Outlook 2003 Pcfc

8/8/2019 Outlook 2003 Pcfc

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Introduction to Microsoft Outlook 2003

K K Shah

Information Systems Department

The Corporate Office


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Information Systems Department Outlook 200

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TABLE OF CONTENTSCourse Overview........................................................................................... 6

Welcome to Microsoft Outlook 2003 for the Exchange Server....................................... 6

Course Objectives ........................................................................................................... 6

Starting Outlook and Adjusting the Appearances .................................... 8

Navigation Pane.............................................................................................................. 8

Reading Pane (similar to Lotus Notes preview pane) .................................................. 12

Auto Preview................................................................................................................. 13

Desktop Message Alert ................................................................................................. 14

E-Mail Features........................................................................................... 15

Inbox ............................................................................................................................. 15

Arrangement of Mail Views.......................................................................................... 16

Arrangement ............................................................................................................. 16

Intelligent Groups ..................................................................................................... 17Arrangement by Conversation (Threaded) ............................................................... 18

The Exchange Server and Personal Folders ................................................................ 19

Creating a Personal Folder........................................................................................ 20

Global Address Lists, Contacts, and Distribution Lists.......................... 24

Types of Address Books ................................................................................................ 25

Creating a Contact........................................................................................................ 26

Adding the Sender of a Message as a Contact.............................................................. 27

Creating a Distribution List.......................................................................................... 28

Omitting a Member from a Distribution List............................................................ 31

Creating, Addressing, and Sending Messages.......................................... 33

Creating a Message ...................................................................................................... 33

Special Message Features (Message Options).......................................... 35

Voting and Tracking Options........................................................................................ 35

Delivery Options........................................................................................................... 36

Flagging an Outgoing Message for Follow Up by the Recipient ................................. 36


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Receiving Messages and Attachments ...................................................... 38

Reading E-Mail............................................................................................................. 38

Attachments................................................................................................................... 38

Saving or Opening an Attachment............................................................................ 39

Printing an Attachment ............................................................................................. 39

Downloading Pictures from the Internet, Newsletters, and Related Sources............... 40

Quick Flags (Follow-Up Flag)..................................................................................... 42

Reminder Option Generated by Follow-Up Flag...................................................... 43

Voting Responses Received........................................................................................... 44

Customizing Outlook 2003......................................................................... 46

Tools / Options.............................................................................................................. 46

Preferences: E-Mail Options.................................................................................... 46

Advanced E-Mail Options ........................................................................................ 47Desktop Alert Settings.............................................................................................. 48

Junk E-Mail............................................................................................................... 48

Mail Format.................................................................................................................. 51

Stationery and Fonts ................................................................................................. 51

Other ............................................................................................................................. 53

General...................................................................................................................... 54

Auto Archive............................................................................................................. 55

Reading Pane ............................................................................................................ 57Person Names Tag .................................................................................................... 57

Delegates....................................................................................................................... 58

Managing E-mail......................................................................................... 61

Using Organize (Grouping Messages Automatically).................................................. 61

Using Folders............................................................................................................ 61

Rules and Alerts ............................................................................................................ 63

Rules ......................................................................................................................... 63

Alerts......................................................................................................................... 64

Backing Up Your Personal Folders.............................................................................. 71

Microsoft Outlook 2003 Calendar Updates........................................... 74Opening Outlook Calendar........................................................................................... 74

Calendar Views............................................................................................................. 76

Tip:Before you start using Calendar, you must set the options like working hours

and work week as per your business needs. This can be done using Tool Optionscommand.Today and Day View................................................................................ 76


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Today and Day View ................................................................................................ 77

Work Week .................................................................................................................... 77

Week (with compressed week-end) ............................................................................... 78

Month............................................................................................................................ 78

Additional Calendar Views........................................................................................... 79

Using the Go To Date Feature .................................................................................. 79

Tip: If you travel a lot and want to display different time zone in your calendar, you

can do that by setting the calendar options using the Tools Options menu. SharingYour Calendar............................................................................................................... 80

Sharing Your Calendar................................................................................................. 81

Method 1: Using the Navigation Pane when in Calendar view............................... 81

Method 2: Using the Tools Options command .................................................... 84

Opening Other Calendars............................................................................................. 87Outlook Contacts ........................................................................................ 90

Viewing Contacts .......................................................................................................... 90

Create a Contact........................................................................................................... 91

New Contact from same company................................................................................. 92

Task Management....................................................................................... 93

Creating and Using Notes .......................................................................... 95

Creating a Note............................................................................................................. 96Organizing Notes .......................................................................................................... 96


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Course Overview

Welcome to Microsoft Outlook 2003 for the Exchange Server

Welcome to the overview on Outlook 2003, Microsofts comprehensive desktop

information management program. This course provides an overview of the changes to

the application with regard to its appearance, sending, receiving, and managing e-mail,and the new features in Calendar available through the Exchange Server.

Course ObjectivesThis course provides skills in the following:

Navigation in the Outlook Mail, Calendar and Contactwindows

Managing InboxOptions for reading messages

Creating messages and adding attachments

Using Address book/s and Auto Complete List

Flagging for follow-upsSetting Rules & Alerts

Setting options for the user (Customizing)Options for Junk E-Mail filtering

Options for Archiving

Options for Desktop AlertOptions for Reading Pane

Managing CalendarVarious views available in Calendaring

Sharing your own calendar with others and opening others calendar

Managing ContactsAdding contacts in Outlook Contact address book

Creating a Distribution List

Managing Tasks

Creating tasks for self and assigning to others

Keeping track of task progress


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Creating Notes (3M equivalent)Creating and managing quick notes

Organizing notes by categories and colors


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Starting Outlook and Adjusting the Appearances

Begin by opening Outlook:

From the desktop or taskbar: Click

From the menu bar: Start > Programs > Microsoft OutlookFrom the Quick Launch area of Windows XP

Outlook 2003 opens by default in the Mail component. This screen is actually dividedinto three areasthe Navigation Pane, the Inbox, and the Reading Pane. You can

choose to configure Outlook to open in Outlook Today view using the Tools Options

command.

Navigation Pane

The Navigation Pane is located on the left side of the window. The default setting is toshow the Mail component divided into two segments Favorite Folders and All MailFolders. Listed below this open component are individual banners for the more

commonly used Outlookitemsthe currently open Mail as well as Calendar, Contacts,

Tasks and Notes. At the bottom of this pane you will see a button banner with twoshortcut iconsFolders and Shortcuts as well as the option to customize the pane.

