Download pdf - Outlook 2003 Quick Guidev7

8/7/2019 Outlook 2003 Quick Guidev7

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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

Archiving.8-9

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

Notify....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:

http://is.depaul.edu/communication/outlook/

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

please e-mail [email protected].


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Overview of Client

Navigation

Pane

View Pane

Reading

Pane

Tip: Turn off

pane or move to

bottom, by going

to View>Reading

Pane.

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

access

the

address

book.


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Requesting a Delivery/Read

Receipt

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

name.

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,

date/time:


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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

retracting.


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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

appointments.


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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

calendar.


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Accepting/Declining meeting

requests

After opening meeting request, recipients

will accept or decline:


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Viewing accepted/declined

status

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

Location

Find featureThe find feature is available by

clicking the corresponding

button:

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

schedule

Click Tools Options Other Tab. ThenAutoArchive


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Archiving: Setting archive

schedule (Cont.)

Set schedule

depending on

preferences.

Note: After

conversion is

completed 90-

day rule will go

back into

effect.


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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 [email protected]

e-mail.


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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.

IMPORTANT:

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:

Is.depaul.edu/communication/outlook


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

Folder:

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.

3.