PolyU Service. MS Outlook User Manual

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1 PolyU Service MS Outlook 2010 User Manual Version 1.0 Last Update: 5 October 2015 PolyU ITS HelpCentre Support: ITS HelpCentre Support Hotline: PolyU Service - Outlook 2010 User Manual v1.0 1/45

2 Table of Contents Introduction... 4 The Official Web Site... 4 The Main Features... 4 Minimum System Requirements... 5 Login Name, Password and the Official Address... 5 Chapter 1: The Basics... 6 Start and Login to Outlook... 7 Recommended Settings in Outlook Client... 8 Layout and Interface of Outlook The Ribbon Panel Different Views Chapter 2: Create a New Message Reply an Message Forward an Message Download Attachments Forward as Attachment Contact List/Address Book Set Global Address List as Default Recall Message Change Reading Pane Layout Notification Messages Priority Follow-up Messages Signatures Sending with Voting Function Search/Find Open Rules and Alerts Interface Chapter 3: Calendar Create Appointment Scheduling Assistant Recurring Appointment PolyU Service - Outlook 2010 User Manual v1.0 2/45

3 Chapter 4: Tasks, Contacts & Notes To-Do List (Tasks) Notes Chapter 5: Advanced Features of Outlook Checking the Mail Box Size Empty Deleted Items Folder Chapter 6: Useful Keyboard Shortcut * The following illustrations are based on Outlook 2010 and Windows 7 or 8. PolyU Service - Outlook 2010 User Manual v1.0 3/45

4 Introduction The Official Web Site The University has partnered with Microsoft to introduce the PolyU service The Main Features Mailbox quota 50GB NO periodical purging, user need to do housekeeping Size 25MB each with 18MB (max) attachments No. of Messages can be sent o Total messages can be sent contain < 10,000 recipients, per 24 hours. o Each message contain maximum of 500 recipients only (each central pre-defined mailing group count as ONE only) o Note: Messages sent by Auto-reply rule(s) count into this figures EXCEPT using Out-Of-Office reply rule. Web-based - OWA (Outlook WebApp) Cache Mailbox -.ost (use Outlook Client) Archive Mailbox -.pst (use Outlook Client) PolyU Service - Outlook 2010 User Manual v1.0 4/45

5 Minimum System Requirements Win XP SP3, Vista SP2, Office 2007 SP1, IE 8, Firefox 3.01, Chrome ; or Mac OS X 10.5/10.6, Office 2008/2011 for Mac, Safari 3.1 Login Name, Password and the Official Address Login Username Password For PolyU Connect users For using web-based access (i.e. Outlook WebApp) NetID Password For using Outlook client Password For staff For using web-based access (i.e. Outlook WebApp) NetID NetPassword For using Outlook client NetPassword For PolyU Connect users For staff Official address (i.e. actual address) Alternate internal system user mail address Official address (i.e. actual address) Alternate internal system user mail address <Preferred Address <Preferred Address PolyU Service - Outlook 2010 User Manual v1.0 5/45

6 Chapter 1: The Basics Note: This section is for staff only By default, all new Outlook profile and the cache mailbox (OST/PST) are stored in, for example, C:\users\<username>\AppData\Local\Microsoft\Outlook. However, it is not easy to locate and backup. User may un-aware of the growth of the size of the OST/PST files which may take up all the storage space of Windows system volume. Therefore, it is recommended to change the default path for these files to D drive or E drive, provided that there have enough free space. To make the changes, please download the pre-defined registry files from the User Guides section (click Additional files) of the website and double-click on it. There are 2 registry files for Outlook 2010 client in the downloaded zip file: 1. SetStaffMailPath_D_2010.reg Set the default path to D:\Staff Data 2. SetStaffMailPath_E_2010.reg Set the default path to E:\Staff Data Please double click on ONE of the above registry file ONLY to set the given default path. PolyU Service - Outlook 2010 User Manual v1.0 6/45

7 Start and Login to Outlook 1. Double-click on the Outlook icon to startup Outlook. OR 2. Enter your Address and Password and click OK Address Password For PolyU Connect Users Password For staff NetPassword 3. You will see the following screen after successfully logged in and startup. PolyU Service - Outlook 2010 User Manual v1.0 7/45

8 Recommended Settings in Outlook Client 1. Click File and then Options 2. Click Mail (on the left panel) in Outlook Options 3. Check Always check spelling before sending under Compose messages section PolyU Service - Outlook 2010 User Manual v1.0 8/45

