Utica City School District Outlook 2010 Setup & Configuration

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1 Utica City School District Outlook 2010 Setup & Configuration Version 1.2 This document is intended for Utica Technology Staff Only. Last Updated: 1/17/2014 Latest Update Sent items will be deleted after 1 year, and Deleted items will be deleted after 1 week.

2 Table of Contents Setting up Outlook 2010 **This Section for IT only **... 4 A. Delete old mail profile... 4 B. Create a new mail profile... 5 C. Outlook Configuration... 6 C.1 Disable Suggested Contacts... 7 C.2 Empty deleted items on exit... 9 C.3 Configure read receipt C.4 Change Exchange to Online Mode Personal Address Book & Distribution Groups A. Adding contacts to your personal address book A.1 Adding new contacts from the contacts menu A.2 Adding new contacts from the inbox B. Adding personal distribution groups C. Send to users or groups in the personal address book C.1 from the mail menu D. Sharing contacts & distribution groups D.1 Forward the contact D.2 Share the contacts folder D.3 Sending an from a shared contact or group Calendar & Tasks A Managing your Calendar A.1 New Basic Appointment A.2 Schedule a Meeting A.3 Schedule a Meeting with Scheduling Assistant A.4 Appointment reminders B. Tasks & To Do Lists B.1 Create a new task B.2 Viewing tasks in the Calendar B.3 Add important s as Tasks Mobile Setup A. Android Setup

3 A.1 Initial Configuration A.2 Domain Settings A.3 Name the account A.4 Removing your Utica Schools account B. ios Setup B.1 Settings How Tos A. Retract an B. Create a signature Frequently asked questions Q. What happened to the read receipt? Q. Why are my deleted and sent items automatically deleted?

4 Setting up Outlook 2010 **This Section for IT only ** Note. This step assumes that you have uninstalled Groupwise client. This document assumes you have Outlook Installed. You must also be logged in as the user you are configuring mail for. This document assumes that the user is not using Outlook for any other mail providers. A. Delete old mail profile From the control panel find Mail you may need to choose the option small icons in the upper right corner If there is an existing profile below is what it may look like. Click Show Profiles then click Remove on the next window. This will start Outlook from a clean slate. 4

5 B. Create a new mail profile To begin open Outlook this can be found in the Office folder from the start menu. Since no profile exists the below window will appear prompting you for a new profile name, choose Outlook The necessary settings will populate for you. See the below image. Click next and accept the defaults. Then Finish. If you were using Groupwise before you may see this popup. Choose yes, this will allow any link to open Outlook to send the message. 5

6 Outlook will now sync from the server Exchange the amount of time it takes will vary depending on if the user s mail was migrated or they are starting with a new mailbox. Once complete it will show All folders are up to date in the bottom right. C. Outlook Configuration Note. Some of these steps may change once all users are using Exchange. To prevent users from ing non-existent users, users that have been migrated from Groupwise to Exchange we will disable a few features. 6

7 C.1 Disable Suggested Contacts Click File -> Options Click Contacts, then uncheck Automatically create Outlook contacts 7

8 Click mail from the Outlook options window, and then use the scroll bar to slide down to the Send Messages sub menu. Uncheck Use Auto-Complete List to suggest names Click Empty Auto-Complete List This will prevent new names from popping up like this, see below image. 8

9 C.2 Empty deleted items on exit Note: This is our recommendation if you want to manage your own deleted items than don t choose this option. Go to File -> Options > Advanced On the submenu Outlook start and stop tick the box Empty Deleted items folders 9

10 C.3 Configure read receipt Go to File -> Options -> from the mail menu scroll down to Tracking Choose Read Receipt Always send a read receipt After updating tracking information move to deleted items Note. If Always Send a read receipt is not checked on the person receiving the s Outlook they will get a pop up with an option to send or not to send you a receipt. This is the default. From the sent folder any items sent with a read receipt where the recipient has read the item will look as bellow. Once the item is opened you can view the date and time the recipient opened the message. 10

11 Double click the sent message to open it in a new window. Then click Tracking C.4 Change Exchange to Online Mode To change from cached (a local copy of your mailbox) to online click file -> Account Settings. 11

12 Click the Exchange account then click Change. Uncheck Use Cached Exchange Mode Click Next and Finish then restart the Outlook client. Note. This setting may cause Outlook to appear slow during startup for large mailboxes. 12

13 Personal Address Book & Distribution Groups A. Adding contacts to your personal address book Contacts in your personal address book should be external users, users not in the Global Address Book. A.1 Adding new contacts from the contacts menu Navigate to the contacts menu, the bottom left of the Outlook client. Click New Contact in the upper left of the screen. 13

14 Begin filling out the contact information with at least the First and Last name as well as the address. Once finish click Save & Close A.2 Adding new contacts from the inbox To add an external user to your personal address book that has already ed you, find the message. Then right click the person s name and choose Add to Outlook Contacts Make any necessary changes and then click Save & Close 14

15 B. Adding personal distribution groups Navigate to the contacts menu, the bottom left of the Outlook client. From the contacts menu choose New Contact Group Create a name for the distribution group, and then click the Add Members button There are three options to choose from, members can be internal users or external. Click the Save & Close button, after the necessary members have been added. 15

16 C. Send to users or groups in the personal address book C.1 from the mail menu Select new from the main mail menu To add contacts to the message, click the To or CC button to search the address book 16

17 By default the address book uses the Global Address List, to select users from your personal address book click the drop down button and select Contacts under your address. Click the user or group you want to send to then click the To Cc or Bcc button to add their name. Once complete click OK, you will be brought back to your message. 17

