Microsoft Outlook 2003 Quick Reference
Table of Contents Creating Messages 3 Using the Address book 3 Sending messages 3 Saving unfinished messages 4 Adding attachments 4 Using automatic signatures 5 Reading messages 6 Replying a message 6 Forwarding a message 7 Receiving attachments 7 Creating a new folder 7 Sorting and grouping messages 8 Using the Out of office assistant 8 Creating rules 9 Activating or deactivating rules 10 Archiving messages 10 Creating contacts in the Contacts list 11 Creating Contacts from an e-mail message 11 Viewing contacts 12 Sharing contacts 12 Opening shared contacts 12 Creating a distribution list 13 Using a distribution list 13 Viewing the Calendar 14 Using different Calendar arrangements 15 Creating an appointment 15 Editing an appointment 16 Creating Events 16 Creating a meeting 17 Sharing a calendar 18 Opening a shared calendar 18 Sharing Folders 19 Opening a shared folder 19 Adding delegates 20 Removing a delegate 20 Using the Search bar 21 Logging on to Outlook Web Access 22 Using Outlook Web Access 23 General Information 24 Version: 150904 2
Creating Messages the New Mail Message button in the Toolbar Type the address(es) of the recipient(s) in the address box after To and Cc Type the Subject in the Subject box after Type the message text in the message area Use the Formatting toolbar to format the message text Using the Address book the button in front of the address box Type the first letters of the name in the top-left box in the Select Names window Use the slider at the right side of the names list to move through the list (if necessary) Click on the name of the recipient Hold down the Ctrl key to select more names at once, or to add the name to the message Repeat this for other recipients to return to the message Sending messages You can click on or to mark the message with high or low priority in the message toolbar to send the message Version: 150904 3
Saving unfinished messages To save an unfinished message, select File Save from the menu To see all unfinished messages, click on in the list of All Mail Folders in the Navigation pane at the left side of the window To finish an unfinished message, double - click on the message in the Drafts folder Adding attachments To add a file as an attachment to a message, click on in the toolbar of the message window Select the folder from the My locations bar at the left side of the Insert file window, or, select the folder from the Look in: list at the top of the Insert file window the file you wish to attach to the message Hold down the Ctrl key to select multiple files to attach the file(s) to the message Leave the selection of Regular attachments in the Taskbar at the right side of the window as it is The maximum size for a message is 7 Mb, attachments included Larger messages cannot be sent or received A number of file types cannot be sent or received as an attachment See General information Version: 150904 4
Using automatic signatures To create automatic signatures select Tools Options from the Outlook menu In the Options window, select the Mail Format tab Create Signature window to open the to create a new signature Type a new name in the textbox under 1 Enter a name for your signature Select Start with a blank signature if you want to create it from scratch, or, select Use this file as a template if you want to create a signature based on an existing file window to go to the next Type the text of your signature in the large textbox Use the Enter key to move to the next line or to insert blank lines Use the or button to change the format of your signature to return to the Options window Select the Signatures for new messages and Signatures for replies and forwards from the lists window to return to the Outlook Version: 150904 5
Reading messages To read a message using the reading pane, select View Reading Pane Select Right to show the Reading pane at the right side of the Inbox messages list Select Bottom to show the Reading pane underneath the Inbox messages list Select Off to hide the Reading pane the message you wish to read To read a message without the Reading pane, double click on the message Close the message after reading it with File Close, or by clicking on To delete a message, press the Delete key on the keyboard, or, Click on on the toolbar Replying a message to send a reply to the sender to send a reply to the sender and all other recipients Type your reply at the top of the message Attachments will not be automatically included Version: 150904 6
Forwarding a message to send the message to one or more recipients who were not included in the original list of recipients Type the address(es) of the recipients or select these from the Address book Type, if necessary, your own comments at the top of the message Attachments will be automatically included Receiving attachments Right-click on the attachment in the header of the message window or in the header of the Reading pane Open to open the attachment directly in the program connected to the file type Opening an attachment directly may carry the risk of activating viruses Save As to save the attachment on a disk Creating a new folder Right-click in the All mail folders list on the folder where you whish to create a new folder Select Type the name of the new folder in the textbox under Select the type of folder from the list under the folder in the folders list, to which this new folder should be a subfolder Version: 150904 7
Sorting and grouping messages the Arranged by: header on top of the Inbox one of the fields in the menu to arrange the list in a different way the header next to the Arranged by: header to change the order from ascending to descending and vice versa Click again on the Arranged by: header Show in Groups to group or ungroup the messages according to the field to which the list has been arranged Using the Out of office assistant Select in the Inbox Tools Out of Office Assistant Type your auto reply text in the textbox under: AutoReply only once to each sender To add a rule click on Fill in the conditions for the received messages or leave them blank to refer to all messages Select the actions you want to be performed To automatically forward your mail to a colleague or an assistant, click on and fill in the address at Click twice on Version: 150904 8
