Using UGAMail Server... 4

Using UGAMail Server... 4 Accessing Your Account:... 4 Outlook:... 4 Outlook Web App:... 5 Using Your Account with Outlook:... 6 Messaging:... 7 Creating/Sending E-mail:... 7 Re-sending a Message... 9 Moving emails to another folder:... 9 E-mail Signatures:... 10 Create a new signature:... 10 Add a signature to outgoing messages automatically:... 12 Add a signature to outgoing messages manually:... 12 Creating and using e-mail templates:... 13 What is an e-mail template?... 13 Create an e-mail template:... 13 Send a message using your e-mail template... 14 Delete an e-mail template... 14 Modify an e-mail template... 14 Out of Office/Vacation Responses:... 15 Outlook:... 16 Recovering E-mail That You Have Deleted in the Last 14 Days:... 17 Outlook:... 17 Outlook Web App:... 17 Permanently Deleting a Message:... 18 E-Mail Maintenance Tips:... 18 How to Check your Folder Sizes:... 18 Sent Items folder:... 18 E-Mail Attachments:... 19 Deleted Items folder:... 19 Archiving mail - Outlook Personal Folders (PST files)... 21 Contacts/ Address Book:... 22 Outlook Contacts Folder:... 22 Introduction... 22 View your Contacts... 22 Create a contact from Scratch... 23 Creating a contact from an e-mail message... 23 Editing a contact... 24 Deleting a contact... 24 Sending an e-mail to a contact... 24 UGAMail s Global Address List:... 25 Distribution Lists:... 25 1

Introduction... 25 Create a distribution list from Contacts... 25 Create a distribution list from an e-mail message... 27 Edit a distribution list... 27 Deleting a distribution list... 27 Sending an e-mail to a distribution list... 27 Scheduling :... Error! Bookmark not defined. Introduction:... 28 Schedule an Appointment:... 28 Schedule a Meeting:... 29 Schedule an Event:... 30 Viewing a Shared Calendar... 31 Sharing or Delegation?... 32 Sharing Folders... 32 Delegation... 32 Should I be using Sharing or Delegation?... 32 Sharing... 32 Delegation... 33 Viewing Delegated Calendars:... 33 Viewing Multiple Calendars:... 34 What is a "Group Schedule"?... 34 How do I create a Group Schedule?... 34 Free/Busy Information:... 35 Searching E-mail and Calendar:... 36 Using Folders:... 37 Outlook s Default folders... 37 Create Additional folders... 37 Move an item to another folder... 38 Sharing Folders... 38 Outlook Folder Permissions... 38 A note about folder hierarchy... 39 Share folder(s) with another user... 39 Grant access to your Mailbox (or sub-folders)... 39 Open a folder that a colleague has shared with you... 40 Printing:... 40 Options in the Print dialog box... 41 Print a page or part of an e-mail message... 42 Print a specific page of a message... 42 Print a section of a message:... 42 Print an attachment received in a message... 42 Do not see the Print attached files check box... 42 Print an Address Book:... 43 2

Print names and mailing addresses:... 43 Print names and e-mail addresses:... 43 Print Contacts:... 43 To print all of your contacts:... 44 To print a subset of your contacts:... 44 Print a list of messages, contacts, or tasks... 44 Print a calendar showing appointments and meetings... 44 Notes... 45 Print a distribution list:... 45 Simple Troubleshooting Tips for Outlook:... 45 Using Your Account with Outlook Web App:... 45 Messaging:... 45 Creating/Sending E-mail:... 45 Sending an Attachment:... 46 E-mail Signatures:... 46 Create a New Signature:... 46 Out of Office/Vacation Responses:... 47 Recovering E-mail That You Have Deleted in the Last 14 Days:... 48 Sorting Messages:... 49 Contacts/ Address Book:... 49 Contacts Folder:... 49 Distribution Lists... Error! Bookmark not defined. Scheduling:... 50 Introduction:... 50 Creating an Appointment or Event:... 50 Change or delete an Appointment:... 51 Creating a Meeting:... 51 Schedule meeting:... 51 Invite Colleagues:... 51 Send meeting request:... 51 Reschedule or Cancel a Meeting:... 52 Responding to Meeting Requests:... 52 Sharing your Calendar... 52 Viewing a Shared or Delegated Calendar:... Error! Bookmark not defined. Searching E-mail and Calendar:... 52 Search Folders in Outlook Web App:... 52 Using Folders:... 52 Create a new folder:... 52 Move or Copy messages to folders:... 53 Resources for Further Study:... 53 3

Using UGAMail Accessing Your Account: Your UGAMail account can be accessed via several methods. From on the UGA campus you can connect via Microsoft Outlook. From off-campus or while travelling, you can connect to your account using Outlook Web App via your web browser. Outlook: Configuring Outlook to Access UGAMail: 1. Before you can connect to your e-mail for the first time with Outlook, you need to complete your account registration with UGAMail. To do this, sign in to your account by logging into your account via the UGAMail web client, which can be accessed from the UGA Portal (https://my.uga.edu/) or via the UGAMail page (http://ugamail.uga.edu/. 2. Close Outlook if it's open. 3. In the Windows Control Panel, click the Mail control panel. In Windows XP 1. Click Start > Control Panel > User Accounts > Mail. (In Classic view, double-click Mail.) In Windows Vista & Windows 7 2. Click Start > Control Panel. 3. In the 32-bit edition of Windows Vista, click User Accounts (or User Accounts and Family Safety) > Mail. In the 64-bit edition of Windows Vista, select Additional Options > View 32-bit Control Panel Items, and then double-click Mail. (In Classic view, double-click Mail.) 4. In the Mail Setup dialog box, click Show Profiles > Add. 5. Type a name for the profile and then click OK. (As a best practice, give the profile a name that identifies it as the profile for your account on UGAMail.) 6. When the Add New E-Mail Account dialog box opens, enter your name, e-mail address, and password in the appropriate fields, and then click Next. 7. Outlook will display a message that asks you to allow a Web site to automatically set up your account. The program runs auto-setup periodically. If you don't want to see this message every time auto-setup runs, select Don't ask me about this website again, and then click Allow. NOTE: Outlook will automatically set up the account. You'll be asked for your user name and password before Outlook can connect to your account. Make sure you enter your full e-mail address (for example, joeuser@uga.edu) as your user name. You may be prompted to enter your user name and password several times before you connect. What else do I need to know? If Auto Account Setup can't successfully connect you to your account, you need to do one or more of the following: o Wait a few minutes and try again. o Contact the EITS Helpdesk via phone (706-542-3106, or via e-mail helpdesk@uga.edu. Please report any error you get when you try to connect. 4

