Microsoft Outlook 2003: Introduction to Exchange

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1 Microsoft Outlook 2003: Introduction to Exchange Learning Technologies and Scholar/Learner Services Information Technology Services Version Contact Training Services

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3 Microsoft Outlook 2003 : Introduction to Exchange TABLE OF CONTENTS Course Overview...1 Welcome to Microsoft Outlook 2003 for the Exchange Server...1 Course Objectives...1 Starting Outlook and Adjusting the Appearances...2 Navigation Pane...2 Reading Pane...6 AutoPreview...7 Desktop Message Alert...8 Features...9 Inbox...9 Arrangement of Mail Views...10 Arrangment...10 Intelligent Groups...10 Arrangment by Conversation (Threaded)...11 Outlook Today...12 The Exchange Server and Personal Folders...13 Creating a Personal Folder...13 Creating a Sub Folders...18 Global Address Lists, Contacts, and Distribution Lists...19 Creating a Distribution List...21 Omitting a Member from a Distribution List...23 Creating a Contact...24 Adding the Sender of a Message as a Contact...24 Creating, Addressing, and Sending Messages...25 Creating a Message...25 Spell Checking a Message...27 Sending a Message...28 Sending a Message with an Attachment...28 Special Message Features...30 Message Settings (Importance, Sensitivity, Security)...30 Voting and Tracking Options...31 Delivery Options...31 Flagging an Outgoing Message for Follow Up by the Recipient...32 Version Learning Technologies/Software Training Services Page iii permission of.

4 Microsoft Outlook 2003 : Introduction to Exchange Receiving Messages and Attachments...34 Reading Receipts...34 Attachments...35 Scanning an Attachment for Viruses...36 Printing an Attachment...37 Downloading Pictures from the Internet, Newsletters, and Related Sources...38 Forwarding a Message...40 Replying to a Message...40 Quick Flags (Follow-Up Flag)...42 Reminder Option Generated by Follow-Up Flag...43 Voting Responses Received...44 Printing a Message...45 Tools and Options...46 Preferences: Options...46 Tracking Options...47 Advanced Options...47 Desktop Alert Settings...48 Preferences: Junk Mail Format...51 Message Format...51 Stationery and Fonts...52 Creating a Signature...56 Spelling...59 Other...60 General...60 AutoArchive...61 Reading Pane...63 Person Names Tag...64 Delegates...65 Managing Using Organize (Grouping Messages Automatically)...67 Using Folders...68 Rules and Alerts...69 Rules...69 Alerts...75 Out of Office Assistant...81 Deleting and the Deleted Items Folder(s)...84 Mailbox Cleanup...86 Exchange Mail Quota Limits...87 Verifying Quota Used...87 Accessing Outlook 2003 from the Web with Exchange 2003 Server...88 Page iv Learning Technologies/Software Training Services Version permission of

5 Microsoft Outlook 2003 : Introduction to Exchange Appendices Attachments Attachment File Types Blocked by Outlook Backing Up Your Personal Folders Categories (Grouping Individuals and Messages) Assigning Categories through Messages Contacts Exporting Contacts from Outlook 2003 to Excel Exporting Excel Data into Contacts Process 1: Creating Another (Special) Outlook Contacts Folder Process 2: Creating and Saving Data in an Excel Spreadsheet Process 3: Importing Data to a Special Outlook Contacts Folder Process 4: Creating a Distribution List in the Special Outlook Contacts Folder Spam Filter Stationery These materials were developed and are owned by the University of Akron. All rights reserved. These materials may not be reproduced in whole or in part without the express written permission of Version Learning Technologies/Software Training Services Page v permission of.

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7 Microsoft Outlook 2003 : Introduction to Exchange Course Overview Welcome to Microsoft Outlook 2003 for the Exchange Server Welcome to the introductory training on Outlook 2003, Microsoft s comprehensive desktop information management program. This course introduces basic navigation tools and focuses on sending, receiving, and managing through the Exchange Server. As well, a short section discusses web-based access to Outlook for those who are away from their primary University computer. Course Objectives This course provides skills in the following: Navigation in the Outlook window and appearance panes Sending and receiving Setting options for the user Organizing Using the web-based access to Outlook while away from the University Version Learning Technologies/Software Training Services Page 1 permission of.