9 4. Under Save messages section, follow the action below (scroll down to find this section) a. Check Automatically save items that have not been sent after this many minutes b. Set the number to 3 (can adjust shorter period, if necessary) c. Check Save copies of messages in the Sent Items folder 5. Under Send messages section, check the following options a. Commas can be used to separate multiple message recipients b. Automatic name checking c. User Auto-Complete List to suggest names when typing in the To, Cc, and Bcc lines PolyU Service - Outlook 2010 User Manual v1.0 9/45

10 6. Click Advanced (on the left panel) in Outlook Options 7. Click AutoArchive Settings 8. In AutoArchive, follow the actions below a. Check Run AutoArchive every x days b. Change the number to 60 (maximum value) c. Set Clean out items older than 12 Months (recommended value) d. Select Move old item to and set the path as D:\Staff Data\Archive.pst (or other meaningful name) e. Click OK PolyU Service - Outlook 2010 User Manual v1.0 10/45

11 9. Under Send and receive section (scroll down to find this section), check Send immediately when connected, and then click Send/Receive 10. In Send/Receive Groups, follow the actions below a. Check Include this group in send/receive (F9) b. Check Schedule an automatic send/receive every x minutes and set the no. to5 c. Check Perform an automatic send/receive when exiting d. Check Include this group in send/receive (F9) e. Check Schedule an automatic send/receive every x minutes and set the no. to 15 f. Click Close 11. Click OK in Outlook Options to save the settings PolyU Service - Outlook 2010 User Manual v1.0 11/45

12 12. Click Home tab. In the Delete group, click Junk and then Junk Options 13. Click Safe Senders tab, check Also trust from my Contacts, and click OK PolyU Service - Outlook 2010 User Manual v1.0 12/45

13 14. Click Send/Receive tab. In the Preferences group, under Download Preferences, check the following options a. Download Headers and Then Full Items b. On Slow Connections Download Only Headers PolyU Service - Outlook 2010 User Manual v1.0 13/45

14 Layout and Interface of Outlook 2010 Interface Calendar Shortcut: [Ctrl]+[2] Mail Shortcut: [Ctrl]+[1] PolyU Service - Outlook 2010 User Manual v1.0 14/45

15 Tasks Shortcut: [Ctrl]+[4] Contacts Shortcut: [Ctrl]+[3] PolyU Service - Outlook 2010 User Manual v1.0 15/45

16 Notes Shortcut: [Ctrl]+[5] PolyU Service - Outlook 2010 User Manual v1.0 16/45

17 The Ribbon Panel The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected. Quick Access Toolbar Group Ribbon Interface of New (message) (Keyboard shortcut: [Ctrl]+[N] when Mail is selected in Navigation Pane) Interface of New Appointment / Event (Keyboard shortcut: [Ctrl]+[N] when Calendar is selected in Navigation Pane) PolyU Service - Outlook 2010 User Manual v1.0 17/45

18 Interface of New Contact (Keyboard shortcut: [Ctrl]+[N] when Contacts is selected in Navigation Pane) Interface of New Task (Keyboard shortcut: [Ctrl]+[N] when Tasks is selected in Navigation Pane) PolyU Service - Outlook 2010 User Manual v1.0 18/45

19 Different Views Mail View Monthly Calendar View PolyU Service - Outlook 2010 User Manual v1.0 19/45

20 To change different view in Contacts, click View tag > Change View and then choose your view such as Business Card and Phone view. Contacts - Business Card view Contacts - Phone view PolyU Service - Outlook 2010 User Manual v1.0 20/45

21 Contacts - Card view Contacts - List view PolyU Service - Outlook 2010 User Manual v1.0 21/45

22 Chapter 2: Create a New Message 1. Switch to Mail by clicking Mail OR pressing shortcut: [Ctrl]+[1] 2. Click New under Home OR pressing shortcut: [Ctrl]+[N] 3. You can compose a new then PolyU Service - Outlook 2010 User Manual v1.0 22/45

23 Reply an Message Right click on an item and select Reply; OR Select an item and click Reply on ribbon; OR Select an item and press shortcut: [Ctrl]+[R] Forward an Message Right click on an item and select Forward; OR Select an item and click Forward on ribbon; OR Select an item and press shortcut: [Ctrl]+[F] PolyU Service - Outlook 2010 User Manual v1.0 23/45

