Using Outlook 2010 in a Computer Cluster

Transcription

1 Using Outlook 2010 in a Computer Cluster If you wish to configure Outlook for your home computer, see: All the other information in this document is relevant to using Outlook configured on your home computer as well as on campus computer clusters. Starting Outlook Open Outlook from the Start menu or desktop icon. The system automatically accesses your student account and shows any new messages you may have in your Inbox. You will be presented with the default page: Mail Folders Search box Preview pane Contacts Calendar 1

2 Opening Messages To open a message from any folder, just double-click it. The message will then open in a new window with a wide variety of options. We ll look at some of these options later below under Sending, replying and forwarding and Attachments. 2

3 Sending, replying and forwarding Sending To create a new mail message, on the Home tab on the ribbon click on the New option. This presents a default blank message. You can then type the recipient of the message into the To: field, or click the To: button and browse to any contact or distribution lists you have set up, or browse the Global Address List (GAL). (See Using Address lists) Then type your message into the blank message area (below the Subject field) and click the Send button when you are ready to send the message. 3

4 Replying Either Right click on the message you wish to reply to and select Reply, or Highlight the message and select the Reply icon from the taskbar If you have opened the message, you will find the Reply and Reply to All commands on the Respond group of the Message tab. This will open the usual New Message window but with the original sender s address in the To: field and their message copied into it. If you wish you can type in or select an address in the CC: field. Then type in your message above the reply text (or delete the original text). 4

5 Forwarding Either Right click on the message you wish to forward and select Forward, or Highlight the message and select the Forward icon from the Home tab. If you ve opened the message, you ll find the Forward command on the Respond group of the Message tab. This will open the usual New Message window but with the original message copied into it. Type in an address or click the To: button to select on from the Global Address List. Then type in your message in the space proved above the original message text. 5

6 Using Address lists By default, clicking on To: displays the Global Address List (GAL). The GAL includes all of the students and staff at Glasgow, listed by their names. You may search the GAL by entering first name then last name. If the user you are looking for is in the GAL it will be highlighted, if not the system will offer the closest name in the list to the name you are searching for. Double clicking on the name adds it to the list of recipients. You can add recipients to the CC and BCC lists by highlighting the relevant contact or entry in the GAL and clicking CC or BCC. You can also use pre-created contacts from your local address book. (See below in the section on Contacts). 6

7 Adding an attachment It s easy to add an attachment to a message you are sending. Just click the Insert tab and click Attach File. Browse to the file you need to attach and select OK. The name of the attachment will appear in the attachment field when successfully attached. Attachment size limit is 25Mb. Opening and Saving Attachments You can tell if a file is attached by the paperclip icon in the message list. If you look at the message in the Reading Pane, you will see that a file is attached. You can right-click the file to see the attachment options. 7

8 Deleting an Either: Right click on the message you wish to delete and select Delete, or Highlight the message and press the Delete key on the Home tab. Deleted mail will be stored in your Deleted Items folder for 30 days after which it will be automatically and permanently removed. Note: To permanently remove an straight away press the shift key on your keyboard while carrying out any of the above deletion methods. 8

9 Contacts Select the Contacts button in the main mail window. This displays your current contacts. You can create new contacts by choosing the Contacts option on the main window then selecting New Contact from the Home tab on the Contracts Ribbon which becomes active. You add the details of the new contact in the Contact window then click the Save & Close button. 9

10 Folders Your folders are listed in the windows titled Mail Folders. By default you have: Deleted Your recently deleted items list, deleted s remain here for 30 days after which it will be automatically and permanently removed. Drafts if you are working on an and exit the program before sending it the message is stored as a draft in the draft folder. Inbox the Inbox is the default location for incoming mail. Outbox the Outbox contains a copy of the messages sent, before the system sends them out. RSS Feeds this folder contains any RSS Feeds you have set up. Sent Items this folder contains copied of all the mail you have sent. Adding Folders You can add folders if you wish to further categorise your mail, to create a folder click the Folder tab and select New Folder. You are presented with a dialogue box asking where the folder should be created and what it should be named. Accepting the defaults places the new folder at the same level as the pre-configured folders like Inbox and Sent Items. In this example we have created a folder called Course s. Folders contain messages or other Folders. To move messages between folders either drag and drop the messages or highlight the message to move and right click and select Move to Folder 10

