INFORM A TION TECHNOLOGY SERV ICES OUTLOOK LEARNING GUIDE

Transcription

1 INFORM A TION TECHNOLOGY SERV ICES OUTLOOK LEARNING GUIDE

2 Course Overview Welcome Information Technology Services is happy to provide you with this training opportunity. We hope that you enjoy it and the time you invest in participating is valuable to your work here at Massey University. Feedback Upon course completion please fill out the online ITS Course Evaluation form. Your feedback is confidential and the information you provide allows us to deliver relevant and high quality ITS training for staff. Purpose To demonstrate some key functions of Outlook 2010 Mail, introduce new features and provide an overview of the Massey exchange environment the parts which are relevant to you. Objectives At the end of this training you will: Know how to customize your settings Be familiar with two new features; Conversations and Search Understand how to manage the volume of s in your inbox Know how to set up the storage (archive) and backup of your files Understand how Outlook Contacts interacts with other Massey contacts systems Be able to login and navigate Outlook Web Access Format A three hour face-to-face training session. Learning guide Please return printed material to the Trainer at the end of the session. A digital copy of this document is available online. ITS thanks you for considering the environment before printing. Help & information For help or information in addition to what is provided in this training please visit: Massey University: Request ITS Service Desk assistance by phoning extension ITS ITS AskIT Microsoft Office Outlook Support: FX aspx Page 2 of 23

3 Contents Topic 1: Auto-Launch Outlook... 4 Topic 2: Customize Settings... 5 Topic 3: Rules... 7 Topic 4: Tags... 8 Topic 5: Conversations View Topic 6: Conversations - Ignore Topic 7: Conversations - Clean-up Topic 8: New Options Topic 9: Search - Navigation Topic 10: Search - New Features Topic 11: File Storage Topic 12: Contacts Topic 13: Outlook Web Access (OWA) Page 3 of 23

4 Topic 1: Auto-Launch Outlook How much does Outlook support you doing your work? Consider setting Outlook to auto-launch when you login each day. Set auto-launch Set Outlook to launch automatically upon start-up/login by following the steps below. 1 Click Start > All Programs > Microsoft Office 2 Right-click Outlook icon > click Copy 3 Scroll down to right-click on Start Up > click Explore 4 Right-click into right-hand pane > click Paste 5 The shortcut is now pasted in the Start Up view Hint check that Outlook auto-launches next time you restart your computer. Default view By default Outlook is set to open in pane view. How effective is your time spent checking s at the start of your day? Concept Your is an electronic version of your In Tray or To Do List and anyone who knows your address can add items to it with very little effort. The volume of items can be overwhelming at times. Schwartz (2013) suggests focussing on time available to complete important tasks rather than on s flowing into your Inbox at the start of each day is good time management practice and can improve your productivity. Schwartz, T. (2013, May 17). Life@Work - faced with overload, a need to find focus. Retrieved June 3, 2013, from Deal Book: Consider creating a recurring appointment to check 90 mins after you start work. Page 4 of 23

5 Topic 2: Customize Settings Customize your settings to better support your natural working style. In this topic we look at adjusting the following settings: Signatures Replies and forwards Spell check Signatures Create an signature by following the steps below. 1 On Home command tab click New 2 On Message command tab in Include group click Signature > click Signatures 3 On Signature tab click New > type a name > click OK 4 In Edit signature window type text, insert a business card, picture or hyperlink > format to your preference 5 For each account choose default signature > choose if signature is to appear on Replies/forwards and/or New messages 6 Click OK to close Signatures and Stationery window > close message window 7 On the Home command tab click New > check your signature appears in You need to update your OWA signature separately to be the same as your Outlook signature one does not update the other. Continued on next page Page 5 of 23

6 Topic 2: Customize Settings, Continued Replies and forwards Choose if original message should be included in replies or forwards by following the steps below. 1 On File command tab click Options on the left-side menu 2 In Outlook Options window click Mail on the left-side menu 3 Under Replies and forwards > select preference to include original message from When replying to a message pick-list > from When forwarding a message pick-list 5 Click OK to close Outlook Options window Spell check Set Outlook to check spelling before sending new s by following the steps below. 1 On File command tab click Options on the left-side menu 2 In Outlook Options window click Mail on the left-side menu 3 Under Compose message > tick Always check spelling before sending checkbox 4 Tick Ignore original message text in reply or forward checkbox to set spellcheck to check only new message text 5 For more spellcheck settings click Spelling and Autocorrect button > change settings > click OK to close Editor Options window 6 Click OK to close Outlook Options window Page 6 of 23