8 Microsoft Outlook 2003 : Introduction to Exchange Starting Outlook and Adjusting the Appearances Begin by opening Outlook: From the desktop or taskbar: Click From the menu bar: Start > Programs > Microsoft Outlook Outlook 2003 opens by default in the Mail component. This screen is actually divided into three areas the Navigation Pane, the Inbox, and the Reading Pane. Navigation Pane The Navigation Pane is located on the left side of the window. The default setting is to show the Mail component divided into two segments Favorite Folders and All Mail Folders. Listed below this open component are individual banners for the more commonly used Outlook items the currently open Mail as well as Calendar, Contacts, Tasks and Notes. At the bottom of this pane a button banner with two shortcut icons Folders and Shortcuts and the option to customize the pane. Navigation Pane Inbox Reading Pane Page 2 Learning Technologies/Software Training Services Version permission of

9 Microsoft Outlook 2003 : Introduction to Exchange Clicking the Folders icon in the bottom banner button provides a view reminiscent of the former Outlook Folder List all folders and components are listed together in one area. Folder Icon The current application or folder is highlighted while showing the treed structure of folders and sub-folders (looks similar to Windows Explorer). Folders with additional information (subfolders) are opened or closed by clicking the + or - in the box immediately to the left of the item selected. Clicking the Shortcuts icon changes the Navigation Pane into two areas My Shortcuts and Other Shortcuts. My Shortcuts links to update links, while Other Shortcuts directs the user to My Documents. Version Learning Technologies/Software Training Services Page 3 permission of.

10 Microsoft Outlook 2003 : Introduction to Exchange Clicking the Mail banner returns the default view. Selecting the arrow next to the Shortcut icon reveals additional menu options for the bottom banner. One can arrange the order of the button banners by selecting Navigation Pane Options. In the displaying window, click an item to select it and then use the Move Down or Move Up button to change the order of the buttons. One also may determine which button banners are shown by checking or unchecking the boxes next to the item as well. One can have fewer button banners showing on the Navigation Pane yet still have active access to the button banners by selecting and clicking Show Fewer Buttons. Each click Page 4 Learning Technologies/Software Training Services Version permission of

11 Microsoft Outlook 2003 : Introduction to Exchange reduces the number of button banners and replacing the item with an icon on the bottom banner. Another method to remove or add buttons from the Navigation Pane is by clicking the icon to toggle the option on or off. Those items with the rectangle around them will appear on the Pane. Version Learning Technologies/Software Training Services Page 5 permission of.

12 Microsoft Outlook 2003 : Introduction to Exchange On the right side of the window is the Information Viewer, which displays items within the selected folder or feature. Depending on the selected view there may be an area is called the Reading Pane which displays the selected message. Reading Pane This feature replaces the Preview Pane of previous Outlook versions. To change the location of the Reading Pane or to turn the pane off, from the menu bar select View and trace down and over to Reading Pane. Moving to the right will reveal the three options. NOTE: A message highlighted in the Reading Pane is considered to be open. To preview a message before deletion without opening it, use AutoPreview. There are other options which affect the Reading Pane and how it handles Inbox message; refer to the Tools and Options section under the General tab for Reading Pane Options. Page 6 Learning Technologies/Software Training Services Version permission of

13 Microsoft Outlook 2003 : Introduction to Exchange AutoPreview Using AutoPreview displays the first three lines of a message, but does not OPEN the message. To activate this toggle on/toggle off feature start from the menu bar and trace to View and then scroll down to click AutoPreview. If there is a box around the item, it is selected and active. It is recommended to use AutoPreview to screen a questionable message received in the Inbox after one has turned off the Reading Pane. Version Learning Technologies/Software Training Services Page 7 permission of.

14 Microsoft Outlook 2003 : Introduction to Exchange Desktop Message Alert In addition to notifying the user with sound and the envelope appearance in the system tray, Outlook 2003 has an added another means of providing new message notification. This is the Desktop Alert, which appears in the lower right corner of the user s screen as a temporary window. This window displays the sender s name, a signature if one has been inserted subject, first line of the message, importance level, and if there is an attachment. The user is given several options delete the message immediately, flag it for further action, open the message from the temporary window, or to close the temporary window immediately. The default time for this Alert message is 7 seconds; however it can be shorted to 3 or expanded to 29 by the user. The transparency of the message may also be adjusted beyond the default 20%. How to adjust these features or temporarily disable them (a good practice before starting PowerPoint presentations!) are covered under the Tools and Options section. Page 8 Learning Technologies/Software Training Services Version permission of

15 Microsoft Outlook 2003 : Introduction to Exchange Features Inbox is received through the Inbox. This Inbox frame provides information information about each through text and symbols. Messages may be grouped in different arrangements; the default setting is Arranged by: Date with Newest on top. While each message always will have a Message type symbol, additional items Importance, Attachment, or a Flag may have been added by the sender to supply more information regarding a particular message. Importance symbol Flag symbol Message type symbol Attachment symbol Subject Line Shown in Reading Pane Signature of sender Attached file Reading Pane Version Learning Technologies/Software Training Services Page 9 permission of.

