Welcome to Microsoft Outlook 2003

Welcome to Microsoft Outlook 2003 Using Microsoft Outlook 2003 within the UWEX and UW Colleges Exchange Server environment INTRODUCTION...3 Launching Outlook...3 OFF CAMPUS ACCESS TO OUTLOOK...5 Outlook Web Access (OWA)...5 MAIL...6 Checking Mail...7 Reading New Messages...8 Understanding Blocked HTML Content...8 Deleting Messages...8 Emptying Deleted Items Folder...9 Recovering Deleted Items...9 Viewing Attachments...9 Creating and Sending a New Message...10 Adding an Attachment to a Message...11 Flagging a Message...12 Creating a Signature...13 Creating an Out of Office Message...14 Organizing Your Mail with Folders...15 Creating a New Folder...15 Moving Messages to Folders...17 Saving and Storing Email in Local Folders...17 Working with Mail Offline...19 Searching for Messages...19 Junk Email...19 Rules...20 Create a Rule by Right clicking on a Message 22 ADDRESS BOOKS AND CONTACTS...24 The Contact Window...24 Creating a Contact in the Contacts Folder...25 Sending Messages Using the Address Book...25 Global Address List (GAL)...25 Personal Contact Information...26 Creating a Contact from the Email Message...27 Changing a Contact s Information...27 Deleting a Contact...27 Sending a Message by Typing in a Contact...28 Using Distribution Lists...28 CALENDARING...30 Appointments and Meetings...31 Showing your Free/Busy time...32 Recurring Appointments...34 Meeting Requests...34 Seeing someone else s Free/Busy time...35 Receiving a Meeting Request...36 Tracking Meeting Request Responses...37 Hiding Your Free/Busy Time...38 Shared Calendars...39 View calendars that have been shared...41 Creating a Group Calendar...41 TASKS...43 Create a task...44 Assigning Tasks...46 DELEGATE ACCESS...46 Sending on behalf of someone...52 If someone else grants you delegate access to their calendar...52 Exiting Outlook...53 For More Help...53 14 June 06

Introduction Outlook 2003 provides an integrated solution for managing and organizing email messages, address books, directory, calendars, schedules, tasks, notes, contacts, and more. The images you see in the following document were taken on a Windows XP Professional PC, using Outlook 2003 as the mail client. If you have changed any of the settings in your Outlook 2003 client, the images and instructions may be somewhat different. If you have any questions about the Outlook interface, please contact the helpdesk at 1 800 760 7610, 265 3895, via email at helpdesk@ces.uwex.edu, or on the Web at http://helpdesk.uwex.edu. Launching Outlook In order to access Outlook, you will need to do one of the following: If applicable, double click the shortcut icon on your desktop. The shortcut looks like a small orange clock. or Navigate to Outlook through the Start button in the Windows taskbar, and click on the application. Each time you open the Outlook application, you will be prompted to login ( Figure 1). Your username will look something like this: uwc\lisa.linfield. Log in with your designated password. Figure 1 3

The first time you launch Outlook, you will be brought to the Outlook today window (Figure 2): Figure 2 Outlook Today summarizes your calendars, tasks and new messages in one view. You can customize this view by clicking on the Customize Outlook Today button (Figure 2.1). Figure 2.1 The Customize Outlook Today screen will open (Figure 2.2). You can customize the following areas of Outlook Today: startup, messages, calendar, tasks and styles. 4

Figure 2.2 To get to your mail from this point, click on the Mail folder in the pane on the left (Figure 2.3). Figure 2.3 Off campus Access to Outlook Outlook Web Access (OWA) Using OWA, you can access your Exchange account from any web browser. To do so, go to https://owa.uwc.edu. Enter your email address and your email password (Figure 2.4.) 5

Figure 2.4 Notes: OWA will work from all browsers, but its features are best optimized with Internet Explorer. For more information about using Outlook over the Web, see the Outlook Web Access Quick Source guide. Mail Once you select the mail folder, you will notice there are three columns displayed within the client. The column on the left is the Navigation Pane, the middle column is the View Pane, and the column to the right is the Reading Pane (Figure 3.) Navigation Pane View Pane Reading Pane Figure 3 6

These panes are customizable and re sizable, so you may remove a pane or resize the pane with ease. Their purposes are as listed below: Navigation Pane This pane allows you to select which function of Outlook you would like to utilize. You can navigate through your different mail folders and mailboxes in this pane, as well as access your Calendar, Contacts, Tasks and others. By default, your mail folders are displayed in the Navigation Pane when you launch the application. View Pane This pane will display the contents currently stored in the folders you see in the Navigation Pane. Reading Pane This pane previews contents of selected messages from the View Pane without the need to open a separate window. Click on the message you wish to view, and it will be displayed in the Reading Pane. Checking Mail By default, Outlook will automatically check for new mail once every five (5) minutes. To check for new mail manually, click the Send/Receive button as seen below (Figure 4). Figure 4 After Outlook has finished downloading your email, it will appear in your Inbox. All unread messages will be in bold type and have an icon of a closed envelope to the left of them (Figure 5). Figure 5 To read one of your messages, you can either single click and preview the message in the reading pane, or double click to open the message in its own window. 7