11 RSS Feeds Click on the File tab menu then Info and click on the Account Settings Navigate to RSS feeds tab and click on New link Enter the RSS feed of a blog or a website. 11

12 Click on the Add button to add the RSS feed. The following RSS Feed Options dialog box will be displayed and if you want to change the delivery location of the RSS feed then click on the Change Folder button and specify the desired location. Click OK to confirm the changes. Navigate to RSS Feed delivery location, this would display the RSS feeds from the configured feed. 12

13 Calendars There is a fully featured Calendar in Outlook. To view it, select Calendar from the Outlook menu. To create an appointment click the start time of the appointment and drag down to the end time of the appointment, this will highlight a time period. You then right click the highlighted region and either double click or right click and select New Appointment. Alternatively you can simply double click the start time. The system will then display a dialogue in which you enter the details of the appointment. 13

14 Reminders If you are logged in to either Webmail or Outlook the system will remind you of an appointment or task. Your choices here are: Snooze: click to get another reminder in a time before the appointment is due. Open Item: if you want to reschedule the appointment. Dismiss: if you are leaving for the appointment and no longer need a reminder. 14

15 Sharing your Calendar Select Calendar from the Folder list men then in left hand pane select Share My Calendar. There are two types of calendar sharing, read only Reviewer, or Write Editor. In this example we create a read only share (i.e. the other user can view your calendar but not update it). You are presented with a dialogue box. The To button allows you to browse to the user you would like to share your calendar with. The system by default displays the GAL (Global Address List). 15

16 You can only share your calendar with people in Glasgow University. Search for the user you want to share with then select the name. This is the same as you did when search for a name your wish to Send a message to someone (see above). If you want a two way share, select the Request permission to view Recipients calendar. You can add some text in the main box that will accompany the share request. The system than asks for confirmation of the request for sharing, showing the name of the recipient and the mode (e.g. Reviewer). If the recipient accepts your request you will receive an acknowledgment by reply in . Viewing a shared Calendar If the other user grants their permission to view their calendar you can view it by selecting Open a shared calendar from the Open Calendar menu on the left hand side. This displays a dialogue box to search/browse for the user J.Smith@ Glasgow.ac.uk 16

17 Once you have opened the shared calendar it will appear in your Shared Calendar list ticking or un-ticking this will cause the shared calendar to appear or be hidden. You can if you wish have several shared calendars and select only those that you require to view at any particular time. If you have previously connected to another person's calendar and no longer want to see it or no longer have proper access to it: In Outlook 2010, select the Calendar menu button. Right-click on the person's name in the Shared Calendars section. Select Delete Calendar from the pop-up menu. 17

18 Adding a Task Select the Tasks option at the bottom of the Navigation pane to open the Tasks folder. When the folder opens, you will see a structure much like any mail folder, with the ribbon interface, Navigation pane, To-Do bar, and central window. Note that any tasks shown in red are overdue. 18

19 To add a new task, click on the New Task button in the New group of the Home tab on the Ribbon. Then the New Task window will open: Enter the task subject (e.g. start on project, submit report). Add Start and Due dates for the task. Click on the Save & Close option. By now, the Navigation pane should look familiar to you. At the very top, you can toggle between your to-do list (which shows incomplete tasks) and your tasks list (which shows all tasks). At the bottom, we have our standard navigation buttons 19

20 Adding a Signature To add a signature that will appear in all the messages you send: Select File Options Select the Mail option then at Create or modify signatures for messages click the Signatures button. Set your Signature by typing it in and set which options you prefer e.g. On New messages and/or Replies/Forwards etc. 20

21 Note The University uses as the main way to communicate with you. We STRONGLY ADVISE you do not redirect your as the University has no control over 3 rd party providers. By redirecting your you are agreeing the University is not responsible for the delivery or receipt of such . 21