16 Microsoft Outlook 2003 : Introduction to Exchange Arrangement of Mail Views To better assist the user in finding message, Microsoft has developed some additional ways of arranging mail. Arrangment One may change the way messages are grouped. This may be done by clicking the selection from the Inbox shortcut menu (displayed after right-clicking the column title, Arranged by:) or by using View from the menu bar. As is seen, there are a number of ways messages may be grouped. Intelligent Groups Arranging mail by groups is the default view for Outlook It breaks messages down into information received this week, last week, two weeks ago, and so forth. Page 10 Learning Technologies/Software Training Services Version permission of

17 Microsoft Outlook 2003 : Introduction to Exchange Messages received during the current week are identified only by the day and time. Messages older than this have the date indicated. Arrangment by Conversation (Threaded) Often times, a user has to sift among messages to find a number of related s. Outlook 2003 makes this easier by allowing the user to group messages by Conversation. This, in essence, creates a threaded discussion in the Inbox. In the example below, there are several messages which are linked by one subject heading. This is identified by a small box with a caret symbol next to the subject line. Clicking the symbol expands that conversation so one may see all the participants grouped together. Version Learning Technologies/Software Training Services Page 11 permission of.

18 Microsoft Outlook 2003 : Introduction to Exchange Outlook Today An alternative default opening appearance for Outlook 2003 is the segment entitled Outlook Today. This multi-pane view combines information from the calendar, tasks, and , giving an overview of the day s or week s activities. How to set this as the start-up appearance is covered later in this manual under Tools and Options. One may also access it by clicking the Shortcuts icon and clicking the title from the resulting Navigation Pane display. CAUTION: A Calendar appointment, event, or meeting may be deleted from within Outlook Today; however, if the item is a recurring activity, the entire sequence, not just the item appearing in the current overview, is deleted. Outlook Today will not indicate if a calendar item is recurring or not. Page 12 Learning Technologies/Software Training Services Version permission of

19 Microsoft Outlook 2003 : Introduction to Exchange The Exchange Server and Personal Folders All messages are handled by the Exchange Server; this arrangement allows access to mail via the Internet (refer to the segment in this manual entitled Accessing Microsoft Outlook 2003 from the Web) from any computer on or off campus as well as from the local computer. As an alternative to storing mail on the server, one may choose to store items (mail messages or other items) on a local computer s hard drive by placing these in an option called Personal Folders; this option allows any-time access to the stored materials on the local computer. It is important to keep in mind the following concepts when working with Personal Folders: Personal Folders are NOT viewable via Outlook 2003 Web Access. If the storage quota on the server approaches the maximum (100 MB), items can be moved to Personal Folders to free up space in the server-allocated area. Personal Folders are available even when the network or mail delivery service is down. Personal Folders are NOT backed up unless the desktop s owner initiates file backups (refer to the Appendix for how to do this). Creating a Personal Folder A personal folder can be created and then sub-folders added to help categorize mail messages. Sub-folders enable easy searching for messages rather than storing all messages in one giant space. One may also create different sets of personal folders as well. Keep in mind-- personal folders are NOT be backed up unless the owner of the local unit chooses to back up the folder personally or the backup is stored on a departmental drive. Instructions for backing up Personal Folders are elsewhere within this manual. To create a Personal Folder: 1. From the menu bar: File > Data File Management Version Learning Technologies/Software Training Services Page 13 permission of.

20 Microsoft Outlook 2003 : Introduction to Exchange 2. The Outlook Data Files dialog box opens. 3. If one wishes to learn more about data files, click the button in the upper right corner entitled, Tell me more.... Make certain to click the hyperlinks which expands the information on data files, if interested in a specific sub-topic. Page 14 Learning Technologies/Software Training Services Version permission of

21 Microsoft Outlook 2003 : Introduction to Exchange 4. In the Outlook Data Files dialog window, click Add. 5. The New Outlook Data File window appears, under Types of storage the program indicates it will be creating Personal Folders File (.pst). Choose Office Outlook Personal Folders File. Click OK. NOTE: Do NOT choose Outlook Personal Folders File (.pst). 6. The Create or Open Outlook Data File dialog window appears. Change toe default location in Save in field at the top of the window to MyDocuments. This changes makes the Personal Folder file readily accessible for back-up. (See Appendix.) Version Learning Technologies/Software Training Services Page 15 permission of.

22 Microsoft Outlook 2003 : Introduction to Exchange 7. A confirmation screen will appear. Click OK. 8. Specify a name for the file in the field File name; a good suggestion would be to use one s last name or initials, for example Smith. If shown, do not remove the file extension, *.pst. Click OK.. 9. In the field identified as Name, enter a name for the Personal Folder file. A good idea is to use one s own name (e.g., Sue Smith) after the words Personal Folders. For example, name the file Personal Folder (Sue Smith) or Personal Folders Sue Smith, placing the user s name after the indication of the type of folder. Alphabetically, this group of folders will now appear in the Navigation Pane just above the group of Public Folders. Page 16 Learning Technologies/Software Training Services Version permission of

23 Microsoft Outlook 2003 : Introduction to Exchange 10. Do not change the default Compressible Encryption in the Encyryption Setting. 11. A Personal Folder may be password protected. NOTE: If this password is forgotten, it is not possible for the technical staff to determine what is was and the mail would become unrecoverable. 12. Click OK. 13. The Outlook Data Files dialog box is re-displayed. Notice that there is now a listing for the Personal Folders shown as a data store. Click Close. Version Learning Technologies/Software Training Services Page 17 permission of.