Creating rules With a rule you can automate actions like forwarding mail to a colleague or moving mail to specified folders Select Tools Rules and Alerts from the menu in the Inbox Select whether this rule should apply to received or sent messages the condition you want to add, for instance: Click in the second box on the blue text to edit the description, for instance: and select the name from the Address book Select the action you wish to perform on the message, for instance: Click in the second box on the blue text to edit the description Move in the same way through the entire wizard clicking on, and complete the rule at the end by clicking on Version: 150904 9
Activating or deactivating rules Select Tools Rules and Alerts from the menu in the Inbox the checkbox before the rule to activate or deactivate it to remove a rule Archiving messages Select File Archive Click in the folders list on the folder you whish to archive If necessary change the date for by clicking on If necessary change the name and the location for the archive file in the box under Information about Auto Archiving can be found at General Information Version: 150904 10
Creating contacts in the Contacts list Type the information of the contact in the proper textboxes buttons like to get an extra dialog with more details if you whish to select the e-mail address from the address book the photograph to add a picture any of the other tabs to see more fields Creating Contacts from an e-mail message Open a message or view the message in the Reading pane Right-click on the address of the sender or one of the recipients, or click on Fill in the missing information in the contact window Version: 150904 11
Viewing contacts ce on every one of the options under Phone List to get a table view one of the fieldnames above the list to sort the list one of the last four views to get a grouped view Sharing contacts If necessary, click on the tab Permissions Select from the address book the person(s) who you want to share your contacts with Select a permission level from the list, or, select the permissions from the option underneath the list Remember to inform everyone in question about this share Opening shared contacts Select the name of the person who shared his/her contacts with you Version: 150904 12
Creating a distribution list the small black arrow of Click in the menu on Type the name of the distribution list in the box after Select the names of the members from the address book by double-clicking on their names Using a distribution list Create a new e-mail with Select in the address book the Contacts Drag the slider until you find the distribution list or type the name in the box: the distribution list and then click on Version: 150904 13
Viewing the Calendar one of the View buttons to change the view of the Calendar to see the appointments of one day a date in the Calendar block to view a different date Hold down the Ctrl-key and click on one or more other dates to view several days at the same time or on the header the view a different month to view an entire week, except the non-working days (usually the weekend) Click in the Calendar block to select another workweek In this view non-working days will never be shown, even if you click on one month to view an entire or on the header the view a different month a date in the Calendar block to switch over to a 1-Day view Version: 150904 14
Using different Calendar arrangements Select View Arrange By Current View Select one of the Views to see a different presentation of your calendar Repeat this for every view Creating an appointment or doubleclick in the calendar to create a new appointment Fill in the Subject, which will be shown in the calendar Select the Start date and time by typing or by choosing from a list Select the End date and time by typing or by choosing from a list the Reminder checkbox to switch it on or off If on, select the reminding period by typing or by choosing from a list To draw some extra attention, select a colour from To mark the appointment as busy, or free, or not present, select the right marking form Version: 150904 15
Editing an appointment Open the appointment window by double-clicking on the coloured bar to the left Make the changes and save these with Change the duration of the appointment by dragging the bottom line By dragging you can only change the duration by fixed steps, which is less accurate then changing it in the appointment window Move the entire appointment by dragging the coloured bar up or down or to an other date Creating Events An event is an appointment, which lasts the entire day or several days (no start or end time) Create a new appointment Fill in all necessary information Check for the correct colour marking at As a default the time for an event will be shown as Free In this way events will not show up when someone is scheduling you for a meeting Version: 150904 16
Creating a meeting Create a new appointment or open an existing one the toolbar on Select one or more attendees from the address book the tab Change the Meeting start and end time by choosing from the lists underneath or,, Change the Meeting start and end time by dragging the green and red line or,, Change the Meeting start and end time automatically by Version: 150904 17
Sharing a calendar Select one or more addresses from the address book Select a Permission level from or,, Select the permissions by clicking on the checkboxes underneath the list Remember to inform everyone in question about this share Opening a shared calendar Select the name of the person who shared his/her calendar with you Version: 150904 18