Reading New Messages Once you have launched the Outlook client, you can view your new messages by opening the Inbox folder from your Navigation Pane (Figure 5.1). Figure 5.1 From here, you can do one of the following: Select the message in the View Pane to display it in the Reading Pane, or Double click the message to display it in a new window. When you are finished viewing the message, you are able to navigate to the next message by selecting it from the View Pane. Additionally, if your message is displayed in a separate window, click the X in the upper right hand corner of your message to close your message. You will then be returned to your Inbox. Understanding Blocked HTML Content By default, HTML content (images, hyperlinks, etc.) is blocked when you view your messages. This feature is designed to help protect you against spam and privacy invasions. If the message you have received is from a trusted source, and you wish to view the content, you can do so by clicking the link which says, Click here at the top of the message (Figure 6). Figure 6 Deleting Messages If you would like to delete messages from your Inbox, you may do so by choosing one of the following options: Select the message(s) you wish to delete, and click on the button, or Select the message(s) you wish to delete, then select Edit > Delete from the Menu Bar, or Select the message(s) you wish to delete, and press the Delete Key, or Right click on the message(s) you wish to delete, and select Delete. Additionally, if you are viewing messages in a separate window, you have the ability to delete the message you are currently viewing by doing the following: Click the button from the Tool Bar. 8

Emptying Deleted Items Folder Once you have deleted messages from your Inbox and other folders, they will be stored in your Deleted Items folder. If you would like to empty your Deleted Items choose one of the following options: Right click on the folder in the Navigation Pane and select Empty Deleted Items Folder Select Tools>Empty Deleted Items Folder from the Tool Bar Recovering Deleted Items To recover a message that is still in your Deleted Items folder, you can just drag the item back to your Inbox. You can restore these messages on your own, by following these steps: To recover a message that you have emptied from your Deleted Items folder, first make sure that you are in your Deleted Items folder from your folder list. Select Tools > Recover Deleted Items from the Menu Bar. The following window will display (Figure 7): Figure 7 Select the message(s) you wish to recover, and then click the Recover Deleted button in the Tool Bar, as shown below (Figure 8). Your message(s) will then be moved back to the Deleted Items folder. From there, you can drag the message back to your Inbox and/or other folders. Figure 8 Viewing Attachments If you receive a message with an attachment you would like to view, you can do so by double clicking on the attachment name or icon (Figure 9): Figure 9 9

Clicking on this attachment will launch a new window which will prompt you to either Open or Save the attachment. Click on the Open button to open the file in a new window. Creating and Sending a New Message There are a number of ways to create new messages in Outlook. From the Mail window, select one of the following below: Click the New button on the Toolbar (Figure 10) Figure 10 Select File > New > Mail Message from the Menu bar, or Press CTRL + N Doing any of the above listed options will display a new window, as shown below (Figure 11): Figure 11 To: Cc: Enter the address of the person to whom you are emailing, or click the To button to select a contact from your address book. Enter the addresses of anyone you would like to send Carbon Copies of this message. You can also click the Cc button to select a contact from your address book. Subject: Enter the subject of your message here. 10

You can also activate the Bcc field from the View menu. Blind Carbon Copies (Bcc: are like Carbon Copies (Cc:), except that Bcc recipients are unlisted the people in the To: and Cc: fields will not be able to see who was Bccʹd on the message. When you are finished composing your message, click on the Send button in the Tool Bar. Your message will be sent and you will be returned to your Inbox. Adding an Attachment to a Message If you have a file that you wish to include with an outgoing message, you can do so by adding an attachment to your message. There are two primary ways to add an attachment to a message. From your New Message window, click on Insert, then File. Another way is to click the button in the Tool Bar which resembles a Paper Clip (Figure 12.) Figure 12 Either method will display the Insert File dialog box (Figure 13) where you will be able to navigate to and choose the file you wish to attach. Once you have located and selected the file, click the Insert button at the bottom of the dialog box. Figure 13 11

Doing this will add a new field to the top of your message, titled Attachments. You will then see your file listed in this section (Figure 14): Figure 14 To add more attachments to the message, repeat the process explained above. Flagging a Message Another benefit of Outlook Exchange is that you can highlight or flag your email as a way to remind yourself that additional action needs to be taken. For example, you can use flags to remind yourself to follow up on an issue or to indicate a request for someone else. You can also use flags to set a reminder for the message or contact. To flag an email for follow up, right click the email message in your Inbox and select Follow up, then select the color flag you would like to use. You can also click Add Reminder to be reminded to follow up on a certain date. When you add a message flag, the background color of the Flag Status column changes color to make it easy for you to quickly find items in the message list while scrolling. Items you add a message flag to will automatically display in the For Follow Up Search Folder. However, an email item sent to you with a message flag will not appear in this Search Folder, unless you add a flag to the item. When a message or contact is flagged, one of the following appears in the Flag Status column: None Not Flagged Flagged Flagged as completed When the recipient receives a message with a flag, a comment on the purpose of the flag appears at the top of the message. If you set a reminder, the date will also appear at the top of the message. 12