When you open Outlook, you will always be presented with a login prompt. Your account s User name and Password will be your @uga.edu e-mail address (i.e. joeuser@uga.edu) and your MyID password. Outlook Web App: 1. To access your account via your web browser, go to the UGA Portal (https://my.uga.edu/) and click the UGAMail button on the lower left hand side or via the UGAMail page (http://ugamail.uga.edu/). When prompted to enter your login credentials, you will enter your MyID and your MyID password. Depending on which web browser you use (i.e. Microsoft Internet Explorer, Mozilla Firefox, Apple Safari, or Google Chrome) you will be provided with a different feature set for accessing your account. Microsoft Internet Explorer,, Mozilla Firefox, Apple Safari provides you with more options and a better look and feel that more closely resembles the Outlook and later interface. 5

The interface provided by Google Chrome and other browsers is termed Outlook Web App Light and provides less features and an interface that does not as closely emulate the Outlook interface. However, you will be able to do most of the everyday tasks that you perform using Outlook. Using Your Account with Outlook: When you login to Outlook, you are presented a portal from which you will be able to access your e- mail, contacts, calendar, tasks, and notes. The left-most column displays the available folders for each category Mail, Calendar, Contacts, Tasks and Notes. 6

Figure 1 Mail Folders Figure 2 Calendar Folders Figure 3 Contact Folders Figure 4 Tasks Folder Figure 5 Notes Folders Messaging: Creating/Sending E-mail: To send e-mail from within Outlook, you would click the New button above the left-most column. This will open a new message window. 7

You can type the e-mail address into the address fields (To:, CC:, or BCC:) or you can press the To: button, which will bring up the Select Names window. By default, the Global Address List is the selected Address Book. The Global Address Book is a list of all of the accounts on the UGAMail server. You can change the selected address book by selecting the drop-down menu under the Address Book heading. The Contacts folder under Outlook Address Book is the user account s personal address book. From the Select Names window, select the person you want to e-mail and click the To:, Cc:, or Bcc: button to add them as a recipient to the message. Note: One thing to keep in mind, especially if you manually type in the e-mail addresses of the recipients for your e-mail messages, is that you cannot separate e-mail addresses in the 'To:' field of a message with a comma. You have to use a semi-colon. When you have added all the recipients, click the OK button to return to the new message. 8

Complete the body of your message and click the Send button to send the e-mail to your chosen recipients. Re-sending a Message 1. Go to your Sent Items folder and locate the message you want to re-send 2. Double-click on the message to display it in a new window 3. Under the Message tab, in the Actions group, click on the drop-down Other Actions list and select Resend This Message. Moving emails to another folder: To move an email into a folder, right click on the e-mail and select Move to Folder... From the folder list that appears, select the folder you wish to move your e-mail into to and then select OK. Alternatively you can click on the e-mail to highlight it and then drag and drop the e-mail to the relevant folder. 9

E-mail Signatures: An e-mail signature consists of text that is added to the end of an outgoing e-mail message. You can create custom signatures for different types of audiences, e.g., your full name, mail address, e-mail address and phone number for messages to business contacts, or simply your first name for messages to friends and family. Create a new signature: 1. Make sure you are in Outlook s Mail function by clicking on the Mail button at the bottom left of the Navigation Pane 2. From Outlook s Menu bar, select Tools > Options 3. From the Options window, select the Mail Format tab: Click on the Signatures button at the bottom right of the window. 10

The Signatures and Stationery window opens. Click on the New button. 4. The New Signature dialog opens. Give your signature an appropriate name, and then click OK to return to the Signatures and Stationery window. Type the text you want to include in your signature, e.g. your name, designation, departmental address, telephone number, e-mail address, web site, etc. Format the text as appropriate. You can Choose a default signature to be applied automatically to new messages and/or to replies and forwards from the drop down menus at the top right of this dialog. Once you are happy with your signature, click OK. You are returned to the Mail Format window. Create additional signatures now, if you wish. 11

Add a signature to outgoing messages automatically: 1. From Outlook s Menu bar, select Tools > Options > Mail Format 2. Click on Signatures... 3. Using the drop down menus, select which signature you would like to use as default for New messages and for Replies/forwards 4. Click OK The next time you compose a new e-mail, or reply to or forward an e-mail, the signature(s) you selected will automatically appear in the new message window. Note: You can return to the Signatures and Stationery dialog at any time to change your selection: Tools > Options > Mail Format > Signatures... Tip: If you have created more than one signature, regardless of which you have chosen to be automatically appended to your outgoing messages, you can replace it with a different one by rightclicking on your signature at the time of composing and selecting from the pop-up menu. Add a signature to outgoing messages manually: You might prefer to add a signature to your e-mail at the time of composing/replying, particularly if you have several signatures to choose from. 1. From Outlook s Menu bar, select Tools > Options > Mail Format > Signatures... 2. Under Choose default signature select (none) from the New messages and Replies/forwards drop down lists. 3. Click OK Now the next time you compose a new e-mail, or reply to or forward an e-mail, you can append a signature manually: 12

From the Menu bar at the top of the message window: Insert > Signature Click the signature you want to insert from the pop-up list. The signature appears in the message window. Creating and using e-mail templates: What is an e-mail template? An e-mail template is a reusable e-mail message that simplifies the creation of repetitive communications. You can compose and save a message as a template, and then use that template every time you need it. Just add any new or person specific information to the template before sending it as an e-mail message. Similarly, you can store recipient addresses in the To, Cc fields and Subject text of a template. Create an e-mail template: Click on the File menu, New and then click Mail Message. OR Click the New Mail Message button on the Standard toolbar. In the new Untitled - Message window, enter the Subject and the content of your message. Click on the Office Button and select Save As from the menu. In the Save As window, give your template a name, then click on the Save as type drop down arrow and select Outlook Template (*.oft). Click on the Save button. Note: In Windows XP, Outlook will automatically save your template file to Microsoft s default templates folder, usually in: o C:\Documents and Settings\<username>\Application Data\Microsoft\Templates 13

Close the message window (X) clicking No if prompted to save changes Send a message using your e-mail template Go to the File menu and select New > Choose Form. From the Look In drop down list select User Templates in File System. Select your template and then click Open. A new message window with a copy of your template appears. Customize the message with additional text and add the recipient's e-mail address to the To field. Click on the Send button. Note: The template itself will be unaffected by these changes and remains in the templates folder for future use. Delete an e-mail template All Outlook e-mail templates have the file extension.oft and are stored in Microsoft s default templates folder, usually at the location: C:\Documents and Settings\<username>\Application Data\Microsoft\Templates If you wish to delete a template at any time: Use My Computer or Windows Explorer to navigate to this location, select the template and click on delete. Modify an e-mail template Go to the File menu and select New > Choose Form From the Look in drop down list, select User Templates in File System 14

