Outlook User Guide

Using Microsoft Outlook 2003 To access the University of Manchester Staff Email and Calendaring Service Using the Oracle Connector for Outlook (Version 10.1.2.0.3 or later)

[email protected] Training and Information Services

PAGE 2 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE

Quality Review and Revision Record Date Revision Ref 14/09/05 Outlook 2003 21/10/05 Outlook 2003 28/03/06 Outlook/OCFO 15/03/07 Outlook/UoMSEC

Author Cheltenham\RH Rob Holmes AH RH

Version 0.1 0.2 1 1.1

Checked RH RH AH RH

© University of Manchester 2005

Microsoft®, Microsoft Office® 2003 and Microsoft Word® 2003 are all trademarks of Microsoft Corporation and Acknowledged. All other trademarks acknowledged.

2  2007 IT Services Division, The University of Manchester


Contents INTRODUCTION.................................................................................................................................................. 6 W HAT IS THE UNIVERSITY STAFF EMAIL AND CALENDAR SERVICE?................................................................ 6 W HAT IS OUTLOOK/OCFO?.............................................................................................................................. 7 GETTING STARTED .......................................................................................................................................... 8 OBJECTIVES ....................................................................................................................................................... 8 Starting Outlook 2003................................................................................................................................. 8 THE OUTLOOK 2003 DESKTOP ......................................................................................................................... 9 Navigation pane........................................................................................................................................... 9 Folder pane ................................................................................................................................................ 10 Reading pane............................................................................................................................................. 10 OUTLOOK TOOLBARS ....................................................................................................................................... 10 Title bar ....................................................................................................................................................... 10 Menu bar .................................................................................................................................................... 10 Standard toolbar ........................................................................................................................................ 11 Advanced and Web toolbars ................................................................................................................... 11 Using the Navigation Pane ...................................................................................................................... 11 Getting Help and Using the Office Assistant ......................................................................................... 12 CUSTOMIZING OUTLOOK .................................................................................................................................. 13 Customizing Outlook Today .................................................................................................................... 13 Customizing the Menu bar ....................................................................................................................... 15 Customizing Toolbars............................................................................................................................... 16 Creating Custom Views............................................................................................................................ 17 Adding Holidays and Additional Time Zones ........................................................................................ 20 EXPLORING OUTLOOK ..................................................................................................................................... 21 Using the Navigation Pane ...................................................................................................................... 21 Opening Mail View and your Inbox......................................................................................................... 22 Customizing the Reading Pane............................................................................................................... 22 Using the Calendar View.......................................................................................................................... 23 Using the Contacts View .......................................................................................................................... 23 Using the Tasks View ............................................................................................................................... 24 Using the Notes View ............................................................................................................................... 24 Using the Folder List View ....................................................................................................................... 24 Using the Shortcuts View ......................................................................................................................... 25 THE TOOLBARS............................................................................................................................................... 26 OBJECTIVES ..................................................................................................................................................... 26 THE STANDARD TOOLBAR ............................................................................................................................... 26 Using the New button ............................................................................................................................... 26 Using the Print button ............................................................................................................................... 27 Using the Move to Folder button............................................................................................................. 27 Using the Delete button............................................................................................................................ 27 Using the Reply button ............................................................................................................................. 27 Using the Reply to All button ................................................................................................................... 27 Using the Forward button......................................................................................................................... 28 Using the Send and Receive button....................................................................................................... 28 Using the Find button................................................................................................................................ 29 Using the Address Book button............................................................................................................... 29 Using the Help button ............................................................................................................................... 29 Anti Virus Buttons...................................................................................................................................... 29 THE ADVANCED TOOLBAR ............................................................................................................................... 30 Using the Advanced Toolbar ................................................................................................................... 30 Using the Outlook Today button ............................................................................................................. 30 Using the Back button .............................................................................................................................. 30 Using the Forward button......................................................................................................................... 30 Using the Up One Level button ............................................................................................................... 30 3  2007 IT Services Division, The University of Manchester