Creating a Signature To automatically add a signature to your outgoing message, select Tools > Options from the Menu Bar. This will open a new window (Figure 15.) From here, select the Mail Format tab. Figure 15 To create a signature, click the Signatures button at the bottom of the window. The next window to open will show instructions to create a new signature, or modify or delete an existing signature. Choose a name for your signature and click the Next button. This will display the following window, where you can create your new signature (Figure 16): Figure 16 13

Enter the information you wish to be displayed in your signature in the space provided. Once you have created your signature, click the Finish button at the bottom, and then click OK at the subsequent screen. Finally, click Apply and OK at the original Options window, and you will be returned to your Inbox. Additionally, you can create different signatures for when you reply or forward an email. In Figure 17 below, a signature has been created for new messages, while no signature is attached when an email is replied to or forwarded. Figure 17 Creating an Out of Office Message The vacation message feature in Outlook is referred to as the Out of Office Assistant. If you will be away from your mail, and would like senders to be notified, you can do so by selecting Tools > Out of Office Assistant. Doing this will open the Out of Office Assistant (Figure 18), where you can turn the Out of Office Assistant on or off, as well as compose and modify your auto response: Figure 18 With the Out of Office message turned on, the next time you log in to your email you will get a message reminding you that your Out of Office message is active (Figure 18.1). You will be asked if you want to turn it off. 14

Figure 18.1 Organizing Your Mail with Folders As messages begin to pile up in your Inbox, it gets difficult to locate particular items. For this reason, it is helpful to organize your mail. One way to organize your mail is to place them in folders. To create a folder, click on the Inbox button in the Navigation Pane. This will display any folders you currently have. Creating a New Folder If you would like to create a new folder from this view, click the drop down menu on the New button, and select Folder (Figure 19.) Figure 19 Type the name you would like to give the new folder in the Name: field. In Figure 20, we have created a folder named Tech Partners. Next, we will select where we would like this new folder to appear. As you organize your Mailbox, it is good practice to put all of your mail folders in the Inbox. To create the folder, click OK. Figure 20 15

Your new folder will become a subfolder of this folder (Figure 21). This will add your new folder, and return you to your previous window. Figure 21 Favorite Folders Favorite Folders (Figure 21.1) are folders that are used regularly by the user. By default, the Inbox, Calendar, Contacts, Unread Mail, For Follow Up, Sent Items, Deleted Items, Drafts and the Outbox are included as Favorite Folders. The user can then add other frequently used, or ʺFavoriteʺ folders to this list. Figure 21.1 To add a folder to your Favorites: 1. Expand your inbox, which is located under All Mail Folders (Figure 21.2). Figure 21.2 16

2. Locate the folder you want to add as a Favorite. 3. Right click on the folder. 4. In the middle of the menu that pops up you will see ʺAdd to Favorite Foldersʺ (Figure 21.3). Figure 21.3 5. Click on that option and the folder will be added to the Favorite Folders view. Note that this does not remove the folder from your list of folders in the All Mail Folders list. To remove a folder from the Favorites list, right click on the folder and select ʺRemove from Favorites Foldersʺ. To change the order of folders in the Favorite Folders list, click on the folder and drag it to your desired location. Moving Messages to Folders Once you have folders created, you can start moving messages from one folder to another. There are a number of ways to do this in Outlook 2003. Highlight and drag the message(s) to the appropriate folder, or Right click on the message(s) and select Move to folder, then select the appropriate folder from the window, or Select the message(s) and click on Move to folder, then select the appropriate folder from the window. Saving and Storing Email in Local Folders All mail in your Inbox is stored online, on the Exchange server. You may store your mail locally by moving your messages to a personal folder (Figure 22). 17

Figure 22 First, select Personal Folders from the navigation. Create a new folder here by following the previous steps outlined above. Make sure when creating a new folder, the Folder contains box indicates Mail and Post Items, and that Personal Folders is selected (Figure 23.) Click OK. Figure 23 You may now drag items from your Inbox, which is on the Exchange server, to this local folder, which resides on your machine. Please note that you cannot access your personal folders when you use the web to access Outlook (OWA). Only items on the Exchange server can be accessed from OWA. 18

