GroupWise to MS Outlook 2007

GroupWise to MS Outlook 2007 "GroupWise to MS Outlook 2007" The following is a list of GroupWise features with the equivalent names and brief instructions for performing similar actions in Microsoft Outlook. This document is intended for experienced GroupWise users to help them find their way around in Outlook. It is not intended as an Outlook training document. To see the Microsoft Outlook online training and material, go to http://www.microsoft.com/liveatedu/facultytraining-materials.aspx?locale=en-us&country=us. Please remember four very important items! 1. The right mouse button is your friend. You will get a menu of useful actions wherever you click your right mouse button on an Outlook screen. Use it! 2. Use Drag and Drop. Any email message, appointment, task, etc. can be dragged to another place to file it or change it into another type of item. 3. Be observant. Outlook contains many features, icons, buttons, etc. that you may not notice unless you really pay attention. 4. The Help menu items in Outlook are well written and easy to search. Get in the habit of using the Help menu when you have questions. Outlook Web App To access Outlook via the web go to www.outlook.com Your Username will be your DISD email address (ex. jdoe@dallasisd.org). Your Outlook password will be the password you set at http://password.dallasisd.org Mailbox GroupWise - Formatting & Moving Columns in the Inbox Outlook - Much like GroupWise, use your right and left mouse buttons to modify the lnbox columns. 1. Drag and drop your Column Headings to move columns around. 2. Change column widths by holding your mouse over the bar between column names until your cursor changes to little bars and arrows, then hold down your left mouse button and drag to the left or right. 3. Right click on a column name and select "Field Chooser" to add new columns. GroupWise to Outlook 2007 Page 1

4. Note that a default setting in Outlook is "Show in Groups". If you just want to see a simple list of items in your lnbox, or any other folder, click on the View menu, select "Arrange By" and un-select "Show in Groups". GroupWise - Folders and the File Cabinet Outlook - Click your right mouse button on a Folder name to see a list of options. Choose "New Folder" to create new ones, "Move Folder" to reorganize your folders, etc. Note that you cannot change the order of the standard Outlook folders. You can drag and drop folders to a handy area near the top left corner labeled "Favorite Folders" and sort them there in any order you desire. GroupWise - Organize lnbox Outlook - There are many ways to organize your lnbox. For example: 1. Click on the Tools menu and select Organize. 2. Select "Using Colors" and choose "Messages sent only to me now appear Blue '. 3. Click on the X at the top right corner to exit. GroupWise - Sorting email into a different order Outlook - Much like GroupWise, simply click on a column header to sort that column into ascending or descending order. GroupWise - Trash Outlook - Deleted Items - A potentially useful feature here is the ability to retrieve deleted and emptied items. Drag and drop deleted items back into your inbox. To recover permanently deleted items, go to the Tools menu and click on "Recover Deleted Items". It may take a minute or two for the recovered items to reappear. Reading email GroupWise - Attachments Outlook - Attachments - Click your right mouse button on an attachment's name to see a list of options. Note that there is no "View" option in Outlook. GroupWise - Categories Outlook - Categories - Use Categories to group related items (personal, waiting for reply, etc.). You can use Find, Filter and Sort on categories. To assign one or more categories to an item, use your right mouse button and select Categories. Unlike GroupWise, Outlook does not assign different colors to different categories. However, you can "Flag" an email and assign a flag color of your choosing. Click your right mouse button on an email and select "Follow Up". GroupWise - Checklist Outlook - There is no "Checklist" feature in Outlook. Assign yourself a task instead by using the Tasks button on the Navigation Bar. GroupWise to Outlook 2007 Page 2

GroupWise - Filters Outlook - View Filter - To apply a "View Filter": 1. Click on the View menu and select Arrange By. 2. Select Custom and then click on Filter. 3. Assign your Filter criteria. 4. To turn your Filters off, click on "Clear All" in the Filter dialog box. GroupWise - Find Outlook - Find - To activate the Find feature: 1. Click on the Find button on the Standard Tool Bar. 2. The Find tool area will appear at the top of the folder view area. 3. For more advanced Find choices, choose Advanced Find. 4. To turn Find off, click on the Find button again or click the X at the far right. GroupWise - HTML or Plain Text Outlook - HTML or Plain Text - The two most common formats for email are Plain Text, basically what a typewriter can create, or HTML, the language of the World Wide Web. HTML can include pictures and many other formatting options. HTML formatted email can be more visually attractive, but some worry that it can contain viruses or other Internet baddies. In addition, some email systems and list processors cannot read HTML formatted email. You can set Outlook to read email in either format and to create email in either format. You can also set Outlook to always use HTML or to just use it to read a particular email message. To always open email in HTML format: 1. Click on the Tools menu button and select Options. 2. In the Preferences tab, click on the Email Options" button and ensure that "Read all standard mail in Plain Text" is unchecked. 3. You may also want to click on the Security tab in the Tools/Options box and review the info in "Change Automatic Download Settings". To open an individual email message in HTML format: 1. Open the message, click on the Edit menu and select "Edit Message". 2. Click on the Format menu and choose HTML. 3. Note that some email will not display in its original HTML format unless you make the changes in Tools/Options before you open the message. GroupWise - Junk Mail Outlook - Junk E-mail filtering - Outlook has Junk E-mail filtering you can configure for your own account. To activate Junk E-mail filtering, your PC must be configured to use Cached mode rather than Online mode. 1. To activate your own Junk E-mail filtering: GroupWise to Outlook 2007 Page 3

