PB Outlook2003

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1

Welcome to the Pitney Bowes e-mail system(Based on Microsoft Outlook)

This reference guide for Microsoft Outlook 2003 is designed to give e-mail users a clear guide to streamline

their transitions to the new communication environment. This guide includes terminology mapping and procedures

about how to use the most useful features and functions inOutlook Mail, Calendar, Tasks, and Contacts.

Office Outlook 2003 Mail, Calendar, Tasks, and Contacts are slightly different than the Lotus Notes environment you

have been using. Included in this document are guides to key features within the Office Outlook 2003 environment

including:

Terminology comparison between Lotus Notes and Microsoft Outlook

Creating a New Message

General E-mail basics

Scheduling Meetings

Configuring the Out-of-Office notification

Setting up an e-mail signature

Delegation of your mailbox

Sharing your calendar

Managing Tasks

Managing Contacts

PB Mail Environment Policies

Before proceeding please take a moment to review the following key PB mail policies

The corporate mailbox size maximum is set to 1 gigabyte.

The corporate retention policy is managed on a daily basis without notification. The corporate retention policy isset as follows:

Inbox - 90 days

Calendar 2 years

All ot her folders - 1 year

E-mails to/from the internet can be no larger than 8 megabytes in size

Internal e-mails can be no larger than 20 megabytes in size.

All mail sent to the internet is automatically scanned for credit card information . In the event a credit cardis discovered in the mail item, it will be rejected unless the sender has an encryption license. If the sender has anencryption license, the mail item will be encrypted and sent.

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Table of Contents

Welcome to the Pitney Bowes e-mail system........................................1How to Manage Your E-Mail in Outlook 2003.....................................6

About E-Mail Basics.....................................................................6

Group Messages in Folders..................................................6Use Search Folders ..............................................................6Sort Messages Quickly ........................................................7Use E-Mail Rules to Route Messages..................................7Reduce Unwanted E-Mail with Junk Filters........................8Use Colors to Organize Messages .......................................9Identify Messages for Follow-Up with Quick Flags............9Manage E-Mail Attachments .............................................10

About Scheduling a Meeting ......................................................11Create a Meeting................................................................11Update a Meeting...............................................................11

Cancel a Meeting ...............................................................12

About Outlook 2003 Out of Office Assistant .............................13Use the Internal OOF Assistant .........................................13Use the External OOF Assistant ........................................13Add Custom Rules to Your Internal OOF Assistant..........14Scenarios for Inbox Rules..................................................14

About the Outlook Junk E-Mail Filter........................................15Install Monthly Updates.....................................................15Use Outlook Options to Manage Junk E-mail ...................15

About Outlook 2003 E-Mail Signatures .....................................18Create a Signature..............................................................18

Signature Tips ....................................................................19

About Delegating Access in Outlook 2003 ................................20Add a Delegate...................................................................20Open a Delegated Outlook Folder .....................................21Change Delegate Access Levels ........................................21Remove a Delegate ............................................................21

About Sharing Your Calendar and Folders.................................22Share Your Calendar with Others......................................22Change Permission Levels.................................................22Stop Sharing Your Calendar ..............................................23

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See Another Persons Calendar .........................................23See Your Permissions on Another Persons Calendar.......24Share Folders in Outlook ...................................................24

About Multiple Microsoft Outlook 2003 Calendars...................26Create Multiple Calendars .................................................26View your Calendars..........................................................26Create Different Background Colors .................................27Add a Different Time Zone................................................27Move Appointments to Another Calendar.........................27Remove a Calendar............................................................28Restore a Calendar .............................................................28

About Microsoft Office Outlook 2003 Inbox Rules.............29Create a New Blank Inbox Rule ........................................29Create a Blank Inbox Rule from a Template .....................30Inbox Rules Scenarios........................................................30

About Microsoft Office Outlook 2003 Tasks.......................31Create a Task......................................................................31Use Tasks...........................................................................31Manage Work with Tasks ..................................................32Import Outlook Tasks into Project.....................................33

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How to

Manage Your E-Mail in Outlook 200

MicrosoftOnline Services

Group Messages in Folders

The first step to organize your Outlook Inbox is to create folders to group your

messages. You can group by topic, project, sender, and more.

1. In Mail view, on the File menu, point to New, and then click Folder.

2. Type a name for the folder.

3. Navigate to where you want to place the folder, and then click OK.

4. Drag messages into the new folder.

5. Repeat the process for other folders.

Use Search FoldersSearch Folders show you where messages that fall into certain categories are stored in

your Mailbox. You can create Search Folders to automatically find messages based on

their content or attributes; for example, who they are from or if they are marked for

follow up.

Create a custom search folder

1. In Mail view, on the File menu, point to New, and then click Search Folder.

2. In the Select a Search Folder dialog box, perform one of these actions:

Click one of the pre-defined Search Folders

Click Create a custom Search Folder. See Figure A.

3. If you are creating a custom Search Folder, click Choose to specify criteria. See

Figure A. In the Name box, type a name for your custom Search Folder.

4. Click Criteria and make your choices.

5. When finished, click OKto return to the Custom Search Folder dialog box,

and click OKagain to return to the New Search Folder dialog box.

