MDC-ITD 2010 Advanced-Outlook-2003

8/8/2019 MDC-ITD 2010 Advanced-Outlook-2003

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MDC INFORMATION TECHNOLOGY DEPARTMENT 2010

MICROSOFT OUTLOOK 2003 - ADVANCED

Microsoft Outlook

2003 Advanced

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CONTENTS

MANAGING E-MAIL 3EMAIL FORMATTING 3EMAILOPTIONS 7

ORGANIZINGMESSAGES IN PERSONAL FOLDERS 12

ORGANIZE TOOLS 14

MANAGING JUNK E-MAIL 18USINGOUT OFOFFICE ASSISTANT 19

FINDING MESSAGES 20

MANAGING YOUR CALENDAR 22SCHEDULINGAPPOINTMENTS AND EVENTS 22CUSTOMIZINGADDITIONALCALENDAR OPTIONS 24

CHANGING FONTS&TIMESCALES ON YOUR CALENDAR 25

EDITING/DELETINGAPPOINTMENTS 26CREATINGRECURRINGAPPOINTMENTS 26SCHEDULING AND MANAGINGMEETINGS 28

RESPONDING TOMEETINGREQUESTS 29

UPDATING AMEETING 31

CANCEL A

MEETING

32USINGGROUP SCHEDULES 32CREATING AMEETING FROM AN EMAILMESSAGE 35ASSIGNINGCONTACTS AND CATEGORIES 35

PRINTINGYOUR CALENDAR 36

CONTACTS 37CREATE ACONTACT 37ACTIVITIESTAB 40

VIEWING CONTACTS 40

EDITING ACONTACT 40

CREATING ACONTACT FROM AN EMAILMESSAGE 41PERSONALDISTRIBUTION LISTS 42ASSIGNINGCONTACTS AND CATEGORIES 44

PRINTINGCONTACTS 45

TASKS 46CREATING ATASK 46CREATING ARECURRINGTASK 47

VIEWING TASKS 48

ORGANIZINGYOUR TASKS 49

ASSIGNING A TASK TO ANOTHER 50PRINTINGTASKS 51

NOTES 52CREATING ANOTE 52VIEWINGNOTES 53

SHARING YOUR OUTLOOK CONTENT 54ADDINGDELEGATES 54ADDING PERMISSIONS 57VIEWING ANOTHER PERSONS FOLDERS 59ADDINGANOTHERS FOLDER TOYOUR FOLDER LIST 59

MICROSOFT OUTLOOK KEYBOARD SHORTCUTS 62

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DC INFORMATION TECHNOLOGY DEPARTMENT 2010


Managing E-mailElectronicmail isanessentialformofcommunication intodayswork-place. Inadditiontosendingandreceivingmailmessages,Outlook2003providesusmanyothertools.

Email FormattingMessage Format and FontsMicrosoftOutlookcansendand receivemessages inHTML,PlainText,andOutlookRichText formats. Thestandard isRichTextwhichsupportstextformatting, includingbullets,alignment,and linkedobjects.

Tovieworchangethesesettings:

1. SelectToolsOptionsfromthemenubar.

2. ClicktheMailFormattab.

The Internet Format buttonallows you to set options for

sending email over theinternet (outside Deloitte).

The default settings allows

Outlook to automatically

convert RTF messages to

HTML, so messageformatting is maintained andattachments will be received

properly.

Deloittes default

International Option for

encoding is Western Europea

(ISO) allowing MicrosoftOutlook automatically select

this character set for messag

you are sending. However,

sometimes the preferredencoding will not work for a

specific character set. In tha

case, you need to manually

change the encoding. This c

be changed for one message

by changing the Preferred

encoding for all messages.

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Adding Signatures to MessagesAsignature isapredefinedblockoftextthatcanbe insertedmanuallyorautomatically,attheendofyourmessages.

Tocreateasignature:

1. SelectTools

Optionsfromthemenubar.2. FromtheMailFormattab,selecttheSignaturesbutton.

3. TheDeloitteDefaultSignaturecontainstherequiredandoptional informationalongwiththefonttypeandsizetobeused instandardsignatures.

4. Tocreateyourstandardsignature,selecttheNewbutton.

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5. Enteranameforyoursignature,selecttheUsethisexistingsignatureasatemplateoption,andthenclicktheNextbutton.

NOTE: TheDeloitteDefaultSignatureformatshouldbeusedforallemails.

6. Makethechangesasnecessarytopersonalizeyoursignature,andclicktheOKbuttontwice.

7. Yoursignature is,bydefault,selected intheSignaturefornewmessageslistontheMailFormatTab.

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vCard OptionThevCardoptionallowsyoutoattachabusinesscardasyoursignature.Todothis,youmusthaveacontactsetupforyourself inyourContactsfolder.

ToaddavCard:

1. ClicktheNewvCardfromContactbutton.

2. ChangetheGlobalAddressListtoContact,andselectyourname fromthelist.

3. ClickOKandthenFinish.

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SpellingSpellchecker isturnedonbydefault. Tochangesettings:

1. SelectToolsOptionsfromthemenubar.

2. ClicktheSpellingtab.

3. MakechangesandclickOK.

Email OptionsOutlookoffersseveraloptionsthatallowyoutomanagehowandwhenamessage issent,aswellastrackingfeatures.Toaccesstheseoptions:

1. When inamessage,chooseViewOptionsorclickontheOptionsbutton.

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Message SettingsAllowyoutosetthepriorityandsensitivityforyouroutgoingmessages.

Importance:V Normal,thedefault,willhavenothingnexttothemessage.

V LowPrioritymessages willhavea iconnexttothem.

V Highprioritymessagewillhavea iconnexttothem.

Sensitivity:

V Privatemessagescannotbemodifiedafteryousend it.

V Aconfidentialmessagecannotbeforwarded.

V Personalornormal messageshavenorestrictions.

Voting and Tracking OptionsAllowsyouhavemorecontroloverhowarecipientrepliestoyourmessageandtoknowwhenarecipientreceivesand/oropensyourmessage.

VotingButtons:SeeUsingVotingButtonsbelowformore information.

ReturnReceipts:V Requestingareceiptofdeliverywill letyouknowwhenthemessageappears

intherecipientsmailbox.