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Clicking the Folders icon in the bottom banner button provides a view reminiscent of theformer Outlook Folder Listall folders and components are listed together in one area.

Folder Icon

The current application or folder is highlighted while showing the treed structure offolders and sub-folders (looks similar to Windows Explorer). Folders with additional

information (subfolders) are opened or closed by clicking the + or - in the box

immediately to the left of the item selected.

Clicking the Shortcuts icon changes the Navigation Pane as shown below. You can add

new shortcuts by clicking the linkAdd New Shortcut.

Clicking the Mail banner returns to the default view. Selecting the arrow next to the

Shortcut icon reveals additional menu options for the bottom banner.

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One can arrange the order of the button banners by selecting Navigation Pane Options.

In the displaying window, click an item to select it and then use the Move Down or

Move Up button to change the order of the buttons. One also may determine which

button banners are shown by checking or un-checking the boxes next to the item as well.

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One can have fewer button banners showing on the Navigation Pane yet still have activeaccess to the button banners by selecting and clicking Show Fewer Buttons. Each click

reduces the number of button banners and replacing the item with an icon on the bottom

banner.

Another method to remove or add buttons from the Navigation Pane is by clicking the

icon to toggle the option on or off. Those items with the rectangle around them willappear on the Pane.

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On the right side of the window is the Information Viewer, which displays items withinthe selected folder or feature. Depending on the selected view, in e-mail there may be an

area called the Reading Pane which displays the selected message.

Reading Pane (similar to Lotus Notes preview pane)

This feature replaces the Preview Pane of previous Outlook versions. To change thelocation of the Reading Pane or to turn the pane off, from the menu bar select View and

trace down and over to Reading Pane. Moving to the right will reveal the three options

as shown below.

NOTE: A message highlighted in the Reading Pane is considered to be open, unless

set otherwise in Reading pane options. To preview a message before

deletion without opening it, use AutoPreview.

There are other options which affect the Reading Pane and how it handles Inbox

message; refer to the Tools and Options section under the General tab for Reading

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Pane Options.

Auto Preview

Using Auto Preview displays the first three lines of a message, without opening themessage. To activate this toggle on/toggle off feature, start from the menu bar and trace

to View and then scroll down to clickAuto Preview. If there is a box around the item, it

is selected and active.

It is recommended to use Auto Preview to screen a questionable message received in the

Inboxifone has turned off the Reading Pane feature.

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Desktop Message Alert

In addition to notifying the user with sound and the envelope appearance in the system

tray, Outlook 2003 has added another means of providing new message notification. This

is the Desktop Alert, which appears in the lower right corner of the users screen as atemporary window.

This window displays the senders name, a signatureif one has been insertedsubject,

first line of the message, importance level, and if there is an attachment. The user is

given several optionsdeletes the message immediately, flag it for further action, openthe message from the temporary window, or to close the temporary window immediately.

The default time for this Alert message is 7 seconds; however it can be shortened to 3 orexpanded to 30 seconds by the user. The transparency of the message may also be

adjusted beyond the default 20%. How to adjust these features or temporarily disable

them (a good practice before starting PowerPoint presentations!) are covered under the

Tools and Options section.

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E-Mail Features

Inbox

E-mail is received through the Inbox. This Inbox frame provides information about each

e-mail through text and symbols. Messages may be grouped in different arrangements;

the default setting is Arranged by: Date with Newest on top. While each messagealways will have a Message type symbol, additional itemsImportance (!),

Attachment ( ), or a Flag ( )may have been added by the sender to supply more

information regarding a particular message.

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Arrangement of Mail Views

To better assist the user in finding message, Microsoft has developed some additional

ways of arranging mail.

Arrangement

One may change the way messages are grouped. This may be done by clicking theselection from the Inbox or by using View from the menu bar. As is seen, there are a

number of ways messages may be grouped.

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Intelligent Groups

Arranging mail by groups is the default view for Outlook 2003. It breaks messages down

into information received this week, last week, two weeks ago, and so forth.

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Arrangement by Conversation (Threaded)

Often times, a user has to sift among messages to find a number of related e-mails.Outlook 2003 makes this easier by allowing the user to group messages by

Conversation. This, in essence, creates a threaded discussion in the Inbox. In the

example below, there are several messages which are linked by one subject heading. Bydefault, outlook shows only Un-read messages in discussion thread. This is identified by

a small box with a caret symbol next to the subject line . Clicking the symbol

expands that conversation so one may see all the messages (read/un-read) grouped

together.

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The Exchange Server and Personal Folders

All messages are handled by the Exchange Server; this arrangement allows access to mailvia the Internet (refer to the segment in this manual entitledAccessing Microsoft Outlook

2003 from the Web (OWA) from any computer in or outside office as well as from thelocal computer.

As an alternative to storing mail on the server, one may choose to store items (mail

messages or other items) on a local computers hard drive by placing these in an optioncalled Personal Folders; this option allows any-time access to the stored materials on the

local computer. It is important to keep in mind the following concepts when working

with Personal Folders:

Personal Folders are NOT viewable via Outlook 2003 Web Access (OWA).

If the storage quota on the server approaches the maximum (100 MB), items can be

moved to Personal Folders to free up space in the server-allocated area. Personal Folders are available even when the network or mail delivery service is

down.

Personal Folders are NOT backed up unless the desktops owner initiates file back-

ups.


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Creating a Personal Folder

A personal folder can be created and then sub-folders added to help categorize mail

messages. Sub-folders enable easy searching for messages rather than storing allmessages in one single folder. Keep in mind--> Personal folders are NOT backed up

unless the owner of the local PC chooses to back up the folder personally.

To create a Personal Folder:1.From the menu bar: File > Data File Management

2.The Outlook Data Files dialog box opens.

3. If one wishes to learn more about data files, click the button in the upper rightcorner entitled, Tell me more . . .. Make certain to click the hyperlinks which

expand the information on data files, if interested in a specific sub-topic.

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4.In the Outlook Data Files dialog window, clickAdd.

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5. The New Outlook Data File window appears, under Types of storage theprogram indicates it will be creating Personal Folders File (.pst). Choose OfficeOutlook Personal Folders File. ClickOK.