6. Click OKa final time to create the Search Folder, which will appear in your

Mailbox under Search Folders.

About E-Mail BasicsE-mail volumes can be overwhelming. Microsoft Office Outlook 2003 offers

tools to help manage your messages.

Topics in this guide include:

Group Messages in Folders

Use Search Folders

Sort Messages Quickly

Use E-Mail Rules to Route Messages

Reduce Unwanted E-Mail with Junk Filters

Use Colors to Organize Messages

Identify Messages for Follow-Up with Quick Flags

Manage E-Mail Attachments

Figure

Microsoft Office Outlook 2003: Reference Guide For Lotus Notes Users 6

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Note Search Folders are only available when operating in Cached Exchange Mode. To

enable Cached Exchange Mode, on the File menu, point to Cached Exchange Mode,

and then click the cached Exchange mode options you want.

Sort Messages Quickly

You can change the way messages are sorted and displayed by changing how they are

arranged.

In Mail view, on the View menu, click Arrange By, and then choose how you want the

list arranged. See Table A.

Table A

Message Arrangements

Attachments Groups messages into two groups (With Attachments and No

Attachments) and sorts by the received date.

Categories Groups messages by categories and sorts by the received date.

Conversation Groups messages by message subject or "thread." The sorting order

is based on who replied to whom, and by date. By default, only

unread and flagged messages are displayed.

Date Groups and sorts messages by date.

E-mail Accounts Groups messages by e-mail accounts and sorts by the received date.

Flag Groups messages by flag color and sorts by the received date.

Folder Groups messages alphabetically by folder names and sorts by the

received date.

From Groups messages by names on the From line and sorts by the

received date.

Importance Groups messages by Importance (High, Normal, and Low) and sortsby the received date.

Size Groups messages into seven categories and then sorts the messages

by size: Enormous (> 5 MB), Huge (1-5 MB), Very Large (500 KB - 1

MB), Large (100 - 500 KB), Medium (25-100 KB), Small (10-25 KB),

Tiny (< 10KB).

Subject Groups messages alphabetically by subject and sorts them by the

received date.

To Groups messages by name on the To line and sorts them by the

received date.

Type Groups messages by item including e-mail messages, appointments,

contacts, tasks, journal entries, notes, posted items, and documents.

Use E-Mail Rules to Route Messages

E-Mail Rules save you time and make e-mail organization easier by automatically

routing incoming and outgoing messages based on criteria that you establish.

1. In Mail view, on the Tools menu, click Rules and Alerts. If you have more

than one e-mail account, select the Inbox you want to apply the rule to.


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2. In the Rules and Alerts dialog box, click New Rule. See Figure B.

Note Rules cannot be applied to Public folders.

Figure B

3. Click Start creating a rule from a template or Start from a blank rule.

4. To start from a blank rule, click Check messages when they arrive or Check

messages after sending, and then click Next to start the Rules Wizard.

Follow the steps in the wizard to create your rule. When you are finished, click

Finish.

Note Many selections require additional changes. For example, when

selecting from people or distribution list in Step 1, you need to choose the

people or distribution list(s) in Step 2 before you can move to the next step

in the wizard.

5. The rule appears in your Rules and Alerts box. To activate the rule, click Apply.

Tips

To apply this new rule to messages already in your folder, click Run this rule

now on messages already in [folder]. See Figure C.

To apply this new rule to all of your e-mail accounts, click Create this rule on

all accounts.

Reduce Unwanted E-Mail with Junk Filters

Keep distracting and unwanted e-mail out of your inbox with Outlooks Junk E-Mail

filters. These filters send e-mail flagged as junk to a separate folder. You may then

review the contents of your junk folder at any time to ensure no non-junk messages

have been sent there. If you find non-junk in the junk folder, you can adjust the rule.

1. On the Tools menu, click Options.

2. In the Options dialog box, on the Preferences tab, click Junk E-mail.

3. Select the protection level you want. See Table B for options. The High setting

is recommended.

Note You can permanently delete suspected junk e-mail instead of moving it

to the Junk E-mail folder by checking the box below the Junk E-mailprotection level options.

4. You can also select Safe Senders (people whose e-mail will not be flagged as

junk), Safe Recipients, and Blocked Senders (people whose e-mail will

always be flagged as junk).

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Table B

Junk E-Mail Protection Levels

Safe Lists Only E-mail addresses not on your Safe Senders List or Safe

Recipients List will be treated as junk e-mail messages

High Offers the most protection from junk e-mail, routing suspect

message to junk e-mail folder.

Low Directs obvious junk e-mail to folders.

No protection Turns off the automatic Junk E-mail Filter, but continues to

evaluate messages using your Blocked Senders List.

Use Colors to Organize Messages

It can be difficult to quickly identify messages in your Inbox. Apply colors to message

headers, so you can identify color-coded messages immediately.

1. In Mail view, select an e-mail message to color.2. On the Tools menu, click Organize.3. Under Ways to Organize, click Using Colors. See Figure D.

Figure D

4. The name of the selected contact appears in the second box. Select the coloryou want, and click Apply Color. Click the Close icon to close the Organize

box.

