PolyU Email Service MS Outlook 2007 User Manual Version 1.0 Last Update: 5 October 2015 PolyU Email: www.polyu.edu.hk/email ITS HelpCentre Support: www.polyu.edu.hk/hots ITS HelpCentre Support Hotline: 2766 5900 PolyU Email Service - Outlook 2007 User Manual v1.0 1/60
Table of Content Introduction... 4 The Official Web Site... 4 The Main Features... 4 Minimum System Requirements... 5 Login name, Password and the Official Email Address... 5 Chapter 1: The Basics... 6 Start and Log into Outlook... 7 Recommended Settings in Outlook client... 8 Layout and Interface of Outlook 2007... 10 The Ribbon Panel in Office and Outlook... 13 Different Views... 15 Chapter 2: Email... 17 Create a New Email, Reply and Forward an Email... 17 Forward as Attachment... 18 Download Attachment... 19 Contact List/Address Book... 20 Recall Message... 21 Message Tracking... 22 Previewing Messages... 23 Email Notification... 24 Messages Priority... 25 Follow-up Messages... 25 Preview Attachment... 26 Signature... 27 Categorize Message Item... 27 E-mail with Voting Buttons... 29 Custom Voting Button... 30 Search/Find... 31 Rules... 32 Chapter 3: Calendar... 35 Scheduling Assistant... 37 Recurring Appointment... 38 Proposing New Meeting Time... 39 PolyU Email Service - Outlook 2007 User Manual v1.0 2/60
Change Items as another Message Types... 43 Optional Attendee... 44 Chapter 4: Tasks, Contacts & Notes... 45 To-Do List (Tasks)... 45 Assigning Task to a Contact... 47 Notes... 48 Chapter 5: Advanced Features of Outlook... 49 Folder Sharing... 49 Delegation... 54 Checking the Mail Box Size... 59 Chapter 6: Useful Keyboard Shortcut... 60 PolyU Email Service - Outlook 2007 User Manual v1.0 3/60
Introduction The Official Web Site The University has partnered with Microsoft to introduce the PolyU Email service. www.polyu.edu.hk/email The Main Features Mailbox quota 50GB NO periodical email purging, user need to do housekeeping Email Size 25MB each with 18MB (max) attachments No. of Messages can be sent o Total messages can be sent contain < 10,000 recipients, per 24 hours. o Each message contain maximum of 500 recipients only (each central pre-defined mailing group count as ONE only) o Note: Messages sent by Auto-reply rule(s) count into this figures EXCEPT using Out-Of-Office reply rule. Web-based - OWA (Outlook WebApp) Cache Mailbox -.ost (use Outlook Client) Archive Mailbox -.pst (use Outlook Client) PolyU Email Service - Outlook 2007 User Manual v1.0 4/60
Minimum System Requirements Win XP SP3, Vista SP2, Office 2007 SP1, IE 8, Firefox 3.01, Chrome 3.0.195.27; or Mac OS X 10.5/10.6, Office 2008/2011 for Mac, Safari 3.1 Login name, Password and the Official Email Address Login Username Password For PolyU Connect users For staff For using web-based access (i.e. Outlook WebApp) NetID Password For using Outlook client <NetID>@connect.polyu.hk Password For using web-based access (i.e. Outlook WebApp) NetID NetPassword For using Outlook client <NetID>@polyu.edu.hk NetPassword For PolyU Connect users For staff Official email address (i.e. actual email address) Alternate internal system user mail address Official email address (i.e. actual email address) Alternate internal system user mail address <Preferred Address Name>@connect.polyu.hk <NetID>@connect.polyu.hk <Preferred Address Name>@polyu.edu.hk <NetID>@polyu.edu.hk PolyU Email Service - Outlook 2007 User Manual v1.0 5/60
Chapter 1: The Basics Note: This section is for staff only By default, all new Outlook profile and the cache mailbox (OST/PST) are stored in, for example, C:\users\<username>\AppData\Local\Microsoft\Outlook. However, it is not easy to locate and backup. User may un-aware of the growth of the size of the OST/PST files which may take up all the storage space of Windows system volume. Therefore, it is recommended to change the default path for these files to D drive or E drive, provided that there have enough free space. To make the changes, please download the pre-defined registry files from the User Guides section (click Additional files) of the email website and double-click on it. There are 2 registry files for Outlook 2007 client in the downloaded zip file: 1. SetStaffMailPath_D_2007.reg Set the default path to D:\Staff Email Data 2. SetStaffMailPath_E_2007.reg Set the default path to E:\Staff Email Data Please double click on ONE of the above registry file ONLY to set the given default path. PolyU Email Service - Outlook 2007 User Manual v1.0 6/60