Working with Mail Offline If you are not connected to the network, you can still work in Outlook and save your files for later. To write an email message offline, compose your message and click Send as usual. If you are not connected to the network, your message will be saved to the Outbox. Messages stored in the Outbox will be sent the next time Outlook checks mail. In order to see which messages have not yet been sent, open the Outbox folder. When messages are queued to be sent, the description in the Outbox will be in italics. Searching for Messages To search for particular messages in Outlook, do one of the following: Click the Find button from the main toolbar, (Figure 24), or Select Tools > Find > Find from the Menu Bar Figure 24 Enter your search criteria ( Look for: and Search In ) and click the Find Now button to search for items (Figure 25). Figure 25 Junk Email Outlook comes equipped with a tool to evaluate whether or not a message you receive should be treated as Junk Email, based on a number of factors, such as the time message was sent, contact of message, structure of message, etc. This filter does not have the ability to single out any single sender, or a certain type of message. Additionally, the filter is set to a low setting by default, but you have the ability to modify these settings. Any messages caught by this filter are automatically moved to a Junk Email folder. This folder is automatically set up when you create your mail account. To edit your Junk Email settings, click on Tools > Options in the Menu Bar. From this window, select Junk Email under the Preferences tab. This will open the following window (Figure 26): 19

Figure 26 From here, you have the ability to modify your Junk Email filters. You can turn your Junk Email filter on and off, change the filter level, and add or modify people in your Safe Senders, Safe Recipients and Blocked Senders list. Rules You have the ability to manage your mail by using Rules to automatically filter your incoming messages. For example, if you get email related to a certain project or from a specific sender and want that email filed to a particular folder in Outlook, a rule can be created to do that automatically for you. To display Rules in Outlook, select Tools > Rules and Alerts from the Menu Bar. This will open a window, which displays any rules or alerts you currently have created (Figure 27). Figure 27 20

To create a new Rule, click the New Rule button (Figure 27.1) Figure 27.1 - After the New Rule button has been clicked, the Rules Wizard dialogue box will open (Figure 28). Figure 28 To create a rule, select any one of the options listed in Step 1, and follow the instructions in Step 2 (Figure 28). In Step 2, you click on the links (e.g. people or distribution list and specified) to further define the rule description. Clicking Next will prompt a series of windows in which you can further specify the conditions, actions and add any exceptions you would like to add. 21

An example of a rule would be to automatically deliver all messages from a specific person to a specific folder. After doing so, you will be prompted to name the rule, and click the Finish button. Your new Rule will then be displayed in the original Rules and Alerts window. Click Apply to save these settings, and click OK to return to Outlook. You can create more advanced rules by selecting the option Start from a blank rule. (Figure 29) Figure 29 Create a Rule by Right clicking on a Message Another way to create a rule is to right click on the email message that the rule will apply to, and select Create Rule. The Create Rule dialog box will open (Figure 29.1). Figure 29.1 To set up a rule to move all messages from a particular sender to a specific mailbox, add a checkmark next to From <Name>. Then select Move email to folder and click on the Select Folder button (Figure 29.2). 22

Figure 29.2 Select the folder to where messages should be moved and click OK. Then click the Advanced Options button (Figure 29.3). Figure 29.3 The Rules Wizard dialog box will open (Figure 29.4). Figure 29.4 23

Click the Next button three (3) times to advance through the Wizard and get to the Finish rule setup step where you can specify a name for this rule (Figure 29.5). Figure 29.5 Select Run this rule now on message already in Inbox and Turn on this rule. Then click Finish. The messages meeting the rule criteria will be moved to the specified folder location. Address Books and Contacts Microsoft Outlook Contacts provide a way to store commonly used email addresses. Contact information can also include mailing addresses, phone numbers and other personal data about a particular individual. The Contact Window Contact information can be viewed by selecting the Contact folder from the Navigation Pane (Figure 30) or by clicking View > Folder List from the menu and click on the Contacts folder or choose View, Go To > Contacts from the menu. Please note that the Contact window will only display those contacts from your personal address book, and not any other address book you may have access to. 24

Figure 30 Creating a Contact in the Contacts Folder 1. Choose View, Go To > Contacts from the menu. 2. Click the New button on the toolbar or press Ctrl N. 3. Enter information about the individual as desired. To send email to this individual you must fill in the Email field. 4. Enter the name as you wish it to appear in the Contact list in the File as: field. 5. Click Save and Close on the toolbar to save your changes or choose File, Save from the menu and then close the new contact window. Sending Messages Using the Address Book If you would like to send a message using your Outlook address books, you can do so by one of the following ways: Create a new message, click the To: field to search for and select the contact you wish to send to, or Select a contact from your Personal Contacts and click the Send mail to contact button or In the Address Book search window, search for and select recipient, click the Send mail to contact button Global Address List (GAL) Your default address book will be the Global Address List (GAL). Email addresses for all individuals who have an account on the Exchange server are stored in the GAL. The GAL is automatically available to you when using Outlook. The GAL can be searched even if you know only part, but not all, of an individual s name. When you click on To: field when creating a new email message, Outlook will automatically search for addresses in the GAL. (Figure 31) 25