24 Download Attachments 1. Open an item which with attachment 2. Right click on the attachment and select Save As / Save All Attachments) 3. Select the desired location for saving; OR 1. Select an item and click on the attachment 2. Click Save As / Save All Attachments on ribbon 3. Select the desired location for saving You may refer to Guide to Extract Multiple Attachments from Outlook Client if you want to extract attachments from multiple s. Forward as Attachment 1. Open an item which with attachment 2. Right click on the attachment and select Save As / Save All Attachments); OR Select an item and press shortcut: [Ctrl]+[Alt]+[F] PolyU Service - Outlook 2010 User Manual v1.0 24/45

25 Contact List/Address Book To open address book, you may 1. Click Address Book in find group, under Home tag; OR Press shortcut: [Ctrl]+[Shift]+[B] Set Global Address List as Default 1. Click Home (Default selected tag) > Address Book (within Find group) 2. In Address Book: xxx (one of you address list), click Tools > Options 3. In Addressing, select Start with Global Address List under address list checking order. Select Global Address List as the first address list to be shown in the address book. Click OK. PolyU Service - Outlook 2010 User Manual v1.0 25/45

26 Recall Message The function for retracting an in Outlook is called as Recall. If the has not been read yet at receiver side, it will be recalled successfully and will be removed. Otherwise, it cannot be recalled. 1. Double-click on the to be recalled in Sent Items 2. Click Actions button on the Message ribbon, and select Recall This Message 3. Select Delete unread copies of this message; OR Delete unread copies and replace with a new message if you want to replace with another message 4. Check Tell me if recall succeeds or fails for each recipient (recommended) 5. Click OK 6. If you checked the box shown in 4, you will receive the recalling result in your Inbox. Or, you could check the recalling result by opening the recalling message in your Sent Items and then clicking Tracking. PolyU Service - Outlook 2010 User Manual v1.0 26/45

27 Change Reading Pane Layout Reading Pane is displayed on the right hand side by default. It can be switched off or displayed at the bottom of the interface. 1. On the View ribbon, click on Reading Pane under Layout group. 2. You may select Right, Bottom or Off. On the Right At the Bottom PolyU Service - Outlook 2010 User Manual v1.0 27/45

28 Notification notification is turned on by default. It appears at the lower right corner of the screen when new item is received. Messages Priority High priority message appears as red exclamation point and low priority as a blue down arrow. Follow-up Messages Flag message items as follow-up by clicking its flag. PolyU Service - Outlook 2010 User Manual v1.0 28/45

29 Signatures It allows setting multiple signatures 1. Open a new message 2. Click Signature and select Signatures in Include group, under Message tab 3. Click New 4. Enter a name and click OK 5. Edit your signature and click Save PolyU Service - Outlook 2010 User Manual v1.0 29/45

30 6. (Optional) Select the decided name of a signature beside New messages. The signature will be shown at the end automatically when new is created. 7. Click OK Signature can be added manually after setup 1. Open a new message 2. Click Signature in Include group under Message tag 3. Select the decided name of a signature and the signature will be shown at the bottom of the message PolyU Service - Outlook 2010 User Manual v1.0 30/45

31 Sending with Voting Function This feature requires a Microsoft Exchange Server account. Most personal accounts ARE NOT using Microsoft Exchange Server. It is easy to create a poll by including voting buttons in an message. 1. Open a new message 2. Select Options tab and click Use Voting Buttons in Tracking group 3. Click one of the choices. The default choices are Approve or Reject, Yes or No and Yes or No or Maybe. If the default choices do not match your question, click Custom to create your own custom voting button names. For example, you can ask your colleagues to choose among three days of the week for a recurring weekly meeting. At Sender Side 4. Enter recipients, your message content and click Send PolyU Service - Outlook 2010 User Manual v1.0 31/45

32 A Vote button is shown when the is opened at receiver. Click Vote to shown the options (Yes/No) set by sender. Click one of them. For example, click Yes. At Receiver Side Click OK to send the response without editing. PolyU Service - Outlook 2010 User Manual v1.0 32/45

33 Sender could check all responses by opening the which voted Right click on The sender responded and select View voting responses At Sender Side Sender could view the response from each recipient PolyU Service - Outlook 2010 User Manual v1.0 33/45

34 Search/Find Simply type the search criteria on the search box. The searching results will be listed and the searching keyword will be highlighted in yellow in the message instantly. 1. Click on the search box and Input some keywords for searching, e.g. afternoon. 2. Click All Mail items in Search ribbon under Scope group to search for all mail items, instead of Current Folder only. PolyU Service - Outlook 2010 User Manual v1.0 34/45

35 Open Rules and Alerts Interface Outlook has Rules Wizard for user to easily defining rules. A rule is an action that Microsoft Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule. You can choose many conditions and actions by using the Rules and Alerts Wizard. Rules do not operate on message that has been read, only on those that are unread. To open Rules and Alerts, on the Home ribbon, click Rules and select Manage Rules & Alerts PolyU Service - Outlook 2010 User Manual v1.0 35/45