Start and Log into Outlook 1. Double Click on the Outlook icon to startup Outlook. 2. Enter your User name and Password and click OK Email Address Password For PolyU Connect Users <NetID>@connect.polyu.hk Password For staff <NetID>@polyu.edu.hk NetPassword 3. You will see the following screen after successfully logged in and startup. PolyU Email Service - Outlook 2007 User Manual v1.0 7/60
Recommended Settings in Outlook client o Download of Messages: At bottom right corner click Connected to Microsoft Exchange Select Download Headers and then Full Items Select On Slow Connections Only Download Headers also Make sure the Work Offline DOES NOT selected, otherwise you has to click Send/Receive button manually to get new messages or send new items o Select Tools > Options In Preferences tab Click E-mail Options, select o Save copies of messages in Sent Items Folder; and o Automatically save unsent messages; o Click Advanced E-mail Options Under Save messages section, select AutoSave items in: 3 minutes (can adjust to shorter period, if necessary); In When sending a message section, select Allow comma as address separator; Automatic name checking; Suggest names while completing To, Cc, and Bcc fields and click OK Click Junk E-mail o Click Safe Senders tab, select Check Also trust e-mail from my Contacts and click OK In Mail Setup tab In Send/Receive section, select o Send immediately when connected option Click Send/Receive, select o Include this group in send/received (F9) o Schedule an automatic send/receive every 5 minutes o Perform an automatic send/receive when exiting Under When Outlook is Offline section, select o Include this group in send/receive (F9) o Schedule an automatic send/receive every 15 minutes and click Close In Spelling tab, select Always check spelling before sending In Others tab, PolyU Email Service - Outlook 2007 User Manual v1.0 8/60
Click AutoArchive, select o Run AutoArchive every 60 days (maximum value) o Clean out items older than 12 Months (recommended value) o Move old items to: D:\Staff Email Data\Archive.pst (or other meaningful name) o Click OK o Turn on Bcc field when composing new messages Click New Mail Message or File > New > Mail Message In composing new message dialog box, click Options > Show Bcc PolyU Email Service - Outlook 2007 User Manual v1.0 9/60
Layout and Interface of Outlook 2007 Email Screen of Outlook (Keyboard shortcut: Ctrl + 1) Calendar Screen of Outlook (Keyboard shortcut: Ctrl + 2) PolyU Email Service - Outlook 2007 User Manual v1.0 10/60
Contacts Screen of Outlook (Keyboard shortcut: Ctrl + 3) Tasks Screen of Outlook (Keyboard shortcut: Ctrl + 4) PolyU Email Service - Outlook 2007 User Manual v1.0 11/60
Notes Screen of Outlook (Keyboard shortcut: Ctrl + 5) PolyU Email Service - Outlook 2007 User Manual v1.0 12/60
The Ribbon Panel in Office and Outlook The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected. Ribbon Quick Access Toolbar Group New Email Screen of Outlook (Keyboard shortcut: Ctrl + N when Mail is selected in Navigation Pane) New Appointment Screen of Outlook (Keyboard shortcut: Ctrl + N when Calendar is selected in Navigation Pane) PolyU Email Service - Outlook 2007 User Manual v1.0 13/60
New Contact Screen of Outlook (Keyboard shortcut: Ctrl + N when Contacts is selected in Navigation Pane) New Task Screen of Outlook (Keyboard shortcut: Ctrl + N when Tasks is selected in Navigation Pane) PolyU Email Service - Outlook 2007 User Manual v1.0 14/60
Different Views Weekly Calendar View in Outlook Phone List view for Contacts in Outlook PolyU Email Service - Outlook 2007 User Manual v1.0 15/60
To change different view, simply click on the radio button on the Current View on the Contacts on the left hand side. Business Cards view for Contacts in Outlook Detailed Address Cards view for Contacts in Outlook PolyU Email Service - Outlook 2007 User Manual v1.0 16/60
Chapter 2: Email Create a New Email, Reply and Forward an Email To create new email message, 1. Click File menu, New and Mail Message 2. You may click on the New button or Ctrl + N for keyboard shortcut. To reply email, 1. Select an email item. 2. Right click on mouse and select Reply. 3. You may click on the Reply button or Ctrl + R for keyboard shortcut. To forward email, 1. Select an email item. 2. Right click on mouse and select Forward. 3. You may click on the Forward button or Ctrl + F for keyboard shortcut. PolyU Email Service - Outlook 2007 User Manual v1.0 17/60
Forward as Attachment 1. Select an email item. 2. Press shortcut keys: Ctrl + Alt + F OR; 1. Select an email item. 2. Double click on it (OR right click on it and select Open) to open the email item. 3. Select Other Actions, in Message tag under Actions group. 4. Select Forward as Attachment. PolyU Email Service - Outlook 2007 User Manual v1.0 18/60