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NOTE: Do NOT choose Outlook 97-2002 Personal Folders File (.pst) as they have alimit of maximum 2 GB space.

6. The Create or Open Outlook Data File dialog window appears. Change thedefault location in Save in field at the top of the window to My Documents. This

changes makes the Personal Folder file easily accessible for back-ups.

7.A confirmation screen will appear. ClickOK.

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8.Specify a name for the file in the field File name; a good suggestion would be to

use ones last name or initials, for example KShah. If shown, do not remove the

file extension, *.pst. ClickOK.


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.

9.In the field identified as Name, enter a name for the Personal Folder file. A good

idea is to use ones own name after the words Personal Folders. For example,name the file Personal Folder (XYZ) or Personal Folders XYZ, placing the

users name after the indication of the type of folder. Alphabetically, this group

of folders will now appear in the Navigation Pane just above the group ofPublic

Folders.

10.Do not change the default Compressible Encryption in the Encryption Setting.

11.A Personal Folder may be password protected.

NOTE: If this password is forgotten, it is not possible for the IT support staff to

determine what it was and the mail would become unrecoverable.

12.ClickOK.

13.The Outlook Data Files dialog box is re-displayed. Notice that there is now alisting for the Personal Folders shown as a data store. ClickClose.

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Global Address Lists, Contacts, and Distribution Lists

The Global Address List contains all Corporation individuals who have a mailbox on

the Exchange Server, or affiliates whose Contacts (E-Mail) is stored in various contact

address books (e.g. Serco, Tejari) .

The Outlook component, Contacts should be used as an address book of names,

conventional addresses, e-mail addresses, and other pertinent information for individuals

who are not part of the Corporation. If members of the Corporation (employees, temp.

staff) are entered into the Contacts, one will not be able to review these individuals

calendars when setting Meeting Requests. Since the Contacts folder is stored on theserver, it is available when accessing Outlook from the web.

Distribution Lists group individuals together; enabling the same message to be sent

simultaneously to all on the list rather than creating individual messages to each groupmember. Distribution Lists are created and stored in Contacts.

When an e-mail address or the name of an individual is entered by the user in the To: field of a new mail message, Outlook first searches the Global Address List, then

searches Contacts and any other available address book or a Distribution List for an

individual or an e-mail address. If the recipients name is found during the search,

Outlookreplaces the e-mail address with that persons name.

A time-saving feature of Outlook permits one to type the first few letters of an

individuals name and Outlook begins a search. If found, Outlook automaticallycompletes the name if the person is in the Global Address List or completes the e-mail

address if the person is listed in Contacts or found on a Distribution List. This

automatic completion may take a few seconds.

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If the user has chosen to activate the AutoComplete options, Outlookattempts to offerthe user a selection of the most recently used names or elements which match the

characters being entered. While entering the addressees name, a short list may appear as

the sender is entering characters. Pausing in the entry, the sender may use the mouse orkeyboard arrows to scroll up and down this short list and make a selection by pressing the

Enter key, thereby having an automatic completion of the entry in the To: field. Tocontrol AutoComplete activation, refer to the Tools and Options section.

Once Outlook determines that the address is acceptable to use for e-mail (termedresolving addresses), it underlines the name or address.

Types of Address Books

Address books contain list of names and e-mail addresses; there are different addressbooks from which to choose. The major address books are:

Global Address Book: Address book of all employees who have a mailbox onthe Exchange Server or affiliate company contacts addresses.

Outlook Address Book: The address book containing the personal entries in

the Contacts folder of individual e-mail user like you. Within the Contactsfolder one may store Distribution Lists (Group in Lotus Notes). Outlook

Contacts are stored on the server and hence available even when using OWA.

Personal Address Books: Additional address books may be added. To

differentiate, one might use the regular Outlook Address Book to containbusiness contacts external to the Corporation (for example, professionalcolleagues, equipment suppliers or service contacts) and have a Personal

Address Book for personal contacts external to the Corporation (former

colleagues, friends and such). Personal Address book is stored on local PCand hence not available when using OWA.

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Creating a Contact

From the menu bar: File > New > Contact

Keyboard shortcut: Ctrl + Shift + C

Remember, members of the Global Address List (GAL) (which comprises the entire e-

mail users of the Corporation) should NOT be entered in Contacts; if they are, one will

not be able to review their calendars when setting Meeting Requests. Use this address

book for individuals outside the Corporation and for Distribution Lists (see nextsection).

Enter information in the available fields; when finished, select .

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Adding the Sender of a Message as a Contact

The sender of a mail message can be added easily to ones Contacts:1.Open the message from the person to be added to the Contacts folder.

2.Place the mouse cursor over the senders name; once the I-bar is in place, right-click. From the list of options in the resulting dialog box, select Add to

Contacts.

The contact form is automatically completed with known information; material may be

modified or added. To save the new Contact entry, clickSave and Close.

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Creating a Distribution List

Distribution Lists allows one to send a message to a number of people simultaneously

rather than individually entering each persons name. These mailing lists or groups are

created and stored by identifying group title in Contacts.

To create a Distribution List:

From the menu bar: New > Distribution ListFrom the keyboard: Ctrl + Shift + L

From the Standard Toolbar: New > Distribution List

A Distribution List form opens. Enter a name for the list and clickSelect Membersbutton to begin adding individuals to the list.

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The Global Address List appears. One may choose members from this list or from other

address books. Enter a last name under Type Name or Select from List to find a person

in the selected address book or list.

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Once the person has been identified in the left column list, click the middle button,

Members to move that name into the right column, Add to distribution list. When all

members for the list have been selected, clickOK.

The Distribution List form is returned with the members for this list identified in thelower information pane. ClickSave and Close to add this distribution list to Contacts.

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Selecting the created Distribution List from those items in Contacts will ensure that all

members on the list receive the e-mail message.

Omitting a Member from a Distribution List

Sometimes it may be necessary to omit a member of a Distribution List from a

particular message. Now there is a means of doing just that. One starts out addressing

the message as usual, searching for the appropriate Distribution List in the usersContact folder. Select the correct Distribution List and complete the To: field. Noticethat the Distribution List has a box with a plus sign next to it.

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To expand the list, click the plus sign. This produces a warning indicating that the list

will be expanded and cannot be collapsed again when creating this message.