7 Topic 3: Rules Create rules which automate responses or filing actions on incoming s to reduce the number of non-urgent or unimportant s in your Inbox. Choose a rule template or create a blank rule using Manage Rules and Alerts: Stay Organized templates - file and follow up on messages Stay Up to Date templates - be notified of particular messages arriving Start from a Blank Rule - completely customize your rule Start from a blank rule Create a rule which you can customize completely by following the steps below. 1 On Home command tab in Move group select Rules > Manage Rules & Alerts 2 In Rules and Alerts window > Rules tab > click New Rule Follow steps in Rules Wizard to build your rule or alert 3 Select Start from a blank rule > click either: Check messages when they arrive, or Check messages after sending Click Next Select condition(s) to be met Edit the rule description > click Next Select action(s) for the rule to take Edit the rule description > click Next Select exception(s) to the rule Edit the rule description > click Next Specify a name for this rule Setup rule options: To run rule on messages already in the Inbox select the Run this rule now on messages already in Inbox" check box. To turn off the rule, clear the Turn on this rule check box. To apply rule to all accounts set up in Outlook, select the Create this rule on all accounts check box. Click Finish Page 7 of 23

8 Topic 4: Tags Three tagging options are available to prioritise and categorise s in your mail pane. Follow Up Categorize Unread/Read Select to tag First, select an to tag: In Mail Pane click to select an to tag (not bold) Follow Up Flag an for follow up by following the steps below. 1 On Home command tab in Tags group select Categorize > select a colour from the drop-down menu 2 See selected now displayed as with a red flag icon Categorize Categorize an with colour codes by following the steps below. 1 On Home command tab in Tags group select Categorize > select a colour from the drop-down menu 3 If using Conversation View click OK on pop-up window to apply action to all items in selected conversation This pop-up window doesn t appear if you previously ticked Don t show this message again check box 4 See selected now displayed with a coloured category icon Continued on next page Page 8 of 23

9 Topic 4: Tags, Continued Unread/Read Toggle an marked as unread or read by following the steps below. 1 On Home command tab in Tags group select Unread/Read button to toggle 2 If using Conversation View click OK on pop-up window to apply action to all items in selected conversation This pop-up window doesn t appear if you previously ticked Don t show this message again check box 3 See selected now displayed as unread (bold) or read (not bold) Page 9 of 23

10 Topic 5: Conversations View Conversations, or threads, are a complete chain of related s from the first message through all responses, which have the same subject. For example, several replies back-and-forth between recipient and sender, or several recipients each responding to the same message. Which is more important to you in deciding the importance and urgency of an , the subject or the sender? Most of us arrange by Received date and, when we need to find an from a specific sender, by From. Finding an on a particular subject requires scanning through the list of s in both your Inbox and your Sent Items. Conversation view Use Conversation View to group sent and received messages by conversation so that messages are displayed with other subject related messages in your Inbox by following the steps below. 1 On View command tab in Conversations group tick Show as Conversations checkbox 2 Choose to show messages arranged by conversation by clicking either: This Folder button (only folder currently selected in navigation pane), or All folders button (all mail folders) in the pop-up window 3 View s in Mail Pane now grouped by conversation > click arrow icon to expand conversation and see related messages Icon Key Large orange dot = Most recent of a conversation branch Small orange dot = Selected message or message it replied from the same branch Small grey dot = Older messages of the same branch Page 10 of 23

11 Topic 6: Conversations - Ignore Keep unwanted conversations out of your Inbox by using the Ignore Conversation feature to remove all messages related to the conversation that you select, and move future messages in that conversation directly to a nominated folder. For example, if you can t join your co-workers for lunch don t waste time deleting each new discussing where to eat. Ignore the conversation and automatically move s in that conversation to your Deleted Items. Ignore Ignore all messages related to a conversation by following the steps below. 1 In Mail Pane select conversation or message you want to ignore 2 On Home command tab (or Message command tab in an open ) in Delete group click Ignore 3 Click OK on This action will apply to all items in the selected conversation pop-up box This pop-up window doesn t appear if you previously ticked Don t show this message again check box 4 Check which folder selected conversation and all future messages will be moved to in Ignore Conversation pop-up window. This pop-up window doesn t appear if you previously ticked Don t show this message again check box 5 Click Ignore Conversation in the Ignore Conversation pop-up box Continued on next page Page 11 of 23