PAGE 4 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE Using the Reading Pane button .............................................................................................................. 31 Using the Print Preview button................................................................................................................ 31 Using the Undo button.............................................................................................................................. 31 Using the Rules and Alerts button .......................................................................................................... 31 Using the Current View field .................................................................................................................... 32 Using the Group By Box button............................................................................................................... 32 BASIC E-MAIL USING OUTLOOK 2003 ...................................................................................................... 34 OBJECTIVES ..................................................................................................................................................... 34 W ORKING WITH E-MAIL ................................................................................................................................... 34 Creating and Sending E-Mail................................................................................................................... 34 Creating a Message.................................................................................................................................. 35 Addressing your e-mail message ........................................................................................................... 35 Using AutoComplete Addressing............................................................................................................ 36 Using Select Names to address an e-mail message ........................................................................... 36 Writing and Correcting Message Text.................................................................................................... 37 Formatting Message Text ........................................................................................................................ 37 Setting the Mail Format ............................................................................................................................ 38 Sending an e-mail message .................................................................................................................... 38 Setting Message Delivery Options ......................................................................................................... 39 Sending Attachments with your e-mails................................................................................................. 39 Attaching a file to a message .................................................................................................................. 39 Creating a Signature for your e-mail messages ................................................................................... 41 Using Signatures ....................................................................................................................................... 41 Creating Multiple Signatures ................................................................................................................... 41 Receiving and Reading e-mail messages ............................................................................................. 43 Receiving Messages................................................................................................................................. 43 Customizing your Inbox............................................................................................................................ 43 Reading Messages ................................................................................................................................... 43 Managing Your E-mail Messages........................................................................................................... 44 Replying to a message............................................................................................................................. 45 Forwarding a message............................................................................................................................. 45 Flagging messages................................................................................................................................... 45 Saving and Managing Messages............................................................................................................ 46 Organizing Messages using the ‘Ways to Organize’ pane ................................................................. 47 Sorting your messages............................................................................................................................. 48 Working with Attachments ....................................................................................................................... 48 Previewing and Printing a message ....................................................................................................... 49 Deleting and Retrieving messages......................................................................................................... 50 Setting up Spam Filtering......................................................................................................................... 50 MANAGING MAIL FOLDERS IN OUTLOOK 2003 ..................................................................................... 51 OBJECTIVES ..................................................................................................................................................... 51 MESSAGE MANAGEMENT ................................................................................................................................. 51 Sorting Messages ..................................................................................................................................... 51 Moving Messages between Folders....................................................................................................... 52 Searching for Messages .......................................................................................................................... 52 Using Search Folders ............................................................................................................................... 53 FOLDER MANAGEMENT .................................................................................................................................... 53 Creating a New Folder.............................................................................................................................. 53 Moving Folders .......................................................................................................................................... 54 Deleting a Folder ....................................................................................................................................... 55 CONTACTS ........................................................................................................................................................ 56 OBJECTIVES ..................................................................................................................................................... 56 THE CONTACTS FOLDER.................................................................................................................................. 56 Using the Contact List .............................................................................................................................. 57 Adding a Contact....................................................................................................................................... 57 Finding a Contact ...................................................................................................................................... 58 Editing a Contact ....................................................................................................................................... 58 4  2007 IT Services Division, The University of Manchester