Tip To make additional formatting changes to messages you receive from this

contact, select Automatic Formatting in the upper-right corner.

Identify Messages for Follow-Up with Quick Flags

You can flag messages within Outlook with colored Quick Flags to help classify them or

mark them for action. Flags provide visual reminders of a messages importance.

1. In Mail view, right-click the Flag icon next to the message you want to flag.2. Click a flag option. See Figure E.

Tips

To apply the default flag to a message, single-click the flag icon.

To change the default flag, right-click the Flag icon, and then click Set Default

Flag.

To mark a flagged message as complete, click the Flag icon.

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How to



Manage E-Mail Attachments

Keeping e-mail attachments with their original messages is a convenient way to store

them. But attachments take up a lot of space, and if you are concerned with mailboxsize restrictions, you can save attachments to your computer or delete them entirely.

Decide what is right for you and then take appropriate action.

1. Click a message with an attachment.

2. Determine whether to keep the attachment with the message, save it to your

computer, or delete it:

To keep the attachment with the message, do nothing.

To save a single attachment to your computer, on the File menu, point to

Save Attachments, and then click the attachment.

To save all attachments in the message to your computer, on the File

menu, point to Save Attachments, and then click All Attachments.

To delete an attachment, you must delete the entire message. Save any

attachments you want to keep, and then on the Edit menu, click Delete.


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Create a Meeting1. In Outlook, click Calendar.2. On the Actions menu, click Plan a Meeting. See Figure A.3. In the Plana Meeting window, click Add Others and then click Add from Address

Book. See Figure B.

4. Enter the names of the attendees and resources in the Type Name or Select fromList box.

5. For each name, click the appropriate button to determine whether the name is Required,Optional, or Resources. When done, click OK.Note You must list your conference room as a Resource in order to reserve it.

6. Select a time when all of your invitees and resources are available. To find the firstavailable free time for all, click AutoPick Next.

7. When you have found a time, click Make Meeting.8. In the Meeting window, enter a subject and apply a label if desired. If you did not reserve

a conference room, enter the meeting location in the Location box.9. Click Send. Those on the TO: line will receive the invitation and have the choice of

accepting or declining that meeting. Responses will be tracked.Notes

Your meeting will now appear on your Outlook calendar. Track responses to your

request by opening your meeting and clicking the Tracking tab. This will show youwho has been invited, whether they are required or optional attendees, and if theyhave responded.

If you wish to make the meeting recurring, select Recurrence and then select therecurrence pattern. See Figure C.

Update a MeetingIts easy to change the date, time, and attendees of a meeting in Outlook.1. In Outlook, click Calendar.2. In Calendar, double-click on the meeting you wish to update.3. Make the necessary changes to the meeting details.4. Click Send Update.

Note If you made changes that affect all attendees, such as the time or location of themeeting, an update will automatically be sent to all attendees. If you only added or

deleted attendees without making any further changes, you will receive a prompt to sendan update to the attendees. By default, an update will be sent only to added or deletedattendees. See Figure D.

About Scheduling a MeetingMicrosoft Office Outlook 2003 Calendar providesseveral ways to plan, organize, and conduct meetings.

In this guide, you will learn how to:

Create a Meeting

Update a Meeting

Cancel a Meeting

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How to

Schedule a Meeting with Microsoft Outlook



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Cancel a Meeting1. In Outlook, click Calendar.2. In Calendar, double-click the meeting you wish to cancel.

3. On the Actions menu, click Cancel Meeting. See Figure E.Note If this is a recurring meeting, to delete just this occurrence, click Delete thisoccurrence or to delete all of the meetings scheduled, click Delete the series.

4. Click Send Cancellation and delete meeting, and then click OK.5. Click OK, and then click Send.

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How to

Schedule a Meeting with Microsoft Outlook



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How to

Use Outlook 2003 Out of Office Assistan


Use the Internal OOF Assistant

If you are going to be out of the office, you can create an automated e-mail messagethat will be sent once to each of your co-workers who e-mails you while you are away.

To create a separate message for people outside the company, see the Use the External

OOF Assistanttopic in this guide.

1. On the Tools menu, click Out of Office Assistant.

2. Click I am currently Out of the Office.

3. In the AutoReply only once to each sender with the following text box,

type the message you want internal senders to receive. See Figure A.

Information to include in your message:

Dates you are gone

Contact information if applicable

Whether you will be checking e-mail

Contact name for urgent issues

4. Click OK.

All internal incoming e-mail messages will now receive your automatic OOF message.

This message will only be sent once per sender. When you return to work, Outlook will

prompt you to turn off the Assistant.

Use the External OOF Assistant

When you use the Internal OOF Assistant, you can also enable the External OOF

Assistant so that people outside the company will receive a separate e-mailreply during your absence. Use this feature to ensure that only your co-workers

view work-related information.

Note In order to enable the External OOF Assistant, you must first enable the

Internal OOF Assistant. See Use the Internal OOF Assistantfor details.

1. On the Tools menu, click External OOF Message.

2. Select the Send External Out of Office Messages check box. See

Figure B.