Sharing Folders By sharing you can give other people access to items in the shared folder, for instance sharing a folder with a colleague, in which the messages are stored of a joined client Right-click on the folder, for instance: Select Select one or more addresses from the address book Select a Permission level from or,, Select the permissions by clicking on the checkboxes underneath the list Remember to inform everyone in question about this share Opening a shared folder Select File Open Other user s folder Select the name of the person who shared his/her contacts with you Version: 150904 19
Adding delegates By making someone a delegate, you can give this person access to your mail, calendar, etc, even during your absence A delegate can also be permitted to add appointments or send mail Select Tools Options from the menu the tab Select one or more addresses from the address book Change the permissions for the various items by selecting from the list To inform the new delegates and existing delegates about changes, click on To allow delegates to see mail and appointments which have been marked as Private, click on Delegation will only be available if your computer is connected to an Exchange server Removing a delegate Select Tools Options from the menu the tab the name of the delegate Version: 150904 20
Using the Search bar in the toolbar Type one or more words in to start the search to select the folders in which you wish to search for items to view subfolders the checkboxes to include or exclude folders into or from the search to include or exclude subfolders into or from the search to start the search list to return to the complete Version: 150904 21
Logging on to Outlook Web Access Activate your Web browser Type http://mymailsgscom in the Address bar Type your domain and username (network-id) in Type your password in for more information about the Client and Security options Basic if your connection is slow, otherwise use Premium Public or shared computer if you are using a computer in, for instance, an Internet Café Version: 150904 22
Using Outlook Web Access Select a folder from or from Browse through your items by clicking on Check the toolbar for the various options which are available using Web Access Version: 150904 23
General Information Data location All data will be stored on the server Available space Maximum size e-mail 150 MB An e-mail message can be 7 MB at maximum, either for sending or receiving mail Larger mail will not be transferred Blocked attachments Extension File type Extension File type ade adp app asx Microsoft Access project extension Microsoft Access project Visual FoxPro Application Windows Media Audio / Video mst ops pcd Microsoft Windows Installer transform; Microsoft Visual Test source file Office XP settings Photo CD image; Microsoft Visual compiled script bas Microsoft Visual Basic class module pif Shortcut to MS-DOS program bat Batch file prf Microsoft Outlook profile settings chm Compiled HTML Help file prg Visual FoxPro Program cmd Microsoft Windows NT Command script pst Microsoft Outlook personal storage file com Microsoft MS-DOS program reg Registration entries cpl Control Panel extension scf Windows Explorer command cer Public key certificates scr Screen saver crt Security certificate sct Windows Script Component exe Program shb Shell Scrap object fxp Visual FoxPro Compiled Program shs Shell Scrap object hlp Help file url Internet shortcut hta HTML program vb VBScript file inf Setup Information vbe VBScript Encoded script file ins Internet Naming Service vbs VBScript file isp Internet Communication settings wsc Windows Script Component js JScript file wsf Windows Script file jse Jscript Encoded Script file wsh Windows Script Host Settings file lnk Shortcut mda Microsoft Access add-in program mdb Microsoft Access program mde Microsoft Access MDE database mdt Microsoft Access workgroup information mdw Microsoft Access workgroup information mdz Microsoft Access wizard program msc Microsoft Common Console document msi Microsoft Windows Installer package msp Microsoft Windows Installer patch Version: 150904 24
(Auto) Archive Your Microsoft Outlook mailbox grows as you create and receive items To keep your mailbox manageable, you need another place to store the old mails that are important but not frequently used This is called an archive You also need a way to automatically move those old mails to the archive location and to discard items whose content have expired and are no longer valid Auto Archive takes care of these processes for you Auto Archive runs automatically at scheduled intervals (every 14 days), moving old and expired items from mailbox to your Archive Expired items are mail and meeting items whose content is no longer valid after a certain date, such as a meeting you had four months ago that still appears on your calendar Although an expiration date is optional, you can define it at the time you create the item or at a later date When the item expires, it's unavailable and has a strike-out mark through it Your Mailbox = Your Archive = As soon as your mailbox reaches 80% of the 150 MB limit, the system will send you an e-mail warning If you reach 90% and higher you can t send messages anymore, but you still receive messages Now you have to archive manually before you can send new messages Archiving Desktop Archiving Laptop For desktops connected to a Local Network with a File Server, the Archive of your mailbox will be placed on your personal home drive (eg P:\ or Z:\ Personal Home Drive) To allow users with laptops to access their archive messages during travel, an archive file will be created on the local hard disk (eg C :\) To prevent data loss in case of a hard disk failure or if someone has his laptop stolen or lost, an Outlook 2003 Add-In called Personal Folders Backup will be installed This Add-In will backup your locally saved Archive Folders to your personal home drive (eg P:\ or Z:\ Personal Home Drive) You will be prompted when to backup This document has been created for SGS by In cooperation with Version: 150904 25