Clicking OK expands the list, showing its individual members.

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Select the member or members to be removed for this particular e-mail. Then complete

the message and send it.

Creating, Addressing, and Sending Messages

Creating a Message

Messages are composed within the Message form, a component of the Inbox. To start a

new message:From the menu bar: File > New > Mail Message

From the menu bar: Actions > New Mail Message

Keyboard shortcut: Ctrl + N

From the Standard Toolbar:

A blank Message window is opened. Type the e-mail address or the name of the

recipient in the field box next to To: . Outlook reviews the Global Address List,

Contacts and Distribution Lists for matches. If a name match is found, the field iscompleted with the persons full name and is underlined (confirming validity of the

address, resolving the address). E-mail addresses which are not part of the Global

Address List, Contacts, or Distribution Lists also are checked and underlined if valid.

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Move through the next field text boxes by pressing Tab or clicking in a particular field.

Always put a descriptor in the Subject: field. If you wish to use the blind copy, Bcc: ,go to the menu bar,clickView and select Bcc:.

Note: If MS Word is set as your e-mail editor, click arrow next to the Options button to

see the BCC: option. If outlook is your e-mail editor, then only View menu will look as

shown below.

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Special Message Features (Message Options)

Voting and Tracking Options

The second frame of the Message Options allows the use of voting buttons. Whenselected, these voting buttons appear over the recipients yellow message band in the

Reading Pane and may be used to respond to a question.

Once the recipient has selected an answer, the option of sending the response as-is or in

editing the response is provided. Shown below is an option window to respond or

comment in the vote.

One also may request a delivery receipt to confirm that a message has been delivered.In addition a read receipt may be requested. A read receipt indicates whether the

recipient has opened the message. Whether one receives a read receipt response depends

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upon the recipients mail server, e-mail program, and what options this person may haveset. Thus, if one requests and receives a read receipt, the message has been opened, but

not necessarily read. If one requests and does not receive a read receipt, the recipient

may or may not have gotten the message.

Delivery Options

The third frame of the Message Options window involves Delivery Options. By

selecting an option and supplying specific details, one may have replies sent to someoneelse, designate where sent messages are saved, delay or expire the delivery of a message,

or determine the format for attachments to be sent.

Flagging an Outgoing Message for Follow Up by the Recipient

Follow Up inserts a comment line above the actual message. In an outgoing message, itmay alert a recipient to a needed action or it may serve as a reminder.

To flag a message:1.Select the message: Click on the message header.

2.Open the message:From the Message Pane: Double-click the message header.

From the menu bar: File > Open > Selected Items

Keyboard shortcut: Crtl + O

3.Edit the message: From the menu bar: Edit > Edit message.

4.Flag the message for follow up:From the menu bar: Actions > Flag for Follow Up

Keyboard shortcut: Ctrl + Shift + G

From the menu toolbar: Click

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5.Select the type of flag from the drop-down list.

6.If applicable, select an action completion date in Due by:

From the drop-down menu: Click a calendar date.

Keyboard: Type the date in the text box.

TIP:

1)If the default flags are not appropriate, select one of the descriptors to appear in the

text box, but replace that descriptor by typing in personalized text.2)Outlookautomatically selects the end of the workday as the time to complete the task.

If this is not appropriate, change the time.

7.Close the Follow up window by clicking the OK button.

Note the comment line inserted above the message header.

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Receiving Messages and Attachments

Reading E-Mail

To open the Inbox:

In the Navigation pane: ClickInbox

From the menu bar: View > Go to > InboxKeyboard shortcut: Ctrl + Shift + I

The Auto Preview option shows the first three lines of a message directly under a

message header, but does not open the message. Selecting an item (clicking on the

subject) and having the complete message displayed in the Reading Pane,opens

messages. To preview a message without opening, use Auto Preview.

Attachments

Sometimes a message will be sent with an attachment, such as a file or graphic. An

attachment to a message is indicated in the Inbox and in the Reading Pane with the icon

representing the type of file, the file name, and its size. If there are multiple attachments,each will be listed separately.

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Saving or Opening an Attachment

Outlookmail attachments may either be opened or saved to disk.

To save or open an attachment, double click the file name from either the Message Pane

or Reading Pane. The Opening Mail Attachment window appears. If one selects theoption Open and the computer contains the same application with which the file was

written, the file opens in that application.

If the Save option is selected, the Save As window appears; select where to save the

received attachment, change its name (if necessary), and select OK. The Message or

Reading Pane reappears as the active window. CAUTION: Carefully note the location

into which attachment will be saved; the default location is not easily found by users!

Printing an Attachment

To print an attachment which has not been saved to another location, select the message,then trace to the menu bar > File > Print. In the lower left corner of the Print dialog

box under Print Options click the check box to the left ofPrint attached files.

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Note: Attachment files will only print to the default printer. If printing location of

the e-mail is changed, the e-mail will print to the alternative printer, but the

attachment still will appear at the default printer.


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Downloading Pictures from the Internet, Newsletters, andRelated Sources

Due to tight security measures Microsoft has introduced in Outlook 2003, newsletters or

other information sources which contain graphics from the Internet, may appear similarto the screens below. The pictures are blocked by default; each graphic is marked by a

placeholder ( ).

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To download these pictures in case you trust the sender, click the link on the

Information Bar.

The following options appear:

Download PicturesChange Automatic Download Settings

Add Sender to Safe Senders List

Add the Domain to Safe Senders List

NOTE: It is strongly urged that the Automatic Download Settings NOT be changed.

ClickDownload Pictures to open the newsletter with the graphics displayed.

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Quick Flags (Follow-Up Flag)

Outlookhas created various options to allow a user to color-code follow-ups on a specific

message. Each message in the Inbox has a Flag icon next to it (or included in the

Standard Toolbarwithin each individual message).

Using the flag also triggers a listing in the For Follow Up folder under Favorite Folders.

By clicking on the flag, one opens, the Flag for Follow Up window. One may color-

code the flags by selecting from the drop-down next to the Flag color.

One may also select flag color codes from within a message from the menu bar:

From the menu bar: Actions > Follow Up

This method allows the change on the flag for this message only or permits the user to

select Set Default Flag which changes the default selection for all messages.