Figure 31 1. Enter all or part of an individual s first name in the text box next to the Type Name or Select from List prompt. It will automatically jump to that name, or, if you only know part of the name, it will take you to a close approximation. Please note that you can only search by first name. 2. Double click an individual s name to include them in the To list. 3. Highlight an individual s name and click the Cc > button to send a Carbon Copy of the message to them. 4. Highlight an individual s name and click the Bcc > button to send a Blind Carbon Copy of the message to them. 5. Click OK to exit the Select names dialog box. To search for UW Extension staff and faculty, select UW Extension staff from your list of address books (Figure 32). Figure 32 Personal Contact Information Please note that individuals not listed in the Global Address List, and contacts and colleagues not affiliated with UW Extension or UW Colleges can be added to your own personal contact address book. (Figure 33): 26

Figure 33 If youʹre not sure of the spelling (for example, youʹre not sure if their first name is John, Jon, or Jonathan), you can enter part of the name (Jo) in the First name field. It will automatically jump to the most likely name. If you get multiple results with the same name, or youʹre not sure the person listed is the one youʹre looking for, right click on a name, then select Properties to get more information. Creating a Contact from the Email Message You can create a contact quickly by selecting a message and dragging it to the Contacts folder. 1. Highlight a message from the individual that you wish to add to your Contact list. 2. Drag the message from the Inbox to the Contact folder in the folder list. 3. Information about the individual will be filled in as appropriate (Full Name, email address and contact entry name). 4. Additional information about the person can be entered if needed. 5. The contact entry name is shown in the File as field. By default, the entry name is created as Last name, First name. Leave this field as shown or enter a different entry name if desired. 6. Click Save and Close on the toolbar to save your changes or choose File> Save from the menu and then close the new contact window. Changing a Contact s Information 1. Choose View, Go to > Contacts from the menu. 2. Double click the Contact entry name to be changed. 3. Update the contact s information as required. 4. Click Save and Close on the toolbar to save your changes and return to the Outlook window. Deleting a Contact 1. Choose View, Go to > Contacts from the menu. 2. Locate and right click on the contact entry to be deleted. 3. Choose Delete from the pop up menu. 27

Sending a Message by Typing in a Contact Outlook will automatically search the GAL as well as your personal contacts if you enter the partial name of the person you want to email. Outlook also maintains a history of previously sent email addresses and will present a list of matching contacts where appropriate. 1. From your Inbox, create a new message by clicking the New button on the toolbar or pressing Ctrl N. 2. Enter all or part of the contact name. A list of suggested names should appear (Figure 34). Figure 34 3. Use the up/down arrow keys to highlight the correct entry. 4. Press Enter to select it and include it in the To: field. 5. Complete the message by adding a Subject line and message text. 6. Once the name has been verified, it will appear as the person s full name underlined. (Figure 35) Figure 35 7. Send the message by clicking the Send button on the toolbar or pressing Alt S. Using Distribution Lists If you often send messages to the same group of people, it may be beneficial to use a Distribution List. Distribution lists are useful for managing groups of contacts, such as departments. Once you set up a distribution list for a department, you can enter just the name of your departmentʹs distribution list instead of each department memberʹs email address. To create a distribution list: 1. First, click the down arrow just to the right of the New button on the menu bar (just below the File menu button). 2. The menu shown below will appear (Figure 36). 28

Figure 36 3. Select Distribution List. 4. This will open a new window (Figure 37). Figure 37 5. For an existing distribution list, type in the name for the list in the Name field. To create a new list, click Select Members to choose from the GAL or your personal contacts. 6. In the Name field, type a name for your distribution list. 7. When you are finished, click Save and Close to exit. You should now be able to send messages to your distribution list. To send a message to your distribution list, just open a new message and type your distribution listʹs name in the To field, or select the list name from your personal contacts. 29

Figure 38 Note the small + symbol to the left of the distribution list name (Figure 38). You can click the + symbol to ʺexpandʺ the distribution list and see all names associated with this list. This lets you customize the list (delete individual names for that particular email message, for example). Calendaring Perhaps the greatest advantage of the Microsoft Exchange Environment is a Shared Calendaring system. Among other things, the Shared Calendaring capability will allow individuals or groups to quickly and easily schedule meetings with each other, view people s free/busy times, schedule tasks, and maintain vacations and group events in one central calendar. From the Navigation Pane, click on the Calendar Icon (Figure 39). Figure 39 This will open your calendar view (Figure 40). Figure 40 30

