Outlook 2010 and 2013

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1 Outlook 2010 and Setup Account Types 2 Exchange account 3 POP account 5 Maintenance Setting up an signature 7 Checking Storage 8 Archiving s 9 Sharing Calendars Giving Access Permission 10 Setting Permissions 11 Opening a Shared Calendar 12 1

2 Setup account type Whilst in Outlook, you will need to go to Outlook in the top left corner of the screen, and then go to preferences. In preferences, in the first row click on Accounts. When there are no accounts setup, you will see in main panel it will have information on setting up a new account. We are running Microsoft Exchange Server 2007, the two types of account to choose from either a POP/IMAP account or an Exchange account, most users will be best suited using an Exchange account, especially if they use more than one device for s. Exchange accounts An exchange account will synchronise your Mail, Contacts and Calendars, and any changes will uploaded the server and mirrored on your other devices. POP accounts POP accounts are older, and the communication with the server is limited to downloading s and telling the server when to delete them, contacts and calendars are not uploaded and would only be stored locally on the one device. The best use of a POP account would be to store a copy of your s permanently. IMAP An IMAP account is more or less halfway between the two, it will mirror changes to folder/ management like an exchange account but will not synchronise Calendars or Contacts. If in doubt you will most likely want an Exchange Account over a POP Account. 2

3 Setting up an Exchange account Go to Outlook in the top left corner of the screen, and then go to preferences. In preferences, in the first row click on Accounts. When there are no accounts setup, you will see in main panel it will have information on setting up a new account. You can simply click on the button next to Exchange Account (Image left), if there are other existing accounts, below the list of accounts on the left, click on the Plus (+) to add an account. From the list choose Exchange (image right) In the window that appears, fill in the appropriate information. Both address and User Name: should be your full address. The Authentication Method: User Name and Password. Your Password is the same you would use to log into the remote . Also keep in mind that this password can be different to your Vicbar Member Logon password. Now click on Add Account If the password is wrong, it will say Authentication failed, if this is the case, call BCL Network Support on , to get it reset. 3

4 When the account is added, it will appear in the left column of the accounts window and you will be able to see the account settings. By default it will name your account Com, this name has no effect on your ability to synchronize with the server. The account description is just a label for the account, so changing it to something like Vicbar Exchange is advisable. Click on Advanced, in the bottom right corner of the account settings panel. Under the server tab for the directory service server, if this field is blank enter bclexch04.bcl.local Then click ok. Your should now start to synchronise. 4

5 Setting up a POP account Go to Outlook in the top left corner of the screen, and then go to preferences. In preferences, in the first row click on Accounts. When there are no accounts setup, you will see in main panel it will have information on setting up a new account. You can simply click on the button next to Account (Image left), if there are other existing accounts, below the list of accounts on the left, click on the Plus (+) to add an account. From the list choose (image right) Fill in your account information Both the Address and User name should be your full address. Password: Your password will be the same for the remote . Both the Incoming and Outgoing Mail servers should be: exchange.vicbar.com.au Tick Use SSL for Outgoing server only. Once filled in click Add Account 5

6 Once added the account will have the default Description which is Com. The description is just for identification between accounts, its advisable that you change it to something more descriptive like Vicbar POP Under the Outgoing server, click on More Options In the window that appears, change the Authentication to Use Incoming Server Info then click Ok. 6

7 Maintenance Setting up an signature Go to Outlook in the top left corner of the screen, and then go to preferences. In preferences, in the second row click on Signatures. In signatures, the left column will have all the existing signatures, when you select an existing signature it will be displayed on the right as it will appear in your s. Click on the Plus (+) to add a new Signature, and then double click the signature name change the name. There is a button at the bottom right of the window for Default Signatures, the default signature can be set per account. Click on the Double Arrows (highlighted Image Left), and then pick the signature, by name (Image Right). 7

8 Checking Storage In Outlook, Right Click or Control Click on your inbox, and then choose Folder Properties If you have multiple accounts setup, you will need In Folder Properties, go to the Storage Tab. This may take a minutes to calculate, but it should give you a list of each individual folder and its size. Keep in mind that this method does not cover Sent Items, only your Inbox and its subfolders. You will need to repeat this process on the sent items, to get the folder size for that folder separately. Sent items are a commonly overlooked folder when clearing up storage. The default storage is 500mb so based on the example above, the storage can be increased for an additional yearly fee on top of the cost of your . 8

9 Archiving s Archiving is the process of moving s from being stored on the server, and keeping them locally on your computer. There is only so much storage on the server, but there is several times that available on your computers local storage. To display On My Computer folders, go to Outlook in the top left corner of the screen, and then go to preferences. In preferences, in the first row click on General. Here, of the 3 tick boxes available, Untick Hide on My Computer Folders. The On My Computer folders will appear as a subfolder under Inbox, Deleted Items, Sent Items and Drafts. Looking at the image below, by selecting Inbox, you will see the contents of the inbox for Vicbar Exchange and On My Computer, by selecting just Vicbar Exchange, you will only see s currently stored on the server in your Inbox. To move an from your inbox on the server to your computers inbox, you can select the s and then drag them across, whilst dragging the s you need to hold down the Command Key, otherwise it will only copy the s, and it will not move them. Normal clicking and dragging will result in a copy staying on the server. You can select multiple s in a row by clicking the first, holding shift, and clicking the last in a row. You can also select and deselect individual s, by holding command while you click each individual . Moving the s: Whilst holding the command key, click and hold the mouse button and drag it across to the On My Computer Inbox, you can see the folder you re dropping the messages into because it will be shaded and outlined, as seen below. 9

10 Calendar Sharing Giving Access to another user To allow another user to see your calendar you need to add their address to the permissions list, and then they can add a shared calendar (page 16) which they must first be given permission to view. In Outlook, Go to your Calendar, and then across the top (Under the Home Tab) Click on Permissions Here you will have a list of all the people with custom permissions, anyone not listed will have the default permissions. To add people click Add User, in the window that appears you can search for users by display name or address. Looking at the image below, by searching BCL the results were BCL Accommodation and BCL Network Support, neither have BCL in the address. The reverse applies to which has the display name Sherrie Campbell Double click the user you wish to add, and they will appear in the list. 10

11 Setting Permissions Select the name of the person you want change the permissions for. The Permission Level has preset restrictions two of which will suffice for most users; Reviewers and Editors. Reviewer A reviewer can only look at your calendar, but cannot create or make changes to existing appointments. If a reviewer tries to add an appointment, the calendar owner will simply receive an invitation as if the appointment went into the reviewer s calendar. Editor An editor has all the permissions of a reviewer but in addition, can create, modify and delete appointments. 11

12 Opening a Shared Calendar To open another user s calendar you must firstly have permission to do so (see page 10). On the Calendars page, at the top under the Home Tab, click on Open Calendar In the next window, you ll a user field, and next to that is a button you can use to search for the user by name or as seen on page 10. Search for the user in the find field, then double click the correct user in the result, and then click Ok, on the previous window. After a moment, the new calendar should appear under the shared calendars group on the left. 12

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