About Outlook 2003 Out of Office AssistantThe Microsoft Office Outlook 2003 Out of Office (OOF) Assistant automatically

replies to your e-mail while you are on vacation or otherwise unavailable to

answer e-mail. A customized message is sent from you to the sender alerting her

or him of your status.


Use the Internal OOF Assistant

Use the External OOF Assistant

Add Custom Rules to Your Internal OOF Assistant

Scenarios for Inbox Rules

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How to

Use Outlook 2003 Out of Office Assistan


3. In the AutoReply only once to each sender with the following text box,

type the message you want external senders to receive.

4. Click OK.

All external incoming e-mail messages will now receive your External OOF message.

This message will only be sent once per sender. When you return to work, Outlook will

prompt you to turn off the Assistant, which will disable both your Internal and External

OOF messages.

Note Unless you specifically disable the External OOF Assistant, it will automatically be

activated when you re-enable the Internal OOF Assistant.

Add Custom Rules to the OOF Assistant

Set up rules to apply to incoming e-mail messages and meeting requests. Rules can

automatically manage your e-mail while you are away.

1. On the Tools menu, click Out of Office Assistant.

2. In the Out of Office Assistant dialog box, click Add Rule.

3. In the Edit Rule dialog box, complete the When a message arrives that

meets the following conditions box with your preferred filtering options.

See Figure C.

For example, you may forward an e-mail message from a specific person to

your manager.

4. Complete the Perform these actions section with your preferred filtering

options.

5. If you do not need to customize the rules further, click OK. Otherwise, click

Advanced to add additional filtering capabilities to the rules.

Scenarios for Inbox Rules

Scenario: You do not want regular messages to be lost among messages from a high-

traffic distribution list.

Inbox Rule: Create a rule that moves messages from that distribution list into a folder

named for that list.

Scenario: When you schedule a meeting, you want the responses to be collected in a

folder.

Inbox Rule: Create a rule that uses the Accepted Meeting Response form to move

messages from your Inbox to a Meeting Responses folder.

Scenario: When your team sends requests to you in e-mail, you want them added toyour task list.

Inbox Rule: Create a rule that flags such requests for follow-up and moves them into

the Tasks list.

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Microsoft

Online Services

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How to

Reduce Spam with the Outlook 2003

Junk E-mail Filter

Install Monthly Updates

The Outlook 2003 Junk E-mail Filter provides Outlook 2003 with current junk e-mail

definitions for message filtering. Filter definitions for junk e-mail are updated monthly.

By installing the latest update regularly, you help the filter give you a greater level of

protection against junk e-mail.

We recommend that you run the Office Update tool to determine whether your

computer requires this update before you install it. However, if you prefer to install the

update withoutrunning the Office Update tool, go to Download Update.

Use Outlook Options to Manage Junk E-Mail

To use the Junk E-mail filter most effectively:

Set your Outlook level of junk e-mail protection to High

Create safe senders lists and blocked senders lists

Check your Junk E-mail folder regularly

Set the Outlook Junk E-mail protection level

The default Outlook junk e-mail protection level setting is Low. Selecting a higher

setting may catch more spam, but may also mistakenly catch good messages. As a best

practice, MMS recommends that you set your junk e-mail protection level to High, and

then check your Junk E-Mail folder regularly to guarantee that it contains only spam.

To set the Outlook junk e-mail protection level:

1. Click Actions, Junk E-mail, and then Junk E-mail Options. See Figure 1.

About the Outlook Junk E-Mail FilterThe Microsoft Outlook Junk E-mail Filter lets you manage spam messages that

are not removed by the Online Services Messaging filtering technologies. The Junk

E-mail Filter is on by default if you are using Outlook in Cached Mode, and the

default protection level set at Low. This setting level will catch only the most

obvious spam.

Any message caught by the Junk E-mail Filter is automatically moved to a special

Outlook folder named Junk E-mail, where you can retrieve or review it later. In

addition to catching spam, the Junk E-mail Filter also lets you manage spam by

adding e-mail addresses to safe senders lists and blocked senders lists.


Install Monthly Updates

Use Outlook Options to Manage Junk E-mail


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Microsoft

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How to


Junk E-mail Filter

Figure A

2. The Junk E-mail Options dialog box opens.

3. Select the setting you prefer, and then click OK. See Figure B.

Figure B

Note For more information about filter settings, visit Office Online.


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Junk E-mail Filter

Create Lists

The Outlook Junk E-mail options also let you create custom lists of e-mail addresses or

domains:

Safe SendersE-mail from addresses or domains on the Safe Senders list is

never treated as spam.

Safe RecipientsE-mail sent to address or domain names on your Safe

Recipients list will never be treated as spam.

Tip Add the addresses of mailing lists that list you as a recipient and whose

mail you want to receive to the Safe Recipients list.

Blocked SendersE-mail from addresses or domains on the Blocked Senders

list is always treated as spam.

To add an address or domain name to the lists:

1. Click Actions, Junk E-mail, and then Junk E-mail Options.

2. The Junk E-mail Options dialog box opens.

3. Select the tab of the list where you want to add addresses.See Figure C.

Figure C

4. Click Add.

5. Type the e-mail address or domain name.

6. Click OK.

Note For more information about how to use safe lists and block lists, visit Office

Online.