24 Microsoft Outlook 2003 : Introduction to Exchange Creating a Sub Folders Creating sub-folders is a good method to categorize messages, allowing easy retrieval (much like a file cabinet with folders). To create a sub-folder: From the menu bar: File > New > Folder Keyboard shortcut: Ctrl + Shift + E From the Standard Toolbar: New > Folder The Create New Folder dialog box opens. Scroll down and double-click on the designated folder location to ensure creation of the sub-folder within the correct existing folder. Now, type in a name for the sub-folder and click OK. Page 18 Learning Technologies/Software Training Services Version permission of

25 Microsoft Outlook 2003 : Introduction to Exchange Global Address Lists, Contacts, and Distribution Lists The Global Address List contains all University of Akron individuals who have a mailbox on the Exchange Server (that is, all faculty, staff, and designated graduate assistants). The Outlook component, Contacts should be used as an address book of names, conventional addresses, addresses, and other pertinent information for individuals who are not part of the University of Akron community. If members of the University community are entered into the Contacts, one will not be able to review these individual s calendars when setting Meeting Requests. Since the Contacts folder is stored on the server, it is available when accessing Outlook from the web. Distribution Lists group individuals together; enabling the same message to be sent simultaneously to all on the list rather than creating individual messages to each group member. Distribution Lists are created and stored in Contacts. When an address or the name of an individual is entered by the user in the To: field of a new mail message, Outlook first searches the Global Address List, then searches Contacts and any other available address book or a Distribution List for an individual or an address. If the recipient s name is found during the search, Outlook replaces the e- mail address with that person s name. A time-saving feature of Outlook permits one to type the first few letters of an individual s name and Outlook begins a search. If found, Outlook automatically completes the name if the person is in the Global Address List or completes the address if the person is listed in Contacts or found on a Distribution List. This automatic completion may take a few seconds. If the user has chosen to activate the AutoComplete options, Outlook attempts to offer the user a selection of the most recently used names or elements which match the characters being entered. While entering the addressee s name, a short list may appear as the sender is entering characters. Pausing in the entry, the sender may use the mouse or keyboard arrows to scroll up and down this short list and make a selection by pressing the Enter key, thereby having an automatic completion of the entry in the To: field. To control AutoComplete activation, refer to the Tools and Options section. Version Learning Technologies/Software Training Services Page 19 permission of.

26 Microsoft Outlook 2003 : Introduction to Exchange Once Outlook determines that the address is acceptable to use for (termed resolving addresses), it underlines the name or address, acknowledging the validity of the format. Address Books Address books contain a list of names and addresses; there are different address books from which to choose. The major address books are: Global Address Book: Address book of all faculty, staff, and graduate assistants who have a mailbox on the Exchange Server. Outlook Address Book: The address book containing the entries in the Contacts folder. Within the Contacts folder one may store Distribution Lists. Personal Address Books: Additional address books may be added. To differentiate, one might use the regular Outlook Address Book to contain business contacts external to the University (for example, professional colleagues, equipment suppliers or service contacts) and have a Personal Address Book for personal contacts external to the University (former colleagues, mentors, friends and such). Page 20 Learning Technologies/Software Training Services Version permission of

27 Microsoft Outlook 2003 : Introduction to Exchange Creating a Distribution List Distribution Lists allows one to send a message to a number of people simultaneously rather than individually entering each person s name. These mailing lists or groups are created and stored by identifying group title in Contacts. To create a Distribution List: From the menu bar: New > Distribution List From the keyboard: Ctrl + Shift + L From the Standard Toolbar: New > Distribution List A Distribution List form opens. Enter a name for the list and click Select Members button to begin adding individuals to the list. The Global Address List appears. One may choose members from this list or from other address books. Enter a last name under Type Name or Select from List to find a person in the selected address book or list. Version Learning Technologies/Software Training Services Page 21 permission of.

28 Microsoft Outlook 2003 : Introduction to Exchange Once the person has been identified in the left column list, click the middle button, Members to move that name into the right column, Add to distribution list. When all members for the list have been selected, click OK. The Distribution List form is returned with the members for this list identified in the lower information pane. Click Save and Close to add this distribution list to Contacts. Selecting the created Distribution List from those items in Contacts will ensure that all members on the list receive the message. Page 22 Learning Technologies/Software Training Services Version permission of

29 Microsoft Outlook 2003 : Introduction to Exchange Omitting a Member from a Distribution List Sometimes it may be necessary to omit a member of a Distribution List from a particular message. Now there is a means of doing just that. One starts out addressing the message as usual, searching for the appropriate Distribution List in the user s Contact folder. Select the correct Distribution List and complete the To: field. Notice that the Distribution List has a box with a plus sign next to it. To expand the list click the plus sign. This produces a warning indicating that the list will be expanded and cannot be collapsed again when creating this message. Clicking OK expands the list, showing its individual members. Select the member or members to be removed for this particular . Then complete the message and send it. Version Learning Technologies/Software Training Services Page 23 permission of.

