Microsoft Outlook. Outlook Desktop Client versus Web App. Outlook Desktop Client

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1 Microsoft Outlook Outlook Desktop Client versus Web App Your can be accessed by using the Microsoft Outlook program on your computer, or by accessing it through the website. Using the Outlook program requires you to set up your profile on each machine that you use. Setting up the profile for this program may be a good choice for staff members who usually only use one machine. For those who do not have a dedicated machine and/or use multiple machines, setting up this profile multiple times may not be the best choice. It is easier to access your through the Web Application on those machines, which does not require you to set up a profile. Outlook Desktop Client Once your profile is set up, you can access your by opening Microsoft Outlook on your machine. You may be asked to enter your password. It should be the same as your Physical Plant login. If you are asked for a username, remember to always include courses\ before your user ID. For example, if your ID is abc123, you would enter courses\abc123 If you don t want to enter your password every time, just click the Remember my credentials button Once you are logged in, you will see your screen. TSS 7/20/11 Page 1 of 9

2 Writing To write a new message, click New Deleting To delete an , just click on the message, and then click Delete, or hit the Delete button on your keyboard. You can select multiple messages by holding CTRL and clicking on each message, or to select a range, click the first message, hold SHIFT, then click the last message. Replying and forwarding: If you want to reply to the sender, click the Reply button. If you want to reply to everyone who got the message, click Reply All If you want to pass the message along to someone else, click the Forward button. Switch between your , calendar, contact list, and tasks using these buttons. Your folders: including sent items, trash, calendar, etc. Your is shown in this column. New will appear in bold (like sample three above). To view an , just click on it (I have clicked on sample one ). You can view messages in a separate window by double-clicking. This is the preview pane. When you click on a message, it will appear here. This is sample one from the list on the left. This pane shows your calendar, upcoming appointments, and task list. TSS 7/20/11 Page 2 of 9 All of these panes can be resized to your liking by clicking and dragging the dividers in between them. You can also move the location of the panes, turn panes on and off, and change other options by clicking on the View tab, and then using the options under Layout.

3 Search for in the Inbox (or any other folder) by typing in the Search box You can add convenient color-coding to your by using the Categorize button, or try clicking (or right-clicking) the small box next to your messages. You can flag a message to remind yourself to follow-up on it. Use the Follow Up menu, or try clicking (or rightclicking) the flag next to your messages. Access the Address Book at the top of the screen. Note the difference between the Address Book and your Contacts. The Address Book contains the list of everyone on the system in Finance & Business. Your Contacts is the list of personal contacts that you have saved for your reference. Using the Find a Contact box at the top is a good way to find people in either list. TSS 7/20/11 Page 3 of 9

4 Outlook Desktop Client Writing Clicking on these buttons will open a new window for you to compose a message. To add recipients to your message, try typing part of their name or address in the To box. Most of your frequent contacts should appear instantly. Press Enter to add them. If this doesn t work, click the To button to open the address book (see next page) Attach documents or files with the Attach File button. Create, edit, and add signatures to your with the signature button. Mark your message as important, or add a Follow Up flag with these options When you are finished with your message, click on Send TSS 7/20/11 Page 4 of 9

5 I now have a list of everyone with the name Weaver. I can choose which one I want by clicking on the name (Amy Weaver) and then click on the To -> button to add her to the list of people to receive this message. Her name will appear in the box. You can search for someone by typing part of their name in the search box. I typed weav Outlook Desktop Client Address Book / Writing The Global Address List will contain everyone on the system in F&B. If you have other address books you want to search, you can select them using this drop-down box. There is also a group called OPP to view just those employees. You can follow the steps again to search for another name if you want to add more people to the list. When you re finished, click the OK button. TSS 7/20/11 Page 5 of 9

6 Outlook Desktop Client Appointments You may receive appointments for meetings or other events in your . These messages will show up with a calendar icon instead of the usual envelope. When someone sends you an appointment, they are expecting a response so they will know if you will be attending the event. Click on the appointment to view the details. This example is a staff meeting on Friday, July 8 th from 1 to 3 p.m. Click the green check mark to accept the appointment and tell the sender that you will attend. Click the purple question mark to make the appointment tentative if you are not sure if you will be able to attend. Click the red X to decline the appointment and tell the sender that you can not attend. You can also click the orange arrow to propose a different time for the meeting. TSS 7/20/11 Page 6 of 9

7 When you click a response, you will get 3 options: Just click on Send the response now to inform the sender if you will be there or not. Click on Edit the response if you want to add a personal note to the sender. If you accepted the appointment, you can click on Calendar from the left panel, and you will see the appointment appear. TSS 11/29/11 Page 7 of 9

8 To help keep your s organized, you can create folders to group your messages together. You can create folders anywhere, including the inbox and drafts folders. Outlook Desktop Client Managing Folders Then type a name for your new folder and click OK. To put in the new folder, click and drag the message to the folder. To create a new folder, right-click on the area you want to add the folder. (For example: Inbox, Drafts, Cabinet). Then click on New Folder You can select multiple messages by holding CTRL and clicking on each message, or to select a range, click the first message, hold SHIFT, then click the last message. TSS 11/29/11 Page 8 of 9

9 Outlook Desktop Client Setting Up an Automatic Out-of-Office Reply or Vacation Rule If you will be out of the office on vacation or other reason, and you would like your to automatically reply to messages to inform people that you are out, you can use the following steps: Click on File, and then click Automatic Replies under the Info menu. Turn your automatic reply on and off by switching between these two options at the top. You can set up the time range to send the auto-replies using these options. Or you can uncheck the box if you want to turn replies on/off manually. You must set up separate messages for Inside My Organization (F&B), and Outside My Organization (everyone else). Please be sure to review both of these tabs. You can also turn off the Outside messages completely, so replies only go to people in F&B. Click OK when you are finished. TSS 11/29/11 Page 9 of 9