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How to

Use Outlook 2003 E-Mail Signature


Create a Signature

Create an e-mail signature to help others identify who you are and what team or

project you represent.

1. In Outlook, on the Tools menu, click Options.

2. In the Options dialog box, on the Mail Format tab, in the Signatures section,

click Signatures. See Figure A.

3. In the Create Signature dialog box, click New. See Figure B.

4. In the Create New Signature dialog box, in the Enter a name for your new

signature box, type a name for your signature.

5. Click Start with a blank signature, and then click Next.

6. In the Signaturetext box, type the text of your signature.

To modify the font or paragraph style, click Font or Paragraph, make yourselections, and then click OK.

7. Click Finish, and then click OK.

On the Mail Format tab, in the Signature for new messages list, your signature

name now appears by default. Your signature will be applied to all new messages.

About Outlook 2003 E-Mail SignaturesMicrosoft Office Outlook 2003 e-mail signatures help you create a brief

description of yourself for the benefit of those you correspond with. This is

particularly useful if you do cross-team work with people who are not familiar with

you or what you do. E-mail signatures are also helpful when you want to display

your contact information at the end of each e-mail message.


Create a Signature

Signature Tips

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How to

Use Outlook 2003 E-Mail Signature


Tip If you wish to have your signature applied to e-mail messages you reply to or

forward, click your signature in the Signature for replies and forwards list. See Figure C.

Figure C

Signature Tips

The following tips will help you create and use an effective Outlook signature:

Maintain a professional look and feel for your signature. Do not use flashy

colors, graphics, or animation effects.

Keep your signature short and to the point.

Use a 10-point or smaller font.

Do not use signatures on replies and forwarded messages.


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How to

Delegate Access in Outlook 20


Add a Delegate

When you add a delegate to your Outlook account, you share certain selected folderswith that person and give him or her permission to take specific actions on your behalf.

Be selective when providing delegate access to your Outlook folders. Provide access

onlyto trusted sources.


2. In the Options dialog box, on the Delegates tab, click Add. See Figure A.

3. In the Add Users dialog box, select the name of your delegate, and then click

Add. When you are finished, click OK. See Figure B.

4. In the Delegate Permissions dialog box, determine the level of permissions

for each delegate. By default, delegates have Editor permissions on your

Calendar items and Tasks, and receive copies of your meeting-related

messages. To modify these levels, or to add permissions for other Outlook

categories, click the arrow next to the category and choose a level. See

Figure C.

Tips

To notify your delegate of the permissions delegated to him or her, in the

Delegate Permissions dialog box, select the Automatically send an

explanation of permissions to your delegate check box.

To set up access so a delegate receives allof your meeting requests and

responses and you receive none, in the Options dialog box, select the Send

meeting requests and responses only to my delegates, not to me check

box.

About Delegating Access in Outlook 2003Outlook makes it possible to delegate one or more people to read and create

items in your Outlook account and to respond to e-mail messages on your behalf.

This can be useful if you receive a high volume of e-mail messages and have

limited time to respond to each message.


Add a Delegate

Open a Delegated Outlook Folder

Change Delegate Access Levels

Remove a Delegate

Figure

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How to

Delegate Access in Outlook 20


Open a Delegated Outlook Folder

When someone has granted you delegate access, you can open that persons Outlook

folder from your own computer and begin your delegate responsibilities.

1. On the File menu, point to Open and then click Other Users Folder. See

Figure D.

Figure D

2. Type the full name or alias of the person who granted you delegate access. Tobrowse the Global Address List for the name, click Name.

To select the folder to access, click the arrow next to Folder Type. See

Figure E.

The designated folder opens in a new window, replacing your own folder of

that name.

Note To maintain access to your own Outlook folder as well as the delegated folder,

before you begin the process above, right-click the specified folder (Inbox or Calendar,

for example) and click Open in New Window. A second instance of the folder appears.

Now apply the instructions above to this secondary window. Your original folder will be

available while the delegated folder opens in the second window.

Change Delegate Access Levels

You can modify permissions for a delegate at any time.


2. On the Delegates tab, select the name of a delegate, and then click

Permissions.

3. For each Outlook folder or item you want to change for this delegate, open

the menu and select a new permission level.

Remove a Delegate

You can remove a delegate at any time.


2. On the Delegates tab, select the Delegate name you wish to remove, and

then click Remove.

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How to

Share Outlook 2003 Calendars and Folde


Share Your Calendar with Others

1. In the Outlook navigationpane, click Calendar and then click Share MyCalendar. See Figure A.

2. In the Calendar Properties dialog box, on the Permissions tab, click Add.

See Figure B.

3. In the Add Users dialog box, enter the names of the people you want to share

your calendar with. After each name, click Add.

4. When you are finished adding names, click OK.

5. Click a name you added and under Permissions, in the Permission Level list,

select the permission level you want to assign to that person. See Figure C.

6. After you have selected a permission level, click Add.

Tips

You can apply the same permissions to several people at once by

selecting the names together and applying one permission to all .

You can create custom permissions by selecting the check boxes and

options under Permissions.

If you do not wish to share everything on your calendar, create a

duplicate calendar and move your private items to the duplicate.

