK. (The Open Shared Contacts dialog box re-appears with the selected name). 5. CLICK OK. (The selected user s Contact appears under Other Contacts. The items in the user s Contacts are displayed as well). Removing Shared Contacts Access 1. Ensure that Contacts view is displayed 2. Select SHARE MY CONTACTS, from Navigation Pane (The Contacts Properties dialog box appears). 3. Select the name of the user who is to have rights removed. 4. CLICK. 10. CLICK OK. Role Read items and Files Create Items and Files SHARED FOLDER PERMISSION LEVEL ROLES Modify Items and Files Delete Items and Files Create Subfolders None no no no no no no Owner yes yes yes yes yes yes Publishing Editor yes yes yes yes yes no Editor yes yes yes yes no no Publishing Author yes yes your own only your own only yes no Author yes yes your own only your own only no no Non-editing Author yes yes no your own only no no Reviewer yes no no no no no Contributor no yes no no no no Custom specified by owner Change Folder Permission Levels Computer Training Solutions 16 of 22

19 Appendix Assigning Delegate Permissions In the following example, both Calendar and Contacts folders are being shared with different permissions. 1. Select TOOLS OPTIONS (The Options dialog box appears.) 2. Select DELEGATES tab. (The Delegates page appears.) Note: The permissions apply ONLY to the main folder listed above. Subfolders will need to be individually shared. Note: Check box Send meeting requests and responses only to my delegates, not to me will be available when the check box Delegate receives copies of meeting-related messages sent to me is checked. 3. CLICK. (Add Users dialog box appears.) 4. Enter the name of the delegate 5. CLICK. (The user s name is added to the Add User text box.) 6. CLICK OK. 7. Select the desired permission for a specified folder Note: Refer to the table below for permission level roles. 8. CLICK OK. DELEGATE PERMISSIONS CHECK BOX OPTIONS Option Description Delegate receives copies of meeting related messages sent to me Automatically send a message to delegate summarizing these permissions Delegate can see my private items Delegate receives all copies of meeting requests and responses sent to owner. Delegate receives an outlining the exact permissions granted to them. Delegate can view any item they have permissions to see that the owner marked as private. Role DELEGATE ACCESS - PERMISSION LEVEL ROLES Read items and Files Create Items and Files Modify Items and Files Reviewer yes no no no Author yes yes your own only Delete Items and Files your own only Editor yes yes yes yes Computer Training Solutions 17 of 22

20 Appendix Sharing Mailbox Subfolders To share any other folder other than the Inbox, Contacts, Calendar, or Notes, you must share permissions on the folder you want to share and each folder that is higher in the folder hierarchy. In other words, to grant access to a subfolder, you must first grant access to the folder that contains that subfolder. For example, to give another person access to a folder that is under Inbox in your mailbox, you must grant permissions to the Mailbox, Inbox, and the subfolder. Even though it might appear you're granting the other person access to more folders than you want, only the items in the Inbox subfolder will be available. Sharing an Inbox Subfolder 1. RIGHT-CLICK Mailbox. 2. CLICK Sharing. 8. Add the appropriate user s name to grant folder visible access to. 9. Check Folder visible option in the Permissions section. 10. CLICK OK. 11. RIGHT-CLICK Inbox Subfolder. 12. CLICK Sharing 3. Add the appropriate user s name to grant folder visible access to. 4. Check FOLDER VISIBLE option in the Permissions section. 13. Add the appropriate user s name to assign permissions to. 14. Check appropriate options in the Permissions section. 5. CLICK OK. 6. RIGHT-CLICK Inbox folder 7. CLICK Sharing 15. CLICK OK. Note: To view the inbox subfolder to which you ve been granted access, add the other person s mailbox to your folder list (see instructions below). Computer Training Solutions 18 of 22