30 Microsoft Outlook 2003 : Introduction to Exchange Creating a Contact From the menu bar: File > New > Contact Keyboard shortcut: Ctrl + Shift + C Remember, members of the Global Address List (GAL) (which comprises the entire University community) should NOT be entered in Contacts; if they are, one will not be able to review their calendars when setting Meeting Requests. Use this address book for individuals outside the University community and for Distribution Lists (see next section). Enter information in the available fields; when finished, select. Adding the Sender of a Message as a Contact The sender of a mail message can be added easily to one s Contacts: 1. Open the message from the person to be added to the Contacts folder. 2. Place the mouse cursor over the sender s name; once the I-bar is in place, right-click. From the list of options in the resulting dialog box, select Add to Contacts. The contact form is automatically completed with known information; material may be modified or added. To save the new Contact entry, click Save and Close. Page 24 Learning Technologies/Software Training Services Version permission of

31 Microsoft Outlook 2003 : Introduction to Exchange Creating, Addressing, and Sending Messages Creating a Message Messages are composed within the Message form, a component of the Inbox. To start a new message: From the menu bar: File > New > Mail Message From the menu bar: Actions > New Mail Message Keyboard shortcut: Ctrl + N From the Standard Toolbar: A blank Message window is opened. Type the address or the name of the recipient in the field box next to To:. Outlook reviews the Global Address List, Contacts and Distribution Lists for matches. If a name match is found, the field is completed with the person s full name and is underlined (confirming validity of the address, resolving the address). addresses which are not part of the Global Address List, Contacts, or Distribution Lists also are checked and underlined if address parameters appear to be valid. To facilitate addressing, one may enter either an individual s last name or address to activate automatic Name Checking against the Global Address List. Version Learning Technologies/Software Training Services Page 25 permission of.

32 Microsoft Outlook 2003 : Introduction to Exchange If an individual s last name appears underlined in a wavy red line, there is more than one person with that last name in the Global Address List. Right-click the name to display a short list with possible matches; click and select the individual required. After this initial selection, the next time the same last name is entered, the name of the person to whom a previous message was sent will appear in the field as a suggested recipient; pressing the Enter key from the keyboard will complete the entry. Page 26 Learning Technologies/Software Training Services Version permission of

33 Microsoft Outlook 2003 : Introduction to Exchange Move through the next field text boxes by pressing Tab or clicking in a particular field. Always put a descriptor in the Subject: field. If using Outlook as the editor, one may set the blind copy, Bcc:, from the menu bar, by clicking View and selecting Bcc:. Start the message in the lower window pane. Once the message is complete, it is ready to be spell checked. Spell Checking a Message Outlook may be set to check spelling automatically before a message is sent. This option will be discussed later in the section, Tools and Options. Or, one may activate a Manual Spell Check: From the menu bar: Tools > Spelling Keyboard shortcut: F7 Any misspellings will be highlighted and suggested corrections will be offered in the same format as Microsoft Word s spell check. Version Learning Technologies/Software Training Services Page 27 permission of.

34 Microsoft Outlook 2003 : Introduction to Exchange Sending a Message Once the message has been created and the spelling checked, it is ready to send. Initially, the message goes to the Outbox. The next time the mail server is checked, Outlook sends the outbound message and transfers a copy to the Sent Items folder. To send a message: From the menu bar: File > Send Keyboard shortcut: Ctrl + Enter From the Standard Toolbar: Click. From the Message window: Click Sending a Message with an Attachment Sometimes an attachment (file or graphic) must go with the message. In this case, the message as shown previously. Then select the accompanying attachment. Outlook describes this as inserting a file. To insert a file: From the menu bar: Insert > File From the Standard toolbar: Click The Insert File dialog window opens. Locate the folder in the Look in: pull-down menu. Select the file from among those listed for in the folder and click the Insert button at the right-hand bottom of the page. Page 28 Learning Technologies/Software Training Services Version permission of

35 Microsoft Outlook 2003 : Introduction to Exchange The title of the file and a corresponding and identifying icon appears in the field labeled Attach:.. ;now send the message and its attachment by clicking Send. NOTE: Recalling a Sent Message is not an option on the University Exchange Server. Version Learning Technologies/Software Training Services Page 29 permission of.