36 Chapter 3: Calendar Create Appointment 1. Switch to the Calendar View by click on the Calendar on Navigation Pane or [Ctrl] + [2] for keyboard shortcut. 2. Double click on the desired date or right click on the desired date and select New Appointment 3. Edit the content such as Subject and Start time/end time 4. Click Save & Close when finished PolyU Service - Outlook 2010 User Manual v1.0 36/45

37 Scheduling Assistant Scheduling Assistant is capable of taking a great number of variables into account when helping you to schedule a meeting. 1. On the Navigation pane, click Calendar. 2. Right click on the desired date and select New Meeting Request 3. Click Scheduling Assistant under the Meeting tab in the Show group 4. Click Add Attendees PolyU Service - Outlook 2010 User Manual v1.0 37/45

38 5. Search and select attendees from an Address Book and click OK to confirm and close 6. Move the vertical bar (left or right) for available time slot and change the meeting date and time by changing Start time and End time. Click Appointment to edit the message. 7. Edit the detail of the message and then click Send. PolyU Service - Outlook 2010 User Manual v1.0 38/45

39 Recurring Appointment You could set a set of fixed pattern (pre-defined) appointment in your calendar. 1. Make an appointment (see step 1 and 2 in Create Appointment) 2. Click on the Recurrence 3. Define the pattern for recurrence. For example, you could set a series of meeting on Friday weekly without end date. 4. Click OK in Appointment Recurrence and you could continue to edit your appointment (see step 3 and 4 in Create Appointment). PolyU Service - Outlook 2010 User Manual v1.0 39/45

40 Chapter 4: Tasks, Contacts & Notes To-Do List (Tasks) Tasks can be displayed in Tasks view, Daily Task List in Calendar view and To-Do Bar. Tasks view To-Do Bar Daily Task List in Calendar view To-Do Bar PolyU Service - Outlook 2010 User Manual v1.0 40/45

41 Notes Notes are very simple and easy to read reminder which can be read at any time. The default color is yellow. To change the color of individual notes, you need to assign a color category to each note. The notes will acquire the color that is associated with the assigned color category, which overrides the default color of the note. Tip: You can leave the note open while you work. When you change the note, the changes are saved automatically. PolyU Service - Outlook 2010 User Manual v1.0 41/45

42 Chapter 5: Advanced Features of Outlook Checking the Mail Box Size Outlook offers several ways to check the folder and personal folder file (.pst) size. 1. Click File > Info. You could see the summary of the size of your mailbox. 2. Click Cleanup Tools and select Mailbox Cleanup PolyU Service - Outlook 2010 User Manual v1.0 42/45

43 3. Select View Mailbox Size in the popped up Mailbox Cleanup window 4. Select Server Data to show the size of every item in your mail at server side. Click Close in Folder Size and then click Close in Mailbox Cleanup Note that the size of the items in Deleted Items is actually occupying some space of server. PolyU Service - Outlook 2010 User Manual v1.0 43/45

44 Empty Deleted Items Folder 1. Click File > Info > Cleanup Tools > Empty Deleted Items Folder 2. Click Yes to confirm PolyU Service - Outlook 2010 User Manual v1.0 44/45

45 Chapter 6: Useful Keyboard Shortcut General (For all view) [Ctrl]+[1] Switch to Mail [F3] or [Ctrl]+[E] Go to the Search box [Ctrl]+[2] Switch to Calendar [Ctrl]+[Z] Undo [Ctrl]+[3] Switch to Address Book [Ctrl]+[Y] Redo [Ctrl]+[4] Switch to Tasks [Ctrl]+[P] Print [Ctrl]+[5] Switch to Notes [Alt]+[F2] Show/hide the To-Do Bar In Mail View [Ctrl]+[N] Create a new message [Ctrl]+[Shift]+[B] Open the Address Book [Ctrl]+[F] Forward the selecting message [F9] Check for new messages [Ctrl]+[K] Check names in address book in the current focusing field To/Cc/Bcc when creating message [Alt]+[S] Send a message when creating message In Calendar View [Ctrl]+[N] Create a new appointment [Alt]+[=] Switch to Month view [Ctrl]+[F] Forward the selecting appointment [Alt]+[-] Switch to Week view [Ctrl]+[G] Go to a date [Alt]+[0] Switch to Day view PolyU Service - Outlook 2010 User Manual v1.0 45/45

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