Download Attachment 1. Select an email item. 2. Right click on the attachment and select Save As 3. Select the desired location to be saved. PolyU Email Service - Outlook 2007 User Manual v1.0 19/60
Contact List/Address Book Outlook has one global address list and personal contact by default. PolyU Email Service - Outlook 2007 User Manual v1.0 20/60
Recall Message It use the term Recall instead of Retract. It allows recalling the message but the recipients would know the recall has been made. 1. Double click on the email of Sent Items to be recalled. 2. On the Message menu, click on Other Actions button and select Recall This Message 3. Select either Delete unread copies of this message or Delete unread copies and replace with a new message option. PolyU Email Service - Outlook 2007 User Manual v1.0 21/60
Message Tracking Sent items with tracking feature which shows the delivered and read time, 1. Double click on the email of Sent Items to be viewed. 2. On the Office menu, click on Properties to view the details. PolyU Email Service - Outlook 2007 User Manual v1.0 22/60
Previewing Messages Reading Pane automatically displayed on the right hand side. (It can be switched off or displayed at the bottom of the screen) 1. On the View menu, click on Reading Pane. 2. You may select Right, Bottom or Off. Reading Pane at the Bottom PolyU Email Service - Outlook 2007 User Manual v1.0 23/60
Reading Pane on the Right Email Notification Email notification is turned on by default. It appears at the lower right corner of the screen when new item is received. PolyU Email Service - Outlook 2007 User Manual v1.0 24/60
Messages Priority High priority message appears as red exclamation point and low priority as a blue down arrow. Follow-up Messages Flag message items as follow-up by clicking its flag. PolyU Email Service - Outlook 2007 User Manual v1.0 25/60
Preview Attachment Message attachment can be previewed by live previewer. PolyU Email Service - Outlook 2007 User Manual v1.0 26/60
Signature It allows setting multiple signatures 1. On the Tools menu, click on Options. 2. On the Mail Format tab, click the Signatures button. 3. Click New and type a name. 4. Type in the information and click Save when finished. 5. Click OK Categorize Message Item You can categorize a message by: 1. Double click on an email item. 2. On the Message tab, click on Categorize in the Options group. PolyU Email Service - Outlook 2007 User Manual v1.0 27/60
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E-mail with Voting Buttons This feature requires you to use a Microsoft Exchange Server account. Most home and personal accounts DO NOT use Microsoft Exchange. It is easy to create a poll in Microsoft Outlook by including voting buttons in an e-mail message. 1. On the Options tab, in the Tracking group, click Use Voting Buttons. 2. Click one of the following: Yes;No: When all you need is either a yes or a no, this is a good way to take a quick poll. Yes;No;Maybe: When you don't want to limit the choices to yes and no, this voting option offers an alternative response Custom: Click this command to create your own custom voting button names. For example, you can ask your colleagues to choose among three days of the week for a recurring weekly staff meeting. PolyU Email Service - Outlook 2007 User Manual v1.0 29/60
Custom Voting Button The following is an example for Custom buttons. Every selection has a semi-colon (;) with no spaces. Wan Chai;Shatin;Mongkok;Yuen Long PolyU Email Service - Outlook 2007 User Manual v1.0 30/60
Search/Find Outlook can highlight the search items in the message. Simply type the search criteria and the results are highlighted in yellow instantly. PolyU Email Service - Outlook 2007 User Manual v1.0 31/60
Rules Outlook has Rules Wizard for user to easily defining rules. A rule is an action that Microsoft Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule. You can choose many conditions and actions by using the Rules and Alerts Wizard. Rules do not operate on message that has been read, only on those that are unread. 1. In the Navigation Pane (The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view.), click Mail. 2. On the Tools menu, click Rules and Alerts. 3. Click New Rule. 4. Under Stay Organized in Step 1: Select a template, select Move messages from someone to a folder. 5. Click people or distribution list and specified in Step 2: Edit the rule description (click an underlined value) to state the sender s name/email and the destination folder to be moved to. PolyU Email Service - Outlook 2007 User Manual v1.0 32/60