V Requestingareadreceiptwill letyouknowwhentherecipientopensthemessage.

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Delivery OptionsV Haverepliestoyourmessagesenttoanotherpersonbytypingthenameof

theperson,orclickSelectNames toselect fromtheGlobalAddressListoryourContacts.

V Thestandard istosavesentmessages inyourSentItemscontainer.

V Messagessetforfuturedeliverywillremain inyourOutboxuntilthespecifictime;however,thedateandsenttimewillreflectwhen itwenttoyourOutbox.

NOTE:Outlookmustbeopen(running)foryourmessagetobesent.

V Ifthere isaspecificdate intheExpiresafterfieldandtherecipeint(s)donotretrievetheirmailbeforethatdatetheywillnotreceivethatmessage.

Using Voting ButtonsVotingbuttonsallowyouto insertvotingoptions intoanoutgoingmessage. TheresultsoftheresponsesareautomaticallytalliedbyOutlook.

1. SelecttheUsevotingbuttonscheckbox;clickthedrop-downarrowtoseethedefaultoptions.

2. Selectanoptionfromthe listorspecifyyourown list. Ifyouchoosetoenteracustomized listofoptions,theymustbeentered inthe followingformat:

Option1;Option2;Option3(Placejustasemi-colon ;betweeneachoption.Nospaces.)

NOTE:UnderDeliveryoptions,theoptionSavesentmessageto isselected.Tochangethisoption,clickBrowse.

3. ClickClose,andthenclickSend.

TIPSV By default, responses that do not contain comments are recorded in the original

message and resonses that contain comments are kept in the Inbox.

V When voting options are lengthy, list the button options as A, B, C and D with thedescription within the body of your message.

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To view the voting results:1. Opentheoriginalmessagestored intheSentItemsfolder.

2. ClicktheTrackingtab.

Trackingdisplaysthetotalsforeachoption,therecipientsname,theirvoteandthetimetheirvotewassubmitted.

To copy voting results to Excel:1. Highlighttheresponsesyouwanttocopy.

2. SelectEditCopyfromthemenubar,orpressCtrl+C.

3. OpenMicrosoftExcel.

4. SelectEditPastefromthemenubar.

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Assigning ContactsThisoptionallowsyoutoassociateacontactwithyouremailmessage.Todoso:

1. SelecttheContactbuttonfromtheOptionswindow.

You can typeyour contact

names directly

in the field.

2. FromtheSelectContactwindow,highlightthecontactsyouwantassociateswiththisemail.HoldyourCtrlkeytoselectmultiplenames.

3. ClickOK.

NOTE:Toaddacontacttoanexistingemail,right-clickontheemailandselectOptions.

Assigning CategoriesA

category isakeywordorphrasethathelpsyoukeeptrackof itemssoyoucan

easilyfind,sort, filter,orgroupthem.Usecategoriestokeeptrackofdifferenttypesof itemsthatarerelatedbutstored indifferentfolders.Forexample,youcankeeptrackofalloutlook itemsassociatedwithABCCompanywhenyoucreateacategorynamedABCCompanyandassign itemsto it.

Tousethisfeature:

1. SelecttheCategoriesbuttonfromtheOptionswindow.

2. A listofavailablecategorieswilldisplay,aswellasanareaforyoutotype inanewcategory.SelecttheappropriatecategoryandclickOK.

Tocreateanecategory,type

thecategoryi

thesectionan

clickAddtolist

NOTE:Toaddacategorytoanexistingemail,right-clickontheemailandselectOptions.

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Organizing Messages in Personal FoldersMessagesthatyouwanttoretainshouldbestored inyourPersonalFoldercontainer. Youcancreatemultiple foldersunderthePersonalFolder.

Therearemultiplewaystocreateanewfolder inyourPersonalFolderscontainer:1. Right-clickonyourPersonalFoldercontainerandselectNewFolder.

Or,

SelectthedownarrownexttotheNewbuttonandselectFolder.

Or, ChooseFileFolderNewFolderfromthe

menubar.

2. Enteranameforyour folders,andbesurethatPersonalFolders ishighlightedandthattheFoldercontains:readsMailandPostItems.

3. ClickOK.

NOTE: Onlycreatefolders inyourPersonalFolderscontainer.CreatingfoldersunderyourMailboxmaycauseyoutoreachthe100MB limit.

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To store an Item in a folder1. Clickndragthe itemyouwanttomovetoaspecificfolderorright-clickon

the itemyouwanttomove,andselectMovetofolder.

2. Ifthefolderdoesnotexist,youcanselecttheNewbutton.

To delete a folder

1. IntheFolderList,clickthefolderyouwanttodelete.

2. SelectFileFolderDeleteFoldernamefromthemenubar,orright-clickonthefolderandchooseDeleteFoldername.

NOTE:Ifyouattempttodeleteafolderthatcontainsmessages,youwillberequestedtoconfirmdeletionofall itscontents.

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Additional Options1. Right-clickonyour foldersforadditionaloptionssuchas,Move,Copy,and

Rename.

TIPSV Your Personal Folder is just one file no matter how many messages or sub-folders it

contains.

V The Personal Folder is stored on your hard drive and not subject to the 100MB sizelimitation placed on your mailbox.

V Use your control key to select non-contiguous message to move to a folder.

Organize ToolsManaging Messages Using FoldersYoucanmovemessagestoanotherfolderautomaticallybycreatingarule.

Tomoveselectedmessages:

1. FromwithinyourInbox,selectToolsOrganizefromthemenubar. TheWaystoOrganizeInboxpaneappears.

2. ClickUsingFolders.

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3. Highlightselectedmessagesthatyouwantmoved.

4. Chooseafoldernameasthedestinationofthemessages.

5. ClickMove.

Managing Messages Using Rules1.ClickRulesandAlerts located inthetoprightcorneroftheOrganizeFoldersscreen.

2. ChoosetheappropriateruletoapplyandclickRunRuleNow.

To create a new rule

1.Clickt

heNewR

uleb

utto

n.

2. ChooseStartarulefromatemplateorStartfromablankrule. Ablankruleallowschoicesonwhentoexecutebasedonuponarrivingoraftersending.

3. ClickNext.

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4. DeterminetheconditionsandclickNext.