36 Microsoft Outlook 2003 : Introduction to Exchange Special Message Features Messages may be customized. Three among the many custom features available under Message Options include--signaling the recipient on the urgency of a message (Importance), deciding when a message is sent (Delivery), and receiving an acknowledgement of the message s receipt (a read receipt). To access Message Options: Within the message from its menu bar: View > Options Within the message from its Standard toolbar: Click Message Settings (Importance, Sensitivity, Security) The upper frame of the Message Options window allows one to indicate the importance and/or sensitivity level of a message by selecting options from the pull-down menus. There are three levels of Importance--Low, Normal, or High--and four Sensitivity levels--normal, Personal, Private, and Confidential. The sent message carries a comment line for the receiver to read. Additional security options also are available in this upper frame. Features such as encrypting message contents and attachments as well as using digital signatures are available for the power users who need these functions. Page 30 Learning Technologies/Software Training Services Version permission of

37 Microsoft Outlook 2003 : Introduction to Exchange Voting and Tracking Options The second frame of the Message Options allows the use of voting buttons. When selected, these voting buttons appear over the recipient s yellow message band in the Reading Pane and may be used to respond to a question. Once the recipient has selected an answer, the option of sending the response as-is or in editing the response is provided. Shown below is a option window to respond or comment in the vote. One also may request a delivery receipt to confirm that a message has been delivered. In addition a read receipt may be requested. A read receipt indicates whether the recipient has opened the message. Whether one receives a read receipt response depends upon the recipient s mail server, program, and what options this person may have set. Thus, if one requests and receives a read receipt, the message has been opened, but not necessarily read. If one requests and does not receive a read receipt, the recipient may or may not have gotten the message. Delivery Options The third frame of the Message Options window involves Delivery Options. By selecting an option and supplying specific details, one may have replies sent to someone else, designate where sent messages are saved, delay or expire the delivery of a message, or determine the format for attachments to be sent. Version Learning Technologies/Software Training Services Page 31 permission of.

38 Microsoft Outlook 2003 : Introduction to Exchange Flagging an Outgoing Message for Follow Up by the Recipient Follow Up inserts a comment line above the actual message. In an outgoing message, it may alert a recipient to a needed action or it may serve as a reminder. To flag a message: 1. Select the message: Click on the message header. 2. Open the message: From the Message Pane: Double-click the message header. From the menu bar: File > Open > Selected Items Keyboard shortcut: Crtl + O 3. Edit the message: From the menu bar: Edit > Edit message. 4. Flag the message for follow up: From the menu bar: Actions > Flag for Follow Up Keyboard shortcut: Ctrl + Shift + G From the menu toolbar: Click 5. Select the type of flag from the drop-down list. 6. If applicable, select an action completion date in Due by: From the drop-down menu: Click a calendar date. Keyboard: Type the date in the text box. TIP: If the default flags are not appropriate, select one of the descriptors to appear in the text box, but replace that descriptor by typing in personalized text. TIP: Outlook automatically selects the end of the workday as the time to complete the task. If this is not appropriate, change the time. Page 32 Learning Technologies/Software Training Services Version permission of

39 Microsoft Outlook 2003 : Introduction to Exchange 7. Close the Follow up window. In the Follow Up box: Click the OK button. Keyboard: Enter. Note the comment line inserted above the message header. Version Learning Technologies/Software Training Services Page 33 permission of.

40 Microsoft Outlook 2003 : Introduction to Exchange Receiving Messages and Attachments Reading To open the Inbox: From the menu bar: View > Go to > Inbox From the Navigation Pane: Click Inbox Keyboard shortcut: Crtl + Shift + I The default AutoPreview option shows the first three lines of a message directly under a message header, but does not open the message. Selecting an item (clicking on the subject) and having the complete message display in the Reading Pane opens messages. To preview a message without opening, use AutoPreview instead. Receipts If tracking options were used on an outgoing message, the sender will receive information on the progress of the message. Both delivery and read receipt notices are provided to the sender by the Exchange Server. If the mail delivery was internal to the University, the automated System Administrator will send a message that the item has been delivered. If the mail delivery was to an external e- mail address outside the University, the Postmaster will provide notification of the delivery. Page 34 Learning Technologies/Software Training Services Version permission of

41 Microsoft Outlook 2003 : Introduction to Exchange As well, if the recipient is using Outlook with default settings and has opened the mail, a read receipt will be generated and sent to the sender. This notification only indicates that the recipient has opened mail, not necessarily that the entire message was read. Attachments Sometimes a message will be sent with an attachment, such as a file or graphic. An attachment to a message is indicated in the Inbox and in the Reading Pane with the icon representing the type of file, the file name, and its size. If there are multiple attachments, each will be listed separately. Version Learning Technologies/Software Training Services Page 35 permission of.

