IT Quick Reference Guides Using Outlook 2011 for Mac for Faculty and Staff

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1 IT Quick Reference Guides Using Outlk 2011 fr Mac fr Faculty and Staff Outlk Guides This guide cvers using Outlk 2011 fr Mac fr SU faculty and staff n campus cmputers. This des nt cver using Outlk 2011 fr Mac n nn-su cmputers r setups. This guide assumes that the reader has a basic knwledge f mail prgrams, and can perfrm basic functins such as creating and sending an , creating an appintment, etc. OUTLOOK BASICS When yu first pen Outlk, yu enter int Mailbx view. T the left is a Navigatin Pane, in the center is a clumn cntaining yur mail items, and n the right is the Reading pane, which shws a preview f yur . At the bttm f the Navigatin Pane are buttns fr each f the Outlk functins: Mail, Calendar, Cntacts, Tasks, and Ntes. Clicking each f thse changes the display f Outlk t view the selected ptin. Mail allws yu t view, rganize, and wrk with yur messages. Calendar displays yur meetings, appintments and calendars. Cntacts cntains yur wn, persnal Outlk cntacts. Nte that this des nt include the Glbal Address Bk. Tasks allw yu t set tasks and reminders fr yurself, and keep track f prjects and upcming deadlines. Ntes is exactly what it sunds like: a place t keep ntes. Salisbury University IT Help Desk TE 113 Last Edited: September 10, Outlk_MacOutlk2011frFacultyStaff.dcx

2 CREATE SIGNATURES Yu can create multiple signatures t use when sending r replying t s in Outlk. Open a new and in the Message tab, click Signatures. Click Edit Signatures In the Signatures windw, the Signatures yu have available are listed in the left hand clumn. A preview f the signature selected appears in the right hand clumn. T add a new signature, click the Plus (+) sign in the lwer left hand crner. Duble-click the Signature name t name the signature. In the Signature preview windw, type the new signature as yu want it t appear. The Signature preview windw nly allws plain text when typing. Hwever, yu can frmat a signature in anther prgram, such as Micrsft Wrd, and cpy/paste the signature int the Signature preview windw. The new signature will nw be available in the Signatures drp dwn menu. T remve a signature, select the signature and click the Minus (-) sign in the lwer left hand crner. Yu can als set default signatures fr yur accunt, and fr any accunt yu can send frm. Open a new and in the Message tab, click Signatures. Click Edit Signatures In the Signatures windw, click Default Signatures In the Default signature clumn next t the Accunt yu want t assign a signature t, click the drp-dwn menu and select the signature yu want t use. Yu can als chse t use a randm signature, which will randmly pick ne f the available signatures. Click OK when finished. USING CATEGORIES Outlk gives yu many ways t rganize yur t make it easier t find beynd the traditinal filing cabinet apprach. With Categrize, yu can assign a categry t yur , which nt nly clr cdes the making it easier t see in yur mailbx list but it als gives yu anther ptin t use in Searches. Outlk includes sme by default, and yu can add r edit categries as yu wish. T use Categrize, select a mail message, and in the Hme tab, click Categrize. T assign a categry t that mail item, just click the categry. Yu can assign several categries t any item, hwever it will nly take n the clr cding f the last applied categry. T remve a categry frm an item, select the item and frm the Hme tab, click Categrize. Then click the categry yu want t remve t uncheck it. Yu can als use the Categrize buttn t add r edit categries. Categries apply t everything within Outlk. Yu can fllw the same steps fr Calendar items, Cntacts, Tasks, and Ntes. TURN ON BCC By default, mail messages nly shw T: and CC: fields. Hwever, when sending large mail messages, yu ll want t place yur cntact names and grups int the BCC: field. In rder t turn that field n, pen a new mail message by clicking File, then New, then chsing Message. Click the Optins tab. Click the BCC buttn t tggle n the BCC: field. Salisbury University Last Edited: 10 September