18 is now ready to be sent to the group Important Distribution List and Cc John Smith D. Sharing contacts & distribution groups D.1 Forward the contact Forwarding the contact is a onetime event; the person receiving the list will not receive updates. Go to the Contacts menu, and then locate a contact or group and then choose Forward Contact from the toolbar options. Choose as an Outlook Contact if this is going to be sent to someone that uses Outlook, otherwise use As a Business Card This contact will be sent to whomever you choose as an attachment when they receive it, they will double click the contact to open it, then Save & Close 18

19 D.2 Share the contacts folder Sharing the Contacts folder Go to the Contacts menu, and then locate Share Contacts from the toolbar. Click the To button to find the person you want to share your contacts and groups with. After clicking send choose reviewer only 19

20 The person that you shared your contacts and groups with should now receive an , letting them know you shared items with them. Click the and click Open this Contact Folder You will now see a new folder under Shared Contacts, with the name of the individual sharing their contacts with you. 20

21 D.3 Sending an from a shared contact or group Note shared contacts and groups do not appear in your address book; you need to use the contacts menu to send s to shared contacts or groups. From the Contacts menu locate a contact or group, and then from the toolbar choose Note. Multiple items can be selected, for example if you needed to a distribution list and a contact you can use the ctrl key to select multiple items. The same process can be used to schedule meetings, and assign tasks. 21

22 Calendar & Tasks A Managing your Calendar A.1 New Basic Appointment From the Calendar menu, click new appointment at the top left. Tip. If you click a date first then click new appointment will be created using that date. It will default to today s date. The basic information required for a calendar events are a subject, date, and a time. 22

23 A.2 Schedule a Meeting From the Calendar menu, click new meeting at the top left. A standard meeting is similar to an appointment except that you will add additional users in the To button. The To button has the same functionality as an message. 23

24 A.3 Schedule a Meeting with Scheduling Assistant If the users that are going to be invited to this meeting are Utica Schools employees it may beneficial to use the Scheduling Assistant Click new meeting from the calendar menu to schedule a new meeting. Once opened click scheduling assistant from the toolbar. In the bottom left use the Add Attendees button to add people that need to be added to the meeting invitation. Free and Busy information is public so we can see if the people we want to have a meeting with are available at a certain time without asking them. As you can see below user Ed Admin is busy until 1PM on Monday and Image is busy all day so at the top it shows that all of Monday is Busy and there is no time for a meeting. So we will choose Tuesday from 9am to 12. This can be done by dragging the mouse from 9 to 12 or by typing in at the bottom of the page. Once the desired date and time have been selected, click the appointment button in the top toolbar. We can now fill in a subject and a location and click send. 24

25 A.4 Appointment reminders By default all appointments have a 15 minute reminder this can be changed for each appointment created or the default can be modified. To adjust the default reminder from 15 minutes to another time or disable it completely, go to File -> Options - > Calendar -> under Calendar options either change the time or deselect Default Reminder B. Tasks & To Do Lists B.1 Create a new task From the Tasks menu click new task in the top left toolbar. Tasks can be reminders for you or they can be assigned to others. Add a subject and any information that may be important to the task in the body of the message, then click reminder if you want Outlook to give you a reminder. 25

26 B.2 Viewing tasks in the Calendar Go to the Calendar menu and on the top toolbar select week this will allow you to see the tasks at the bottom of the calendar. B.3 Add important s as Tasks If you want to mark an as a task, click the flag. It will now show up as a task. 26

27 Mobile Setup Note. These settings are recommended settings; the Utica City School District takes no responsibility for personal devices. These directions are listed as is we are not responsible for any additional data rates settings or configuration issues that may take place. A. Android Setup These directions were written using an Android with version any other system versions may differ. A.1 Initial Configuration Find the app and open it. If you don t have any other corporate accounts you should be prompted to add a new account. If not go to settings and choose add account. Choose Corporate, and then enter your address and password on the next page. Choose Send from this account by default if this is your only corporate account. 27

28 A.2 Domain Settings Add the uticacsd before your username in the Domain\username field. Under Server make sure the name is .uticaschools.org All other default settings can be left alone. Note. If you do not want contacts from your cluttering up your phones address book, uncheck Sync contacts from this account 28

29 A.3 Name the account After the mail account is configured it will need a name see below. Your and calendar are now setup. 29

30 A.4 Removing your Utica Schools account Open your corporate . Go to settings at the bottom right choose settings. The scroll to the bottom and choose Remove Account 30

31 B. ios Setup These directions were written using an iphone 5S running ios other system versions may differ. B.1 Settings Go to settings > Mail, Contacts, Calendars. Select Add account and then choose Exchange. Enter the address, password and a description that will show up in your list of mailboxes. Select Next. Enter the . The Server should be .uticaschools.org. The Domain will be uticacsd. Username will be your without Type your password again and then hit next. 31

32 The following screen allows you to sync your mail, contacts, calendars, reminders and notes. To deselect items you do not want synced with your ios device slide the tab to the left. Tap Save. Your mailbox will now appear under the mail app. Note. If you do not want your corporate contacts in your phone unselect contacts. 32

33 How Tos A. Retract an Open the sent folder and double click the item that you want to retract. Then choose Recall this Message B. Create a signature Go to File -> Options -> Mail - > then find Create or modify signatures for messages. Click new and design your signature try to keep it professional and readable. Then choose when you want to use the signature, typically for new messages. 33

34 34

35 Frequently asked questions Q. What happened to the read receipt? A. It is no longer a default option, it works differently in Outlook. See configure read receipt C.3 under Outlook Configuration. Q. Why are my deleted and sent items automatically deleted? A. The district systematically deletes deleted items older than a week and sent items older than 1 year. (See the image below) After an item is processed by the server (once a day nightly) it will assign an expiration date. 35

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