5. SelecttheappropriateactionandclickNext.

6. Selecttheappropriateexceptions ifany,andclickNext.

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7. Enteranameforyourruleandselectanyadditionaloptions,thenclickFinish.

8. ClickOKtosavetherule.

Managing Messages Using ColorColor-codingmessagescanhelpyoueasilydistinguishmessagessenttoorreceived fromcertainpeople.

Tocolor-codemessages:1. FromwithinyourInbox,chooseToolsOrganizefromthemenubar.

2. SelectUsingColors fromthe leftnavigator.

3. Highlightamessage fromasenderthatyouwanttoalwaysbecolor-coded.

4. IntheColorMessagessection,selectFrom.

5. Selectadesiredcolor inthethirdboxandclickApplyColor.

6.ChooseAutomaticFormatting intheupperrightcornerformoreadvanced

options.

NOTE: Colorcustomizationappliesonlytoyourcurrentview. IfyouchangetheviewofyourInbox,thecoloroptionswillnotcarryover.

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Managing Messages Using ViewsTochangethewayyouviewmessages:

1. FromwithinyourInbox,chooseToolsOrganizefromthemenubar.

2. ClickUsingViews.

3. Chooseoneofthefollowingviews:

Messages MessageswithAutoPreview LastSevenDays UnreadMessages inThisFolder SentTo MessageTimeline.

Managing Junk E-MailTheJunkE-mailFilter isonbydefaultandtheprotection level issettoLow,which isdesignedtocatchthemostobviousjunke-mailmessages.Anymessagethat iscaughtbytheJunkE-mailFilter ismovedtoaspecialJunkE-mailfolder,whereyoucanreview itata latertime.

To add a name to the Blocked Senders List1. Right-clickonthejunkmessage.

2. From themenu,selectJunkE-MailAddSender toBlockedSendersList.

Or,youcanmanageyourJunkemailusingthefollowing:

1. SelectToolsOptions fromthemenubar.

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2. OnthePreferencestab,underE-mail,clickJunkE-mail.

3. Clicktheappropriatetab: SafeSenders,SafeRecipients, BlockedSenders.

4. SelectAddandenterthe internetaddresstobefiltered.

To delete an address from the Junk E-mail Filters1. SelectToolsOptions fromthemenubar.

2. Gototheappropriatetab.

3. Highlighttheaddress.

4. ClickRemove.

TIPSV You can also manage your Junk E-mail by choosing ActionJunk E-Mail Junk

E-Mail Options.

V To delete all junk messages, richt-click on your Junk E-Mail folder and chooseEmpty Junk E-Mail Folder.

V To delete all suspected Junk E-Mail instead of moving them to the Junk E-Mailfolder, choose ToolsOptions.PreferencesJunk E-Mail and click the bottom

choice to Prementantly Delete.

Using Out of Office AssistantTheOutofOfficeAssistantallowsyoutosetupanoutgoingmessagethatwillbesentautomaticallywhileyouareoutoftheoffice.

ToconfiguretheOutofOfficeAssistant:1. SelectToolsOutofOffice

Assistantfromthemenubar.

2. SelectIamcurrentlyOutoftheOffice.

3. Enterthetextyouwantdeliveredtosenders.

4. Ifdesired,clickAddRule.

5. Establishtherulefordeterminingwhenandhowtotreatmail.6. ClickOKfortherulesandOKto

activatetheOutofOfficeAssistant.

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ToturntheOutofOfficeAssistantoff:1. SelectToolsOutofOfficeAssistantfromthemenubar.

2. SelectIamcurrentlyIntheOffice.

3. ClickOK.

NOTE: Youmustbe inConnectmodetosetyourOutofOfficeAssistant,oryoucanuseOutlookWebAccess(OWA)onhttps://www.DeloitteNet.com.

Finding MessagesYoucanuseFindandAdvancedFindfeaturesto lookformessages inasinglefolder,agroupoffoldersorallfolders. YoucansearchontextofthewholemessageoronlytheSubjectfield.

1. ChooseToolsFindFindfromthemenubar.

Or,clickthe buttonfromthetoolbar.

2. TheFindpaneappearsabovetheInbox.

3. IntheLookforbox,enterawordorphrasecontainedwithinthemessageyouaretryingto locate.

4. IntheSearchInbox,choosethefolderorgroupoffolderstosearchfromthedrop-downmenu.

5. ClicktheFindNowbutton.

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Advanced Options1. ClicktheOptionsbuttonatthefarrightoftheFindpaneandchoose

AdvancedFindfromthedropdownbox.

Or,

SelectToolsAdvancedFindfromthemenubar.

2. Selectwhatyouaresearchingfor intheLookfor:field.

3. Ifthecontainer listed intheIn:field isnotcorrect,selecttheBrowsebutton.

4. Enteryoursearchcriteria intheSearchfortheword(s):field.

5. ClickonFromorSentTotodisplaytheAddressbooksandchooseaname.

6. Foradditionalsearchcriteria fields,selecttheMoreChoicestab.

7. Whenallsearchcriteriahasbeendefined,clickFindNow.

8. Theresultsofthesearchwilldisplayatthebottomofthewindow.

9. Toclosethewindow,clickthe .

TIPV You can open a message directly from the list of matching messages in the bottom of

the Find/Advanced Find screen.

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Managing Your CalendarThecalendarfeature inOutlookcanassistyou inmanagingyourappointments,eventsandmeetings.

Scheduling Appointments and EventsAnAppointment isanyactivityyouscheduleforaportionofaday. AnEventtypically laststheentireday.

TocreateanewAppointmentorEvent:1. Useoneofthefollowingoptionstobegin:

ChooseFileNewAppointmentfromthemenubar.

SelectthedownarrownexttotheNewbuttononthetoolbarandchooseAppointment.

Ifyouare intheCalendarcontainer,theNewbuttonwillautomaticallyopenanewAppointmentwithoutneedingtoselectthedownarrowforoptions.

2. EnteraSubject,StartTimeandDate,andLocation.

Outlookremembersthe

locationsyouvepreviouslyused.Clickthe

downarrowandselectthe

locationyouwant.

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3. Ifdesired:

SetaReminderandtheamountoftimepriortotheappointmentforthealerttoappear.

ChoosehowtoShowtime(Free,Tentative,Busy,OutofOffice).