Change Permission Levels

If you wish to change someones permissions to access your calendar, you can do

so at any time.

1. In the Calendar pane, click Share My Calendar.

2. In the Calendar Properties dialog box, on the Permissions tab, click the

persons name.

3. In the Permission Level list, select a new permission level for that person.

See Table A for permission level information.

4. Click OK.

About Sharing Your Calendar and FoldersOutlook 2003 allows you to make your calendar and folders visible to others, as

well as to see others calendars. Seeing another persons schedule is helpful for

planning events, checking availability, and confirming information.


Share Your Calendar with Others

Change Permission Levels

Stop Sharing Your Calendar

See Another Persons Calendar

See Your Permissions on Another Persons Calendar

Share Folders in Outlook

Figure

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People with this permission: Can do this in your calendar:

Owner Create, read, modify, and delete all items in your

calendar and create subfolders. Can also changepermission levels for others. (This level not

available to delegates*.)

Publishing Editor Create, read, modify, and delete all items and

create subfolders. (This level not available to

delegates*.)

Editor Create, read, modify, and delete all items.

Publishing Author Create and read items, and modify and delete

items you create. (This level not available to

delegates*.)

Author Create and read items, and modify and delete

items you create.

Nonediting Author Create, read, and delete own items, but cant edit

them.

Reviewer Read items only.

Contributer Create items only. The contents of the calendar

do not appear. (This level not available to

delegates*.)

None No permission. People with this permission level

cannot open your calendar.

Table A

Stop Sharing Your Calendar

1. In the Calendar pane, under Other Calendars, click Share My Calendar.

2. In the Calendar Properties dialog box, on the Permissions tab, click thename of the person you no longer want to share with.

3. Click Remove and click OK. See Figure D.

See Another Persons Calendar

Once another person has given you permission to view his or her calendar, you can see

it after performing the following steps.

1. In the Outlook navigation pane, click Calendar.

2. Click Open a Shared Calendar.

3. In the Name box, type the persons name, or click Name to choose it from the

Address Book.

4. Click OK.

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How to



The persons calendar appears side-by-side with your main calendar. See Figure E.

A check box for this calendar also appears under Other Calendars in the

Calendar pane. Clear the check box to close the calendar.

See Your Permissions on Another Persons Calendar

1. In the Calendar pane, under Other Calendars, right-click a persons

name and click Properties.

2. In the Calendar Properties dialog box, click the Summary tab.

Your permissions for that persons calendar appear. See Figure F. The

permission check boxes are grayed out, because permission changes can

be made only by the calendar owner.

Remove Another Persons Shared Calendar

1. In Calendar, under Other Calendars, right-click the persons name.2. Click Remove from Other Calendars.

Share Folders in Outlook

To share any other folder other than the Inbox, Contacts, Calendar, Notes, or

Journal, you must share permissions on the folder you want to share and each folder

that is higher in the folder hierarchy. For example, to give another person access to a

folder that is under Inbox in your mailbox, you must grant permissions to the

Mailbox, Inbox, and the subfolder. Even though it might appear you're granting the

other person access to more folders than you want, only the items in the Inbox

subfolder will be available.

Sharing folders should not be confused with Delegate Access, another feature

available to Outlook users who connect to a Microsoft Exchange Server. Delegate

Access provides the additional functionality of allowing another person to send and

reply to messages in your mailbox on your behalf. You would use Delegate Access

with your administrative assistant so that they can send and reply to e-mail messages

on your behalf, including scheduling and accepting meeting requests. For more

information, see the How to Delegate Microsoft Outlook Permissions guide.

To share an e-mail folder

1. In the Navigation Pane, click Mail.

2. Right-click Mailbox your name, click Sharing, and then click Add.

3. Select the person to whom you want to give permissions, and then click Add.

4. Select the persons name in the list, and then in the Permissions Level list,

click Reviewer. See Figure G.

5. Click OK.

6. Right-click the folder you want to give them permissions to view, click

Sharing, and then click Add.

7. Select the person to whom you want to give permissions, and then under Add

Users, click Add.

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How to



8. Select the persons name in the list, and then in the Permissions Level list,

click Reviewer.

Note If you want the person to be able to change items, select Editor.

To share other Outlook folders

To share a folder that is not directly beneath Mailbox - user name, like the Inbox,

Contacts, Calendar, Notes, or Journal folders, you must do the following on each

folder that is higher in the folder tree.

1. Right-click the folder, click Sharing, and then click Add.

2. Select the other user to whom you want to give permissions, and then under

Add Users, click Add.

3. Select the users name in the list, and then in the Permission Level list, click

None. See Figure H.

NotesThe top folder, Mailbox - Your Name, must be shared to share any folder

beneath it.

The Inbox folder must be shared to share any of the folders beneath it (such

as the Prospective clients folder). You can set the Inbox folder permissions to

None to prevent others from viewing the contents.

The Prospective clients folder (in this example) should have at least

Reviewer permissions for other people to view the contents.

For More Information

See the How to Delegate Microsoft Outlook Permissions guide.