12 Topic 6: Conversations - Ignore, Continued Stop ignore Recover an ignored conversation using Stop Ignore by following the steps below. 1 In Deleted Items on View command tab in Conversations group check Show as Conversations checkbox is ticked. 2 In Mail Pane select conversation or message you want to recover > rightclick and select Ignore 3 In Stop Ignoring Conversation pop-up box click Stop Ignoring Conversation to move conversation back to Inbox and have future messages in that conversation displayed in your Inbox. The pop-up window doesn t appear if you previously selected the Don t show this message again check box. Page 12 of 23

13 Topic 7: Conversations - Clean-up Clean Up Conversation checks the contents of each message and if one message is completely contained within one of the replies, the previous message is deleted. Conversation Clean Up is most useful on Conversations with many responses back and forth especially with many recipients. Change settings Change settings for how conversations are cleaned up by following the steps below. 1 On File command tab click Options > Mail 2 Under Conversation Clean Up browse to select folder into which Cleaned-up Items will go (Ignored conversations will also be moved to this folder) By default, messages are moved to Deleted Items. If you have multiple accounts, messages are moved to Deleted Items folder for its corresponding account. 3 Tick check-boxes for other settings preferences. A list of definitions for each of the settings that can be changed is provided at the end of this section. Clean Up Conversations Use Clean Up Conversation by following the steps below. 1 On Home command tab in Delete group click Clean Up > select one of the following: Clean Up Conversation Current Conversation is reviewed, and redundant messages are deleted. Clean Up Folder Clean Up Folder & Subfolders All Conversations in selected folder are reviewed, and redundant messages are deleted. All Conversations in selected folder and any folder that it contains are reviewed, and redundant messages are deleted. Continued on next page Page 13 of 23

14 Topic 7: Conversations - Clean-up, Continued Clean-up setting definitions Replicate the folder structure of items Clean Up deletes (when you use the Clean Up Folders & Subfolders command), select When clean sub-folders, recreate the folder hierarchy in the destination folder. Option not available if destination is Deleted Items. Always keep any message that you haven t read Select or clear Don t move unread messages check box. We recommend you don t select this option. Remaining Conversation messages will contain any messages that are deleted, such as those that you might not have read. Always keep any message that is categorized Select or clear Don t move categorized messages check box. We recommend you select this option. Categories apply to specific messages and deleting a categorized message would result in loss of categorized message. Always keep any message that is flagged Select or clear Don t move flagged messages check box. We recommend you select this option. Flags apply to specific messages and deleting a flagged message would result in loss of flagged message. Always keep any message that is digitally signed Select or clear Don t move digitally-signed messages check box. We recommend you select this option. Always keep original message if someone alters message when it is included in replies Select or clear the When a reply modifies, a message, don t move the original check box. We recommend you select this option to be sure you have a complete record of all content in Conversation in the event someone alters a message contained inside a reply. Page 14 of 23

15 Topic 8: New Options In a new there are a number of functional options to choose from, for example: Show fields Request receipts Delay delivery Create new Create a new On Home command tab click New Show fields Show the Bcc and From fields: On Options command tab in Show Fields group click Bcc and From buttons When From field displays you can select another account to send the new from. When Bcc field displays you can type a recipient to blind copy the new to. Request receipts Track the delivery and read status of a new On Options command tab in Tracking group tick Request a Delivery Receipt and/or Request a Read Receipt check-boxes Delay delivery Create an now and set Outlook to send it automatically at a later time: On Options command tab in More Options group click Delay Delivery > In Properties window under Delivery Options tick Do not delivery before check-box > Select date and time from pick-lists Page 15 of 23

16 Topic 9: Search - Navigation In this topic we will look at the key concepts for navigating Outlook 2010 search: Dynamic submission Results display Highlighting results Close search Dynamic submission Outlook search is dynamic which means search letters, words and phrases you type are submitted after any short pause (interruption) and re-submitted with each keystroke followed by a pause, or a set of uninterrupted keystrokes. Results display Search results are displayed in your Mail Pane Highlighted results Search results are displayed with the search letter/word/phrase highlighted: In the subject of the item when viewed in Mail Pane In the body of the item when viewed in Preview Pane Close search To close the Search Tools toolbar or to navigate away from search results either: Click another ribbon tab or anywhere in your Mail account folder tree, or Click on the red-x Close Search button Page 16 of 23