ChooseaLabel.

ChooseaContactbyclickingtheContactbuttontodisplaytheAddressBook.

ChooseaCategory.

MarkasPrivate.

4. ClickSaveandClose.

TIPV You can also quickly create an appointment by clicking the appropriate place on

the Calendar and then begin typing.

To Customizing Reminder Options1. SelectToolsOptionsfromthemenubar.

2. ChoosethePreferencestab.

3. SelectthecheckboxtoturnontheDefaultreminder.

4. Fromthedropdownmenu,choosetheamountoftimepriortoyourappointmenttobereminded.

5. ClickOKtosaveyourchanges.

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Whenareminderappears,youcan:

DismissAllClosesallremindersandthiswillnotappearagain.

OpenItemOpensthe itemsoyoucanreviewthecontentsormakeedits.

DismissClosesthereminderselected.

SnoozeDisplays the reminder againafter theamountof timeyouselect.

Customizing Additional Calendar Options1. SelectToolsOptionsfromthemenubar.

2. SelectthePreferencestab.

3. SelecttheCalendarOptionsbutton.

Selectyourdefaultwork

week

Choosetosee

weeknumbers

inyour

calendar.

Allowmeeting

attendeesto

ProposeNew

Timesfor

Selecta

background

colorforour

calendar

Customizewhenyouworkday

startsandends

AddHolidays

toyour

calendar

Selecttodisplayadditionaltime

zonesinyour

calendar

CustomizehowyourFree/Busy

time appears to

others

Additionaloptionswith planning

meetings and

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Changing Fonts & Timescales on your Calendar1. Right-clickonanyareaofyourcalendarnotcontaininganappointment.

2. Fromthemenu,selectOtherSettings.

3. Choosefromthefollowingoptions.

Click on any of theFont buttons to changethe fonts for different

views.

Divides each hour intosections representingminutesfor example

30 minutes divides onhour into two 30 minusections.

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Editing/Deleting Appointments

Delete Button

To extend or shorthe duration of yoappointment, plyour mouse on th

border of theappointment untiyour mouse turnsa double arrow.

Then click and drto adjust.

To move your appointment, place your mouse infront of the appointment until your mouse turnsinto a plus sign and click and drag it to a

different time slot.

By right clicking on your appointment you can:

Open It

Print It

Forward It

Mark it Private (only the owner can view a Privateappointment)

Change how the appointment Shows, the Label orCategory

Delete it

Creating Recurring AppointmentsArecurringappointment isonethatoccursrepeatedlyatregular intervals

(daily,weeklyormonthly).1. ChooseFileNewAppointmentfromthemenubar,orselectthe

Newbuttononthetoolbar.

2. Fill intheapplicablefields.

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3. ClicktheRecurrencebutton.

4. Notetheoptions inthedialogboxthatappears,markthosethatapplyandclickOKwhenfinished.

Bydefault,Noenddateisselected. Be

sure to change thisoptionifnecessary

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Scheduling and Managing MeetingsAmeeting isanappointmentwith invitedattendees. Outlookgivesyoutheability to interactwithotherscalendars toverifyavailabilityandoncesent,managetheresponses.

Tocreateameeting:1. ChooseFileNewMeetingRequest,orchooseActionsNew

MeetingRequest fromthemenubar.

Click the Tobutton if youneed to view

the AddressBook

2. UsingtheTofield,enterthenamesofyourparticipants.

3. SpecifyyourSubject,Location,andTime.

4. Toverifyparticipantsavailability,selecttheSchedulingtab.

Availabilitylegend

AutoPick buttonwill find the next

available time for

all participants to

meet.

5. ClickSend.

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Responding to Meeting RequestsWhenyoureceiveameetingrequestyoucanviewtherequest inyourInbox.Therequestswillappearwiththe icon.

1. Double-clicktoopenthemeetingrequest.

2. Youroptionsare:Accept,Decline,TentativeorProposeNewTime.Youalsohave theoption toviewyourCalendar,butwould thenneed toreturntothemeetingmessagescreentorespond.

Theinformationbarwillinform

youifconflictsexist

Ifyouwanttovieyour calendarbef

responding,click

Calendarbutton

3. IfyouselectAccept,Tentative,orDecline,thefollowingwillappear.

V Edittheresponsebeforesending:allowsyoutosendamessageorcommentstothesender.

V SendtheResponseNow:yourresponsewillbesentwithnoadditionalmessage.

V DontsendaResponse:noresponsewillbesent.

4. SelecttheappropriateoptionandclickOK.

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Propose New Time:

Ifthemeetingtime is inconvenient,youmaybeabletousetheProposeNewTimeoption. Thisoption iscontrolledbythemeetingorganizer,andmaynotbeavailablewithallmeetingrequests.

1. SelecttheProposeNewTimebutton.

2. Theavailabilityofeachparticipantwillappear. YoucanmanuallychangethemeetingtimebychangingtheMeetingstarttimefield,orallowOutlookto locatethenextavailabletimebyselectingtheAutoPickbutton.

3. Onceyoudetermineanewmeetingtime,clicktheProposeTimebutton.

4. Aresponsewindowwillappear,givingyoutheoptiontoentercommentstoyourproposal.

5. ClickSendtoforwardyourresponse.

NOTE:Themeeting isaddedtoyourcalendarastentativefortheoriginalmeetingtime.Theoriginatorofthemeetingwilldeterminethe finaldateandtimeforthemeetingandsendameetingupdatetoallinvitees.

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Automatically Process Meeting RequestsOutlookgivesyoutheabilitytoautomaticallymanageyourmeetingrequests. Todoso:

1. ChooseToolsOptions.

2. ClickonthePreferencetab.

3. ClickontheCalendarOptionsbutton.

4. ClickontheResourceSchedulingbutton.

5. ClicktoplaceacheckmarkonAutomaticallyacceptmeetingrequestsandprocesscancellations.

6. Ifdesired,alsoclicktheplaceacheckmarkontheAutomaticallydeclineconflictingmeetingrequestsand/orAutomaticallydeclinerecurringmeetingrequests.

7. ClickOK.

Updating a Meeting1. Openthemeeting.