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If the message has been received without an outgoing Flag for Follow Up from the

sender, clicking the flag will change it from clear to the default flag color for the

recipient; this will also assign a link to the message within the For Follow Up Folder.Clicking the flag again from the Inbox, changes the flag to a check mark, signifying

completion of the follow-up.

One may also open an individual message; click the flag from the Standard Toolbar,

and check the Completed box in the Flag for Follow Up window.

Reminder Option Generated by Follow-Up Flag

If an e-mail message has been sent with a request for follow up and there has been no

reply within the requested amount of time, the recipient may receive a Reminder noticeupon accessing his/her Inbox. From the Reminder dialog box, one may select Open

Item in order to take action on the message, remove the item by clicking Dismiss or be

reminded again at a specified time interval by choosing Snooze and selecting an amountof snooze time from the lower left drop-down list.

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Voting Responses Received

If one sent out a message with voting options, the fact that a voting response was selected

is indicated in Inbox Message Header when the reply is received. Note that the Subject

contains the voting selection prefacing the actual original Subject.

If one opens the message (or previews it), the Information Bar indicates what the votingresponse was and provides an option for reviewing a summary of voting responses (if the

message was sent to more than one person).

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One may also open the message to view the voting responses.

Clicking on the designated link creates a second panel tab for the opened message. Not

only are the replies tallied, but individual responses per respondent are identified.

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Customizing Outlook 2003

Tools / Options

Outlook allows customization of many settings, particularly those for e-mail, to fit thepreferences and requirements of individual users. To access these settings:

From the menu bar: Tools > Options

The Options portion ofOutlook involves seven separate panels and several sub-panels

which may be used to select particular features for an individual user.

Preferences: E-Mail Options

In the portion of the Preferences panel designated E-mail, clickE-mail Options.

Within the E-mail Options panel are segments titled Message handling there are two

additional option segments: Tracking Options andAdvanced E-mail Options.

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Advanced E-Mail Options

From the E-Mail Options panel, select Advanced E-mail Options to choose message

options. In this panel one may determine how one sends messages, how new messagesare recognized, and other treatments of messages.

Most important in this panel is the item selected by default, Display a New MailDesktop Alert (default Inbox only). When one is presenting a PowerPoint presentation

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and has Outlook Mail open, this alert willdisplay over the PowerPoint presentation forthe entire audience to read!! So, make certain to uncheck it to turn off the option by un-

checking itbefore starting any PowerPoint presentations.

Desktop Alert SettingsClick the button Desktop Alert Settings to review the options one has in controlling the

mail alert. Notice one can have the alert display from 3to 30 seconds (default is 7). Also,one may control the transparency of the alert window (default is 20%).

Close the Desktop Alert Settings and then close the Advanced E-mail Options panel

by clicking OK.

Junk E-Mail

Junk E-Mail may be accessed from the Tools > Options > Preferences panel or from the

menu bar and tracing to Actions > Junk E-mail.

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When one accesses Junk E-Mail from the menu bar, the options for the user include:

Adding a Sender to the Blocked Senders List (always refuses mail from this person)

Adding a Sender to the Safe Senders List (always accepts mail from this person)

Adding a Senders domain to the Safe Senders List (accepts mail from anyone fromthe domain)

Adding a Recipient to the Safe Recipients List (always outgoing mail or mail fromthe domain to always be accepted by the recipient)

Setting more specific Junk E-Mail Options

In either case, selecting Junk E-Mail options will produces the following message at

present.

NOTE: Please check how is your Outlook configured- in Cached mode or not. Use

Tools

E-mail accounts menu and follow the various steps.

If the user elects to use the Cached Exchange Mode, the following panel will appear

after clicking OK.

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Note that one may change the level of the Junk E-Mail filter and can access all of the

previously identified options establishing lists of blocked or safe correspondents.

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To close the entire E-Mail Options panel and save the choices, clickOK.


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Mail Format

Stationery and Fonts

The middle portion of the Mail Format panel concerns the use ofStationery and Fonts.Listed under the Stationery Picker button are a number of different stationery

appearances which are supplied with Outlook. However, because stationery increases the

size of files, which affects both transmission and receipt, and because many of the defaultstyles may not be viewed as appropriate for business, it is recommended that stationery

not be selected.

The standard blank stationery provided by Outlook 2003 actually has a faint grid in itsbackground. If the user prefers a plain background, this can be easily set as the default.

Navigate from the menu bar to Tools > Options > Mail Format.

Select Stationery Picker, which opens a selection window. The default setting is Blank

which does have a faint grid. Keep the default selected, and clickEdit.

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The Edit Stationery [Blank] window opens. From the frame area, Background, click

Do not include a background in this stationery. Now clickOK.

The Stationery Picker panel is returned. ClickOK.

Finally, at the Options panel, clickOK.

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Other

Now, select the sixth tab, entitled other.

The Reading Pane customizes the appearance of this pane when using the Inbox. See

the detailed section on the Reading Pane for more information regarding options.

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General

The General Settings Advanced Options are returned. The General settings determinein what view or folder Outlook opens, deletion warnings, text selection, and sound

options.

Three additions to the General Settings in the top frame involve Paste Options, message

formatting and mail logging. Outlookuses a smart tag called Paste Options.

The Paste Options button appears after pasting text, a graphic, or an attachment and

provides quick and easy options for formatting the pasted item (similar to Paste Special).

Unicode Message Format allows Outlook read and layout foreign language messagescorrectly.

Mail logging is designed as an advanced troubleshooting option which creates a large logvery quickly; it is not recommended for general use.

Additional options shown in the lower frames of this panel work with other segments ofOutlookand will be treated in other classes. When all choices have been selected, click

OK.

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Auto Archive

The Other panel under Options is returned. Select Auto Archive from the center

section.

The Auto Archive window appears. If applied, Auto Archive automatically copies or

deletes items from folders periodically; in essence, it house cleans folders and moves

items to storage in another location. Archiving removes excess, old files from the localunit to conserve space. This is a different process from backing up materials; which

copies all items current and old together. Auto Archive cannot store or archive

Contacts, but can be activated to archive other folders. An expiration period may be

specified for items in each folder and at that specified interval Outlookeither copies ordeletes the items. (See below for more details on deletion of aged e-mails.)

If one does not want to remove messages automatically from theInbox and have them

stored in theDefault archive file, make certain the first box isnot selected. If one does

not uncheck the first box, Outlook automatically will ask to start the process within

7 days of starting Outlook.