2. Click on the Actions menu and select "Junk E-mail". You can also find the "Junk E-mail" menu by clicking your right mouse button on email messages in any of your folders. 3. Select one of the options to apply to a selected email OR 4. Select "Junk E-mail Options" to refine your junk mail handling. GroupWise - Personalize Outlook - To change the Subject line of a received email, simply open the email and type what you want in the Subject line. When you close the email, reply Yes when you are asked about saving your changes. GroupWise - Quick Viewer Outlook - Reading Pane - Click on the View menu button, choose Reading Pane and select either Right, Bottom or Off. GroupWise - Save As Outlook - Save As - To save a message in Outlook, either select the message or open the message, then click on the File menu and select "Save As" (you can also press the F12 key). Be sure to choose the "Save as Type" value you wish to use for the saved message. For Plain Text messages, "txt" works well. For HTML messages, use "HTML" or "Outlook Message Format". Writing email GroupWise - Attachments Outlook - Insert File - Much like GroupWise, click the paper clip icon to insert files. Another handy way to insert attachments is to drag and drop a file, email, or attachment from another email into your new message. GroupWise - HTML or Plain Text Outlook - Once you are in the New Message window, click on the Format menu and select either HTML or Plain Text. To set the default value for all of your outgoing email: 1. Click on the Tools menu and select Options. 2. Select the "Mail Format" tab and select either HTML or Plain Text in "Compose in this message format". Note: Do not use Word to edit your email messages or Rich Text to Read messages. This will limit items on your toolbar and other settings. GroupWise to Outlook 2007 Page 4

GroupWise - Return Notifications (Mail Receipt) Outlook - Tracking Options - You can tell Outlook to send you a receipt for all email messages, or for just a message you are creating. To set up a delivery or read receipt for just the message you are creating: 1. Click on the Options toolbar button in the message you are creating. 2. Check the box next to the type of Tracking receipt you wish to receive. To set up delivery and read receipts for all messages: 1. Click on the Tools menu and select Options. 2. Click on the E-Mail Options button and then the Tracking Options button. 3. Generally, the most useful option is to check the "Read Receipt" checkbox. GroupWise - Send Options Outlook - Options - When composing an email click on the Options button on the toolbar. GroupWise - Spell Check Outlook - Spelling - Please check the spelling in your email before you send it out. To set Spell Checking as the default, click on the Tools menu, select Options and then click on the Spelling tab. Here you can refine the behavior of the spell checker and customize the AutoCorrect Options (these work the same way as AutoCorrect in Microsoft Word and Excel). Sent Items Folder GroupWise - Properties Outlook - Outlook Properties - There is no "Properties" button to see which people have opened your email messages and what they have done with them. You can use "Tracking Options" described above to be notified when a message is delivered or read. Properties in Outlook, allows you to look at general information of a contact in the address book by right clicking on the name and selecting Properties. GroupWise - Resend Outlook - Resend - Open a message in the Sent Items folder, then click on the Actions menu and select "Resend this Message...". Note that this option does not Recall the original message. You must use the Recall option to do that. GroupWise - Retract Outlook - Recall - Open a message in the Sent Items folder, then click on the Actions menu and select "Recall this Message... ". GroupWise to Outlook 2007 Page 5