2. Makeanynecessarychanges, i.e.add/removeparticipants,changemeetingtimeor location,oraddcommentsorattachments.

3. ClickSendUpdateandthefollowingwillappear:

4. SelecttheappropriateoptionandclickOKtosendyourchangestotheparticipants.

TIPV You can send an email message to all attendees of a particular meeting by

choosing ActionsNew Message to Attendees. This method works only onmeetings for which attendees have already been invited.

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Cancel a Meeting1. Openthemeeting.

2. SelectFileDeletefromthemenubar,orclickthe onthetoolbar.

Thefollowingdialogboxwillappear.

3. SelecttheappropriateoptionsandclickOK.

Using Group SchedulesGroupSchedule, isanewfeature inOutlook2003thatmakes iteasyforyouseethecombinedschedulesofanumberofpeopleataglance.

Create a Group Schedule1. While intheCalendar,selectActionsViewGroupSchedulesfromthe

menubar,orclickonthe iconfromthetoolbar.

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2. SelecttheNewbuttontocreateanewgroup.

3. Enteranameforthegroup,andclickOK.

4. Toaddnewmembers,typetheirnamesdirectly intheClickheretoaddanameorselecttheAddOthersbuttontoviewtheAddressBook.

5. ClickSaveandClosetoestablishyourgroup.

Schedule a meeting

1. SelectActionsViewGroupSchedulesorclickonthe iconfromthetoolbar.

2. HighlighttheappropriategroupnameandclickOpen,ordouble-click.

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3. Toensureyouareviewingthemostuptodatecalendarinformation,clicktheOptionsbuttonandselectRefreshFree/Busytime.

4. UsetheGotofieldorthescrollbartonavigatethecalendarto locateanappropriatemeetingtime.

5. Toscheduleameeting,clicktheMakeMeetingbuttonandselectNewMeetingwithAll.

NewMailMessagewill

createanemail

messageforall

membersofthe

group.

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Creating a Meeting from an Email MessageOutlookmakes iteasyforyoutocreateacalendar itemfromanemailmessage.

1. Highlightthemessagecontaining informationfortheappointment.Click

ndragthemessagetoyourcalendarcontainer.2. Releaseyourmouseandanewappointmentwillbecreated.

3. Theappointmentwilldefaulttothecurrentdateandtime. ChangethenecessaryfieldsandclickSaveandClose.

Assigning Contacts and CategoriesYouhavetheabilitytoassociatecontactsand/orcategoriestoyourMeetingRequestorAppointments. Todoso:

1. Openanexisting,orcreateanewAppointmentorMeetingRequest.

2. ClickeithertheContactsorCategoriesbutton.

Youcanalsotypedirectlyin

theContactsor

Categories

fields

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3. ForContacts,selecttheappropriatenamesandclickOK.

4. ForCategories,selecttheappropriatecategoryorcreateanewone,andclickOK.

Printing Your CalendarOutlookhaspredefinedstylesyoucanusetoprintyourcalendar.

V DailyStyleV Weekly StyleV MonthlyStyleV Tri-foldStyleV CalendarDetailsStyle

1. FromwithintheCalendarview,chooseFilePrintfromthemenubar.

Tohidethedetailsofyourprivate

appointments,

clickthisbox

2. SelectthedesiredPrintStyleandPrintRange,andspecifythenumberofcopies.

3. ClickthePreviewbuttontoseethepage(s)beforeyouprintorclickOKtoprint.

4. AnydjustmenstthatneedtobemadecanbedonebyclickingthePageSetuportheDefineStylesbuttons.

TIPV Printing of the Daily Style includes tasks.V To print appointment/meeting end times in the monthly view, you need to have

Dont Print Weekends checked.

V To print someone elses calendar you must have access to all aspects of Outlookwithin the style.

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Contacts

Acontact isapersonororganizationwithwhichyoucorrespond. Youcanstore informationaboutcontactssuchasjobtitles,phoneandfaxnumbers,addresses,notesandInternetaddresses. Whenyoucreateacontact,youcanstartbyenteringallnew information,oryoucanstartwith informationfromanexistingcontactfromthesamecompany.

Create a Contact1. ChooseFileNewContactfromthemenubar,orselecttheNew

button isyouarecurrently intheContactsfolder.

Thefollowingwindowwillappear:

Entering name, Job, Title and Company

V Ifthe informationyouareentering isaboutaperson,enterthepersonsname intheFullNamefield.

V Ifthe information isaboutanorganization, ignoretheFullNameandJobtitleandentertheorganization

sname intheCompanyfield.

V PressTABtomovetotheJobTitlebox,Outlookthenautomaticallydisplaysthepersonsname intheFileasboxwiththe lastnamefirst.

V Ifyouwishtochangehowthename isfiled,simplyclickonthedrop-downarrow:

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Entering Phone and Fax Numbers

V Thecontactscreendisplaysonly four fields forphonenumbershowever,Outlooksavesupto19phoneandfaxnumbersforeachcontact.

V WhenenteringphonenumbersOutlook ignorescharactersotherthannumbers. Itautomaticallydisplaysphonenumberswithdashes inthe formatusedintheregionyouhaveselected intheWindowsControlPanelRegionalSettings.

V Toenteradditionalphoneorfaxnumbers,clickoneofthearrowbuttonsatthe leftofthephonenumberboxestodisplaya listoftypes:

Entering Addresses

V Outlooksavesthreeaddressesforeachcontact: Business,HomeandOther. Thedefault isabusinessaddress.

V Entertheaddressbytyping inthe largeaddressdisplayboxorclickontheAddressbuttonandenterthe information ineachcell. Ifyoufollowtheformatbeloweachcellwillcontaintheappropriate informationregardlessofentryscreenused:

Enterthestreetaddressonthefirst lineandpressEnter.

Enterthecityname,comma,State,twospacesandthenthezipcode.

Entering E-Mail, Web Page Addresses

V Outlookcansavethreeemailaddressesforeachcontact. Simplyentertheemailaddress inthenormalmanner([email protected]).V Tocustomizehowtheaddresswilldisplay,enteryourpreferredtext in

theDisplayasfield.V Outlookwillformatyourwebpageaddressautomatically. Simpleenter

theaddressasfollows:deloitte.com. Itwilldisplayashttp://deloitte.com.

Adding Notes and Attachments

V Youcanusethe largeunnamedtextboxnearthebottomoftheGeneraltabtoentermiscellaneousnotes.