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How to

Create Multiple Microsoft Outlook Calenda


Create Multiple Calendars

Note All multiple calendar features described in this guide require a Microsoft

Exchange Server e-mail account.

1. In the Outlook navigation pane, click Calendar.

2. Under My Calendars, right-click Calendar, and then click New Folder. See

Figure A.

3. In the Name box, type a name for the new calendar. Example: Personal

Calendar.

4. Click OK. A check box for the new calendar appears under My Calendars.Repeat this process to create up to 30 additional calendars.

Notes

You may not share additional calendars with others; only your main (default)

calendar may be shared.

Reminders are displayed only for items on the main calendar.

View Your Calendars

You may view your calendars one at a time, or side-by-side in different combinations.

Viewing them side-by-side makes comparisons simple.

1. In the Outlook navigationpane, click Calendar.

2. Under My Calendars, select the check box next to each calendar you wish to

view. See Figure B.

As calendars are selected, they appear side-by-side in the main window. To

close a calendar, clear its check box.

Notes

To view only one calendar, select the check box for that calendar and clear

other calendar check boxes.

To rearrange the order of the calendars, under My Calendars, drag the

calendar names to new ositions.

About Multiple Microsoft Outlook 2003 Calendars

Microsoft Outlook enables you to create multiple calendars for multiplepurposes. When you want to keep your personal appointments separate from work

appointments, or when you are tracking meetings for a particular project, creating

multiple calendars can help.


Create Multiple Calendars

View your Calendars

Create Different Background Colors

Add a Different Time Zone

Move Appointments to Another Calendar

Remove a Calendar

Restore a Calendar

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How to



Create Different Background ColorsYou may choose the background color for your main calendar, but you cannot choose

your colors for additional calendars. Instead, use the option below to display different

random background colors to your calendars.

1. In the Outlook navigationpane, click Calendar.

2. On the Tools menu, click Options, and then click Calendar Options.

3. Under Calendar options, in the Background color list, click the color you

want for your main calendar. See Figure C.

4. Clear the check box labeled Use selected background color on

all calendars. See Figure D.

5. Click OK. The main calendar now appears with the color you selected and with

the other calendars displaying in different colors.

Add a Different Time Zone

If you work with people in other geographic locations, adding a second time zone to your

calendar can help you manage the time differences.


2. Under Calendar, click Calendar Options.

3. Under Advanced options, click Time Zone.

4. Select the Show an additional time zone check box.

5. In the Label box, type a description, such as Tokyo.

6. In the Time zone list, select the time zone you want to add. See Figure E.To automatically adjust for daylight saving time changes, select the Adjust

for daylight saving time check box. This option is available only in time

zones that use daylight saving time (DST).

7. Click OK.

Notes

The second time zone is used only to show a second time bar in Calendar

view. It does not affect the way Calendar items are stored or displayed.

To remove a time zone, return to the Time Zone dialog box and clear the

Show an additional time zone check box.

Move Appointments to another CalendarMoving appointments keeps them attached to specific calendars, and prevents others

from seeing personal items. (Move private appointments to secondary calendars. These

cannot be shared with others.)

1. Open two or more calendars.

2. To move an appointment, drag it onto a new calendar.

3. To copy an appointment, press CTRL and drag it onto a new calendar.

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Notes

Reminders are displayed only for items on the main calendar.

Single occurrences of an appointment series cannot be moved to another

calendar. You must move the original meeting or move a copy of the single

occurrence.

Remove a Calendar

1. Under My Calendars, right-click the name of the calendar you want to

remove. (Your main calendar cannot be removed.)

2. Click Remove from My Calendars.

Restore a Calendar

1. On the Go menu, click Folder List.2. In the All Folders navigation pane, in the Calendar section, right-click the

name of the calendar you want to bring back.

3. Click Add to My Calendars. A check box for the calendar appears again

under My Calendars. See Figure F.

Note You may only restore a calendar if you previously removed it, not if you deleted it.

Deleted calendars cannot be recovered.

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How to

Create Microsoft Outlook Inbox Rule


Create a New Blank Inbox Rule

1. In Outlook, click Mail. On the Tools menu, click Rules and Alerts.

2. In the Rules and Alerts dialog box, click New Rule.3. Click Start from a blank rule. To create a rule for incoming messages, click

Check messages when they arrive, and then click Next.

4. Click the condition(s) you would like to apply to incoming e-mail messages. In

the Edit the rule description list, edit the condition(s), and then click Next.

See Figure A.

Figure A

5. Click the action(s) you would like to apply to incoming e-mail messages. In the

Edit the rule description list, edit the action(s), and then click Next.

6. Click the exception(s) you would like to apply to incoming e-mail messages. In

the Edit the rule description list, edit the exception(s), and then click Next.

About Microsoft Office Outlook 2003 Inbox RulesManaging the e-mail messages you receive can take a great deal of time. Inbox

rules you create automatically perform customized actions on your e-mail

messages.


Create a New Blank Inbox Rule

Create a Blank Inbox Rule from a Template

Inbox Rules Scenarios


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Create Microsoft Outlook Inbox Rule


7. Type the rule name in the Specify a name for this rule box. To run

this rule on messages already in your Inbox, click Run this rule now

on messages already in Inbox. Click Finish.

