Outlook 101. Use and Manage Your Outlook Account Terence Peak, UIW Dept. of Instructional Technology

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1 Outlook 101 Use and Manage Your Outlook Account

2 What you will learn today Difference Between OWA and Outlook Client Mail Options Contacts Managing Outlook Calendar Options Tasks

3 Outlook Web Access (OWA) Outlook Web Access is your Outlook account accessible via the Internet Access it by clicking on the Cardinal Mail Icon on the UIW Homepage OWA has all of the functionality of Outlook Client, except that you do not have access to personal folders Delivers mail to the Exchange Server

4 Outlook Client Outlook Client is the version on your university (local) computer. Delivers and stores mail to the hard drive of the local machine Offers the opportunity to save mail to personal folders located on your hard drive

5 OWA and Client Screens Cosmetically very similar This PowerPoint course is based on the client interface Classroom instruction based on OWA interface

6 Open OWA Go to the UIW Web page Click on the Cardinal Mail link Login with your current username and password

7

8 Open Outlook To open Outlook, Click on Start Click on Microsoft Office Outlook

9 Inbox The Inbox is split into 3 sections: Navigation Pane Contains Mail Folders, including Inbox, Outbox, Sent Items, Junk Mail, and Deleted Items Message List Lists all of the messages in the Mail Folders Reading Pane Section devoted to reading Messages

10 Messaging and Contacts

11 Composing & Sending E In the Inbox, click New to create a new Mail Message, this window opens Click To: to activate the Address Book Standard Message Form

12 The Address Book Under Find Names in:, choose an address book,, either Global (UIW) or Contacts (personal addresses) In the Display Name Column,, type the first three letters of the last name Click Find (this step is only necessary in OWA) A list of names will appear, choose the name you need Click To, Cc, or Bcc Click Close

13 Contacts Outlook offers a customizable mailbox for you to add frequently used addressees Click on the Contacts Bar to activate Contacts

14 Viewing Contacts There are several ways to view contacts As a Phone List By Category By Address card Choose a List Option

15

16 Adding Contacts Click on File, Click New, Click Contact Or, when you receive an , right click on the Sender s s Name Click Add to Contacts

17 Adding Contacts This menu appears. Add any necessary information When finished, Click Save and Close

18 Distribution Lists Click New Click Distribution List Click Select Members Add Members to the list When finished, Click OK

19 Delivery and Read Receipts Both are types of receipts are messages that are delivered back to you after you send your message A delivery receipt indicates the date and time your message was delivered to the recipient's mail server A read receipt indicates the date and time the recipient opened the message

20 Delivery and Read Receipts To request receipts for a message you're composing, click the Options button on the message toolbar Click Options Choose Request s delivery receipt or Request a read receipt Click on the Replies sent to checkbox Click Close

21 Mail Options In the Inbox, click New Click on the down arrow next to Options Click BCC to add a Blind Carbon Copy line to the address lines

22 Mail Options Click Options again Click on the Signatures tab to add or edit your signature Click Stationary to add a distinctive stationery to your

23 Creating Signatures (OWA) On the OWA Taskbar, Click Options Click Edit Signature Change the signature as needed,, click Ok

24 Out of Office Reply Out Of Office Assistant automatically generates replies to incoming messages Click Tools Click Out of Office Assistant.

25 Out of Office Reply Type your automatic message reply in the Auto Reply box. Click I I Am Currently Out Of The Office Click OK When active the Out Of Office Assistant uses this message to reply to incoming messages

26 Out of Office Reply (OWA) On the OWA Taskbar, Click Options Click I am currently out of the Office Change the reply as needed

27 Finding Mail Click Find In the Look for menu, Type the name of the person you want for find In the Search in Menu, Choose a location (Inbox, Deleted, etc.) Click Find Now In OWA, click on the Magnifying Glass icon, and type in the search parameters

28 Managing Outlook

29 Managing Outlook Outlook accounts have a limited amount of storage This includes all Mail, Sent Items, Drafts, Outbox items, and Deleted items not removed from the recycle bin Outlook stores a copy of each sent message in the Sent Items folder

30 Managing Deleted Messages Messages are deleted by clicking on the Delete icon (X) You can then recover the messages by moving them out of Deleted Items and into other folders Deleted messages are moved to the Deleted Items folder

31 Removing Deleted Items Messages are never completely deleted unless the Deleted Items folder is emptied Highlight all of the messages to be deleted Right-click on the delete items trash bin Click on Empty Deleted Items Folder Click Yes on the Pop-up menu

32 Oops! If there is an item deleted from Outlook Client or OWA that was deleted accidentally, Open OWA Click Options Under Recover Deleted Items, click View Items

33 Recovering Deleted Items Locate the item to be recovered Click Recover

34 Personal Folders In order to manage limited file space, It is necessary to create personal folders to store old messages Right-click on Personal Folders Click New Folder