V YoucanchoosetheInsertFileorthe buttontoattach informationtothecontact item.

V Unlikemanyotherfields inthisform,there isnotspecific limittotheamountoftextyouenter intotheNotesbox.

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TheAddContactPictureallowsyouto

attachapicturetoyour

contact. Thisfeature

willtakeupadditional

spaceandcounts

towardsyour100MBlimit.

TIPV To save any email address for later use (client, family member, or friends), you

must create a Contact for them.

More Contact DetailsSelecttheDetails,Activities,CertificatesorAllFieldstabtoenterand/ordisplaymore information.

1.Enteranyadditional informationyouwant,andselectSaveand

Close.

EnteringaBirthdayand

Anniversaryon

theDetailstab

will

automatically

addthosedates

toyourcalendar

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Activities TabWhenyouusetheContactsfield locatedatthebottomofanAppointment/Meeting,Task,Noteore-Mail(underOptions)Outlookautomaticallymakesandentry intheActivitiessection.Itcross-referencesanyofthese itemsforquickaccessbydouble-clicking.

Viewing ContactsO

utlooko

ffersseve

ralwaystov

iew

your

contacts.

TochangeyourviewchooseViewArrangeByCurrentViewfromthemenubarandselectfromthefollowingoptions:

V AddressCardsV DetailedAddressCardsV PhoneListV ByCategoryV ByCompanyV ByLocationV ByFollowUpFlag

Editing a Contact1. While intheContactView,double-clicktoopenthecontact itemyou

wanttoedit.

2. Changethenecessary information,andclickSaveandClose.

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Creating a Contact from an Email MessageOutlookmakes iteasyforyoutocreateacontactfrom information inanemailmessage.

1. Highlightthemessagecontaining informationforacontact.Clickndragthemessagetoyourcontactcontainer.

2. Releaseyourmouseandanewcontactwillbecreated

3. Acontactformopenswiththeemailmessagesendersnameentered intheFullName field.

4. Theheaderandbodyofthemessagearedisplayed inthetextbox inthebottomoftheContactform.

5. Typethe information intotheContactformasdesired.

6. Whencompleted,clickSaveandClose.

TIPV Share contact information with others by forwarding it as a vCard in an email

message. Right-click on the Contact item and choose Forward. Send mutiple

Contacts by choosing Insert Item while in a new message.

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Personal Distribution ListsAdistribution list isacollectionofcontacts(internalorexternalcontacts),andprovidesaneasywaytosendmessagestoagroupofpeople.Distribution listsare identifiedbythe icon,andarestoredbydefault inyourContactsfolder.

Create a Distribution List

1. SelectFileNewDistributionListfromthemenubar.

2. EnterthenameforyourDistribution list intheNamefield.

3. Toaddmembersthatare

currently inyourContactsorAddressBook,clickSelectMembers.

4. Locateyourmembersbytypingtheir

names intotheTypeNameorSelectfromListfield. HighlighttheentryandthenclicktheMembersbutton.

5. ToaddmembersfromyourContacts,selectthedrop-downarrowfortheShowNamesfromfieldandclickonContacts.

6. Whenyouhaveaddedallofyourmembers,clickOK.

7. Ifyouwanttoaddmembersthatarenot located inyourContactsorAddressBook,clicktheAddNewbutton.

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8. Enterthenewmembers information,andclickOK.

9. ClickSaveandClosetosaveyournewDistributionList.

Edit a Distribution List

1. Openthedistribution listfromyourContactsfolder.

2. Toaddanewmemberfromtheaddressbookorcontactsfolder,clicktheSelectMemberbutton. Ifthememberdoesnotexist inyourcontacts

folderoraddressbook,clicktheAddNewbutton.

3. Todeleteamember,hightlightthenameandclickRemove.

Send a Distribution List

1. Createanewmailmessage.

2. SelectInsertItemfromyourmenubar.

3. SelectContactsfromtheLook insection.

Yourdistributionlists will appear

boldintheItems

section

4. Selectyourdistribution list fromtheItemssectionandclickOK.5. ClickSend.

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To quickly create a distribution list from an existing email message:

1. Highlighttheappropriatenamesfromtheaddressfields,selectEditCopyfromthemenubar.

2. SelectFileNewDistributionListfromthemenubar.

3. IntheNamefield,typethenameofyour list.

4. ClicktheSelectMembersbutton.

5. IntheMembersfield,righ-clickandselectPaste.

6. ClickOK,andthenSaveandClose.

Assigning Contacts and CategoriesYouhavetheabilitytoassociatecontactsand/orcategoriestoyourContactsDistributionLists. Todoso:

1. OpenanexistingorcreateanewContact.

Youcantypedirectlyintothe

Contactsand

Categories

fields




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To view all items associates to a Contact:

1. Openthecontactthathas itemsassociated.

2. SelecttheActivitytab.

Bydefaultallitemswillappear. Selectthe

drop-downarrowto

selectaspecificlist.

Printing ContactsYoucanprintyourContacts invariousformatsaswellaseditthemandcreateyourown. Followingaresomecommonstylesavailablewhenprintingcontacts:

V CardStyleV SmallBookletStyleV MediumBookletStyle

V MemoStyleV PhoneDirectoryStyle

1. ChooseFilePrintfromthemenubar.

2. Selectthestyleandoptionsyoudesire.

3. It isrecommendedthatyouchoosethePreviewbuttontoseethepage(s)beforeyou

print.

4. AnyadjustmentsthatneedtobemadecanbedonebyclickingthePageSetuporDefineStylesbuttons.

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TasksTasksareactivities,personalorwork-related,thatyouwanttotrackthroughcompletion. Taskscanhaveaduedateandstartdate,buttheydonothaveascheduledworkdate.

Creating a TaskWhenyoucreateatask intheTaskFormyoucanentermore informationthanjustthetaskname.

1. Fromthemenubar,selectFileNewTaskorselectthe fromthetoolbar.

Once a Duedate is set, thereminder box

will activate.