Select your template and then click Open A new message window with a copy of your template appears. Edit the message as appropriate. From the File menu, select Save As and then click on the Save as type drop down arrow and select Outlook Template (*.oft). Click on the Save button. Out of Office/Vacation Responses: The Out-of-Office Assistant is a feature that is accessible through OWA or Microsoft Outlook. This feature allows you to notify other UGAMail account holders when you are away from the office. You can also use the Out of Office Assistant to notify anyone sending you e-mail that you are out of the office. The difference is that Exchange users, using the Microsoft Outlook client, will only receive 1 notice, whereas other persons outside of the UGAMail environment will receive a notice each time they send you mail. When someone sends you an e-mail, the Out of Office Assistant feature automatically responds to the item with a notice, indicating that you are away from the office. The notice can also display any text that you choose to send; including the dates and times you are out of the office, any additional information, such as who to report to with questions. The notice is sent only once to each person that sends you an item. NOTE: There is a known issue where the Out of Office Assistant will not open in some Exchange profiles. It will issue the following error: 15

Microsoft is knowledgeable of this issue and is working to fix it. However at this time there is no known solution. If this error occurs, you can set your Out of Office vacation message with Outlook Web App via your web browser. Outlook: 1. From the Main window, pull down the Tools menu and select Out of Office Assistant. 2. Select Send Out of the Office auto-replies. 3. You can select the checkbox to the left of Only send during the time range to set a specific time period for sending Out of Office replies. 4. In the box under Auto-Reply only once to each sender with the following text, type the message you want to send to people for both Inside My Organization and Outside My Organization. 5. Click OK. When someone sends you an email message, they will automatically receive an email message from you containing the text you wrote about being out of the office. Your message will be stored on the Exchange server until you turn off the Out of Office Assistant. If you forget to turn it off, you will be prompted the first time you open Outlook after returning. 16

Recovering E-mail That You Have Deleted in the Last 14 Days: If you need to recover e-mail or folders that you ve deleted in the last 14 days from your UGAMail account, you may do so by following the steps below. When you empty your deleted items folder on the UGAMail server it keeps a copy of the e-mail folder for 14 days. These items do not count against your e-mail quota. This feature is only available if you are using Outlook or Outlook Web App. Outlook: 1. Click on your Deleted Items folder under the Exchange mailbox and then click Tools and select Recover Deleted Items from the drop down menu. 2. When the Recover Deleted Items window opens click on the deleted item you would like to recover and then click on the envelope with and arrow icon and the item will be moved back into your Deleted Items folder under your UGAMail account. You may then move the item to another folder or empty it from your Deleted Items folder when you are done reviewing it. Outlook Web App: 1. Right-click the Deleted Items folder in the Navigation Pane. 2. Click Recover Deleted Items. 3. Select the item you want to recover by clicking it in the Recover Deleted Items list. 4. Click to recover the item or to purge the item. 5. If you clicked, select the folder you want to recover the item to and click Recover. What else do I need to know? You can also right-click any item in the Recover Deleted Items window to recover it or purge it. You can use the search window to search for specific items that have been deleted. Purging an item doesn't remove it from backups that were made before the item was deleted. After you purge an item, you can't recover it using Recover Deleted Items. 17

Permanently Deleting a Message: Select the message in the message list, and hold down the Shift key + Delete to permanently delete a message. E-Mail Maintenance Tips: We recommend that you regularly check the size of your Mailbox, and the individual mail folders within, allowing you to decide when, and from where, it might be appropriate to delete old and unwanted items. How to Check your Folder Sizes: Staying on top of where your mailbox quota is being used can keep you from missing that crucial piece of e-mail that bounced due to insufficient storage space. To check how your space is being used, click on the Folder List button at the bottom of the navigation pane on the left. Scroll down and click on Folder Sizes. Sent Items folder: Each time you send an e-mail message, Outlook stores a copy of it in your Sent Items folder. Unless you clean out your Sent Items folder periodically, these messages will remain on the UGAMail server indefinitely, filling up your Mailbox. The retention of messages in the Sent Items folder is the most common cause for exceeding your Mailbox limits. We recommend that you look through the contents of your Sent Items folder periodically and delete any unwanted items. 18

E-Mail Attachments: Attachments can take up a lot of space in your Mailbox. Where appropriate, save attachments to a location outside your Mailbox (To your local computer or to removable media). Choose a location that you'll remember later; such as, you re My Documents folder. Within Outlook, double-click on a message that has an attachment or attachments. This will open the message in its own window. Go to the File menu and select Save Attachments. Save the attachment to a location outside your Mailbox. You can then either delete the message entirely, or right-click on the attachment icon in the message header and select Remove from the pop-up menu to keep the message but remove the attachment from your Mailbox. NOTE: You must double-click on the message, opening it in a new window. If you don't, the option to remove the attachment will not be available to you. Deleted Items folder: Deleted messages will remain in your Mailbox, using up valuable space, unless you delete them permanently by emptying Outlook's Deleted Items folder. You can set Outlook to empty the Deleted Items folder automatically each time you exit Outlook. Go to the Tools menu and select Options... Click the Other tab. Check the Empty the Deleted Items Folder upon Exiting check box. Click OK. 19

If you don't want Outlook performing this operation without giving you the opportunity to change your mind: Go to the Tools menu and select Options... Click the Other tab. Click on Advanced Options... button and click the Warn Before Permanently Deleting Items check box. Click on OK, and then click OK again. 20

Archiving mail - Outlook Personal Folders (PST files) You may wish to consider storing old messages or messages that you wish to keep the Attachments on locally in a Personal Folders File or PST (Personal Storage) file, thus removing them from the Exchange server altogether and freeing up space in your mailbox. After you create a PST file, it appears in Outlook's Folder List, along with your Mailbox. By default, Outlook saves PST files onto the C: drive (hard drive) of your PC NOTE: PST files can only be read by Outlook; you will not be able to open them in other applications, e.g. Word. Personal Folders are not accessible from Outlook Web App. To create a Personal folder on your C: drive: Within Outlook, go to the File menu and select Data File Management. 21

In the ensuing dialog, click on the Add button. In the pop-up window, select Office Outlook Personal Folders File (.pst), then click OK. NOTE: By default, Outlook wants to save PST files onto the C: drive of your PC, at the location: C:\Documents and Settings\<user name>\local Settings\Application Data\Microsoft\Outlook Enter an appropriate name for your PST file in the File name text box. Click on OK. In the Create Microsoft Personal Folders dialog, give your Personal Folder a meaningful name. Click on OK, and then Close. The new Personal Folder will appear in the Folder list. You can then, if you wish, create a filing system of folders within your Personal Folder, just as you do under your Inbox. Move messages into Personal Folder by dragging them. Contacts/ Address Book: Outlook Contacts Folder: Introduction Outlook s Contacts folder is your e-mail address book and information storage for the people and businesses you want to communicate with. Use your Contacts folder to store the e-mail address, postal address, phone numbers, and any other information that relates to a contact even a picture! View your Contacts To view your Contacts folder at any time, click on the Contacts button at the bottom left of Outlook s Navigation Pane. By default, your Contacts are displayed in Business Card View. 22