35 Personal Folders Name the New Folder Click OK

36 Personal Folders Click and drag mail into the new folder It is a good idea to create several folders for different of s

37 Calendar

38 Calendar Items Outlook's calendar can contain three types of items: Appointments: involves only your schedule and time Meetings: an appointment becomes a meeting when you invite other people Events: when an appointment lasts longer than 24 hours

39 Calendar Open the calendar by clicking on the Calendar button on the lower left Find the following sections: Banner Area This section is where your appointments/ and calendar views appear Time Bar Shows different times of day New Button Use this button to set new appointments Day/Work Week/Week/Month Button Click one of these buttons to see each type of calendar view

40 New Button Day/Work Week/Week/Month Buttons Time Bar Banner Area

41 Calendar Views There are 5 ways that you may view your calendar: Today One day View 5 Day week View 7 Day week View Monthly View Note that OWA does not have a 5 day view

42 Scheduling Appointments Click on File, Click on New Appointment Type in the information needed, such as Time beginning and ending Subject Location A description of the appointment Click Save and Close

43 Scheduling Meetings Click on Invite Attendees The To Button appears because the attendees are invited via Add the addresses of attendees Fill in the remaining appointment information When finished, click Send

44 Check Availability After adding attendees, check if their schedule will actually allow them to attend Click the Scheduling Tab to see if the attendees have a scheduling conflict at the time. Notice that 3 attendees have a scheduling conflict (Blue( Blue)

45 Scheduling Events To schedule an event,, click on the All Day Event Checkbox Notice that the time option is deleted

46 Scheduling Changes Double-click on the appointment time Make the necessary changes in the form and then click Save and Close on the toolbar The same steps apply If you make changes that affect the meeting attendees. Click Send Update so that the attendees get the new information

47 Deleting an Appointment Highlight or double click the item on your calendar Click the delete button

48 Receiving Meetings When receiving a meeting request you can choose to Accept, Decline, Accept Tentatively or Propose New Time Clicking on one of these choices sends an to the meeting organizer

49 Recurrence If an event or meeting takes place several times over a cycle, It can be scheduled recurrently On the meeting toolbar, click Recurrence

50 Recurrence Recurrence can be set Daily, weekly, monthly or yearly Range of recurrence can be set as well Once these options are set, click OK

51 Reminders Remainders signal that an appointment, meeting, or event is near Click on the reminder checkbox and choose a time Click on the speaker and choose a sound Click OK

52 Sharing a Calendar Click on the Share my Calendar link in the Navigation Pane

53 Sharing a Calendar Type the names of the users the calendar will be shared with Click Add to choose from a list of users Select the users you want to give access to by double- clicking their name OK Click OK

54 Sharing a Calendar To share your calendar and its items, you must set permission levels for various users. Set the appropriate permission for that user Click OK To remove access from a user highlight their name and click Remove

55 Sharing a Calendar Calendar Permissions Owner- gives full control of the folder Publishing Editor- has all rights granted to an Owner, except the right to change permissions Editor- has all rights granted to a Publishing Editor, except the right to create subfolders

56 Sharing a Calendar Publishing Author- can create and read folder items and create subfolders but can modify and delete only folder items that he or she creates, not items created by other users. Author- has all rights granted to a Publishing Author but cannot create subfolders

57 Sharing a Calendar Non-editing Author- can create and read folder items but cannot modify or delete any items, including those that he or she creates. Reviewer- can read folder items but nothing else. Contributor- can create folder items and cannot read items. None- no access to the folder.

58 Sharing a Calendar To open a shared Calendar Click on the Open a Shared Calendar link in the Navigation Pane

59 Sharing Open Outlook Choose Calendar Click Go Click Folder List

60 Sharing Choose the Folder with the Calendar This will activate the shared calendar

61 Side by Side Calendars In the navigation Pane, Click Open a Shared Calendar

62 Side by Side Calendars Shared Calendar Type the name of the calendar to share Click OK Click the checkbox next to the calendar to be shared The shared calendar will open

63 Moving items Between Calendars Click on the Calendar item to be moved Drag it to the shared calendar If you need a reminder about a calendar item, be sure that you Copy and paste the calendar item

64 Tasks

65 Tasks A task is a personal or work-related related errand you want to track through completion. A task can occur once or repeatedly Think of Tasks as a To Do list Click Tasks in the Navigation Pane

66 Tasks Click Click here to add a new task Fill out the form with the details of the task Click Save and Close

67 Assign Tasks Tasks can be assigned to others Click on the Assign task button Fill out the task details Add the name of the assignee in the To section Send the task

68 Assign Tasks Click the Details Tab This provides details of the progress, meeting, and companies assisting in the completion of the task

69 Cancel Tasks To cancel a task Click on the Cancel Assignment button

70 Contact Information Terence Peak, Coordinator of Technology Training

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