O UTLOOK 2003 HELP SHEET MAIL. Opening the program. Mail

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1 O UTLOOK 2003 HELP SHEET MAIL Opening the program At Work Double-click the icon on your desktop. Or click the Start button. If this icon is displayed, click on it. If it is not displayed, click Start, put your pointer on Programs and look in Microsoft Office group. Viewing an attachment If a message has an attachment, there will be a paperclip next to it in the folder pane. Attachments are listed in the header lines. Double-click on the attachment icon. Web access When you are out of the office, you can use any computer that is connected to the internet to check your . Open Internet Explorer and type in and login with the username and password that you use at work. Check for Mail Your OIT account will be set up to automatically check for every five minutes. To change the settings: Click on Tools then Options. Click on the Mail Setup tab and click on Send/Receive. Click the box in front of Schedule An Automatic Send/Receive Every and select the number of minutes. Click Close then OK. To manually check, make sure you are in the Mail area and click on the Send/ Receive icon. Viewing a message Double-click the message to read it in a separate window. (Easier to read for some.) Single-click the message to read it in the Reading Pane. (This is quicker.) If a message has pictures, you may see this at the top of the Click here to download pictures. If you trust the sender, you can click on the warning. Click Open, or Save, if you want it saved in another location besides the server. Sending a message While in the Mail area, click on the New icon. Note that if you click on this icon while in a different area, it will create a different new item. For example, in the calendar, it will create a new appointment. Fill out the To field by either: typing in the address, type in multiple addresses using a semicolon between each one, or click on To and select a name from the address book. Click Ok. Note that AutoComplete will bring up names/addresses that you have typed in the past. To use one, press the down arrow and press Enter. Type in a subject. Type in your message. Click Send. Attaching a file to a message Before clicking Send, click on the paperclip, browse for the file, click on it, and click on Insert. If you don t have the icon in your toolbar, click on Insert in the menu and then on File.

2 O UTLOOK 2003 HELP SHEET MAIL Replying to a message You can reply to messages in three different ways. You can open the message and click on Reply. You can click on the message in the folder pane and click on Reply. Or you can right click on the message in the folder pane and click Reply in the menu that pops up. The cursor will be in the message area. Type your message and click Send. To reply to all, when multiple people received the original message, click on Reply to All instead. Forwarding a message You can forward messages in three different ways. You can open the message and click on Forward. You can click on the message in the folder pane and click on Forward. Or you can right click on the message in the folder pane and click Forward in the menu that pops up. The cursor will be in the To field. Type an address in the box or click on To and select an address from your address book. If there is an attachment, it will forward too. To remove it from the forwarded message, highlight the attachment and press the Delete key. Type your message and click Send. Deleting a message Deleted messages will be put into the Deleted Items folder. To permanently remove them, also delete from that folder. You can delete mail in a variety of ways: You can click on the message and click the Delete icon or click the Delete key. Drag the message to the Deleted Items folder. Or right-click on the message and click on Delete. To permanently remove the mail messages: Click on the Deleted Items folder and delete in any of the ways listed above, except for the dragging method. Archiving messages Messages will be not be automatically archived at this time. To set up archiving messages: Click on Tools and then Options. Click on the Other tab and then on AutoArchive. Click on Run AutoArchive every and make changes. Click OK twice. Printing a message Quick printing to your default printer can be done by clicking on a message and clicking on the Print icon. To change the layout or select a different printer: Click on the message. Click on File and then on Print. Make changes and click on OK. Setting up a signature Click Tools, Options and then the Mail Format tab. Click the Signatures button and then the New button. Enter a name for your signature and click Next. Type in your information and click Finish then OK. In the Signature for new messages line, select the one to use and click OK. Additional Questions? Call the helpdesk at (If off campus: ) at:

3 O UTLOOK 2003 HELP SHEET CALENDAR & OTHER TOPICS Contacts and Address Book Creating personal contacts Click Contacts in the Navigation pane. Click on the New icon. Fill in any information that you have on the person. (The Full Name or Company field needs to be filled in at least.) The Details tab has other fields that you may want to fill out too. Click on Save and Close icon if done. Or click Save and New if you want to enter another contact. To create a contact from an message: Open the message, right-click on the name, click on Add to Outlook Contacts, make any changes if needed, and click Save and Close. Creating groups While in the Contacts area, click the down arrow next to the New icon and select Distribution list. Type a name for the list and click on the Select Members button. Double-click on each name to include and click OK when done. Click Save and Close to finish. If you need to add an address that is not in Outlook yet, click on the Add New button and fill out the screen. This will not add the person to your Contact list though. Address Book OIT addresses are listed in the Address Book. The icon is available in all the areas Mail, Calendar, Contacts. To open it, click on the Address Book icon. Calendar Scheduling an appointment for yourself Click Calendar in the Navigation pane. Double-click in the appointment area or click on the New icon. Fill out the fields. Be sure to remove the checkmark in the Reminder box if you don t want to have a reminder pop up. Click Save and Close. Entering an Event/Note Events, which are all day items like notes, appear at the top of the appointment area. Enter these the same as an appointment, but check the box in front of All Day Event. Changing an appointment Double-click on an appointment to make any changes. You can also just put your cursor on the left border of an appointment, click and move it. If you single click in the appointment box, you can change the length or the name. Recurring appointments Follow the directions for scheduling an appointment, except in the appointment box click on Recurrence icon. Change the settings as needed, click on OK, and then on Save and Close. Scheduling a meeting with others In the Calendar area, click on the down arrow next to the New icon. Click on Meeting Request. Click the To button and select the people to invite to the meeting. Type a Subject, Location, Start/End times and a message if you want. Click Send. A message will be sent to the people that are invited. They need to accept or decline the meeting in that message.

4 O UTLOOK 2003 HELP SHEET CALENDAR & OTHER TOPICS Checking busy times Set up a meeting using the directions on the previous page of this document. After clicking the To field and adding the attendee s names, click on the Scheduling tab. Look at the schedules and select a time. Click on the Appointments tab to continue scheduling the appointment. Changing a meeting with others Double-click on the meeting and make your changes. Click on Save and Close. A message will display asking if you want to send an update message. Click Yes to let the attendees know that you changed the meeting. Accepting a meeting When you are invited to a meeting, you will have a message in your Inbox. There are icons for Accept, Tentative, Decline or Propose New Time. After clicking on one of the first three options, a box will appear to ask if you want to send a response or not. Choose one and click OK. Printing your calendar Open your Calendar. Click on File and then Print. Select a Print Style. Click on Page Setup to see the many specifications that you can change on each of three tabs Format, Paper, Header/Footer. Click Print Preview to see how the report looks. Click Print to get out of the preview. Click OK. Tasks Creating a task In the Tasks area, click on the New icon, enter your information and click on Save and Close. Completing a task Click the box in front of the task. A line will be drawn through it, but the task is still listed. Creating a note Notes While in the Notes area, click on the New icon. A box pops up that you can type your information in. Click on the X in the top right to save and close the note. Customize Outlook Move Reading Pane To move your reading pane below your messages or have it turned off: While in the Mail area, click on View, Reading Pane, and select an option. Customize font on sent items To change the default font on your sent items: Click on Tools, Options and then Mail Format tab. Change Compose in this message format to HTML. Click the Fonts button, make your changes and click OK. Outlook Today View Outlook Today will give you a snapshot of appointments, events and tasks. Click on Mailbox-Your Name under the All Mail Folders area to see this view. Changing reminders default setting Reminders are set up to show 15 minutes prior to an appointment. To change this setting for future appointments: Click on Tools then Options. In the Calendar section of the Preference tab, remove the checkmark in front of Default Reminder or change the minutes. Click OK. Adding task pad to Calendar view While in the Calendar area, click on View and then TaskPad. Additional Questions? Call the helpdesk at (For off campus people: ) address is:

5 O UTLOOK 2003 HELP SHEET ADVANCED TOPICS Junk Mail Handling Using the Junk feature, only tells Outlook what items to put in your Junk folder. It does not keep it from getting to your account. To indicate a message is junk: Right-click on it. Select Junk . Select Add Sender to Blocked Senders List. Rules creating them Rules can be set up to do many things including handling junk in some cases. Click on Tools, Rules and Alerts and then on the New Rule button. You can use the templates to quickly set up a rule. Or you can click on Start from a blank rule. Any time you see words in blue and underlined, you need to click on them and give the criteria or action you want it to do. Click on the Next button as you finish each screen. Click on Finish at the end. Labels using in the calendar Labels can be used in the calendar area and are good for making an item stand out. Right-click on an appointment and move your cursor over Label and select a color. You can select a color by what it is suppose to represent or just choose a color that will stand out. You can edit the labels if you want certain colors to represent a certain type of appointments for you. Flags using in the mailbox In the Mailbox area, you can use flags to indicate items that need follow up action. At the right end of the item, right-click on the clear flag. Select a colored flag. You can have whatever color you want represent any action. For example: red could mean needs action, blue could be waiting for reply, yellow for information. Flagged items will also be included in your For Follow Up folder, which makes it easy to see what items need your attention. To remember what each colored flag represents for you, see the attached sheet. Categories Categories is another way besides using flags to organize your messages. Right-click on the message. Click on Categories. Select a category and click OK. To sort your mailbox by categories, rightclick on the Arranged by heading. Select Categories. Sharing a Contact Group Create a distribution list by clicking on the down arrow next to the New button and selecting Distribution List. Add members and save the group. Open the list that you want to share and click on Actions and then Forward. In the To field, enter the address of the person you want to share this list with. Click Send It will go to that person as an attachment. They click on the attachment and drag it until it is on top of the Contacts button. Searching for a message In the Look for box at the top, type text. It will look in the current folder. If you want it to look in other folders, click on Search In. Select an option. Click Find Now. Or click Tools, Find and select Advanced Find. Fill in the fields and click Find Now. Or open a contact name. Click on the Activities tab to see all sent/received for that person. It may take a minute.

6 O UTLOOK 2003 HELP SHEET ADVANCED TOPICS PAGE 2 GroupWise archives If you had your GroupWise archives saving to your S drive, ITS made that file available on your S drive in a format that Outlook can read. Click on File and then on Open. Choose Outlook Data File and look in your S drive for a file labeled oldusername.pst file, it will have a windows logo in front of it. Click on that file then click on OK. It will create a link in the left side of Outlook under All Mail Folders labeled GroupWise Archive. Click the + in front of it to expand the group to see all of your old folders and documents. Archiving in Outlook You need to use the Outlook Archiving feature to archive documents. The program is set up to ask you every 14 days if you want to archive documents, but you can change that and other options. To change the settings: Click on Tools, Options and the tab labeled Other. Click the AutoArchive button. You can change any of settings, but definitely change the directory to a networked drive instead of saving on your C drive. Click OK twice. To change how archiving works for a folder: Right-click on it, click properties, click AutoArchive tab and change any settings. To view your archived documents, click on the + in front of Archive Folders, which is listed in the All Mail Folders area. Sending documents within body of To send a Word or Excel document without having it be an attachment, follow these steps. Open up the document you want to send. Click on File, SendTo, and then on Mail Recipient An message box will open with the document in the body. Fill in the fields and click Send a copy. Another option is to cut and paste the document from the original into your message. Change the default font on sent items Click Tools and then Options. Click the Mail Format tab. Click Fonts button. In the top box, click on Choose Font. Make your selections. Click OK three times. Send Out of Office message Click on Tools and then Out of Office Assistant. Click the option I am currently out of the office. In the top box, type the message you want to be sent. Click OK. It will remind you to turn this off when you log into the program again. Distribution list from a group message In the message containing a group of names, right-click on the group, and click Select All. Right-click again and choose Copy. Click File, New, Distribution List. Type a name, click Select Members, in the Members text box, press Ctrl + V to paste the names. Click OK and Save. Address book doesn t have Contacts list If you don t have a list called Contacts when you use the Address book, you need to run through these steps to add it. Click on Tools and then on Accounts. Click on "View or change existing directories or address books." Click Next. Click on Add and then on Additional Address Books. Click Next. Click on Outlook Address Book and then on Finish. Close the Outlook program and re-open it.

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