FDI Spring 2006 Short Course

Transcription

1 FDI Spring 2006 Short Course Outlook and Exchange at Virginia Tech Mary Ellen Pierson 1

2 Table of Contents at Virginia Tech The Window... 4 Using Outlook for o Preview Pane... 5 o Creating... 5 o Responding... 5 o Attachments... 6 o Managing... 7 o Customizing Calendar The Calendar Window o Select View o Appointments o Appointment Window o Recurrence Window o Meetings o Plan a Meeting o Meeting Details o Responding o Sharing Contacts The Contact Window o Adding Contacts o Distribution Lists Tasks The Task Window o Assigning to Others Note: All images in this document are based on Microsoft Office

3 at Virginia Tech vt.edu POP3 Server Set Forwarding at: exchange.vt.edu Exchange Server 3

4 The Window Menu Bar Tool Bar Navigation Pane Preview Pane View Pane Tasks Contacts Calendar 4

5 Using Outlook for Preview Pane: To change the location of the preview pane: VIEW > READING PANE > BOTTOM Creating messages From the Tool Bar: From the Menu Bar: Opens new, blank message by default. Arrow to the right allows you to select new: message, appointment, meeting request, contact, and task. FILE > NEW > MAIL MESSAGE Responding to Messages From the Tool Bar: Opens new windows for your reply to the sender of the message. Opens new window for your reply to sender and all recipients of e- mail message. Opens new window for the address of the person you are forwarding the to. From the Menu Bar: ACTIONS > REPLY / REPLY TO ALL / FORWARD 5

6 Attachments Adding Attachments From the Tool Bar, click the paperclip The INSERT FILE window opens, allowing you to navigate to the file you want to attach. Attached file is added to the message: Opening Attachments From the Preview Pane, place cursor on attachment filename in message and right-click. Select preferred option from menu. 6

7 Managing Private Folders Private folders allow you to save messages and their attachments on your computer. To create a new private folder: From the Menu Bar, select: FILE > NEW > OUTLOOK DATA FILE For Outlook 2003, select OFFICE OUTLOOK PERSONAL FOLDERS FILE. Click OK. Select the location to save personal . Click OK. If desired, enter a new name for your Private Folders. Click OK to create. 7

8 Personal Folders (or the name entered in the previous step), is listed in the Navigation Pane. Adding Sub-folders to your Private Folders To better organize your personal , sub-folders within your Personal Folder are needed. Once created, you will be able to dragand-drop messages into these sub-folders, or set-up filters to automatically move . To create sub-folders: From the Navigation Pane, right-click on PERSONAL FOLDERS (or the name you selected) Select NEW FOLDER Enter the name for the sub-folder, the items you want this folder to contain, and the location for this folder 8

9 Click OK to save the new folder. Filters (Rules) Filters (Rules) can be defined as needed. To create a new Rule: From the Menu Bar, select: TOOLS > RULES AND ALERTS Select the RULES tab Click the NEW RULES button, then the Start from blank rule radio button. Follow the step-by-step instructions in the Wizard. 9

10 Junk Mail Filter MS Outlook 2003 includes a default Junk folder. The level of protection is set to LOW. To change this setting: From the Menu Bar, select: TOOLS > OPTIONS > JUNK button Select the preferred level of protection In addition, Virginia Tech provides instructions for setting a filter on the X-Junkmail tag in the routing information. This tag is added to the routing information by the Virginia Tech servers. For more information on setting this filter, go to: Flags Right-click on the message, select FOLLOW-UP, then the option desired. Sorting by Flag messages can be sorted by flag. Simply click on the Flag icon to group messages according to the color of the flag. Flag labels can be customized. For details, see: Remove Grouping To remove the default grouping of messages in your Inbox: Right-click in the gray header bar in the View Pane. Select ARRANGE BY 10

11 Un-check SHOW IN GROUPS Right-click in this gray header: Customizing Signature To define your signature file: From the Menu Bar, select: TOOLS > OPTIONS Select the MAIL FORMAT tab Click the SIGNATURES button, then NEW from the next screen Enter a name for this signature file (you may have several). Enter your signature information. To change the font, highlight the text and click the FONT button. Select your options and click FINISH to save the changes. Click OK to close the Signatures window. If this is the first signature file, it will be selected as your signature for new messages. 11