6. Click Finish. PolyU Email Service - Outlook 2007 User Manual v1.0 33/60
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Chapter 3: Calendar PolyU Email Service - Outlook 2007 User Manual v1.0 35/60
To Create Appointment, 1. Switch to the Calendar View by click on the Calendar on Navigation Pane or Ctrl + 2 for keyboard shortcut. 2. Double click on the desired day or right click on the desired day and select New Appointment. 3. Click Save & Close when finished PolyU Email Service - Outlook 2007 User Manual v1.0 36/60
Scheduling Assistant Outlook 2007's Scheduling Assistant is capable of taking a great number of variables into account when helping you to schedule a meeting. 1. On the Navigation pane, click Calendar. 2. From the File menu, select New, Meeting Request. 3. Under the Meeting tab, in the Show group, click Scheduling Assistant. 4. To select attendees from an Address Book, click Add Attendees 5. Move the vertical bar (left or right) for available time slot. 6. Click Send. PolyU Email Service - Outlook 2007 User Manual v1.0 37/60
Recurring Appointment Outlook has fixed pattern (pre-defined) setting in recurring appointment. 1. While making appointment. 2. Click on the Recurrence button. 3. Define the pattern for recurrence. PolyU Email Service - Outlook 2007 User Manual v1.0 38/60
Proposing New Meeting Time When you receive a meeting request for a time that is not preferable but you want to attend the meeting, you can propose a new meeting time. The meeting organizer can accept or decline your proposal. 1. In the open meeting request, on the Message tab, in the Respond group, click Propose New Time. 2. Click either Tentative and Propose New Time or Decline and Propose New Time. 3. Click a time when all invitees are available. 4. Click Propose Time. 5. Click Send. PolyU Email Service - Outlook 2007 User Manual v1.0 39/60
Publish the Calendar on Web You can use the Microsoft Office Outlook Calendar Sharing Service to publish and share and calendars on Microsoft Office Online with other people. You have control over who can view the calendar and who can remove the calendar at any time. 1. In the Calendar, click Publish My Calendar PolyU Email Service - Outlook 2007 User Manual v1.0 40/60
2. Click Sign in and type the Windows Live ID and Password. 3. Click Finish. PolyU Email Service - Outlook 2007 User Manual v1.0 41/60
4. Select the desired option and Click OK. 5. Click Yes to confirm to publish your calendar on internet. PolyU Email Service - Outlook 2007 User Manual v1.0 42/60
Change Items as another Message Types Use drag and drop by mouse. The following example shows the result of changing an email as a calendar appointment. PolyU Email Service - Outlook 2007 User Manual v1.0 43/60
Optional Attendee Outlook has optional attendee in the meeting request. PolyU Email Service - Outlook 2007 User Manual v1.0 44/60
Chapter 4: Tasks, Contacts & Notes To-Do List (Tasks) Tasks are displayed in three locations in Microsoft Office Outlook 2007 in the To-Do Bar, in Tasks, and in the Daily Task List in Calendar. To-Do List View in Outlook PolyU Email Service - Outlook 2007 User Manual v1.0 45/60
Tasks in Simple List View in Outlook Tasks in Task Timeline View in Outlook PolyU Email Service - Outlook 2007 User Manual v1.0 46/60
Assigning Task to a Contact To assign a task, you first create the task, and then send it as a task request to someone. The person who receives the task request becomes the temporary owner of the task. This person can decline the task, accept the task, or assign the task to someone else. If the task is declined, it is returned to you. 1. On the File menu, point to New, and then click Task Request. 2. In the To, enter the name or e-mail address of the person to whom you want to assign the task. 3. In the Subject, type a name for the task. 4. Select the Start date, Due date and the Status options that you want. 5. Select or clear the Keep an updated copy of this task on my task list and the Send me a status report when this task is complete. 6. If you want the task to repeat, on the Task tab, in the Options group, click Recurrence, select the options that you want, and then click OK. 7. In the body of the recurring task, type any information that you want to include in the task. 8. Click Send. PolyU Email Service - Outlook 2007 User Manual v1.0 47/60