17 Topic 10: Search - New Features Two new features make searching your Outlook account more efficient: 1. Search Contextual Tab (Search Tools) 2. Search Suggestion List These provide a range of search criteria options to narrow a search and get better results to find what you are looking for faster. Once you are confident with searching you are no longer reliant on complex Inbox and Archive folder (and sub-folder) structures to find historic items. Search Contextual Tab The Search Contextual Tab appears each time you click into the search box at the top of your Inbox the Search Tools Tab displays in the ribbon. It provides filtering parameters to narrow your search results including: Scope: what to search, e.g. All Outlook, All Mail, Current Folder etc. Refine: how to filter, e.g. by subject, category, attachments etc. Options: recent search and more advance search functions. Search Suggestion List When you begin typing into the search box at the top of your Inbox a Suggestion List drops down giving you options to filter by Keyword, From and Subject. This is a powerful filter that narrows results quickly. If you type without pausing too long between letters you can capture a whole word or phrase to filter by. Page 17 of 23

18 Topic 11: File Storage You are allocated a limited amount of space to store your s (488MB). If you exceed this limit you will be warned to reduce the amount of s you are storing. If you don t action this you will eventually be unable to send and receive s. Limited storage The primary reasons why the Massey Exchange mailbox size is limited (compared to free solutions such as Gmail, Yahoo or Hotmail) are cost and performance. The larger the mailboxes provided, the more expensive it is to provide the high level of service and performance of features expected in our Exchange environment. For more information please read the article titled Why is my Exchange storage space limited, and less than web based systems? at: Check your storage use Check how much of your allocated space you are using to store your s on the server by following the steps below. 1 In navigation pane right-click Mail Account 2 Click Data File Properties on the menu 3 Click Folder Size button 4 View the Total size (including subfolders) Figure is shown in KB (kilobyte) using a calculator divide the figure by 1024 to get the figure in MB (megabyte). Identify areas of storage which are taking up the most space by looking at the subfolder totals. 5 Click Close to clos Folder Size window 6 Click OK to close Outlook Today window Continued on next page Page 18 of 23

19 Topic 11: File Storage, Continued Managing the size of your file How do I free up space in my Outlook mailbox? If you don t need it, delete it Regularly delete your Deleted Items Detach attachments Move stored mail to a Personal Store File If you don t need it delete it Choose whether to store it or dispose of it by considering the following: - Does it require action from me? - Am I legally obligated to store it? - Does storing it contribute to achievement of key performance indicators for my role? If you decide you don t need it, delete it. Delete the deleted Deleted items take up valuable storage space. On a regular basis (at least once a week) you can empty Deleted Items. To do this: Right-click Deleted Items in navigation pane > click Empty Folder - you are prompted to confirm deletion > click Yes Detach the attached For both sent and received s, save attachments (to your H:Drive or shared network drive) and then delete the attachments from the . To do this: Open message with attachments > on File command tab select Save Attachments from left menu > select all attachments > click OK > navigate to network location > click OK If attachment file names are not indicative of file content you should rename the saved files at their new network drive location. Move to a personal store file Some s need to be stored and accessible. Some s need to be stored, but can be archived and less accessible. s not required to be easily accessible should be stored in a Personal Store (.pst) File. Archiving using Outlook s Archive tool is not recommended, however if this is implemented it should automate the filing of s to a.pst file as set out in below. Continued on next page Page 19 of 23

20 Topic 11: File Storage, Continued Personal store files (.pst) Personal Store Files or.pst files are used to store Outlook data off the Exchange Server. Data stored in.pst files are accessible, but not all the time only when you need it. Once you have implemented all other options (as above) for managing file storage, this additional file store can be used to reduce file storage without deleting files. Create a.pst file To create a new.pst file follow the steps online A good way to name.pst files and organise content is by calendar year, for example you might have two.pst files, one called s_2011 and one called s_2012 and only s from those years are stored in each. Close a.pst Close a.pst file and remove it from navigation pane. Right-click on the.pst file > click Close file name C:Drive storage Your.pst files should be stored on the C:Drive. If they are not, if they are stored on your H:Drive or any other shared network drive, then you need to log a request for ITS Service Desk to assist you to move these onto your C:Drive and implement a Backup to H:Drive plan which is outlined in the next block. H:Drive backup Once your.pst files are stored on your C:Drive (as above) it is essential that you install the Outlook Personal Folders Backup Add-in so that your.pst files are copied to your H:Drive (your network location) at regular intervals. In the case of system failure or data loss, ITS can restore your H:Drive data to a point in time prior to failure because it is backed-up. Your C:Drive is not backed-up. The Back-up Add-in is critical because it regularly copies your.pst files and backs-up to your H:Drive. Warning - Make sure your.pst files are stored on your C:Drive first. Check if the Addin is Already Installed If Add-Ins command tab is available: Click Add-Ins command tab > Check if Backup exists and if so, ensure Backup has been setup correctly by following instructions to Set up the back-up (below) Install Add-in & Set up the backup Install the Outlook Personal Folders Backup Add-in and set up the Backup by following instructions online at We recommend using a wired connection (as opposed to wireless) for initial set-up and running of backup as it is more reliable for transferring large amounts of data. Page 20 of 23

