Outlook 2003 Quick Guidev7

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  • 8/7/2019 Outlook 2003 Quick Guidev7


    Outlook 2003 Quick GuideTable of Contents:Overview of client, Sending/Receiving e-mail, Using the address book................1-4

    Sent Items..4-5

    Using the calendar, Sending/Receiving appointments (including busy search).5-6

    Tasks and Notes......7

    Creating New Folders and the Find feature.8


    Setting Rules (i.e. Out-of-Office Rule), Signatures, and using spell check......10Delegating (Proxy Rights)/Accessing others accounts..11-12


    Last updated: September 12, 2005

    New Web-site for web-based e-mail: https://outlook.depaul.edu

    Need to change your Outlook password? All password changes are

    done through Campus Connection.

    For more information on Project Outlook, please visit:


    For questions/comments regarding using Outlook or on this quick guide,

    please e-mail projectoutlook@depaul.edu.

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    Overview of Client



    View Pane



    Tip: Turn off

    pane or move to

    bottom, by going

    to View>Reading


    Tip: Click on Folder List to

    display all folders in navigationpane.

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    Sending/Receiving e-mail To read mail, Select Inbox folder from Navigation Pane.

    Mail can be sorted by using the toolbar:

    To send mail, while in the Mail view, click onbutton. Can also click on File New Mail Message.

    Can also access the address book from icon on mainwindow:

    Click on paperclip to attach a file.Click on

    To: to





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    Requesting a Delivery/Read


    In order to be notified thatan e-mail has beendelivered and/or read, areceipt must berequested. If requested,an e-mail will be sent to

    the sender upon deliveryand/or opening.

    Note: Recipient mustapprove the receiptbefore it is sent.

    Request receipt byclicking on Options withinthe message:

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    Using the address book

    Select recipient fromlist. Can type in name

    to search by last


    Show names in

    different lists/groups

    by selecting the drop-down. Contacts will

    automatically be listed

    under the Outlook

    Address Book.

    Click on Find Items icon to search by

    First name, Last name, Department, etc.

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    Address Book Transition

    All address books (with the exception of the Novell GroupWiseAddress Book will be moved to the Contacts portion ofOutlook.

    Note the Your Nameaddress book becomesContacts in Outlook.

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    Adding other contacts to Outlook

    Address BookContacts will automatically be added as one of the options in the Outlook Address

    Book menu. To add other books, such as Frequent Contacts, Click on Contacts,then: 1. Right click on Contact folder you wish to add (such as Frequent Contacts),

    2. Select Properties,

    3. Select Outlook Address Book Tab,

    4. Check Show this folder as an e-mail address book.

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    Sent Items Folder

    Click on Sent Items folder to view all sentitems. Will show recipient, subject,


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    Recalling & Resending Recall or resend a message by opening the sent item, then go to

    Actions Recall This Message or Resend This Message

    If recalling, the following message will appear:Tip using Recall Vs. Resend:

    Recall allows you to retract

    or delete unread copies (if therecipient accepts).

    Resend sends the same

    message again, without


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    Using the Calendar

    Click on

    Calendar to

    view calendar.

    Use icons above calendar to switch to work week, month, etc.

    Double-click toadd


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    Sending Meeting Request

    and busy search To send appt., while in the Calendar view, click on drop-down of

    button, then Meeting Request. Can also click on File New

    Meeting Request.

    Fill in appropriate information. To perform Busy Search click on

    Scheduling tab:Tip to send Out of OfficeNote:

    Send an All day event to

    recipients and Show time as:

    Free to allow your Out of Office

    Note to appear on their


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    Accepting/Declining meeting


    After opening meeting request, recipients

    will accept or decline:

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    Viewing accepted/declined


    When an appointment is accepted, an e-mail willbe sent to the meeting organizer:

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    Tasks & NotesTo view tasks, click on Tasks from Navigation pane.

    Use button for new tasks:

    To view notes, click on Notes from Navigation pane.

    Use button for new notes:

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    Creating New Folders1. Click the drop down on New & select Folder:

    3. Folder Added

    2. Create Folder Name and select


    Find featureThe find feature is available by

    clicking the corresponding


    You will be presented with the

    Find Tool Bar:

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    Opening your archive

    To open your archive for the FIRST time, go to File>Open>OutlookData File.

    After your archive is opened, click on folder to view your messagesand drag and drop messages to manually archive messages.

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    Archiving: Setting archive


    Click Tools Options Other Tab. ThenAutoArchive

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    Archiving: Setting archive

    schedule (Cont.)

    Set schedule

    depending on


    Note: After

    conversion is

    completed 90-

    day rule will go

    back into


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    Setting Rules

    Go to Tools Rules and Alerts The

    following box will appear. Select NewRule to create new rule.

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    Setting Out of Office Rule

    This rule function is under Out of Office Assistant Click on Tools Out of Office Assistant Enter text for auto-reply message

    Select I am currently Out of the Office to activate rule.

    Note: This rulewill ONLY replyto thosesenders with@depaul.edu


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    Spell Check & Signature The spell check function works the same

    as it does in MS Word.

    It checks for spelling that is in your MSWord Dictionary.

    You can update the settings for the spell

    checking of emails by selecting

    Tools>Options>Spelling Tab

    To add signature, go toTools>Options>Mail Format tab

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    Delegating Use the Delegates function to provide recipients with rights

    Click on Tools>Options

    Choose Delegates tab

    To grant permission to

    certain folders, modify

    Properties for each folder.

    Note: Granting permission using

    Delegates tab will provide others

    with Send on behalf of rights,even if only noted as Reviewer.

    To grant permission for specific

    folders or calendar, without Send

    on behalf of rights, choose folder

    and share those rights or choose

    Share My Calendar while in the

    calendar view.


    To provide Send As (Instead of just Send onbehalf of rights) to another user, requests willneed to go to NETADMIN.

    Detailed instructions on delegating

    and managing resources can be

    found at:


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    Accessing others accounts For inbox or other folder, go to File > Open > Other Users


    To open a shared calendar, while in the calendar view, select Open a SharedCalendar:

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    Notify To modify notify settings, click Tools Options and Choose E-

    mail Options then Advanced E-mail Options:

    1. 2.