Create a Blank Inbox Rule from a Template

1. In Outlook, click Mail. On the Tools menu, click Rules and Alerts,

and then click New Rule.

2. Click Start creating a rule from a template. Select a template from

the template list. See Figure B.

3. In the Edit the rule description list, click Edit the template rules,

and then click Next.

4. Click the condition(s) you would like to apply to e-mail messages. In

the Edit the rule description list, edit the condition(s), and then click

Next.

5. Click the action(s) you would like to apply to e-mail messages. In the

Edit the rule description list, edit the action(s), and then click Next.

6. Click the exception(s) that you would like to apply to e-mail messages.

In the Edit the rule description list, edit the exception(s). Click Next.

7. Type the rule name in the Specify a name for this rule box. To run

this rule on messages already in your Inbox, click Run this rule now on

messages already in Inbox. Click Finish.

Inbox Rules Scenarios

Scenario: You do not want regular messages to be lost among messages from a high-traffic distribution list.

Inbox Rule: Create a rule that moves messages from that distribution list into a folder

named for that list to be collected in a folder.

Scenario: When you schedule a meeting, you want the responses

Inbox Rule: Create a rule that uses the Accepted Meeting Response form to move

messages from your Inbox to a Meeting Responses folder.

Scenario: When your team sends requests to you in e-mail, you want them added to

your task list.

Inbox Rule: Create a rule that flags such requests for follow-up and moves them into

the Task list.

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Fig

Create a Task1. In the Outlook Navigation Pane, click Tasks.

2. On the File menu, point to New, and click Task.

3. In the Untitled - Taskwindow, provide basic information aboutyour task. To enter greater detail, click the Details tab. See Figure A.

4. Click Save and Close.

Notes To make a task recurring, click Recurrence on the Outlook toolbar and select the

appropriate options. See Figure B.

To create a new task from an existing one, first select the existing task. Then, on theEdit menu, click Copy and then click Paste.

To create a task from an Outlook item, drag the item (such as an e-mail message,note, or calendar event) onto Tasks in the navigation pane. You can also right-clickthe item and click Move to Folder. (This moves the item from its original locationinto Tasks, instead of creating a copy in Tasks.)

Use TasksTasks can be used to remind you of work items, record your time, and update team memberswith your status.

Mark a Task CompleteTo keep the contacts associated with a task up-to-date and to allow for accurate timereporting, mark a task complete when you finish it. Do not try to mark a task complete bydeleting it.

1. Open the task you want to mark complete.

2. In the % Complete box, enter 100%.

Notes You can also mark a task complete in the Tasks window by either right-clicking the

task and clicking Complete or selecting the check box for the task. To delete a task, right-click the task and click Delete.

About Microsoft Office Outlook 2003 TasksUse the Tasks feature in Outlook to manage your time and workload more effectively.You can use Tasks to schedule work items and make sure they get done; you can dragmessages or other files onto your Task pane and automatically create work items; you caneven assign tasks to others and monitor their progress.

In this guide you will learn how to: Create a Task Use Tasks Manage Work with Tasks Import Outlook Tasks into Project

How to

Use Microsoft Outlook Tasks



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Set a Task Reminder for a Specific Task

1. Open the task for which you want to set or clear a reminder.

2. Select or clear the Reminder check box. If you are setting a reminder, you can enter adate and time.

Note If you set a reminder but dont set a reminder time, the default reminder time is used(current day, 8:00 A.M.). To set a new default reminder time, on the Tools menu, click Options.In the Tasks section, select a new reminder time.

Automatically Set Reminders for All New Tasks with a Due DateUse your Task options to automatically set a reminder for each new task that has a due date.


2. Click Task Options.

3. Select or clear the Set reminders on tasks with due dates check box.

Note If you assign a task to someone else, Outlook switches the reminder off so the personwho accepts the task can set a reminder.

Categorize Tasks

1. In the Tasks list, select the tasks you want to assign to a category and clickEdit>Categories.

OR

Open a task and click Categories at the bottom of the window.

2. In the Available categories list, select the check boxes next to the categories youwant, and then click OK. See Figure C.

3. To view your tasks by category, in the Current View list, click By Category. Thisbrings all tasks with categories assigned to them to the top of the list.

Schedule Time for a TaskSchedule time in your Outlook calendar to work on a task, or schedule a meeting to talk abouta task.

1. Drag the task you want to schedule time for to the Calendar button on theNavigation pane.

2. On the Appointment tab, select the options you want. Click Save, then click Close.

Manage Work with TasksTasks enable you to assign tasks to team members, retrieve declined tasks, and comment ontasks in progress.

Note You can also import Outlook tasks directly into a project in Microsoft Office Project.

Assign a Task

1. To assign a new or existing task, open the task you want to assign, and click AssignTask.

2. In the To box, enter the name of the person to whom you want to assignthe task.

3. In the Subject box, type a task name. Select the due date and status options youwant. In the body of the task, type instructions or information about the task.

4. Click Send.

NoteIf you want the task to repeat, on the Actions menu, click Recurrence, select the optionsyou want, and click OK.

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How to

Use Microsoft Outlook Tasks



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Documents

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