21 Appendix Sharing a Contact Subfolder 1. RIGHT-CLICK Mailbox. 2. CLICK Sharing. 10. CLICK OK. 11. RIGHT-CLICK Contact Subfolder 12. CLICK Sharing 3. Add the appropriate user s name to grant folder visible access to. 4. Check FOLDER VISIBLE option in the Permissions section. 13. Add the appropriate user s name to assign permissions to. 14. Check appropriate options in the Permissions section. 5. CLICK OK. 6. RIGHT-CLICK Contacts folder. 7. CLICK Sharing 15. CLICK OK. Note: To view a contact subfolder to which you ve been granted access, add the other person s mailbox to your folder list (see instructions below). Working with Another Person s Mailbox Adding Another Person s Mailbox to the Folder List 1. Select TOOLS ACCOUNTS 2. Select VIEW OR CHANGE EXISTING ACCOUNTS 3. CLICK. 4. CLICK. 5. CLICK. 6. CLICK Advanced tab 7. CLCIK. 8. Enter username account that you want access to 9. CLICK OK. 10. CLICK OK. 8. Add the appropriate user s name to grant folder visible access to. 9. Check Folder visible option in the Permissions section. 11. CLICK. 12. CLICK. Computer Training Solutions 19 of 22

22 Appendix Removing Another Person s Mailbox from the Folder List 1. Select TOOLS ACCOUNTS 2. Select VIEW OR CHANGE EXISTING ACCOUNTS 3. CLICK. 4. CLICK. 5. CLICK. 6. CLICK Advanced tab 7. Select the Mailbox account to be removed. 8. CLICK. 9. Click Yes. 10. CLICK OK. 11. CLICK. 12. CLICK. Microsoft Office Website Links: NOTE: The links applies to Microsoft Office Outlook Printer-friendly version of the procedures is available for each topic. Share and Open Other People s Folder Manage Meetings and s For Someone Else Delegate Access Permissions Delegate Access: Let Someone Else Mind Your Busyness Note: includes a Printable Quick Reference Card at the end of the Lesson. Computer Training Solutions 20 of 22

23 Exercises Exercise 1 1. Create a new mail message and address it to the student one number higher than you. Use the following: Subject: Age Project Text: Attached is the Ageing Spreadsheet for your review. Attach File: Ageing Priority: High Classification: Confidential 2. Create a new mail message and address it to the student one number higher than you. Use the following: Subject: Text: Expiration Date: Coffee Club If you wish to contribute to the coffee fund, please do so by Friday. 2 days 3. Create a new mail message and address it to the student one number higher than you. Use the following: Subject: Text: Classification: Salary Review Meeting The time of the meeting has been changed to 1:00 PM. Top Secret 4. Read all new messages in your Inbox. 5. Reply to the message "Salary Review Meeting" with the following: Text: Since I have a conflict at 1:00 PM, I will arrive late at the meeting. 6. Forward the message "Coffee Club" to the student two numbers higher than you and add the following message: Text: Did you send in your money yet? 7. Sort your message by Subject and then by Date. Exercise 2 Create a New Address Book 1. Create a new address book and name it Personal. 2. Select your address and your mailing partners address from the Novell GroupWise Address book and copy them to your Personal Address book. 3. Share the Personal Address book with your mailing partner. Exercise 3 Create a Mail Group 1. Select the Personal Address book. 2. Create a new mail group and name it Coffee Club. 3. Add yourself and your mailing partner to the new group. 4. Send a new message the Coffee Club group, inviting them to coffee tomorrow at 10:00 AM in the cafeteria. Computer Training Solutions 21 of 22

24 Exercises Exercise 4 Creating Folders, Moving and Deleting Items 1. In the Folder List, create a new folder called Committee Notes. 2. Create another folder called Coffee Club. 3. Rename the Coffee Club folder to Java Club. 4. Sort the folders in alphabetical order. 5. Move any 2 messages from your Inbox to the Java Club folder. 6. Move 1 message from the Java Club folder to the Committee Notes folder. Computer Training Solutions 22 of 22