You can view your calendar by day, week or month by selecting such from the calendar toolbar. Appointments and Meetings Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. You can even set personal reminders in your calendar. To create a new appointment, click New on the calendar toolbar, or click File > New > Appointment. The following window will appear (Figure 41): Figure 41 In the Subject box, type a description of this appointment. If necessary, enter the location in the Location box. Enter start and end times for your appointment. If this is an all day event, indicate that by clicking the checkbox. (Figure 42) Figure 42 You can choose to indicate a category for your appointment, by using the Label drop down menu. For this example, we will assign the label Personal (Figure 43). It will then appear in your own calendar with that color designation. 31

Figure 43 Setting a Reminder You can set a reminder for your appointments by checking the box next to Reminder (Figure 44). In this example, a pop up window will alert you 15 minutes before the appointment start time. Figure 44 Showing your Free/Busy time By using the drop down menu next to Show time as, you can designate the time as busy, free, tentative, or out of office. If other people try to schedule a meeting with you, these blocks of time will then be marked with the appropriate colors, indicating your availability (Figure 45): Figure 45 Clicking on the scheduling tab (Figure 46) will show you how your schedule will look to others. If you are free, you will not have any time blocked off in your schedule (Figure 46). Figure 46 32

Figure 47 When you are finished, click Save and Close. The appointment will now populate in your calendar (Figure 48). By clicking on the appointment in your calendar, this will re open the appointment window. You can then make any necessary changes, at any time. Figure 48 33

Recurring Appointments To make the appointment recur, click Recurrence from the toolbar (Figure 49). Figure 49 Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. Meeting Requests Use the same process you would use to set up an appointment to set up a meeting. Basically, a meeting is an appointment where you invite other people. To set up a meeting, click New on the calendar toolbar and point to Meeting Request or from the File menu, point to New, and then click Meeting Request on the corresponding menu. You can also turn an existing appointment into a meeting. By clicking on the appointment in your calendar, this will re open the appointment window, and you can add people by clicking on Invite Attendees (Figure 50). Figure 50 This will change the appointment window into a meeting request window (Figure 51). Figure 51 34

Clicking on the To: button will open your Global Address List. From here, you can select attendees for your meeting. For attendees, you can designate if attendance is required or optional. In the Subject box, type a description. In the Location box, enter the location. Enter start and end times for your meeting. Click the checkbox if this is an all day event. Select any other options you want (such as a label, reminder, or if this is a recurring meeting.) Before you send the meeting request, you should check the attendees availability. Seeing someone else s Free/Busy time With the scheduling tab, not only can you see how your calendar will look to others, but it also allows you to see the availability of those you are inviting to attend the meeting (Figure 52). Figure 52 From the example above, Greg Johll is currently busy for the time selected for the meeting. Autopick Feature Outlook s Autopick feature allows you to find an alternate time for your meeting if the proposed time conflicts with someone s busy time. Autopick is especially useful when setting a meeting with multiple users. 35

To find the next time someone is free, click on. Autopick will immediately jump to the next available free period on their calendar. The duration will be the same length of time as you originally requested for your meeting. From the scheduling tab you can also make changes to your meeting request, and add other people to your meeting. When you are finished, click Send. The appointment will now appear in your calendar. Responses to your meeting request appear in your Inbox. You can also add people to an existing meeting or reschedule a meeting by clicking on the meeting in your calendar and re opening the meeting request window. Receiving a Meeting Request When someone sends you a meeting request, it will show up in your Inbox, just like an email (Figure 53.) Instead of the envelope icon which appears to the left of an email item, a calendar icon appears to the left of a meeting request. Figure 53 When you open a meeting request that has been sent to you, you have the option to accept, decline, or propose a new time (Figure 54). Figure 54 Once you click on the button this dialog box will appear (Figure 54.1). 36

Figure 54.1 Choose the correct response and click on OK. When you accept or tentatively accept the meeting request Outlook will put the meeting on your Outlook calendar automatically. If for some reason you try to delete the meeting from your calendar Outlook will ask you if you want to send a note to the meeting organizer (Figure 54.2). You have the option of sending a response or not sending one. Figure 54.2 Tracking Meeting Request Responses The meeting organizer will see four different types of messages in their Inbox once meeting participants begin to respond to the Meeting Request. Here are some examples (Figure 54.3). Figure 54.3 37

The meeting organizer can track how participants have responded to a meeting request by going to the calendar item and opening it. There will be a tab called Tracking (Figure 54.4). That dialog box will show how each recipient has responded or if they have not yet responded. The meeting organizer can decide if a new meeting time would be better and can reschedule the meeting by clicking on the Propose new meeting time button. This will start the scheduling process over again and will update participants calendars as they respond. Figure 54.4 If the meeting organizer decides to cancel a meeting, that information will go out to participants when the organizer deletes the meeting from their schedule. Here is an example of a canceled meeting notice a participant will see in their Inbox (Figure 54.5). Figure 54.5 Hiding Your Free/Busy Time In rare cases, you may not want others to see if you are Free or Busy. If so, you can choose not to publish your Free/Busy information to the server. To do so, choose Tools > Options > Calendar Options > Free/Busy Options from the menu bar. 1. Set Publish to 0 (zero). 2. Set Update free/busy information on the server every minutes to 15. If someone else tries to view your Free/Busy time, no information will be available to them (Figure 55). However, this does not prevent someone from inviting you to a meeting. 38

