Working with Outlook 2007 at CERN

• Outlook Main window• Customize views• Send e-mails• Organize e-mails: Category, Follow-up flag, To-Do Bar• Create signatures• Contacts• Rules and Alerts• Recover deleted e-mails• CERN Tools (anti-spam, out of office)• Calendar

– Create Appointments– Send Meeting requests– Check attendance to your meetings (tracking)– View/Manage another user’s Calendar

• Tasks– Create / Assign tasks– Complete tasks / Send status report

• Notes

Folders list• bold folders contain unread messages

Favorites• quick links to folders. • drag and drop folders in this area to add new favorites.

Quick Access Buttons• switch between Mail, Calendar, Contacts and Tasks

Folder View• contains messages of the selected folder• bold messages = unread

Reading Pane• displays the selected message

Toolbar• buttons for common actions: New Mail, Reply, Forward, Categorize, etc…

Outlook Main Window

Navigation Pane• Favorites• Folders List• Quick Access Buttons

Customize View

AutoPreview• if enabled, the first three lines of each message are displayed in the Folder View

Navigation Pane / To-Do Bar / Reading Pane• defines whether and where you want to display each component of the main window

Arrange By • The default arrangement used to view messages is the Date arrangement. • By clicking ‘Arrange By’, you can switch to any of the following arrangements:

Folder View Reading PaneNavigation Pane

From Outlook main window, the ‘View’ menu allows customization of Outlook main window.

Send a message

Sendyour messagewhen complete

Enter Recipients• Either in To or Cc fields.• Separate recipients with “;”• For CERN recipients, just enter the lastname and click Check Names to resolve e-mail address automatically.• You can also select recipients from the CERN Address Book

Add Attachments

Compose your message here when HTML Format is enabled (see Options), you can add formatted text, such as bold fonts, colored fonts, and bullets, using the related icons in the toolbar.

Set Importance Level• High (red exclamation mark)• or Low (blue down arrow)• Recipients can instantly see this indicator in their Inbox even before they open the message.

Check spelling

Options

From this menu, you can set:• Text Format

• Plain text (= no text formatting)• HTML (= allow text formatting)

• Tracking option• delivery receipt• read receipt

From Outlook main window: compose a message by clicking on ‘New’ from the toolbar, or select a message in your Inbox then choose ‘Reply’, ‘Reply-to-All’ or ‘Forward’.

Organize e-mails: Category, Follow-up flag, To-Do Bar

Categorize a message• Assigning color categories to messages enables you to quickly identify and associate messages.•You can select one of the following category:

Set Follow-up flag for a message• Applying a flag to a message adds a visual reminder to help you remember to follow up on an item in some way.• You can select one of the following flag:

the To-Do Bar• The To-Do Bar displays the items you need to remember and act on today. It displays Tasks, Appointments and Messages flagged for follow-up. • To enable the To-Do Bar: open the View menu, point to To-Do Bar, select Normal or Minimized.

Flagged messages List

Note:• To view and group messages by Categories: open the View menu, select Arrange-By, choose Categories.

E-mail signature

Outlook can automatically add your e-mail signature (name, phone, address…) to the end of outgoing e-mail messages. From Outlook main window: open the ‘Tools’ menu, select ‘Options’. From the Options dialog, go to the ‘Mail Format’ tab and click ‘Signatures…’

1) Click New• Outlook will prompt you for a name of the signature

2) Compose your signature

3) Assign your signature• you can select a signature for ‘New Messages’, and/or for ‘Replies/Forwards’

Note• you can create several signatures • you can manually add/change the signature when composing a message, using the Signature icon in the Include group

Contacts

The ‘Contacts’ folder in Outlook is your personal address book, where you can store contact details of your main partners (email, phone,…). Your contacts are automatically saved on the mail server, therefore they are accessible at any time from any machine (using Outlook or Outlook Webmail access). To create contacts:From Outlook main window: click the ‘Contacts’ button from the navigation pane. Then select ‘New Contact’ from the ‘Actions’ menu.

Note• When receiving a message, you can directly add the sender to your Contacts by right-clicking the name of the sender and then choosing ‘Add to Contacts’ on the shortcut menu.• When composing a new message, you can simply add the name of your contacts as recipients. Outlook will automatically resolve their e-mail address • Do not create contacts for CERN people, as they are already defined in the CERN address book, which is accessible from the Tools menu of Outlook main window (select ‘Address Book’ in this menu).

New Contact• Enter Name, E-mail, Phone numbers… then Save.

Rules and Alerts

A rule is an action that Outlook takes automatically on an arriving message that meets the conditions that you specify. For example, you can create a rule for messages from a specific sender to be moved to a certain subfolder of your mailbox. To create rules:From Outlook main window: open the ‘Tools’ menu, select ‘Rules and Alerts’

1) Create ‘New Rule’This will open the Rules Wizard

Overview of the selected rule

2) Rules WizardSelect a Template. By clicking Next, the wizard will guide you through the following steps:• Define the Condition• Define the Action• Define the Exception

Note• You can select multiple options

Define Rules processing order• select a rule then use up/down blue arrows to change rules order.