Notes Notes are very simple and easy to read reminder which can be read at any time. The default color is yellow. To change the color of individual notes, you need to assign a color category to each note. The notes will acquire the color that is associated with the assigned color category, which overrides the default color of the note. Tip: You can leave the note open while you work. When you change the note, the changes are saved automatically. PolyU Email Service - Outlook 2007 User Manual v1.0 48/60
Chapter 5: Advanced Features of Outlook Folder Sharing Assigner should do the following. 1. Right click on Mailbox Your Name 2. Select Change Sharing Permissions PolyU Email Service - Outlook 2007 User Manual v1.0 49/60
3. Click Add and select desired sharing recipient. 4. Under the Read group, select Full Details. The Permission Level is then changed to Reviewer and Folder visible is checked under the Other group automatically. 5. Click OK. PolyU Email Service - Outlook 2007 User Manual v1.0 50/60
6. Right click on the folder to be shared. In this example, the folder named For sharing is selected. 7. Select Change Sharing Permissions 8. Click on Add and select desired sharing recipient. PolyU Email Service - Outlook 2007 User Manual v1.0 51/60
9. Under the Read group, select Full Details. The Permission Level is then changed to Reviewer and Folder visible is checked under the Other group automatically. 10. Under the Other group, select Folder visible. 11. Click OK. IMPORTANT Remember to uncheck the Folder Visible option every time you create new folder. Otherwise every folder you ve created will be visible to others. PolyU Email Service - Outlook 2007 User Manual v1.0 52/60
Assignee should do the following. 1. Click on Tools and select Account Settings 2. On the Data Files tab and click Settings 3. Click the Advanced tab and then click Add 4. Type in the name of the desired user to be opened 5. Click OK and Close PolyU Email Service - Outlook 2007 User Manual v1.0 53/60
Delegation Assigner should do the following. 1. Tools > Options and select Delegates tag. 2. Click Add to select desired delegate. 3. Click OK. PolyU Email Service - Outlook 2007 User Manual v1.0 54/60
4. Select the desired action for the delegate. The following example selected Reviewer for Inbox. 5. Click the check box Automatically send a message to delegate summarizing these permissions to send an email and notify the delegate. 6. Click OK. PolyU Email Service - Outlook 2007 User Manual v1.0 55/60
Assignee should do the following. To compose new message on behalf of the person who s authorized the delegation 1. File > New > Mail Message 2. On the Options tab, click Show From and you type the person s name. To show the folder of the person who s authorized the delegation 1. File > Open and select Other User s Folder... 2. Type in the name of the person who s authorized the delegation. (Or click Name to search and fill in) 3. Click OK. To grant someone to access to your calendar: 1. Click on the Calendar view, and then click on Share My Calendar 2. Type in the recipient s name or email. PolyU Email Service - Outlook 2007 User Manual v1.0 56/60
3. He/she will be notified by an email. 4. You may also be able to view the recipient s calendar by selecting the check box of Request permission to view recipient s Calendar. PolyU Email Service - Outlook 2007 User Manual v1.0 57/60
To access someone s shared calendar: 1. Click on the Calendar view, and then click on Open a Shared Calendar 2. Type in the recipient s name or email and click OK. PolyU Email Service - Outlook 2007 User Manual v1.0 58/60
Checking the Mail Box Size Outlook offers several ways to check the folder and personal folder file (.pst) size. 1. Right Click on the Outlook Today icon (Usually Your Name). 2. Select Properties for Your Name. 3. Click Folder Size to check the size of every objects/folders. PolyU Email Service - Outlook 2007 User Manual v1.0 59/60
Chapter 6: Useful Keyboard Shortcut General (For all view) [Ctrl]+[1] Switch to Mail [F3] or [Ctrl]+[E] Go to the Search box [Ctrl]+[2] Switch to Calendar [Ctrl]+[Z] Undo [Ctrl]+[3] Switch to Address Book [Ctrl]+[Y] Redo [Ctrl]+[4] Switch to Tasks [Ctrl]+[P] Print [Ctrl]+[5] Switch to Notes [Alt]+[F2] Show/hide the To-Do Bar In Mail View [Ctrl]+[N] Create a new message [Ctrl]+[Shift]+[B] Open the Address Book [Ctrl]+[F] Forward the selecting message [F9] Check for new messages [Ctrl]+[K] Check names in address book in the current focusing field To/Cc/Bcc when creating E-Mail message [Alt]+[S] Send a message when creating E-Mail message In Calendar View [Ctrl]+[N] Create a new appointment [Alt]+[=] Switch to Month view [Ctrl]+[F] Forward the selecting appointment [Alt]+[-] Switch to Week view [Ctrl]+[G] Go to a date [Alt]+[0] Switch to Day view PolyU Email Service - Outlook 2007 User Manual v1.0 60/60