Address Book and Contacts GroupWise - Address Books Outlook - Address Book & Contacts There is a Global Address Book that contains everyone in DISD, obviously, you need to be very careful to ensure you are sending your email to the correct person. One way to check is to click your right mouse button on the name, select Properties and verify department information. Once you have found the correct person, you may want to save the person's name in your Contacts folder. Click on the Contacts button near the lower left corner of the main window. Click your right mouse button on the Contacts button and select "Open in a New Window" if you want to keep Contacts running as a separate Window. Here you can add, delete, modify, share, etc. any contact you need, whether inside or outside of the Outlook/Exchange system. You can also organize your contacts by category, business, etc. and you can even organize them by phone number. GroupWise - Address Books Outlook - Address Book & Contacts - The quickest way to open the Global Address Book and/or your Contacts is to click the word To: CC: or BC: on the message you are composing. You can also click the address book icon on the toolbar. Outlook Contacts - To add contacts, you can: 1. Click the New button and type the information into the fields. 2. Drag and drop existing names into the contacts section from other lists including the Global Address Book. 3. Click File on the toolbar, New, Contact. 4. Right click in the unused portion of the Contacts area. 5. Clicking on the Actions menu and select "New Contact". 6. Click your right mouse button on an entry in the Global Address Book and select "Add to Contacts". 7. Click your right mouse button on a name in the To, From, CC or BC fields in a message and select "Add to Outlook Contacts". GroupWise - Frequent Contacts (Frequent Contacts is not available in Outlook) Outlook - AutoComplete - Outlook maintains an internal list of your most recent contacts, but it is not available for you to view or edit. To initiate AutoComplete (in the To: field) type the person's first name, partial last name, followed by the keystroke Ctrl+K. Once you have used a name from the Global Address Book, the correct person's names will AutoComplete in the To: field. GroupWise to Outlook 2007 Page 6

GroupWise - Groups (list of multiple email recipients) Outlook Distribution Lists - You can create a Distribution List by: 1. Click the down arrow next to New and select "Distribution list" 2. Right click in the unused portion of the Contacts area. 3. Clicking on the Actions menu and selecting "New Distribution List". 4. Click File on the toolbar, New, Distribution List. 5. Press Ctrl-Shift-L from anywhere in Outlook. GroupWise - Name Completion Search Order Outlook - Unlike GroupWise, there is no way to tell Outlook to search certain Contacts folders before searching others. GroupWise - Personal Address Books Outlook - Contacts folders - You can create as many Contacts folders as you wish. They will appear towards the top left of the Contacts window in the My Contacts area. To create another contacts folder: 1. Click the down arrow next to the 'New' button and select Folder. Name your contact folder and click 'OK'. 2. Right click on the Contacts folder and click 'new folder'. Name you contact folder and click 'OK'. Calendar GroupWise - Accepting or Declining Appointments and Meeting Requests Outlook - Much like GroupWise, from the inbox click 'Accept' or 'Decline'. From the calendar simply double click or click your right mouse button on an appointment and press the "Save and Close" button to accept. Note that there are many options you can choose, including "Propose New Time". GroupWise - Alarm Options Outlook - Reminder - Click on the Tools menu and select Options. In the Calendar area, be sure the Default Reminder box is checked and the reminder time is set to your preference. You can change the reminder time for an individual calendar item by opening the calendar item and selecting a new value in the Reminder field. GroupWise - Busy Search Outlook - Free/Busy Search - In a new or opened Meeting Request, click on the Scheduling tab. Add the names of people and resources whose availability you wish to check. Click on the "Autopick" button at the lower left to let Outlook find the first available time. Note the Options button as well where you can refine your search. To view attendees of a meeting: Open the appointment in your calendar and click on the Scheduling tab. If you are the meeting organizer, open the appt and click on the Tracking tab. This will show you who has responded to your meeting request. GroupWise to Outlook 2007 Page 7

GroupWise - Change To (changing an email into an appointment) Outlook - Drag and drop the email into the Calendar folder and then edit anything that needs to be modified. GroupWise - Changing Views - Day, Week, Month or Year Outlook - Similar to GroupWise, once you are viewing the Calendar, simply click the button near the top of the window to select Day, Work Week, Week or Month. GroupWise - Multiple Calendars - Viewing other people's calendars Outlook - If other people have "Shared" their calendars with you, click on the check box next to their name in the "Other Calendars" area in the Navigation Pane. To change the order of the displayed calendars, drag and drop the person's name in the "Other Calendars" area in the Navigation Pane. GroupWise - Recurring Appointments Outlook - In a new or opened meeting or appointment, click on the Recurrence button. Be sure to note the "Range of Recurrence" options at the bottom of the window. There is no "Choose by Date" feature in Outlook. GroupWise - Schedule New Appointment (Meeting) Outlook - New Meeting Request - Several common ways to open the New Meeting request window are: 1. Click your right mouse button on the date and time you wish to schedule the meeting and select "New Meeting Request". 2. Press the New button at the top left and select "Meeting Request" (only works if you have the Calendar view active). 3. Press Ctrl-Shift-Q anywhere in Outlook. 4. Click on the "Invite Attendees" button in an Appointment to change it to a Meeting Request. GroupWise - Schedule New Appointment (Posted Appointment) Outlook - New Appointment - Several common ways to open the New Appointment request window are: 1. Double click the date and time you wish to schedule an appointment. 2. Click your right mouse button on the date and time you wish to schedule the meeting and select "Appointment". 3. Press the New button at the top left and select "Appointment" (only works if you have the Calendar view active). 4. Press Ctrl-Shift-A anywhere in Outlook GroupWise - Delegate an Appointment Outlook - Forward an Appointment 1. Open the appointment you want to send. 2. Click the Forward icon at the top of the toolbar. 3. Add new attendees and send the appointment. GroupWise to Outlook 2007 Page 8

