Mac Mail and ical Basics Learn to Use Mac Mail and ical within Exchange
Table of Contents SETTING UP MAILBOX : REFER TO HOW TO SETUP MAC MAIL AT http://www.ohio.edu/technology/exchange/access_mac.shtml (Option B at bottom of page) MacMail Create New Message 3 Reminders..4 Signatures...5 Creating New Mailbox.6 New Smart Mailbox..7 Quick Look.8 Checking Quota..9 Trash and Archiving Mail.10 Contacts..11 ical Navigation...12-13 Creating Events and Sending Invitations...14 Sending and Responding to Invitations...15 Delegations.16-17 Preferences.18 2
Mac Mail Basics On the main ribbon in Mail there a several commands available to you. The Get Mail button allows you to refresh your connection to the Exchange server and updates your email. Reply allows you to respond to the sender of open message. Reply All allows you to reply to all addresses in open message. Forward allows you to forward to open message. The Junk button allows you to mark the open message as Junk. The Delete button allows you to delete the open message. The Search bar allows you to search all mail. Create New Message New Message opens up a new window for you to compose your message. Here you will have new icons on your ribbon. The Send icon allows you to send your message. Chat allows you to chat with the recipients in your message who are online. Attach allows you to attach a file or picture, you can also attach by dragging and dropping files or images directly into the text body. The Address icon allows you to access your address books. The Fonts icon changes your format, colors changes font color. You have the option to Save as Draft which will send the email to your Drafts folder. Print allows you to print the open message. Photo Browser allows you to choose a photo from anywhere on your computer, and Show Stationary allows you to change the format of your message. 3
Reminders The To Do button creates items that are available instantly in ical by using the pushpin as well as under your Reminders menu. To make a To Do item, highlight text in the E-mail and click the To Do Button. From here, you can set a time, due date, and assign priorities. To Do creates a link to the original email or note. Notes are saved in Mac Mail, but not ical. To make a note, click the icon in Toolbar, type the note, and close with the red button to save. Access it again by going to the Navigation Pane on the left drop down menu. 4
Signatures In the Mail menu at the top of your screen Go to Preferences > Signatures >xxxx@ohio.edu It is very important that you create the signature on the choice that shows a @ symbol, signifying your exchange account. Otherwise, you will not have access to your signature unless you are sending from that specific computer. 1. 2. Click the Add (+) button at bottom left of second window pane, create title for your signature (ex: formal signature). Create as many as you like by clicking on the (+) button again. 3. 4. In the third pane type your signature. In Choose Signature menu, choose the signature that you want to set as default. Check box if you want your signature above the text of your messages 5
Creating Mailboxes In Mac Mail, creating a new mailbox is the same as creating a new folder in Entourage or Outlook. To do this: Go to Mailbox > New Mailbox > type in name of mailbox > OK. New mailbox will show up under your name@ohio.edu. Create sub mailboxes by right clicking on new mailbox and repeating the above process. 2. 1. 3. 6
Creating Smart Mailboxes Smart Mailboxes are a way to filter mail. These show up as a new header in your left navigation pane. Go to Mailbox > New Smart MailBox > type in name > set parameters > OK. 1. 2. 7
Quick Look Quick look is a feature that allows you to view attachments in an email without actually opening or saving the files to your Mac. In an email with attachments > click quick look > opens a new translucent window > view each item separately by clicking on icon or image > hover over the bottom of the window to view more options. 8
Check Quota Check your quota to see if you are getting close to reaching your quota by right clicking on your inbox > get account info. 1. 2. Your quota is displayed at the bottom of the Account Info window in both MB and the number of messages. Dean, Dep. Head, and Directors receive 1 G, All other employees 512 MB, Graduate Students 256 MB. At 486 MB, you will receive an email warning. At that point, you should begin to archive or delete mail. You can also request an increase in the size of your mailbox through the service desk. 9
Trash The Trash Folder will automatically purge 30 days after an email is placed in this mailbox. Each email has its own timestamp which begins the moment it is deleted. The email can still be recovered within 7 days of the purge from your Trash. Think of the Trash folder as the receptacle in your office, and purged mail as the university dumpster. Archive Folders to Avoid Reaching Quota. Create a mailbox On My Computer by going to Mailbox > New Mailbox > Select On My Mac > name folder Archived Mail > OK. Next, move email from the server side (Exchange), by right clicking the message you want to move > Move to > Archived Mail. 1. 2. 3. 4. 10