Create a contact from Scratch From Outlook s main Tool bar, select: File > New > Contact The Untitled - Contact dialog opens. Enter all the information you want to include for the contact in the relevant fields. o Search the Global Address List for other University e-mail addresses by clicking on the open icon, next to the E-mail field. o Specify how the contact s name will appear in the To: field of a new message by typing the name in the Display as field. o Enter multiple entries in a field, such as multiple e-mail addresses, by clicking on the down arrow next to the field. o If you have more than one address for a contact, to establish which address is used during mail merge, select the This is the mailing address check box. Click on the Save and close button on the Contact dialog Tool bar. Creating a contact from an e-mail message Outlook does not add a sender s e-mail address to your Contacts or Address Book automatically when you reply to them. However, you can quickly create a Contact from any received message by adding the sender s e-mail address to your Contacts. Open or preview the e-mail message that contains the name you want to add to your Contacts. Right-click the name of the sender you want to make into a contact, and then click Add to Outlook Contacts on the shortcut menu. 23

Editing a contact To change or add new information to an existing contact, go to your Contacts folder and doubleclick on the Address Card for the contact you wish to edit. Amend the contact information as required, then click on the Save and Close button. Deleting a contact Go to the Contacts folder, click once on the contact you want to delete to select it. Press Delete on your keyboard or click on the Delete button on Outlook s main Tool bar. Sending an e-mail to a contact Go to the Contacts folder. Right-click on the contact you wish to send an e-mail to. From the pop-up menu, select Create > New Message to Contact The Untitled Message window appears with the message automatically addressed to the contact you selected. If the contact has more than one e-mail address they will all be displayed in the To: field of the e-mail message. You can delete an address by highlighting it and deleting it. Tip: Use the Delete key or the Backspace key on your keyboard to delete the highlighted address. Complete your message and send it in the usual way. 24

UGAMail s Global Address List: This address book contains a list of user names and e-mail addresses for all persons in the UGAMail environment. Additional information such a title, department and phone numbers may be listed for each user as well. By clicking on the Address Book icon or by clicking 'Tools' and selecting 'Address Book' from the drop-down menu, you can access the Global Address List (GAL). By default Outlook, the Global Address List appears in the Address Book first. Opening the Address Book and opening the Tools menu and selecting Options can change this. There you can change which Address Book displays first. Distribution Lists: Introduction A Distribution List is simply a collection of Contacts. A message sent to a distribution list goes to each contact in the list. Distribution lists are therefore extremely useful if you frequently send e-mails to the same group of people. Distribution lists can have any number of members and can contain both external and internal contacts. They can be edited at any time to add or remove members. You can send an e-mail to all members or just to selected members of a list. Create a distribution list from Contacts Click on the Contacts button in the Navigation Pane. 25

From Outlook s main Menu bar, select: New > Distribution List The Untitled Distribution List dialog opens: In the Name box, type a name for your distribution list. Click on the Select Members button to display the Select Members dialog. From the Address Book drop-down list, select the address book or the contacts list that contains the e-mail addresses you want to add to your distribution list. The book or list is displayed in the dialog. Select the name of the first person you want to add to your distribution list, and then click on the Members -> button. Continue to add names in this way to make up your list. Tip: You can add more than on person at a time by holding down the Ctrl key as you select names. Once you have added all the required names, click OK. To add users that are not in your address book, click on the Add New button. Type in the person s name in the Display Name field and his/her e-mail address in the E-mail Address field. Choose whether or not you wish to add the New Member to your Contacts by checking or unchecking the Add to Contacts checkbox. Click OK. Click on the Notes tab to add a description of your distribution list if you wish. 26

Click on the Save and Close button on the distribution list dialog menu bar to create your distribution list. The distribution list is saved in your Contacts folder. Create a distribution list from an e-mail message Open or preview the e-mail message that contains the names you want to add to your distribution list. Select the names that you want in your distribution list from the To or Cc field. From the Edit menu, select Copy From the File menu, select New > Distribution List In the Name field, type a name for the distribution list. Click the Select Members button. In the Add to distribution list field (next to the Members -> button) right-click, and then choose Paste Click on OK From the distribution list s File menu, click on the Save and Close button to create the distribution list. Edit a distribution list To change or add new information to an existing distribution list: Click on the Contacts button in the Navigation Pane. Double-click on the distribution list you wish to edit. Amend the information in the distribution list window as appropriate. Click on the Save and Close button. Deleting a distribution list In the Contacts folder, click once on the distribution list you want to delete. Click on the Delete button on Outlook s main toolbar. Sending an e-mail to a distribution list In the Contacts folder, click once on the distribution list you wish to send an e-mail to. Click on the New Message to Contact button on Outlook s main Tool bar A new Untitled Message window is displayed, with the address of the distribution list you selected appearing automatically in the To field You can expand the distribution list to display individual e-mail addresses by clicking on the plus sign (+). It is then possible to delete any addresses you do not want the message to be sent to. 27

Note: Once a distribution list is expanded, it cannot be collapsed again to display only the distribution list name. Complete your message and send it in the usual way. Scheduling: Introduction: Understanding the three different types of calendar entries will help you schedule in Calendar as effectively as possible. Appointment -- An appointment is an activity that involves only you, at a scheduled time. Use an appointment when you want to show that you're busy but no one else in your organization is involved. You might enter an appointment to block out time in your calendar when you need to make a phone call, meet with a client, visit the dentist, or research a project you're working on. Meeting -- A meeting also occurs at a scheduled time. But you invite other people by using a meeting request that s sent via e-mail. Event -- An event is an activity that lasts all day long. Unlike an appointment or meeting, an event doesn t block out time in your calendar. So you can still have other entries appear in your schedule for that day. Use an all day event when you want to show an activity that occurs on a specific day without having it clutter up all of the time slots in your calendar. Here are some types of entry for which you might use an all day event: o A holiday o A recurring annual event such as a birthday or anniversary o Other items that last all day, such as your vacation schedule Schedule an Appointment: 1. On the File menu, point to New, and then click Appointment. 28

2. In the Subject box, type a description. 3. In the Location box, enter the location. 4. Enter start and end times. 5. Select any other options you want. 6. To make the appointment recur, click Recurrence. 7. Click the frequency (Daily, Weekly, and Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. 8. Click OK. 9. Click Save and Close. Schedule a Meeting: 1. In Calendar, on the Actions menu, click Plan a Meeting. 2. Click Add Others, and then click Add from Address Book. 29