12 If you have several signature files, you may select the one you prefer from the drop-down list. Click OK to save your signature file settings. Spell Check To turn on spell checking: From the Menu Bar, select: TOOLS > OPTIONS Select the SPELLING tab Be sure Always check spelling before sending is selected Out of Office Reply The Out of Office Assistant allow you to set an autoreply for incoming messages while you are away. To set-up the out of office notice: On the Menu Bar, select TOOLS > OUT OF OFFICE ASSISTANT Complete wizard as needed Click OK to save 12

13 Desktop Alerts New to Outlook 2003 are Desktop Alerts. These appear in the lower right corner of your desktop, to let you know an message has been received. This only works if Outlook is open. While the alert is available, you may FLAG it, DELETE it, or close the alert window. To turn-off desktop alerts, right-click the Outlook icon in the System Tray (Notification Area the right side of your desktop toolbar) and uncheck SHOW NEW MAIL DESKTOP ALERT. Click to flag message. Click to delete message. Click to close alert window. Right-click to turn-off alerts. 13

14 Calendars The Calendar Window 14

15 Selecting the View To change the view for your calendar: From the Menu Bar, select: VIEW > ARRANGE BY > CURRENT VIEW Select the view you prefer Appointments To add a single appointment to your calendar: Right-click on the day, select NEW APPOINTMENT from the drop-down list On the APPOINTMENT window, enter needed information: o Name o Location o Start and End time or All day event o Reminder o Additional details o Optional: Label, Show time as To add a recurring appointment to your calendar: Right-click on the day, select NEW APPOINTMENT from the drop-down list From the APPOINTMENT window, select RECURRENCE o Enter start and end time; duration will be calculated o Select information for recurrence pattern o Select end date, if applicable o Click OK to save and add to calendar 15

16 The Appointment Window The Appointment Recurrence Window 16

17 Meetings To schedule a meeting: From the Menu Bar, select ACTIONS > PLAN A MEETING. The PLAN A MEETING window opens. Scroll left or right to the day and time. Add meeting participants. If data is available, time will be blocked according to individual s calendar data. If no data is available, back-slashes will appear. Select meeting day and start time. Outlook will suggest a time slot when all participants are available. Click MAKE MEETING to enter meeting details Click SEND to meeting request and details to participants The Plan a Meeting Window Add participant No data is available Suggested meeting time Scheduled (blocked) time 17

18 The Meeting Details Window Responding to a Meeting Request When a meeting is scheduled, you will receive an message with the meeting specifics. You will have the option to ACCEPT the information (it will be added to your calendar), Accept it as TENTATIVE. DECLINE the meeting request, or PROPOSE A NEW TIME for the meeting. 18

19 Sharing Calendars Since you are actively interacting with information on the Exchange server, you can share your calendar with others. To do this: Click the SHARE MY CALENDAR link in the Navigation Pane On the PERMISSIONS tab, complete the information o Add or remove individuals o Select the PERMISSION LEVEL or manually select the actions available to the other users. o Click OK to save settings To access another user s calendar: From the Menu Bar, select: FILE > OPEN > OTHER USER S FOLDER Enter the user s last name or click the NAME button to search the Global Address List Click OK to save settings The calendar will be listed in your Navigation Pane. 19

20 Contacts The Contacts Window Adding a Contact To add a new contact, From the Menu Bar, select: NEW > CONTACT Enter information. 20

21 Distribution Lists To add a new distribution list, From the Menu Bar, select NEW > DISTRIBUTION LIST Enter name for the list Click ADD NEW to manually enter individual and their address Click SELECT MEMBERS to select individuals from the VT Global Address List Click SAVE AND CLOSE when the list is complete. 21

22 Tasks The Task Window Adding a Task To add a new task, From the Menu Bar, select: NEW > TASK Enter details. 22

23 Assigning a Task Tasks can be assigned to others. To assign a task, open the task (double-click from the TASK window), click the ASSIGN TASK button from the Task Tool Bar, and enter the individual s address. 23