Contacts By simply typing a last or user name into the To: field, Mac Mail will pull names from the GAL (Global Address List), which is linked with your Exchange account. Mac Mail will also pull names from the Address Book on your Mac through this same method. From Address Book From the GAL You can also create an address book that you can access from any computer using the server. This is accomplished using a CardDAV. To export contacts from your local computer: Open Address Book > On My Computer > select all contacts by selecting first contact in list then scrolling to last contact in list and selecting last contact while pressing on shift key > right click > Export vcard > Desktop > Save. Now, to import to your server side storage stay in Address Book > make sure your ohio.edu account is selected > click, hold, and drag your vcards from the desktop to the middle pane in Address Book > Import or choose File > Import > Desktop > vcards > Open > Import. 1. 2. 3. 4. 11
ical Basics Navigation From the main ribbon in ical, you can navigate through your calendar. By clicking Today, your calendar will be brought to the current day. Using the Day, Week, or Month allows you to view the calendar differently. The back and forth arrows allow you to further navigate within your chosen view. The spotlight search allows you to search for items in the calendar. This is the left navigation pane. You have two entry points: a locally stored On My Mac and a server (Exchange) account name@ohio.edu. If you want to be able to access the information stored on your calendar from anywhere, you should use your Exchange account. To remember to do this, you can collapse your On My Mac as this screenshot shows. 12
Navigation Adjust how many months are showing in your multi-month view by selecting the bar above and dragging months out. Select a day in this calendar and your main calendar will display the selected day or week that contains that day. The first button allows you to create a new calendar (also displays as a (+) sign), the second button displays your mini-calendars, and the third button displays any messages related to calendar events that you need to respond to. The pushpin on the bottom right ribbon allows you to open or close your To-Do list which is linked with Mac Mail. 13
Creating an Event and Sending an Invitation In ical, a meeting or appointment is referred to as an event. To create an event, go to File > New Event -or- click within the calendar on the day and time you want to create an event and a New Event window will pop up. In the window that pops up, simply click in fields, allowing pop-up menus to appear for you to change details. Checking all-day will put the event on your calendar and block the entire day. To put something on your calendar and leave the day free go to show as and select Free. 14
Sending and Responding to Invitations To invite another calendar user to your meeting, click Add Invitees (see above illustration) A pop-up screen will appear that allows you to pull users from the GAL and send invitations to them. Open this same event up later and under invitees, you will see their status. To add a file, click Add File. To add a note, click in the None field and you will be able to write a short email to the recipients, or to yourself, if this is a personal event. Check the private box if you would like the event to only be visible with your log-in credentials (delegates will not be able to see what the event is, but they will see that you are busy during that time). Click Done and an email invite will be sent. You will receive notification of responses via email as well. In ical, you can respond to an invitation by choosing maybe, decline, or accept. Choosing maybe puts the event on your calendar, as does accept. In the Event view, you can change your status and this will update the inviter as well. 15
Delegation You can open another user s calendar once you have been granted access by that user. Access their calendar from the ical menu at the top of your screen > Preferences > Accounts > Delegation > + button > enter name of user > ical will populate from the GAL and show what access rights have been granted to you and add those rights automatically to your calendar. 16
Delegation You can grant access to others who use Exchange from the main menu by going to ical > Preferences > Accounts > Delegation > Edit > + button > enter name of user > use the drop down arrows to choose the level of access you want the user to have > Done. Now, the user has to complete the steps to open your calendar on their computer. 17
Calendar Preferences There are many preferences available to you in ical. To customize your calendar go to the main menu > ical > Preferences > General > Here you can adjust days per week, start date, scroll options, workday start and end time, how many hours per screen, and much more. You can also synchronize ical with other computers and devices here. 18