3. Find the user and click Required, Optional, or Resources. (The Required and Optional attendees appear in the To: box on the Appointment tab, and Resources appear in the Location box. To get details on a conference room, click it in the Resources list, and then click Properties.) Click OK. 4. Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees. 5. Click Make Meeting. 6. In the Subject box, type a description. 7. Enter the location of the meeting in the Location box. 8. If you want to make the meeting recurring, click Recurrence, and then select the recurrence pattern. 9. Select any other options you want. 10. Click Send. Schedule an Event: 1. In Calendar, on the Actions menu, click New All Day Event. 30

2. In the Subject box, type a description. 3. In the Location box, enter the location. 4. Select any other options you want. 5. Click Save and Close. Viewing a Shared Calendar When you are viewing your calendar, you will see a link in that pane labeled Open a Shared Calendar. To open a shared calendar, you would click this link, click the Name button, and select or type the name for the person sharing with you. Then click Ok. If this person has not yet Shared their Calendar with you, you can send a request to them. You can also grant them Shared permissions to your Calendar in this request. You can also share your UGAMail calendar without requesting access to another user s Calendar. The individual who you have shared your calendar with will receive an e-mail notification that you have shared your Calendar. At the same time, you can request that the recipient share his or her UGAMail calendar with you. 1. In Calendar, in the Navigation Pane, click Share My Calendar. 2. Enter the name of the person to whom you want to grant access to view your Calendar. 3. Type a subject for your e-mail message. (This is optional.) 4. Select this check box to grant the recipient permission to view your Calendar. 5. Select this check box to ask the recipient to share his or her Calendar with you. (This is optional.) 31

NOTE: If you want to request access to a calendar other than the default Calendar, you must send an e-mail message asking for permissions to that particular calendar. This option requests access to the recipient's default Calendar only. 6. In the message body, type any information that you want to include. 7. Click Send. 8. Review the confirmation dialog box, and then, if it is correct, click OK. Sharing or Delegation? Outlook and Exchange provide useful collaboration features that allow you to share information easily with other UGAMail account holders. You can share your Outlook information using two different methods Sharing Folders By default, sharing a folder only grants Reviewer status so that the shared user can see full details but not create or delete items. You may give other users permission to read, modify, create, or delete information in your Outlook folders. You do this by changing the Sharing permissions on your folders. (Right-click the folder and go to Properties, then the Permissions tab.) Delegation Assigning a Delegate to act on your behalf and manage the information in your default Outlook folders. As the person granting delegate permission, you determine which folders the delegate can access and the changes they can make. Should I be using Sharing or Delegation? Sharing If you simply want to share the information in your Outlook Calendar or one of your Outlook folders with another user, it is not necessary to set up Delegation. Instead, use Sharing Folders. By sharing your Calendar and/or other Outlook folders, you can, if you choose, give other users permission to create, modify and delete items as well as view items. For example: You and your colleagues would like access to one another s Calendars to that you can quickly see what s on each other s schedules. You have created an Outlook folder to store project correspondence and would like to be able to share this information with a colleague who has been assigned to the project. 32

Delegation You should only use Outlook s Delegation feature if you need to hand over your scheduling (e-mail and calendaring) responsibilities to someone else and would like that person to be able to send e-mail and calendar requests on your behalf. For example: You are a Department Head or other Administrator and would like your administrative assistant to manage some or all of your scheduling, or to reply to messages on your behalf when you are out of the office. Note: You can only assign delegate access to your default Outlook folders (Inbox, Calendar, Contacts, Tasks, Notes, Journal) - not to folders that you have created. To allow a colleague access to a folder you have created (for example, a folder within your Inbox into which you file project correspondence) you must use Sharing. Viewing Delegated Calendars: Once delegate access has been setup for you, to open another UGAMail account holder's Inbox/Calendar etc: From the Outlook main menu, Select FileOpenOther User's Folder... Select the Name... button. The Open Other User's Folder window will appear. Locate the User whose Folder you wish to open. Highlight the user and click OK. You will return to the Open Other User's Folder window. From the Folder Type: drop down list, select Inbox, if not already selected. To open the user's Calendar, select Calendar. Click OK. If Inbox is selected, the other user's Inbox will open up in place of your own inbox in the list pane. NOTE: No new mailbox will be present under the All Mail Folders navigation pane. To return to the original inbox, simply select your own inbox from the All Mail Folders navigation Pane. You can repeat this process to open up another user's calendar, by selecting Calendar from the Folder Type drop down list. 33

If Calendar is selected in the Open Other User's Folder window, the other user's calendar will open in your Outlook calendar area. If your calendar is also open, both will be displayed side by side. Once you have opened a delegate calendar in this way, the People's Calendars section will be populated with the user's name. You can simply check/un-check each named calendar to open and close them. Each calendar is color coded as shown in the Other Calendars section. NOTE: It is possible to hide your own calendar by removing the tick next to Calendar in the My Calendars section. Outlook remembers your recently opened folders and they will remain in the Open list for ease of access. Viewing Multiple Calendars: What is a "Group Schedule"? The ability to view multiple schedules at one-time is called a Group Schedule in Microsoft Exchange. The Outlook calendar feature Group Schedule makes it easier for you to see the combined schedules of a number of people or resources at a glance. You can create and save multiple group schedules, each showing a group of people or resources. For example, one group schedule might contain all employees in a department. Another group schedule might contain all conference rooms in a building. How do I create a Group Schedule? You can create multiple group schedules in Outlook. Be sure that only your Calendar is selected on the left. In order to create a group schedule: 1. View your Exchange Calendar. 2. On the Actions menu, click View Group Schedules to open the Group Schedules dialog box. 34

3. Click New, type a name for the group schedule, and click OK. The group's schedule dialog box appears. Select group schedule dialog box. 4. In the group's schedule dialog box, click Add Others and click Add from Address Book. The Select Members dialog box appears. Select Members dialog box. 5. Click a contact and then click the To: button Repeat this step to add other members from your Address Book. You can choose members from different address lists. 6. Click OK. 7. To add a public Calendar folder, click Add Others and click Add Public Folder. The Select Folder dialog box appears. Select Folder dialog box. 8. Click the public folder, and click OK. 9. Click Save and Close. By adding a public Calendar folder to a group schedule, the calendar's events are available for scheduling purposes. You can incorporate group-wide or company-wide events into your schedule. You might use the public Calendar folder to identify company-wide meetings and other special events or to identify the availability of a specific resource. Free/Busy Information: Your Free/Busy times (indicated in a meeting schedule grid by multiple blocks of color and pattern see below) are available to others without you having to share your Calendar. Free/Busy information is available when someone attempts to schedule a meeting with you or includes you in a group for which they wish to View Group Schedules. The details of your schedule are not available with this information (except to those with whom you share your calendar and who have Reviewer permissions), only whether your calendar entries show you as Free, Busy, Tentative, or Out of Office during the time block in question. 35