Status choices: Not Started,In Progress, Completed,Waiting on someone else orDeferred

Select thedrop-down toset the Duedate and Startdate

Priority choices:Normal, Low orHigh

Mark the %completed yourtask is

2. Ataminimum,youneedtoenter information intheSubjectfield.Allother informaiton isoptional.

3. YoucanselecttheDetailstab,toaddadditional information.

Click to markPrivate if you dnot with othersto see this task

4. ClickSaveandClosewhencompleted.

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Creating a Recurring Task1. Openorcreateatask.

2. ClicktheRecurrencebuttononthetoolbar .

3. Selecttheappropriateoptionsforyourrecurrence,andclickOK.

4. ClickSaveandClosewhencomplete.

Assigning Contacts and CategoriesYouhavetheabilitytoassociatecontactsand/orcategoriestoyourTasks.Todoso:

1. OpenanexistingorcreateanewTask.

Youcantypedirectlyintothe

Contactsand

Categoriesfields




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Viewing TasksOutlookoffersseveralwaystoviewyourtasks.Tochangeyourview,selectViewArrangeByCurrentViewfromthemenubarandchoosefromthefollowing:

V SimpleList

V DetailedListV ActiveTasksV NextSevenDaysV OverdueTasksV ByCategoryV AssignementV ByPersonResonpsibleV CompltedTasksV TaskTimeline

Customize your ViewIfyoucantfindwhatyouwantunderthedefinesviews,youcancustomizeyourviewasfollows:

1. SelectViewArrangByCurrentViewCustomizeCurrentviewfromthemenubar,orright-click inanemptyareaofyourtasks listandselectCustomizeCurrentView.

2. ClicktheFields button.

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3. Highlightthedesired fieldsfromtheAvailablefieldscolumnandclicktheAddbutton.

4. ClickOKwhencomplete.

OrganizingYour TasksYoucaneasilyorganizetasks:

1. WhileviewingtheTasksfolder,chooseToolsOrganizefromthemenubar.

2. IntheWaystoOrganize

Taskspane:

V ClickUsingFolders,selectthetask(s),selectthe folderandclicktheMovebutton.

V ClickUsingCategories,selectthetask(s),selectthecategoryandclicktheAddbutton.

V ClickUsingViews,andselecttheviewyouwant.

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Assigning a Task to AnotherYoucancreateataskbutassign ittosomeoneelseforcompletion.

1. Fromwithinyourtask,clicktheAssignTaskbutton.

2. Assignyourtaskthesamewayyouaddressanemailmessage.

Thesetwooptionsareselectedby

default,deselectif

necessary

3. Enterallothernecessary information,andclickSend.

4. Youwillbenotifiedwhentheassigneeacceptsordeclinesthetask.

5. Toviewallassignedtasks,chooseViewCurrentViewAssignmentfromthemenubar.

TIPSV When you assign a task to someone else, only that person can update it. Your

copy will be updated as the other person updates the tasks.

V You can send a task to another person by sending it as an attachment to an emailmessage, but you cannot track its progress.

V You cannot keep a copy of a task assigned to multiple people.

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Printing TasksTaskscanbeprinted inTableorMemoStyle.

1. ChooseFilePrintfromthemenubar.

2. Chooseyourdesiredstyleandspecifyanyotheroptions includingtherangeofrowstoprint.

3. AnyadjustmentsthatneedtobemadecanbedonebyclickingthePageSetuporDefineStylesbuttons.

4. It isrecommendedthatyouchoosethePreviewbuttontoseethepage(s)beforeyouprint.

5. ClickOK

Youcanalsoprintfromwithinatask:

1. Openthetask.

2. SelectFilePrintfromthemenubar.

3. Memostyle istheonlyoptionavailable.

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NotesNotesaretheelectronicequivalentofpaperstickynotes.UseNotestojotdownquestions, ideas, reminders,andanything youwouldwrite onnotepaper.Youcan leavenotesopenonthescreenwhileyouwork.

Creating a Note

1. ChooseFileNewNote fromthemenubarorclickthe .

2. Enterwhatever informationyouwish intothenote.However,thefirst lineofthenote isthetitle.

3. Toaccessadditionalfeaturesforyournote,clickthenote icon inthetopleftcorner.

Selecttoforwardanotetoanother

person

AssignCategories

andContacts

4. Tocloseandsaveyournote,clicktheX inthetoprightcorner.

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Viewing NotesOutlookprovidesseveralwaystosortNoteswithinfivedifferentviews. ToaccesstheseoptionsselectViewArrangeByCurrentViewfromthemenubar:

V IconsV NotesListV LastSevenDaysV ByCetegoryV ByColor

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Sharing Your Outlook ContentJustasyoumighthaveanassistantwhohelpsyoumanageyour incomingpa mail,MicrosoftOutlookprovidessimilar functionalitybymaking itpossibleforyoutogiveanotherpersonaccesstoanyofyourOutlookfolders.

TheprocessofgrantingsomeoneaccesstothecontentsofyourOutlook iscalleddelegateaccess.Onceaperson iselectedtobeadelegate,youthenspecifythepermissionsthatpersonwillhavetoyourcontext. Delegateaccess issuggestedforAdministrativeAssistantsorExecutiveAssistantsthatareresponsible forsupportingPartners/SeniorManagers/Managers.

Ifallyouwanttodo isgrantacolleagueaccesstoviewyourcalendar,oranotherspecificfolder, it issuggestedyouusepermissions(pg.57)notdelegateaccess.

Adding DelegatesThisoption issuggestedforassistantsthatareresponsible forsupportingPartners/SeniorManagers/Managers.

1. ChooseToolsOptionsfromthemenubar.

2. ChoosetheDelegatestab.

3. Toadddelegates,clicktheAddbutton.

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4. Locatetheperson(s)youwantasadelegateandclickAdd.

5. ClickOKwhendone.

6. OntheDelegatePermissionswindow,selecttheappropriatepermissionsforyourdelegates.

PermissionOptions:

None:Noaccess.

Editor:Canread,createandmodify items.

Author:Canreadandcreateitems.

Reviewer:Canread items.

NOTE:IfyougrantsomeoneEditororAuthorpermissions,theyautomaticallyhavetherighttosendemailsonyourbehalf.

7. Additonalsettings:

VDeter

mine

if

you

want

the

delegate

to

receive

copie

sof

meeting

-relatedmessages.

V Determine ifyourwanttosendamessagetotheDelegatesummarizingthepermissionsgranted.