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CAUTION: Notice that the default setting for Outlook is to delete expired e-mails.

Uncheck this if you wish to save e-mails older than a certain date (see

the Clean out items older than area).

Also note that, while the default archive location is the local drive (C:), another drivemay be selected. If choosing another medium for archiving (such as a CD-RW), the user

must provide the medium as needed in order for the archive to occur. As well, do not let

archive files get too large. If it is necessary to recover an item from the archives, the

archive file must be transferred back to the local PC. So, create new archive filesperiodically to reduce their size (for example, on a monthly, quarterly, or yearly basis) .

To activate Auto Archive for other folders, select that particular folder from the Outlook

Bar or Folder List and right-click, select Properties and click on Auto Archive.) Or,

one may set up the same aging and archiving for all folders from this panel by clicking

the button, Apply these settings to all folders now.

When all selections have been made, clickOK.


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Reading Pane

The Reading Pane Options dialog box permits three different selections:

Reading Pane Options What happens

Mark message as read in

Reading window

Once viewed in the Reading Pane for a certain

number of seconds, the message is indicated as

having been read, whether the viewer has done soor not.

Mark item as read when

selection changes

Once message has appeared in the Reading Pane

and the reader moves on to the next message, the

previously shown message is marked as read.

This also means that, if the message has been

selected or viewed in the Reading Pane for a

certain number of seconds, the application will

mark the message as read, whether the viewer did

so or not.

Single key reading using space

bar

Clicking the space bar enables the reader to move

down a particular message and then on to the nextmessage.

REMINDER: The Reading Pane opens messages when these are highlighted. To

preview a message before deletion without opening, use Auto Preview

instead.

Person Names Tag

This is a global default setting which cannot be changed. It provides quick, on-the-fly

information about an individual. One may access this information by clicking the Person

Names smart tag which will appear next to a senders name in a received message or next

to a receivers name in an outgoing message by hovering the mouse next to the left side

of the name.

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Clicking the pull-down arrow next to the smart tag icon, produces information about theindividual and allows the quick, on-the-fly capability of scheduling a meeting, accessing

a location address, an e-mail address or a phone number, adding the person to Contacts

or other actions.

Delegates

Select the seventh Options tab, Delegates. This very important panel provides one the

option to delegate access orpermissions to Outlook items on ones behalf. Specifically,

this option should be considered to allow others within a group or department access toones calendar. If an individual is not listed as a delegate and not provided with an

appropriate permission level, ones calendar is not accessible to that individual. Aswell, permission to respond to e-mails on behalf of an individual is also granted from

this panel to selected individuals or delegates.

To create a delegate, select Add.

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The Global Address List is returned by default. One may select another place, such as

Contacts, from which to find an individual, by using the pull down arrow, one may type

in a name, or scroll through the Global Address List.

Click to select the individual to whom to assign the permissions, then scroll down and

under the frame, Add Users, and clickAdd to move that name to the Add Users field.

To continue, clickOK.

The Delegate Permissions window is returned, listing the individual (the Delegate) to

whom the permissions will be assigned. In this example, the individual has been granted

Editor permissions to Calendar only. This status allows the Delegate not only to readones calendar but also to create, modify, or delete an appointment.

To change permissions, use the pull down arrow for each item. Do not select Author

because this allows the Delegate to create items but a Delegate with this permission cannot modify a previous entry. For example someone with Author permission could

create a Calendar Meeting but would not be able to change date, time or meeting place if

necessary.

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A good courtesy is advising the Delegate what permissions have been given to them. Todo this, check the box Automatically send a message to delegate summarizing these

permissions. If the Delegate should be able to see private items, checkDelegate can seemy private items; if this box is not checked the Delegate cannot see private Calendar orContact entries. When the appropriate permissions have been chosen, clickOK.

The Delegates panel is returned listing the individual(s) who have been selected and towhom permissions have been assigned. ClickApply to set all the choices on all the

panels. Then clickOK to close the Options panel. The Inbox for Outlookis returned.

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Managing E-mail

In addition to the different Arrangements previously shown, one may also access these

sorts from the menu bar using View.

Using Organize (Grouping Messages Automatically)

If managing messages seems time-consuming, Outlook contains automated processes

under its Organize feature, which streamline the process. To open Organize:

From the menu bar: Tools > Organize

From the Standard toolbar: Click the icon

Ways to Organize Inbox and its three options--Using Folders, Using Colors, and UsingViewsappear above the Inbox and the Reading Pane.

Using Folders

This tool allows selected messages to be moved to an existing folder chosen from thepull-down menu in the Move message area. If the folder does not exist, one may create

it from this window with the New folder option at the top of the window. As well,one may create a rule, which governs how messages are managed, by using the Create arule feature.

If a previously created rule needs to be changed or a more specialized rule needs to be

written, use the Rules and Alerts located in the upper right corner; this can also beaccessed from the menu bar through Tools.

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Using Colors Identifies messages eitherfromor sent to a person via color-coding.

Using Views Filters messages using the same criteria as Current View. Selecting a

different criterion changes the message order in the Reading Pane.

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Rules and Alerts

One may start Rules and Alerts from within the Organize option or from the menu bar

by tracing to Tools > Rules and Alerts. There are actually two different types of tools at

work hereRules and Alerts.

Rules

Clicking on the New Rule, produces the Rules Wizard with pre-determined templates or

the option to create a blank rule.

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Subsequent panels appear as they did before with the same options for creating rules.

The creation of such detailed, specific rules allows one to manage received messageseasily. The user determines when, how, and if, the messages are viewed.

Alerts

Alerts, like rules, govern incoming mail. If one has defined no Alerts, clicking the

Manage Alerts tab, produces a separate Window panel. Clicking New Alert within thisscreen opens a separate New Alert window.

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Expanding the two areas within this window, produces the following information:

If there were pre-existing Alerts, these designated sources would be visible.

The way to create a specific alert is from a section in the Rules Wizard under Displaymail from someone in the New From Alert Window.

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To start the Alert definition, click Next. The Rules Wizard assumes that one is

selecting a particular person or distribution list to flag for the alert. From the lower pane,

click on the hyperlinkpeople or distribution list.

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The Global Address List opens, allowing the user to select individual or distribution listwhich this Alert will cover. Select the individual and click to select that person. The

name will appear in the From: field.