Free/Busy key Blue = Busy Blue hatched = Tentative Purple = Out of Office You can set your Free/Busy settings in the Calendar Options menu (Tools > Options > Preferences tab > Calendar Options OR right-click your Calendar and select Properties and go to the Permissions tab). Searching E-mail and Calendar: Search Folders are a great way to gather e-mail messages into a folder based on search criteria. Examples of search criteria might include: all messages with attachments, or messages with a specific word in their Subject, or messages sent from a particular distribution list. Search Folders are 'virtual' folders that contain views of messages that might be in the Inbox and/or other folders you have created. Messages can be viewed from but are not stored in Search Folders. By default, Outlook has 3 Search folders already set up for you: For Follow Up, Large Mail, and Unread Mail. 36

For example, to search for all mail messages sent to your mailbox by a specific person: From your list of mail folders, right-click on Search Folders and select New Search Folder from the pop-up From the New Search Folder dialog, scroll down to Mail from People and Lists and select Mail from Specific People Click on the Choose... button and select the name of the person whose messages you want to be able to search for from the Global Address List, then click on the From -> button, and then OK Make sure Mailbox - Your, Name is selected from the Search mail in: drop down list, and the click OK A new Search Folder should appear under the Search Folders list - in this case with the name of the person whose mail you wish to search for. To search for all e-mail received from this person, simply click once on the Search Folder - e-mails will be displayed in the Viewing Pane. Remember: although messages can be viewed from the Search folder, they are not stored in the Search Folder and remain in their original location. Using Folders: Outlook s Default folders When an Exchange account is created, it has the following default folders: Basic folders: Inbox, Calendar, Contacts, Tasks, Notes, Journal Additional folders: Drafts, Sent Items, Deleted Items, Outbox Outlook stores information in these folders depending on the type of content e.g. messages are stored in the Inbox folder, Appointments in the Calendar folder, and addresses in the Contacts folder, etc. Create Additional folders You can create additional folders to help you to manage your information. This is particularly useful for organizing e-mail messages. 37

To create a new folder: Go to Outlook s File menu. Select New > Folder from the pop-up menus. Enter an appropriate for your folder in the Name text box. From the drop-down Folder contains list; select the type of folder you want to create. From the Select where to place the folder list, select the location for the new folder. Click OK. Your new folder will appear listed under your Mailbox in the Navigation Pane. Note: If you wish for your Delegate or another user to view this new folder, you will need to set the Sharing permissions. Move an item to another folder To copy or move items manually, choose from the following methods: Drag and drop click on an item and holding down the left mouse button, drag it onto its destination folder. Use the Move to Folder option in the item's context menu right-click on an item and select Move to Folder from the pop-up menu. Select a new location from the list, or click on the New button to create a new destination folder, and click OK. Use the Move to Folder or Copy to Folder commands from the Edit menu on Outlook s main toolbar. Select a new location from the list, or click on the New button to create a new destination folder, and click OK. Sharing Folders In addition to sharing your Outlook Calendar, you can, if you wish, share one or more of your Outlook Folders with other UGAMail account holders. Outlook Folder Permissions When you share any of your Outlook folders with another user, the level of access you grant to that user depends on the Permissions Levels you assign to them; in other words, you control what they can access. There are nine predefined Permission Levels, or Roles, that you can assign to a user when sharing your folder(s) with them: Role Owner Publishing Editor Editor Publishing Author A user with this role Have full rights to the mailbox, including assigning permissions. It is unlikely that you would want to assign this role to anyone. Can create, read, edit, and delete all items*, and create subfolders Can create, read, edit, and delete all items*. Can create and read items*, create subfolders, and edit and delete items they've created 38

Author Non-editing Author Reviewer Contributor None Can create and read items*, and edit and delete items they've created. Can create and read items*, and delete items they've created Can read items* Can create items*. This allows users to drop items into a folder but not to read them once dropped. Has no access. *Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents. A note about folder hierarchy To share any folder other than Inbox, Contacts, Calendar, Notes, Tasks, and Journal, you must share permissions both on the folder you want to share and on each folder that is higher in the folder hierarchy. For example, to give another person access to a folder that is under Inbox in your Mailbox, you must grant permissions to the Mailbox, Inbox, and the subfolder. Even though it might appear you're granting the other person access to more folders than you want, by setting the appropriate Permission Levels, only the items in the subfolder will be available. Example: Joe User owns the Mailbox shown opposite. He wants to give a colleague access to the Guides subfolder but not to any of his other mail folders. To do this he must assign sharing permissions to his Mailbox, Inbox, the Outlook Training folder, and the subfolder Guides. To allow his colleague access to only the Guides folder, Joe would assign the following permission levels to each folder: Folder Mailbox Joe User Inbox Outlook Training Guides Permission Level None but tick the Folder visible checkbox None but tick the Folder visible checkbox None but tick the Folder visible checkbox Reviewer Share folder(s) with another user Grant access to your Mailbox (or sub-folders) You must grant access to your Mailbox in order to share any folder below it. Go to the Navigation Pane (column on left hand side of Outlook window), and click on the Mail button. Right-click on Mailbox - your name and select Sharing, Change Sharing Permissions) from the pop-up. 39

Click Add to select the name of the person you want to share your folder with from the Global Address List. Highlight the person's name in the list, and then for Permission Level, select None. Tick the checkbox next to Folder visible, and then click OK. Open a folder that a colleague has shared with you What if a colleague has shared one of their folders with you? How do you access it? In Outlook, go to the Tools menu and select Account Settings. With the E-mail tab foremost, ensure the Exchange account is highlighted, and then click Change. Click More Settings. Click on the Advanced tab, and under Mailboxes, click on the Add... button. Type in your colleague's name [First Name Last Name], and then click OK twice. Click Next >, and then click Finish. Restart Outlook. Your colleagues Mailbox will appear at the bottom of your list of Mail Folders in the Navigation Pane. Click on the + symbol to expand your colleague s Mailbox and to view the folder(s) they have shared with you. Note: If you do not see your colleague's Mailbox in the Navigation Pane or receive an error when trying to expand the folders, try closing Outlook and restarting. Printing: In any Microsoft Office Outlook folder, you can print individual items. Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents. There are standard views for each folder. You can also create custom views of all items in a folder. For example, in Calendar, you can print the contents of one appointment or you can print the view of everything in the Calendar folder. Each type of item and each view have a print style that determines the way items print. A print style is a combination of paper and page settings, which determines the layout, font style and size, and other formatting options. Outlook provides built-in print styles, or you can create your own. To modify how 40