21 Topic 12: Contacts Contact details for people at Massey are stored centrally (on the network) and can be access via: Global Address List Lync Sympa Lists We encourage the use of Outlook Contacts only for people and organisations outside of Massey, e.g. your personal contacts. Outlook contacts Contacts in your Contacts folder do not automatically update from any other source. This means, if you add a contact from Global Address Book or Lync to your Outlook Contacts it will store a copy of that contact if the source contact is updated your copy will be obsolete. Global Address List People at Massey will almost always automatically appear in the Global Address List providing Outlook users with a comprehensive contact database for Massey contacts. It also holds contact information for Outlook Room/Resources (including meeting room phones) and Generic (shared) Mailboxes. Use Global Address List by following the steps below. 1 On Home command tab in Find group click Address Book 2 Search for a contact at top of Address Book: Global Address List: Type contact name into Search box Search for people using surname, search all other contacts by correct name, e.g. Contact Centre Team Leader. 3 View the contact: Select contact name in list > Double-click to open contact card To edit information stored in the contact card log a request with ITS Service Desk detailing the contact name and changes to be made. Continued on next page Page 21 of 23

22 Topic 12: Contacts, continued Lync Contacts Lync Contact Cards allow you to , instant message, phone, or collaborate online with a Massey person. There are a number of ways to view Lync Contact Cards. Wherever you see the square icon to the immediate left of the contact name in Outlook you can click the square to pop-up their Lync Contact Card. If square is grey and presence is Unknown contact is not yet a Lync user. If square is grey and presence is Offline contact is a Lync user but they are not online. From Message Click on square icon to immediate left of contact name in From, To, CC or BCC fields. From Global Address Book After searching and selecting a contact, click on the s button to launch Lync Contact Card. From Quick Contacts On View command in Layout group tab click To- Do Bar from drop-down menu > click to select Normal and Quick Contacts. Your Lync contacts will display in the bottomright of Window. Mailing lists or groups SYMPA is Massey s web based -list service which manages creation, ownership and membership of group addresses to which people can subscribe. Information sent to a list ( address) is forwarded to all the subscribers of that list - useful when is sent routinely to the same group of people (i.e. to three or more people). See the Massey SYMPA web pages at for more information. Sympa Exercise Login to Sympa using your Massey network usercode and password at: View lists you are the owner of, and which lists you are subscribed to. Page 22 of 23

23 Topic 13: Outlook Web Access (OWA) OWA is available to all Massey Exchange Outlook users. It is an interface to your account (mail, calendar, contacts etc.) via the web, designed for off-campus use where there is no direct connection to the Massey network and servers. You cannot view files (e.g..pst) stored on Massey network and servers in OWA. Web connection & browser You will also need internet access and a web browser to view OWA, for example: Internet Explorer Google Chrome Mozilla Firefox Login and use OWA Loin to OWA following the steps below. 1 Open browser > type into address bar > press Enter 2 In the OWA Log On screen: In User Name type your usercode In Password type your password Click Sign in Only the first time you connect from any computer options to choose blind/low vision experience, language and current time zone are provided. Select the options as appropriate and click OK to continue. 3 Check your mail, update calendar, browse public folders etc. 4 Select more functions at top-right of window: Click Options > See All Options, for example: Set your OWA signature Create an automatic reply (Out of Office) Change your password 5 Open other outlook accounts at top-right of window: Click your mailbox name > enter name of mailbox to open 6 Sign out of OWA at top-right of window: Click Sign Out > close the web browser after logging out to help protect your outlook account Page 23 of 23