V Determine ifyouwantthedelegatetoseeyourprivate items.

8. ClickOKtosaveyourchanges,theyareeffective immediately.

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Allowing Delegates to Add a Shortcut to Your Folder ListToallowdelegatestoaddashortcuttoyourfolder(s)totheir folder list,followthesesteps:

1. IntheFolderList,right-clickonyournameatthetopofyourmailbox.

2. Fromthemenu,selectPropertiesforYourName.

3. FromthePermissionstab,theoptionforFoldervisiblemustbechecked.

4. ClickOK.

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Adding PermissionsPermissions isthepreferredmethodtouse ifyouwanttogiveacolleagueaccesstoaspecificfolder,suchasyourcalendar.

1. Fromthefolder list,right-clickonthe folderyouwanttograntaccessto.2. SelectPropertiesfromthemenu.

3. SelectthePermissionstab,andclicktheAddbutton.

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4. Locatetheperson(s)youwanttograntpermissionsto,thenclickOK.

5. Selectthedrop-downarrowforthePermissionLevel andselecttheappropriateoption.

PermissionLevels:Owner Create,read,modify,anddeleteall

and files,andcreatesubfolders.Asthe folderowner,youcan change tpermission levels othershave for tfolder.(Doesnotapplytodelegates

PublishingEditor Create,read,modify,anddeleteallitemsand files,andcreatesubfolders.(Doesnotapplytodelegates.)

Editor Create,read,modify,anddeleteallitemsand files.

PublishingAuthor Createandread itemsandfiles,createsubfolders,andmodifyanddelete itemsandfilesyoucreate.(Doesnotapplytodelegates.)

Author Create and read items and files, amodifyanddelete itemsand filesycreate

NoneditingAuthorReviewer Read itemsand filesonly

Contributor Create itemsandfilesonly.Thecontentsofthe folderdonotappea

(Doesnotapplytodelegates.)

None Nopermission

6. ClickOKwhencomplete.

NOTE:WithauthororeditorrightstoanInbox,allowsthatpersontosendmessagesonyourbehalf.

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Viewing another Persons FoldersIfyouhavethenecessarypermissiontoviewsomeoneelses folder(s),andonlydosooccasionally,followthesesteps:

1. ChooseFileOpenOtherUser'sFolderfromthemenubar.

2. Enterthepersonsname intheNamefield,orselecttheNamebuttontoselect itfromtheGlobalAddressList.

3. Specifytheappropricate folder intheFoldertype field.

4. ClickOK.

Adding Anothers Folder to Your Folder ListIfyouhavethenecessarypermissiontoviewsomeoneelses foldersandyoudosoonaregularbasis,followthesesteps:

1. SelectToolsEmailAccountsfromthemenubar.

2. KeeptheselectiononVieworchangeexistinge-mailaccountsandclickNext.

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3. ClicktheChangebutton.

4. ThenselecttheMoreSettingsbutton.

5. FromtheAdvancedtab,selecttheAddbutton.

6. Type inthenameoftheperson/mailboxyouwishtoviewandclickOK.

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7. ClickOK,NextandtheFinish.

8. TheotherpersonsMailbox folderwillappear inyourfolder list.

9. Whenviewingsomeoneelsesfolder,theirname(orthenameoftheSpecialMailbox)willappear intheMicrosoftOutlooktitlebar.

NOTE: IfyoureceiveUnabletodisplaythe folder.Youdonthavepermissiontoperformthisoperationchecktobesurethe foldersownergrantedthecorrectpermissionsandthattheyselectedFolderVisiblepg.56.

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Microsoft Outlook Keyboard Shortcuts

Creating Items and FilesAn appointment Ctrl+Shift+A

A contact Ctrl+Shift+C

A folder Ctrl+Shift+E

A meeting request Ctrl+Shift+Q

A message Ctrl+Shift+M

A note Ctrl+Shift+N

A task Ctrl+Shift+K

A distribution list Ctrl+Shift+L

Working in the Inbox

Display Address Book Ctrl+Shift+B

Mark message as read Ctrl+Q

Reply to message Ctrl+R

Reply All to message Ctrl+Shift+R

Forward a message Ctrl+F

Display Address Book Ctrl+Shift+B

Applying Formatting to Text

Make selected text Bold Ctrl+B

Make selected text bulleted Ctrl+Shift+L

Center selected text Ctrl+E

Italicize selected text Ctrl+I

Increase selected text indent Ctrl+T

Decrease selected text indent Ctrl+Shift+T

Left align selected text Ctrl+LUnderline selected text Ctrl+U

Increase font size Ctrl+]

Decrease font size Ctrl+[

Clear formatting Ctrl+Shift+Z

Move around in a dialog box

Switch to the next tab in a dialog box CTRL+TAB

Switch to the previous tab in a dialog box CTRL+SHIFT+TAB

Move to the next option or option group TAB

Move to the previous option or option group SHIFT+TAB

Perform the action assigned to the selected box; select or clear thecheck box

SPACEBAR

Move to item in drop-down list Press key corresponding to first character of item in list

Select the option, or select or clear ALT+underlined character

Open a drop-down list box ALT+DOWN ARROW

Close a drop-down list box ALT+UP ARROW or Esc

Perform the action assigned to a button ENTER

Cancel the command and close the dialog box ESC

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Moving around in a Text Box

Move to beginning of text in box Home

Move to end of text in box End

Move by one character or

Move by one word Ctrl+

or Ctrl+

Select from insertion point to beginning of text in box Shift+Home

Select from insertion point to end of text in box Shift+End

Select or deselect one character to left of insertion point Shift+

Select or deselect one character to right of insertion point Shift+

Select or deselect one word to left of insertion point Ctrl+Shift+

Select or deselect one word to right of insertion point Ctrl+Shift+

Working in Forms and Views

Cancel Current operation Esc

Display Screen Tip for active item Shift+F1

Move from item to item Arrow keys

Switch to next tab Ctrl+Tab or Ctrl+PageDownSwitch to previous tab Ctrl+Shift+Tab or Ctrl+PageUp

Switch to previous tab Ctrl+Shift+B

Find Ctrl+Shift+F

Next Item Ctrl+Shift+>

Previous item Ctrl+Shift+

Documents

MDC-ITD 2010 Advanced-Outlook-2003