Figure 55 Shared Calendars With Outlook, itʹs easy to share your calendar so that others can view it. Shared calendars can greatly improve the efficiency of an organization. Whether you need to know whatʹs on someoneʹs schedule, or have to set up a quick meeting as soon as a group of people are all available, shared calendars will save you time. To share your calendar: First, make sure that you are in your calendar view by clicking on the Calendar in your folder list. In the Navigation Pane click Share My Calendar (Figure 56). Figure 56 The Calendar Properties dialog box will open (Figure 57). Specify the people who can access your Calendar by clicking Add. 39

Figure 57 1. The Add Users dialog box will open (Figure 58). Figure 58 40

2. In the Type Name or Select from List box enter the name of the person whom you want to grant sharing permissions to (Figure 58). 3. Under Add Users, click Add, and then click OK. 4. In the Name box, click the name of the person you just added. 5. Under Permissions, in the Permission Level list, click the permission level that you want. With this permission level (or role) Owner Publishing Editor Editor Publishing Author Author Contributor Reviewer Custom None You can Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.) Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.) Create, read, modify, and delete all items and files. Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.) Create and read items and files, and modify and delete items and files you create. Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.) Read items and files only. Perform activities defined by the folder owner. (Does not apply to delegates.) You have no permission. You can't open the folder. You can create custom permissions by selecting the check boxes and options under Permissions. View calendars that have been shared 1. In your calendar view, in the navigation pane, click Open a shared Calendar. 2. Click the Name... button to open up the GAL. 3. Double click on the name of the person whose calendar you wish to access. Click OK. 4. If the user has given you permission to view their calendar, their calendar should appear besides your calendar in the right hand side of the screen. Otherwise, you will see the following message: Unable to display the folder. The Calendar folder could not be found. Creating a Group Calendar If you frequently schedule meetings for the same group of individuals, you can create a group calendar to simplify the process. This will show you an at a glance view of the group s availability. 41

In your Calendar view, on the Actions menu, click View Group Schedules (Figure 59). Figure 59 To add a new group schedule, click the New button. Type a name for the group schedule, then click OK. Figure 60 In this example, we have created a group schedule named CETS. Click the Add Others button (Figure 60), then select Add From Address book. Select the name of the individuals you want to include in your group schedule. Click the To button to include them, then click OK. The names of the individuals in your group schedule now display as members of the group you just created. Select Save and Close. 42

When you view a group schedule, you can see the free/busy times for everyone in the group. To schedule a meeting using the group schedule, click the Make Meeting button (Figure 61). Figure 61 From here, you can schedule a meeting with an individual in the group or schedule a meeting with the entire group. Complete the meeting request form as you would for any other group meeting. Tasks You can use Outlook to create a list of tasks, track the progress of tasks, and assign tasks to others. Plus, Outlook offers ways to organize your tasks to help you manage them more efficiently. As you work, you might think of ideas, remember small tasks, or jot down messages on notepads or sticky notes. You can use Microsoft Outlook to record these items in the form of electronic notes that you can save, edit, and organize. From the navigation pane, click on the Tasks icon. This will open the Task view (Figure 62). 43

Figure 62 Create a task 1. On the File menu, point to New, and then click Task. 2. In the Subject box, type a task name. In the following example, we created a task for a training report. 3. Complete any other boxes on the Task and Details tabs for information you want to record for the task. You can select the status of a task, the percent complete, and the due date, to name a few (see Figure 63). 4. To make the task recur, click Recurrence, click the frequency (Daily, Weekly, Monthly, Yearly) at which you want the task to recur. 5. If you wish, set start and end dates for the task. 6. Click OK, and then click Save and Close. Figure 63 44

The new task will be added to your task list and will now appear in your task window (Figure 64). Figure 64 In the left hand pane, you may select to see several views of your task list (Figure 65): Figure 65 For example, clicking on the detailed view will show you more information about your tasks (Figure 66). Figure 66 45

Assigning Tasks You can assign a task to another user by creating a task and clicking on the Assign Task button. From the subsequent window (Figure 67), you can add a user by clicking on the To: button, which will open your Global Address List. Figure 67 A task that has been assigned to you by another user appears in your Inbox. Once accepted, this task is automatically moved to your task list. The task owner will be notified of any updates or changes made to the task. When the task is completed, the owner will be sent a status report. Delegate Access With Exchange, you can use Outlook to give another person access to your mailbox, calendar, and any other Outlook folder you want. Delegate Access allows a person to open folders, create items, and respond to requests for you. With Delegate Access, you can also grant permission for others to organize meetings on your behalf and respond to your meeting requests. You, the person granting permission, determine the level of access that you want to give the delegate. You can give a delegate permission to read items in your folders or to read, create, modify, and delete items. To grant Delegate Access permissions to someone 1. On the Tools menu, click Options. 46