3 SEND MAIL AS PLAIN TEXT Smetimes, yu ll need t send mail in plain text frmat t recipients that cannt receive HTML . T d that, pen a new mail message by clicking File, then New, then chsing Message. Click the Optins tab. Click n the HTML tggle in the Frmat grup. A ppup will appear warning yu that nt all features are available if yu turn ff HTML. Click Yes t Are yu sure yu want t turn ff HTML frmatting? The frmatting changes t Plain. DELEGATES Delegates are peple wh can view and use yur bx n yur behalf. If yu are a delegate, yu can view and use anther bx as if it were yur wn. If yu are the wner f anther address, r if smene has made yu a delegate n their mailbx, yu can add that mailbx t yur Outlk. TO ACCESS DELEGATES With Outlk pen and selected, click Outlk in the Apple Menu bar, and chse Preferences. In the Outlk Preferences windw, in the Persnal Settings grup, click Accunts. Select yur Salisbury accunt in the left hand pane, and then click Advanced Click the Delegates tab. TO ADD A DELEGATE T give smene else access t view yur mailbx and act n yur behalf, click the Plus (+) symbl under Delegates wh can act n my behalf: In Select User, type the name f the persn yu wish t grant delegate access t and click Find. Salisbury University Last Edited: 10 September

4 In the Permissins windw, select what permissins yu want t grant. In general, Calendar and Inbxes are shared. Check Send permissins summary if yu want t send the recipient a summary f the new access, and then click OK. TO CHANGE OR REMOVE DELEGATES T change a delegate s permissins, duble-click their name. The Permissins windw will appear and allw yu t make changes. T remve a delegate, highlight their name and click the Minus (-) sign in the Delegates wh can act n my behalf: sectin. TO ADD A MAILBOX I AM A DELEGATE FOR In the Peple I am a delegate fr: sectin, click the Plus (+) sign. In Select User, type the name f the persn yu are a delegate fr and click Find. T remve the mailbx frm yur Outlk, highlight the accunt name and click the Minus (-) sign. SHARED FOLDERS Anther way t wrk with flders and calendars that aren t yur wn is thrugh Sharing. TO SHARE A FOLDER, CALENDAR OR CONTACTS Right-click the Mail Flder, Calendar r Cntact List yu want t share and chse Sharing Permissins. Click Add User. In Select User, type the name f the persn yu wish t share with and click Find. Set the user s permissin level and then click OK. Nte that if yu are sharing a nested flder, the persn yu are sharing the flder with needs t have at least flder visible permissins n all flders back t the rt f the mailbx. Fr example, if yu are sharing a Dcuments flder in yur Inbx, yu need t grant Reviewer r abve t the Inbx, and Inbx needs t grant Flder Visible. Salisbury University Last Edited: 10 September

5 Yu can change a user s permissins by highlighting them in the Permissins list and changing their permissin level. T remve them cmpletely, highlight their name and click Remve. TO ADD A SHARED FOLDER, CALENDAR OR CONTACT TO YOUR MAILBOX T add a flder, calendar r cntact that was shared with yu, with Outlk pen and selected, in the Apple menu bar click File Click Open. Chse Open Other User s Flder. Type in the name f the persn sharing their flder, calendar r cntacts with yu in the User field. Yu can als search fr them by clicking the Search buttn In Select User, type the name f the persn yu wish t share with and click Find. Highlight their name and click OK. Change the Type t Inbx, Calendar r Address Bk, depending upn what s being shared. Click OK. It may take a few minutes fr the flder, calendar r address bk t appear. T remve the shared item, right click the item and chse Remve Shared Accunt. OTHER INFORMATION AND TIPS Outlk 2011 fr the Mac des nt wrk with Symantec Enterprise Vault. This is due t a dependency the Enterprise Vault has upn Internet Explrer, which is nt available fr the Macintsh OS. Macintsh users will need t access the vault thrugh a web brwser by pening https://archive.salisbury.edu/enterprisevault/ and lgging in with their full SU address and passwrd. Mst services have a limit n the size f they can send r receive. Fr Outlk, cannt be larger than 20 MB. Fr that reasn, yu ll want t stre large files and phts nline and send them as a link, rather than sending them as attachments. When inserting yur hyperlink, it s a gd idea t display the full URL in yur message, rather than creating an inline link. The reasn is that it makes it easier fr a recipient t tell where the link is pinting, and if it is a genuine and safe link t click. Salisbury University Last Edited: 10 September

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