Tasks & Notes GroupWise - Tasks Outlook - Click on the Tasks button on the lower part of the Navigation Pane (or CtrlShift-K). You can assign tasks to yourself or to others. Tasks are not associated with the Calendar as they are in GroupWise. You can display the Task Pad by clicking on the View menu and selecting "Task Pad" or "Task Pad View". GroupWise - Notes Outlook - Click on the Notes button on the lower part of the Navigation Pane (or CtrlShift-N). You can create notes for yourself, but not for others. Notes are not associated with the Calendar as they are in GroupWise. Proxy and Sharing GroupWise - Accepting Proxy access from Others Outlook - Sharing - Much like GroupWise, sharing is a two-stage process in Outlook. The owner must grant you the right to see their stuff and determine the permissions you will have. You then must open the shared resource. For email, calendar, contacts, tasks and notes, click on the File menu, select Open and choose "Other User's Folder". Here you will be able to choose which folders to open and use. For all but email, you can also click on the Navigation Pane bar for the resource you wish to share and then click on the link labeled "Open Shared... ". GroupWise - Proxying Calendar to Others Outlook Sharing - To share your calendar, click on the link in the Navigation Pane labeled "Share My Calendar...". You can then select people with whom to share your calendar and select the level of permission you wish to give them. GroupWise - Sharing Email Folders Outlook - Sharing - To share your entire Mailbox, click your right mouse button on the line in the Navigation Pane labeled "Mailbox-Your Name" and select Sharing. You can also share just an individual folder or sub-folder in your Mailbox. Don't forget to choose the permission level you wish to give to others. You can also click on Tools and Email Accounts. GroupWise - Sharing Address Books Outlook - Sharing - Click on the Contacts bar in the Navigation Pane and select the link labeled "Share my Contacts... ". You can then select people with whom to share your Contacts and choose the permission level you wish to give them. GroupWise to Outlook 2007 Page 9

Options and Customizations GroupWise - Tools / Options Outlook - Click on the Tools menu and select Options. Here you will find a wealth of opportunities to customize Outlook. Some useful options not already mentioned are: 1. In the Preferences tab, click on E-mail Options and ensure that "open the next item" is the value for "After moving or deleting an open item", or not. 2. In the Preferences tab, click on "Calendar Options" and set the days and times that match your schedule. You may also want to click the "Add Holidays" button (only do this once). 3. In the Preferences tab, click on "Contact Options" and tell Outlook whether you prefer your contacts to be stored as last name, first name or first name, last name. 4. In the Mail Format tab click on the Font button to select your default fonts. You can also right click in any empty spot in you inbox, calendar, or contacts and choose, other settings'. This will allow you to change fonts, font styles and sizes. GroupWise - Notify Outlook - Desktop Alert - Click on the Tools menu and select Options. In the "Preferences" tab select E-mail Options and then select Advanced E-mail Options. Click the Desktop Alert Settings button. GroupWise - Rules Outlook - Click on the Tools menu and select "Rules and Alerts". Create your rule by clicking the "New Rules" button in the E-mail Rules" tab. GroupWise - Signatures Outlook - Click on the Tools menu and select Options. Click on the "Mail Format" tab and find your signature options in the Signature section. Here you can tell Outlook to always include a Signature or not and which Signature to use for new email vs. replies and forwards. Click on the Signature button to create one or more signatures in Outlook. To add a Signature to an email when you don t use the automatic signature option click on the Insert menu button, select Signature and choose the signature you want to use for the particular email. GroupWise - Vacation Rules Outlook - Out of Office Assistant - Rather than using the Rules feature, click on the Tools menu and select "Out of Office Assistant". Outlook will prompt you every time you log on to remind you to turn this option off as you have obviously returned from vacation if you are logging on to Outlook. GroupWise to Outlook 2007 Page 10