2. Click the Delegates tab (Figure 68). Figure 68 3. Click Add. 4. A new window will open which shows the GAL; select person who you wish to grant access to. 5. Under Add Users, click Add (Figure 69), and then click OK. Figure 69 To add multiple delegates simultaneously, hold down CTRL and click names in the Name list. The permissions that you select apply to all of the delegates. 6. The Delegate Permissions dialog box should appear (Figure 70). Figure 70 47

In the example above, Greg Johll has been granted access to the user s Calendar and Tasks. With Author or Editor access to your Inbox, the delegate has permission to send messages and reply to your mail on your behalf. With Author or Editor access to your Calendar, the delegate can also organize meetings on your behalf and respond to meeting requests sent to you. You can choose to have a message sent to your delegate which summarizes what level of permission they have been granted. From this window, you can also give your delegate permission to view any private items. By default, the delegate is not allowed to see private items. To allow the delegate access to the items that you mark as private, select the Delegate can see my private items check box. Setting up the folder list for your delegates Your delegates will likely be accessing your shared folders frequently. In order for your delegates to be able to view your selected folders in their folder list, you must do the following: 1. Right click the parent folder marked Mailbox Your Name. 2. Select Properties for Mailbox Your Name (Figure 71). Figure 71 3. Click on the Permissions tab, and select Add. 4. The Global Address List will open up. Select the user you granted permissions to. 5. You now need to select the permission level you wish the user to have. In Figure 72, Greg Johll has been granted Reviewer access to Lisa Linfield s account. 48

Figure 72 There are a number of permission levels that you can give to someone. The extent of the activities you can allow your delegate to perform depends on the role (or combination of permissions) as described in Figure 73. The delegate permissions you set separately will override the level you choose here, so as a Publishing Editor you can allow your delegate to create subfolders only of the folders to which you have granted access. With this permission level (or role) Owner Publishing Editor Editor Publishing Author Author Contributor Reviewer Custom None Figure 73 You can Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.) Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.) Create, read, modify, and delete all items and files. Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.) Create and read items and files, and modify and delete items and files you create. Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.) Read items and files only. Perform activities defined by the folder owner. (Does not apply to delegates.) You have no permission. You can't open the folder. 49

6. When you have set the permission level, click OK. If someone grants you delegate access to their Inbox 1. Select Tools > Email Accounts > View/Change Email Accounts. (Figure 74). Then click Next. Figure 74 2. Select Microsoft Exchange Server and click Change (Figure 75). Figure 75 50

3. On the window that opens, click the More Settings button (Figure 76). Figure 76 4. Click on the Advanced tab. In the section that says Open these additional mailboxes, click Add (Figure 77). Figure 77 5. Type the person s name whose mailbox you have been given access to. Note that you do not need to type the full name, as the GAL will select the correct person. 6. Click OK, then Next and Finish. You will now see the person s folders in your folders list 51

Sending on behalf of someone To send an email on behalf of someone who has granted you access, open a message window as you would normally. From the View menu, select From Field (Figure 78). Figure 78 This will add a new field to your message, called From (Figure 79). When you click on the From field, select the Name of the person you are sending on behalf of from the GAL. (If you do not have the proper permissions set, your message will be returned as undeliverable.) Figure 79 When your message is sent to others, it will appear in their inbox with the name of the user you are sending on behalf of. However, when others open your message, your name will also appear in the header as having sent the message on behalf of the user. If someone else grants you delegate access to their calendar Depending on your access rights, you will be able to view, edit, and schedule on behalf of this person, and you would follow the same process as you would for your own calendar. To work in their calendar, make sure you have it selected. Their calendar will now appear under Other Calendars in your calendar view. Checking on the box next to their calendar will open a view of their calendar. (Figure 80) 52

Figure 80 Exiting Outlook When you are finished using Outlook, close the program by doing one of the following: Select File > Exit, or Click the button in the upper right hand corner. For More Help If you have any questions or concerns while working in Outlook that are not covered in this guide, please contact the Help Desk: Other sources of help: Telephone: 800 760 7610 or (608)265 3895 Fax: (608)265 3894 or 1(800)760 7610 Email: helpdesk@ces.uwex.edu Web: http://helpdesk.uwex.edu Outlook s Help menu and the Office Assistant Microsoft Office Online http://office.microsoft.com/en us/default.aspx Computing Tips of the Week (http://www.uwc.edu/training/ctow/) This document was adapted by Lisa Linfield, Cooperative Extension Technology Services, and Patricia Fellows, UW Colleges from the Columbia Business School Information Technology Group s Welcome to Outlook Reference Guide. Used by permission. 53