an item or view is printed, modify the print style. You can also create your own print styles for items and views. In the case of views, you can change the look of the view to modify how it prints. Some examples include: In Mail, the default style for e-mail messages is Memo Style, which prints copies that look similar to the message on your screen. In Calendar, you can print a daily, weekly, or monthly view of your calendar and pages that include more details per item. In Contacts, you can print a single contact or pages of contacts displayed as cards or in phone lists. The contents of an item are printed with the most common fields visible, such as the From, Sent, and Subject fields in an e-mail message. You can also print an item with custom fields that you create. Options in the Print dialog box Option Action Name In the list, click a printer that you have installed and want to use. Status For the selected printer, tells the status of the printer, such as idle, busy, or the number of files before your print job. Type For the selected printer, tells the type of printer that you selected, such as laser. Where For the selected printer, tells the location of the printer or which port the printer is connected to. Comment For the selected printer, tells any additional information that you might need to know about the printer. Properties Click this button when you want to change the properties, such as paper type, for the printer that you are using Print to file Select this check box to create a file from the document instead of routing it directly to a printer. The file is saved with print formatting, such as font selection and color specification in a file that can be printed to another printer. Number of pages In this list, click the number of pages that you want printed. Number of copies Collate Print attached files. Print style Page Setup Define Styles OK In this list, click the number of copies that you want printed. Select this check box if you want your print job to be kept in the order that you created in your document when printed. This check box is available if you are printing multiple copies. Attachments will print to the default printer only. Select this check box to print files that are attached to your Outlook items. Click the style that you want your Outlook item printed in. The different types of Outlook items have different styles available. Click this button to set other printer and paper options. Click this option to define the styles used when printing your Outlook items. For each style, you can edit attributes such as the formatting, page setup elements, headers and footers, page layout. Click the Edit button in the Define Print Styles dialog box to see attributes available for each style. Click this button to send your document to the printer. 41

Cancel Click this button to go back to your document without printing it. Print a page or part of an e-mail message Print a specific page of a message To print selected pages using Outlook: 1. Do one of the following: In an open message, click the Microsoft Office Button, point to Print, then click Print in the Preview and Print list. In the message list (message list: The middle part of the main Outlook window that displays the contents of the selected folder.), click the message you want to print, and then on the File menu, click Print. 2. Choose printing options. For an in-depth description of these options, see Printing in Outlook. 3. Under Print, click or enter the specific page or pages that you want to print. NOTE: To confirm how your message will look printed out, click Print Preview first. If you do not want to print the entire message or list, this will help you determine which individual pages to print. 4. Click OK to print. Print a section of a message: NOTE: Outlook does not include the option of printing selected sections from messages. This must be done through the browser view. 1. In the open message, on the Message tab, in the Actions group, click Other Actions, and then click View in Browser. a. If you see a security message, click OK to continue. 2. In the message, select the section that you want to print. Select the text or other part of the message directly in the browser window, not in the Print Preview window. 3. On the browser toolbar, click the arrow next to the Print button, and then click Print. 4. Under Page Range, click Selection, and then click Print. Print an attachment received in a message 1. In the message list, select but do not open the message that you want to print. 2. On the File menu, click Print. 3. To print the attachments, select the Print attached files check box. Do not see the Print attached files check box If you do not see the Print attached files check box, you might have clicked Print on the File menu of a message that is open. Close the message, and with the message still selected in the message list, click Print on the File menu. 42

NOTE: Attachments are printed only to your default printer. Print an Address Book: When printing an Outlook address book, you choose which fields of information to include. Two of the more common scenarios are described below: printing names and mailing addresses and names and e- mail addresses. You can print individual pages if you don't want to print your entire address book. In the Print dialog box, under Print, in the Page Range box, click or enter the specific page or pages that you want to print. Clicking Print Preview first may help you determine which specific pages you want to print. Print names and mailing addresses: 1. In Contacts, in the Navigation Pane (Navigation Pane: A column that provides access to folders used to organize your information. Click a folder to show the items it contains. It also includes the Favorite Folders section and buttons to switch between Mail, Calendar, Tasks and other views.), under Current View, click Address Cards. 2. Choose the fields that you want to print by adding or removing fields. a. On the View menu, point to Current View, and then click Customize Current View. b. Click Fields. c. Add or remove fields. The fields in the Show these fields in this order box are the fields that will print. 3. On the File menu, click Print. 4. In the Print style box, click Card Style, Small Booklet Style, or Medium Booklet Style. Print names and e-mail addresses: 1. Click Contacts. 2. On the View menu, point to Arrange By, point to Current View, and then click Phone List. 3. Choose the fields that you want to print by adding or removing fields. a. On the View menu, point to Arrange By, point to Current View, and click Customize Current View. b. Click Fields. c. Add or remove fields. The fields in the Show these fields in this order box are the fields that will print. 4. On the File menu, click Print. NOTE: To print a list of names and e-mail addresses from the Global Address List, the address book that contains all user, group, and distribution list e-mail addresses in your organization, you must add them to your Contacts folder. Print Contacts: In Contacts, you can print a single contact or pages of contacts displayed as cards or in phone lists. Several choices are available in the Print dialog box, and you can also customize those styles: 43

Card Memo Small booklet Medium booklet Phone Directory To print all of your contacts: 1. On the File menu, click Print. 2. In the Print style box, click the print style you want. To print a subset of your contacts: 1. On the View menu, point to Current View, and then click Customize Current View. 2. Click Filter, and then use the options to display only those you want to print. You can specify individual pages from your contact list to print. In the Print dialog box, under Print, enter the specific pages that you want to print in the Page Range box. Clicking Print Preview may help you determine which pages you want. Print a list of messages, contacts, or tasks Each type of Microsoft Office Outlook item has styles and layouts to choose from. Printing a list of items requires a different style that depends on the item. NOTE: To see formatting and page layout descriptions and options for each style, in the Print dialog box, click Page Setup and Define Styles. 1. In Mail, Contacts, or Tasks, on the File menu, click Print. NOTE: Do not open the Print dialog box from an open item to print a list. This only offers Memo Style that prints a single item, not a view or a list. 2. To print a list, under Print style, do one of the following: For messages, click Table Style. For tasks, click Table Style. For contacts, do one of the following: o To print a table of individual contacts in a grid of rows and columns, click Phone Directory Style. o To print contact information in a list of individual cards, similar to an address card file, click Card Style. Print a calendar showing appointments and meetings 1. On the File menu, click Print and then in the Print style box, click the print style you want. To print the details of appointments and meetings, in the Print Style box, click Calendar Details 2. In the Start list and the End list, enter the first day and the last day to print. 3. To set other print options, such as the paper orientation or the fonts used, click Page Setup, and then select the options that you want. 44