When finished selecting the Alert individual or list, clickOK.

From the returning screen, continue in Step 2 (the lower pane) and click the hyperlink

message.

This time a message window appears. Complete the appropriate notation you wish to

receive when mail from this person arrives. When finished, clickOK.

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The Rules Wizard panel is return. To continue the creation of the Alert, clickNext.

In Step 3 of the process the Rules Wizard asks what to do with the identified messages.The default is Display a specific message in the New Item Alert Window. ClickNext.

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The next step, asks if there are any exceptions to this. Since there are not in this case,

clickNext to move.

The final screen defines the Alert by the name of the individual selected. Clicking

Finish sets the Alert into action for the next message from this individual.

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The Alert is now listed with any Rules which have been created in the Rules and Alerts

windows.

ClickOK to close this feature.

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Backing Up Your Personal Folders

It is very advisable to back-up Personal Folders on a regular basis. This ensures that if

there is a problem with the local PC there is a move to a new computer, a complete copy

of all items in the Personal Folders can be retrieved without loss of any information.

If choosing another medium for back-up (such as a CD-RW or a USB jet), the user must

provide the medium in order for the back-up to occur. As well, do not let back-up files

get too large for the external medium. If it is necessary to restore from a back-up, thisfile must be transferred to the local PC. So, create new backup files periodically to

reduce their size (for example, on a monthly, quarterly, or yearly basis).

From the menu bar, go to File > Import and Export.

Next, select the action to be taken, Export to a file.

ClickNext.

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Select Personal Folder File (.pst).

ClickNext.

Scroll down the list in the Select the folder to export from window. Click on PersonalFolders (your name).

Make certain to check the box next to Include subfolders.

ClickNext.

Enter the path and filename for your backup file. That is, enter the drive, the necessary

subdirectories, and the filename for the backup (where your backup file will be stored).

(Usually this will be on a drive other than c:.) It is suggested that you use the .pst

extension on the filename (example: backup.pst).

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NOTE: If you are saving to the backup drive,remove the older version of the file to

conserve space.

ClickFinish.

Outlook will create a second set of Personal Folders on the drive you have designated.

The default Name: is Personal Folders. Typeyour name after these words.

NOTE:Outlook temporarily creates a second set of Personal Folders in the Folder List

until everything to be backed up has been moved into the backup file on the

other drive. Then the second set of Personal Folders is removed from the visible

Folder List.

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NOTE: The greater the amount of data, the longer it will take to create the backup file.


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Microsoft Outlook 2003 Calendar Updates

Opening Outlook Calendar

Steps: To open the Outlook Calendar, click on the Calendar icon in the Navigation

Pane. You may have different arrangement of navigation pane as shown below

Calendar view will appear as shown below.

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The Calendar View consists of three sections:

Date Navigator: Enables you to quickly select a day, week, or month to view in the

Appointment Area. Dates that are displayed in bold type indicate that there is at least oneitem scheduled for that day. The current date has a blue square around it.

Navigation Pane: The Calendar Navigation Pane only shows information that is neededand is used for your Calendar. The Date Navigator, My Calendars, Other Calendars, and

Sharing Options are available in the Navigation Pane.

Appointment/ Meeting Area: This area displays the Appointments, Meetings, andEvents on a Calendar in a view that you select from the tool bar.

The Task Pad has been removed from the default view in Outlook 2003. To bring theTask Pad back into view, select from the menu View, Task Pad.

3.You can customize the Date Navigator to show more than the default two months in

the Navigation Pane. To do this, rest the mouse pointer on the split bar to the right of

the Date Navigator. The pointer will become a double arrow. Drag the double arrow

cursor to the right until additional months are displayed (see below).

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Appointment area

Navigation

Date

Navigator


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.

Calendar Views

Steps

1.On the Standard toolbar, there are the Day, Work Week, Week, and Month option

buttons. Using these buttons will allow you to change the Appointment Area of the

Calendar to the respective view.

Today: Takes you to the current date

Day: Shows one day at a time

Work Week: Shows the 5 day work week

Week: Shows 7 days at a time

Note: You can also change the view to Today, Day, Work Week, Week, or Month by

selecting View from the main menu. Other view options are available by selecting View,

Arrange By, Current View.

Tip: Before you start using Calendar, you must set the options like workinghours and work week as per your business needs. This can be done usingToolOptions command.

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Today and Day View

Work Week

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Week (with compressed week-end)

Month

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Additional Calendar Views

Steps

1. In the Navigation Pane, right click with the mouse over the Calendar button.

Select from the short menu, Open in New Window.Now you have a separate window open for the calendar. To close this window, click the

windows Close button on top right corner.

Using the Go To Date Feature

You can jump to any date in your Calendar by using the Go To Date feature.

Steps

1. In the Appointment Area of the Calendar, right click with the mouse and select

from the short menu, Go to Date.

2. You can type a date in the Date field or you can use the down arrow to select a

date from a Calendar. In the Show in field, use the down arrow to select howyou want that day to be shown (Day Calendar, Week Calendar, Month Calendar,or Work Week Calendar).

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3.The Calendar will advance to the date you requested, in the format that you

requested.


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Tip: If you travel a lot and want to display different time zone in yourcalendar, you can do that by setting the calendar options using theToolsOptions menu.


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Sharing Your Calendar

If you need to allow other people to view, change, update, or add to your Calendar, you

can make someone a Delegate. This will allow another person certain permissions toyour Calendar. You will be responsible for assigning the level of permission for the

Delegate. When you are setting up the Delegate, you are given the choice of what theperson can and cannot do with your Calendar. There is no limit as to how many peopleyou share your Calendar with. For example, you can set a Delegate to view, create, and

edit Appointments, Meetings, and Events for you and you can still keep your private

entries confidential. There are two methods for adding Delegates in Outlook. TheNavigation Pane method (Method 1) does not allow you to set up the options for:

Allowing Delegates to see Private items

Method 1: Using the Navigation Pane when in Calendar view

Steps

1. In the navigation pane, click on the link Share my calendar

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2.The Calendar Properties box displays with the Permissions tab on top.

Click Add to select a person from address book whom you want to give permissions. Theperson must be an exchange user belonging to your organization and not a contact.

.

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3.In the Type Name or Select from List box, enter all or part of the persons name.

Click once on the persons name and click on the OK button.