Note• Rules marked with the comment ‘(client only)’ are only processed when your Outlook client is started.• Other rules are processed directly on the mail server as soon as messages arrive in your Inbox.

Recovery of deleted messages

1) Look into the ‘Deleted Items’ folder• when deleting messages from Outlook, it is in fact moved in this folder

2) Try to recover the message• Even after you deleted permanently a message by emptying the ‘Deleted Items’ folder, the CERN mail servers still allow recovery for 15 days.• Select the folder from where you deleted the item, or select the ‘Deleted Items’ folder, then click ‘Recover Deleted Items’ on the ’Tools’ menu.

Recover• Select items to recover in the list ,• Click on ‘Recover Selected Items’ button from the toolbar.

CERN tools (spam, out of office,…)

From the ‘Tools’ menu you can access anti-spam functions or configure CERN specific tools.

CERN Tools• This button redirects you to the CERN mail website (http://mmm.cern.ch) where you can:

• set a forward,• configure your anti-spam level,• check / update your mail quota.

Out of Office Assistant• Allows you to set up an automatic response to be sent in reply to e-mails you receive during your absence.

Anti-spam toolbar• Direct access to anti-spam functions: Report Spam, Whitelist, Spam Check.

Report Spam• Deletes the selected message from your Inbox and reports this message to the CERN anti-spam system.

CERN Spam config• To configure your anti-spam level

Whitelist• Allows you to add either the sender, the subject or the recipient of the selected message in your whitelist, to prevent similar messages from being classified as spam in future.

Spam Check• Re-submits the selected message to the CERN anti-spam system and displays a detailed report explaining why it is classified as spam.

Calendar

From Outlook main window: click the ‘Calendar’ button from the navigation pane.

New• Create new appointment

Select period•Either day or month

Select View• You can display your calendar either for a day, for a week or for a month. Double-Click to see details of an entry

Open a shared calendar• Allows you to view the calendar of a CERN colleague, assuming he delegated access to his calendar.

Create Appointments

From Calendar main window: create a appointment by clicking on ‘New’ from the toolbar

Enter Subject and Location

Define Start time/End time• By clicking ‘all day event’ you will be marked as busy the whole day in your calendar.

Enter additional comments here

Private• Click this icon to prevent persons having access to your calendar from seeing this appointment.

Convert as meeting request• By clicking ‘Invite Attendees’ or ‘Scheduling’, your individual appointment will become a group meeting, allowing you to notify attendants by sending meeting requests (see Meetings).

Send Meeting Requests

From Calendar main window: create a meeting request by choosing ‘New Meeting Requests’ in the 'Actions' Menu. Also, when inviting attendees or opening the 'Scheduling' part of an appointment, it becomes automatically a meeting request.

1) Enter meeting details• Subject• Location• Start time / End time• ….

2) Show ‘Scheduling’

3) Add attendees• on the right pane, the free/busy grid shows the availability of attendees.

4) Find a free slot• A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.• You can move vertical lines to a free slot, or use the ‘AutoPick Next >>’ button to let Outlook find a free slot.

5) Click ‘Send’ when complete• Attendees will receive a meeting request by e-mail.• They can accept / decline the request.

Check attendance to your meeting

At any time, you can review who accepted/declined your request by editing (double-clicking) the meeting in your Calendar then showing the ‘Tracking’ result:

View/Manage another user's Calendar

From Calendar main window: select ‘Open a shared Calendar’ from the navigation pane

Enter last name or login of the person• Or click the ‘Name…’ button to select a person from the CERN address book.• If the person you selected has not granted you permission to view his calendar, Outlook offers you to send him automatically a sharing request message.

Show / Hide Calendars• by checking / unchecking your Calendar or the shared Calendars you previously added, you can compare or manage simultaneously several Calendars in the view pane:

Tasks

From Outlook main window: click the Tasks’ button from the navigation pane.

Create new tasks

Select To-Do List / Tasks View• To-Do List = e-mails with ‘Follow-up’ red flag set• Tasks = only task items

Filter / Arrange current View

Tasks List• Double-click on items to view details

Create / Assign tasks

From Tasks main window: create tasks by clicking on ‘New’ from the toolbar.

1) Enter task details• Subject• Start date / Due date• Status, Priority

2a) Save & Close (personal task)OR

2b) Assign Task (to someone else)

3) Select the assignee 4) Set tracking options

5) Click ‘Send’ when complete• Assignees will receive a task request by e-mail.• They can accept / decline the task

Complete tasks / Send status report

At any time, you can update task status by editing (double-clicking) the item from the Task main window:

Click ‘Mark Complete’ORSelect appropriate Status from the listORUpdate Completion level

Send Status Report• The following report will be sent automatically to the originator of the task:

Notes

The ‘Notes’ folder lets you quickly type in any piece of information. To create Notes:From Outlook main window: click the Notes button at the bottom of the navigation pane.

‘Notes’ button• Click here to open your ‘Notes’ folder

‘Notes’ folder• Double-Click here to create new Notes ‘Notes’ item

• Notes can stay on top of your desktop even when Outlook is minimized.