Notes To print the details of private appointments, clear the Hide Details of private appointments check box. You can specify individual pages from your calendar to print. Under Print, enter the pages that you want to print in the Page Range box. It may help you select pages to print if you click Print Preview first. To print non-adjacent days, change to Week or Month view, select the days you want to print, and then on the File menu, click Print. Print a distribution list: 1. Click Contacts. 2. Open the distribution list you want to print. 3. Click the Microsoft Office Button, then click Print. 4. Choose any additional print options, and click OK. NOTE: To see formatting and page layout descriptions and options for each style, in the Print dialog box, click Page Setup and Define Styles. Simple Troubleshooting Tips for Outlook: 1. Are you logging into your account correctly (Username = MYID\<your MyID> and Password = <your MyID password>)? 2. Did you re-start Outlook? 3. If Outlook is not working correctly for you, does Outlook Web App work correctly for you? Using Your Account with Outlook Web App: Messaging: Creating/Sending E-mail: Click on the New button on Outlook Web App s Toolbar. A new window - Untitled Message - pops up. Compose your e-mail in the main body of the message window. Add the subject of your e-mail in the Subject: field. Enter the recipient s e-mail address in the To: field by either: Manually typing in the e-mail address, OR Clicking on the To... button to search the Global Address List, or your account s Contacts. Add a Signature if you wish by clicking on the Insert Signature button on the message window toolbar. 45

To send a carbon copy to additional recipients, enter their e-mail address into the Cc... field. You may also choose to send a blind carbon copy using the Bcc... field. Click on the Send button. By default, outgoing messages are automatically saved to the Sent Items folder. Sending an Attachment: To attach another file (e.g. a Word, PDF, or image file) to an outgoing message, compose your message as usual, then: Click on the Add Attachment button on the message window toolbar. The Attachments dialog opens. Click on the Browse button to locate and select the file you want to attach and click on Open. If you wish to add more than one attachment, click on Choose more files. Note: You can add up to 3 attachments at one time Click on the Attach button; the file appears in the Attach... field of your message window displaying the name and file size of your attachment. Send your message in the usual way. E-mail Signatures: An e-mail signature consists of text that is added to the end of an outgoing e-mail message. You can create custom signatures for different types of audiences, e.g., your full name, mail address, e-mail address and phone number for messages to business contacts, or simply your first name for messages to friends and family. Create a New Signature: Your Outlook e-mail signature is not available in Outlook Web App. You will have to create one for use here. In addition, it is not possible to create more than one signature, although you can edit your signature at any time. 46

From the Navigation Pane, click on the Options button. Select Messaging from the Options list. Type and format your signature in the E-mail Signature text box. Choose to automatically add your signature to all outgoing messages if you wish. If you prefer to add a signature to your e-mail at the time of composing/replying, leave the Automatically include my signature... checkbox unchecked. Click on the Save button before leaving Options. Out of Office/Vacation Responses: The Out-of-Office Assistant is a feature that is accessible through OWA or Microsoft Outlook. This feature allows you to notify other UGAMail account holders when you are away from the office. You can also use the Out of Office Assistant to notify anyone sending you e-mail that you are out of the office. The difference is that Exchange users, using the Microsoft Outlook client, will only receive 1 notice, whereas other persons outside of the UGAMail environment will receive a notice each time they send you mail. When someone sends you an e-mail the Out of Office Assistant feature automatically responds to the item with a notice, indicating that you are away from the office. The notice can also display any text that you choose to send; including the dates and times you are out of the office, any additional information, such as who to report to with questions. The notice is sent only once to each person that sends you an item. From within your web browser logged into your UGAMail account: 1. Click the Options icon. 47

2. Select Send Out of the Office auto-replies. 3. You can select the checkbox to the left of Only send during the time range to set a specific time period for sending Out of Office replies. 4. In the box under Auto-Reply only once to each sender with the following text, type the message you want to send to people for both Inside My Organization and Outside My Organization. 5. Click OK. When someone sends you an email message, they will automatically receive an email message from you containing the text you wrote about being out of the office. Your message will be stored on the Exchange server until you turn off the Out of Office Assistant. If you forget to turn it off, you will be prompted the first time you open Outlook after returning. Recovering E-mail That You Have Deleted in the Last 14 Days: You can recover any message deleted within the preceding 14 days. 48

From the Navigation Pane, click on the Options button. Scroll down the options list and select Deleted Items. Select the message you wish to recover and click on Recover to Deleted Items Folder. Click on the Save button before leaving Options. The selected message will be moved back into the Deleted Items folder. From here, it can be moved into your Inbox, or any other mail folder, simply by clicking and dragging. Sorting Messages: Sort messages within a folder by: Clicking on the column headers at the top of the Viewing Pane to sort by sender, subject, received date, etc. Contacts/ Address Book: Contacts Folder: To add a new contact to your personal Contacts list: Click on Contacts in the Navigation Pane (Note: this will display any existing Contacts in the Viewing Pane). Click on the New button on the Contacts toolbar. Under the General tab, enter the contact information you wish to record. Click on Save and Close button. To edit an existing Contact, double-click on it. Groups Groups are useful if you often send e-mails to the same group of people. Click on Contacts in Navigation Pane. Click on the small, black downward pointing arrow to the immediate right of the New button on OWA s toolbar and select Groups. Enter a name for your list in the Name: field. Add the name of each contact you want to include in your list by clicking in the Add to Group field and manually typing in the contact s e-mail address then clicking on the Add button, OR by clicking on Find Names to search for and add members from the Global Address List or from your personal Contacts. 49

Click on the Save and Close button. To send to a Group, double-click on its name in your Contacts to open the list, and then click on the New Mail to Group icon on the Distribution List Tool bar. Scheduling: Introduction: Understanding the three different types of calendar entries will help you do this as effectively as possible. Appointment -- An appointment is an activity that involves only you, at a scheduled time. Use an appointment when you want to show that you're busy but no one else in your organization is involved. You might enter an appointment to block out time in your calendar when you need to meet with a client, visit the dentist, or research a project you're working on. Meeting -- A meeting also occurs at a scheduled time. But you invite other people by using a meeting request that s sent via e-mail. Event -- An event is an activity that lasts all day long. Unlike an appointment or meeting, an event doesn t block out time in your calendar. So you can still have other entries appear in your schedule for that day. Use an all day event when you want to show an activity that occurs on a specific day without having it clutter up all of the time slots in your calendar. Here are some types of entry for which you might use an all day event: o A holiday o A recurring annual event such as a birthday or anniversary o Other items that last all day, such as your vacation schedule Creating an Appointment or Event: Click on the New Appointment button on the Toolbar. A new Untitled - Appointment request window pops up. Complete the form with your appointment details: Enter a Subject and Location. Specify Start and End times. (Note: If you are creating an Event, check the All day event checkbox.) Specify an option for Show time as:, e.g. Out of Office. Enter additional information in the message body, if you wish. Click on the Save and Close button. 50