42 Microsoft Outlook 2003 : Introduction to Exchange Scanning an Attachment for Viruses Outlook mail attachments may either be opened or saved to disk. Any questionable attachments should be scanned before being downloaded or opened. The University provides virus protection that enables an attachment to be scanned. To scan an and attachment, click to select the message with the attachment: From the Standard Outlook toolbar: Click On Demand Scan for Viruses: Once the scan is completed, the On Demand Scan window is displayed. The status bar shows that both the and its attachment have been scanned and whether either has been found to be infected. If Infected equals 0, it is safe to open and/or save the attachment. To save or open an attachment, double click the file name from either the Message Pane or Reading Pane. The Opening Mail Attachment window appears. If one selects the option Open and the computer contains the same application with which the file was written, the file opens in that application. If the Save option is selected, the Save As window appears; select where to save the received attachment, change its name (if necessary), and select OK. The Message or Reading Pane reappears as the active window. CAUTION: Carefully note the location into which attachment will be saved; the default location is not easily found by users!!!. Page 36 Learning Technologies/Software Training Services Version permission of

43 Microsoft Outlook 2003 : Introduction to Exchange Printing an Attachment To print an attachment which has not been saved to another location, select the message, then trace to the menu bar > File > Print. In the lower left corner of the Print dialog box under Print Options click the check box to the left of Print attached files. Note: Attachment files will only print to the default printer. If printing location of the is changed, the will print to the alternative printer, but the attachment still will appear at the default printer. Version Learning Technologies/Software Training Services Page 37 permission of.

44 Microsoft Outlook 2003 : Introduction to Exchange Downloading Pictures from the Internet, Newsletters, and Related Sources Due to increased security measures, newsletters or other information sources which contain graphics from the Internet, may appear similar to the screens below. That, is the pictures are blocked by default; each graphic is marked by a placeholder. This appearance usually is the case when the graphic is being directly accessed from a web server. To download these pictures, click the link on the Information Bar. Page 38 Learning Technologies/Software Training Services Version permission of

45 Microsoft Outlook 2003 : Introduction to Exchange The options which appear include: Download Pictures Change Automatic Download Settings Add Sender to Safe Senders List Add the Doman to Safe Senders List NOTE: It is strongly urged that the Automatic Download Settings NOT be changed. Click Download Pictures to open the newsletter with the graphics displayed. Version Learning Technologies/Software Training Services Page 39 permission of.

46 Microsoft Outlook 2003 : Introduction to Exchange Forwarding a Message A message may be forwarded from the Reading Pane or from the actual Message. To forward a message: From the menu bar: Actions > Forward Keyboard shortcut: Crtl + F From the Standard Toolbar: Select Insert the name of the person(s) to whom to the message should be forwarded in the To: area of the Message window. Type any explanation or message to introduce the material being forwarded. When the message is ready, send it. Replying to a Message One can reply to a message from either the Reading Pane or from within the Message. The procedure is the same from both places. Note that, one can reply to an individual or to a group (including those in the Cc: field of the original message). To respond to one person, use Reply; to respond to a group, use Reply to All. Know that some University messages may be sent by a list-serv through Outlook Mail, for example, a departmental list or message from the WebCT administrators. Do review the name of the sender. In cases where the message has been sent out via a list-serv, do not reply to the message you have received; your reply will be sent to the entire list-serv for all to read! To reply to one person: From the menu bar: Actions > Reply Keyboard shortcut: Crtl + R From the Standard Toolbar: Select To reply to a group: From the menu bar: Actions > Reply to All Keyboard shortcut: Crtl + Shift + R From the Standard Toolbar: Select Page 40 Learning Technologies/Software Training Services Version permission of

47 Microsoft Outlook 2003 : Introduction to Exchange A Reply window will open. The upper portion will show to whom the reply is being sent and will indicate the subject. The original message will appear in the lower portion of the Information Viewer pane, below the words, Original Message. By default, the cursor will be inserted in the blank space above this notation, where the reply should be typed. Portions of the original message may be edited or deleted prior to sending the reply. When ready, send the reply message by clicking the Send button in the Standard Toolbar. Version Learning Technologies/Software Training Services Page 41 permission of.

48 Microsoft Outlook 2003 : Introduction to Exchange Quick Flags (Follow-Up Flag) Outlook has created various options to allow a user to color-code follow-ups on a specific message. Each message in the Inbox has a Flag icon next to it (or included in the Standard Toolbar within each individual message). Using the flag also triggers a listing in the For Follow Up folder under Favorite Folders. By clicking on the flag, one opens, the Flag for Follow Up window. One may color-code the flags by selecting from the drop-down next to the Flag color. One may also select flag color codes from within a message from the menu bar: From the menu bar: Actions > Follow Up This method allows the change on the flag for this message only or permits the user to select Set Default Flag which changes the default selection for all messages. Page 42 Learning Technologies/Software Training Services Version permission of

49 Microsoft Outlook 2003 : Introduction to Exchange If the message has been received without an outgoing Flag for Follow Up from the sender, clicking the flag will change it from clear to the default flag color for the recipient.; this will also assign a link to the message within the For Follow Up Folder. Clicking the flag again from the Inbox, changes the flag to a check mark, signifying completion of the follow-up. One may also open an individual message, click the flag from the Standard Toolbar, and check the Completed box in the Flag for Follow Up window. Reminder Option Generated by Follow-Up Flag If an message has been sent with a request for follow up and there has been no reply within the requested amount of time, the recipient may receive a Reminder notice upon accessing his/her Inbox. From the Reminder dialog box, one may select Open Item in order to take action on the message, remove the item by clicking Dismiss or be reminded again at a specified time interval by choosing Snooze and selecting an amount of snooze time from the lower left drop-down list. Version Learning Technologies/Software Training Services Page 43 permission of.