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The Permissions tab displays again with the new Delegate name. Give appropriatepermission from the Permission Level drop down.

Permission Levels are

Reviewer (can read items) Author (can read and create items)

Editor (can read, create, and modify items)

Click OK to close the dialog box. You have successfully delegated required permission to

the selected person. Now he/she can open your calendar and do the needful on your

behalf.

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Method 2: Using the Tools Options command1.Select from the menu bar Tools Options. The Options dialog box opens. Go to theDelegates tab.

2.Click the Add button and the Add Users dialog box displays.

Use the Type Name or Select from List field by typing all or part of the Delegates last

name. Locate the person and double click on their name or click the Add button tomove them to the Add Users frame. Click on the OK button.

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The Delegate permission box returns.


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In the calendar field, use the drop-down arrow to select what rights the delegate will

have. For example:

Reviewer (can read items) Author (can read and create items)

Editor (can read, create, and modify items)

Select the checkbox if you want the Delegate to receive e-mail messages notifying them

of your Meeting Requests, Updates, and Cancellations.

3. If you want a confirmation e-mail sent to the Delegate after you complete the

process outlining their rights, select the checkbox; Automatically send a messageto delegate summarizing these permissions at the bottom of the box. This is

highly recommended.

4. If you would like the Delegate to be able to see and edit your Private entries, select

the checkbox for, Delegate can see my private items. The default is to keep Privateentries confidential.

5. Select OK after you have set your Delegate Options and the Options box returns.

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The name of the Delegate should appear. You may have another option available to you

on this tab (depending on what role you gave the delegate). Select the checkbox; Sendmeeting requests and responses to my delegates, not to me, if you do not want any

Meeting Requests to come to your Inbox. Select OK.

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Opening Other Calendars

In order for you to open another users Calendar, it must be shared with you before you

can open and view it. The person wanting to share their Calendar with you must follow

the instructions in the previous section, Sharing Your Calendar to grant you access totheir information. If you have the appropriate access, you can use these instructions to

open Calendars for resources (such as conference rooms) and departmental Calendars.

Steps

1. In the navigation pane, click the link- open a shared calendar.

The Open a Shared Calendar box displays

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2. Click on the Name button. The Select Name box displays

.3.Use the Type Name or Select from List field by typing all or part of the user name.

Locate the person and double click on their name or click the OK button.

The new Calendar will display next to your Calendar in a new background color.

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This Calendar will now be listed under the Other Calendar section in the NavigationPane for future use until you decide to remove it.

To remove this Calendar from the Appointment Area, simply remove the check mark tothe left of the Calendar name in the Navigation Pane.

You can display up to 30 Calendars side by side. To open another Calendar, follow thesame steps again. Below view shows 3 calendars open at the same time.

To remove Calendar from this view, simply remove the check to the left of the Calendarname in the Navigation Pane. You can even remove your personal Calendar from the

view by removing the checkmark for Calendar under the My Calendar section of theNavigation Pane. You can add as many Other Calendars to the list as needed. It may

be a good time saving idea to initially follow these steps for all the Calendars that you are

responsible for. Therefore, when the time comes to use that Calendar, it will be one click

away!

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Outlook Contacts

Viewing Contacts

There are a number of different views which one may use while within contacts. The

initial view shows basic information for the contacts on a particular page of the

alphabetthe default Address Cards; other types of views are listed in the Navigation

Pane.

Following is an example of the Detailed Address Cards, which provides more

information about each contact in the address book.

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Another useful view is the Phone List.

Create a Contact

Its very easy to create a contact. Click New in the toolbar to open a blank contact formshown below. Enter as much information you have about the contact in the various fields

provided in the contacts form. You must enter a valid internet e-mail address (SMTP) if

you want to send message or fix appointment with the contact. Contacts with SMTP

address and Fax nos. appear in the Outlook Contact Address book when composing amessage.

You can also categorize your contacts and mark them as private if you want to hide themwhen your contacts are shared with others.

You can also import an image of the contact if you have scanned one.

Contacts can be flagged like e-mail messages for follow-up actions and reminders can be

set with the flag.

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Tip: when you are entering the Phone/Fax numbers you can select the country/region

information by clicking on the command button as shown below (e.g. Business)

New Contact from same company

If you have multiple contacts from the same company, you can enter the first contact andthen copy the fixed information for each one rather then entering them manually.

From the Action menu, select New Contact from same company

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Outlook will present a new contact form with fixed information like mailing address and

company name automatically filled for you. Just enter the name and other personal detailsof the next contact and save the form.


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Task Management

You can create and manage Tasks in Outlook. Choose Tasks from the Navigation pane to

open the task view as shown below.

As can be seen from the above window, Outlook offers many built-in views to see the

tasks in different ways. You can also open the tasks from the archive folder. You canshare your tasks with others and open tasks others have shared with you.

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When you create a task, you need to enter the start and end date/time and assign the

priority (low/normal/high) to each task. As the task progresses, you update the status fieldto monitor the progress. If a task is overdue, outlook will automatically generate a

reminder for you. If you are sharing your tasks with others, you can mark some tasks as

private to hide it from others.


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The task can be for you to achieve or you can assign to your colleague by selecting

Assign Task button from the Standard toolbar. Once a task is completed, you mark it as

complete.

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Creating and Using Notes

3M yellow notes are most common piece of paper we see stuck on the computer screen orthe desks of an office worker. Its so handy to make a note of a telephone number or to

leave a short message for some one not found on his/her desk. Its the simplicity of usethat has made it so popular. MS Outlook provides the same feature but in the electronicform (soft copy).

To create a note, click Notes in the Navigation pane. If your Navigation pane doesntshow Notes, click on the bottom region and choose Note from there as shown below-

Outlook will show the current Notes in Icon view as shown below.

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Creating a Note

Click on New in the standard toolbar to create a new note. Type in the message and click

close. The note will appear in the notes window. The title of the note will remind you of

its content. Left side window allows you to select different views in which notes can bedisplayed- currently showing the Icon view. Changing to Notes list will change the view

as shown below.

Organizing Notes

To organize your notes, outlook gives you 2 options-

1) Color right click on a note and choose color from the short menu. Pick one one

of the 5 colors available to you2) Categories -- right click on a note and choose Categories from the short menu.

Select one or more categories in which you want to categorize your note