50 Microsoft Outlook 2003 : Introduction to Exchange Voting Responses Received If one sent out a message with voting options, the fact that a voting response was selected is indicated in Inbox Message Header when the reply is received. Note that the Subject contains the voting selection prefacing the actual original Subject. If one opens the message (or previews it), the Information Bar indicates what the voting response was and provides an option for reviewing a summary of voting responses (if the message was sent to more than one person). One may also open the message to view the voting responses. Clicking on the designated link creates a second panel tab for the opened message. Page 44 Learning Technologies/Software Training Services Version permission of

51 Microsoft Outlook 2003 : Introduction to Exchange Not only are the replies tallied, but individual responses per respondent are identified. Printing a Message A message may be printed from the message header/reading Pane or from within the individual message. Print dialog boxes appearances will vary depending upon the printer. To print a received message from the message header: At the menu bar: File > Print In the standard toolbar: Click the print icon Review the items in the Print dialog box to select the correct printer, the desired print style, the number of pages of the message, and the number of copies to print. If the information is correct, click OK to print. To print a received message while viewing that particular message: At the menu bar: File > Print In the standard toolbar: Click the print icon Remember, attachment files will only print to the default printer. If printing location of the is changed, the will print to the alternative printer, but the attachment still will appear at the default printer. Version Learning Technologies/Software Training Services Page 45 permission of.

52 Microsoft Outlook 2003 : Introduction to Exchange Tools and Options Outlook allows customization of many settings, particularly those for , to fit the preferences and requirements of individual users. To access these settings: From the menu bar: Tools > Options The Options portion of Outlook involves seven separate panels and several sub-panels which may be used to select particular features for an individual user. Preferences: Options In the portion of the Preferences panel designated , click Options. Within the Options panel are segments titled Message handling and On replies and forwards. The latter treats how replies appear. Under Message handling, one may chose how messages are treated. As well, there are two additional option segments: Tracking Options and Advanced Options. Page 46 Learning Technologies/Software Training Services Version permission of

53 Microsoft Outlook 2003 : Introduction to Exchange Tracking Options Select Tracking Options to determine when and whether read receipts are processed. The lower third of this panel is not applicable to the type of mail server the Undiversity has. Tip: If a read receipt is not returned even when one was requested, the recipient s mail program may not support this option or the recipient may have chosen not to respond to read receipts by altering option settings, if available on that mail program. After selecting whatever options are wanted, click OK to return to the Options. If no options are selected, click Cancel to return to the previous panel without changes. Advanced Options From the Options panel, select Advanced Options to choose message options. In this panel one may determine how one sends messages, how new messages are recognized, and other treatments of messages. Most important in this panel is the item selected by default, Display a New Mail Desktop Alert (default Inbox only). When one is presenting a PowerPoint presentation and has Version Learning Technologies/Software Training Services Page 47 permission of.

54 Microsoft Outlook 2003 : Introduction to Exchange Outlook Mail open, if one switches out of the PowerPoint to another document, the Internet, or a similar item this alert will display for the entire audience to read!! So, make certain to disable it by unchecking the box before starting any PowerPoint presentations. Desktop Alert Settings Click the button Desktop Alert Settings to review the options one has in controlling the mail alert. Notice one can have the alert display from 3to 29 seconds (default is 7). Also, one may control the transparency of the alert window (default is 20%). Close the Desktop Alert Settings and then close the Advanced Options panel by clicking OK. To close the entire Options panel and save the choices, click OK. Page 48 Learning Technologies/Software Training Services Version permission of

55 Microsoft Outlook 2003 : Introduction to Exchange Preferences: Junk Junk may be accessed from the Tools > Options > Preferences panel or from the menu bar and tracing to Actions > Junk . When one accesses Junk from the menu bar, the options for the user include: Adding a Sender to the Blocked Senders List (always refuses mail from this person) Adding a Sender to the Safe Senders List (always accepts mail from this person) Adding a Sender s domain to the Safe Senders List (accepts mail from anyone from the domain) Adding a Recipient to the Safe Recipients List (always outgoing mail or mail from the domain to always be accepted by the recipient) Setting more specific Junk Options Version Learning Technologies/Software Training Services Page 49 permission of.

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