PAGE 5 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE Sorting Contacts ........................................................................................................................................ 58 Creating a Distribution List....................................................................................................................... 59 OUTLOOK/OCFO CALENDAR ...................................................................................................................... 60 OBJECTIVES ..................................................................................................................................................... 60 THE CALENDAR ................................................................................................................................................ 60 USING MICROSOFT OUTLOOK/OCFO CALENDAR .......................................................................................... 61 Real-Time Access to Information............................................................................................................ 61 Shared calendars ...................................................................................................................................... 61 Designate Rights ....................................................................................................................................... 61 Alerts ........................................................................................................................................................... 61 Free/Busy Look-up.................................................................................................................................... 61 Calendar Views ......................................................................................................................................... 62 USING PERMISSIONS ....................................................................................................................................... 64 Changing the default calendar permissions for all users .................................................................... 64 Giving individual users permission to access your calendar .............................................................. 64 To open and work with another user’s calendar................................................................................... 66 Customizing the Calendar........................................................................................................................ 67 APPOINTMENTS ................................................................................................................................................ 68 Using Appointments.................................................................................................................................. 68 Adding an Appointment to your Calendar.............................................................................................. 68 Inviting other Attendees............................................................................................................................ 70 Scheduling other Attendees .................................................................................................................... 70 Tracking an Appointment ......................................................................................................................... 71 Editing an Appointment ............................................................................................................................ 71 Setting Recurring Appointment ............................................................................................................... 72 Assigning a Category to an Appointment .............................................................................................. 72 Deleting an Appointment.......................................................................................................................... 72 MEETINGS ........................................................................................................................................................ 73 Scheduling a Meeting ............................................................................................................................... 73 Changing an Existing Meeting ................................................................................................................ 74 Replying to a Meeting Request ............................................................................................................... 74 Suggesting a New Meeting Time ............................................................................................................ 75 Tracking Meeting Responses.................................................................................................................. 75 Updating a Meeting................................................................................................................................... 75 Cancelling a Meeting ................................................................................................................................ 75 Planning a meeting with two or more attendees................................................................................... 76 Working with Group Schedules............................................................................................................... 78 EVENTS ............................................................................................................................................................ 80 Using Events .............................................................................................................................................. 80 Scheduling an Event................................................................................................................................. 80 TASKS................................................................................................................................................................. 81 OBJECTIVES ..................................................................................................................................................... 81 TASK MANAGEMENT ........................................................................................................................................ 81 Viewing the Tasks Folder......................................................................................................................... 81 Adding a Task ............................................................................................................................................ 81 Update a Task ........................................................................................................................................... 84 Editing a Task ............................................................................................................................................ 84 Sorting Tasks ............................................................................................................................................. 84 NOTES ................................................................................................................................................................ 85 OBJECTIVES ..................................................................................................................................................... 85 NOTES DEVELOPMENT..................................................................................................................................... 85 Using Notes................................................................................................................................................ 85 Creating a Note ......................................................................................................................................... 85 Moving a Note............................................................................................................................................ 86 Assigning Contacts to a Note .................................................................................................................. 87 Resizing a Note ......................................................................................................................................... 88 Assigning Categories to a Note............................................................................................................... 88 5  2007 IT Services Division, The University of Manchester


Introduction This is a comprehensive User Guide to using Microsoft Outlook 2003 with the Oracle Connector for Outlook “add-in” (Version 10.1.2.0.3 or later). This is the standard configuration of Outlook for staff wishing to access the University of Manchester Staff Email and Calendar Service, which provides enhanced email and calendar functions to the basic Outlook installation. This User Guide assumes that you already have an account on the University Staff Email and Calendar Service, and that you are using Microsoft Outlook 2003 with the Oracle Connector for Outlook “add in” installed on your computer. A useful ‘mini’ User Guide is also available on the IT Services website at: http://www.itservices.manchester.ac.uk/staffemail/support/userguides/ More detailed information about email and calendaring services available at the University of Manchester can be found at: http://www.manchester.ac.uk/itservices/staffemail

What is the University Staff Email and Calendar Service? Most staff on campus have their email and calendar accounts on the University Staff Email and Calendar Service (if your School provides its own email and/or calendar service, you will need to refer to your local documentation and support). The University Staff Email and Calendar Service is the new system for managing computer-based electronic communication across the University of Manchester campus and beyond. An advantage of this service is that your e-mail messages, folders, and calendar are stored centrally on the mail and calendar servers and are therefore available to you acrosscampus, or off-campus via the internet. For staff using the central Staff Email and Calendar Service, there are two supported methods for accessing email and calendar, and these can be used interchangeably: •

Outlook 2003 with the Oracle Connector for Outlook “add-in” - this gives you full access to the University Staff Email and Calendar Service via Microsoft Outlook on your computer.

•

University of Manchester Webmail - gives web browser access to staff email and calendar Note – there are separate user guide for Webmail and web-based calendar access

For more information about setting up Outlook and other email programmes, see the IT Services website www.manchester.ac.uk/itservices/staffemail



What is Outlook/OCFO? As mentioned above, Microsoft Outlook 2003 can be used to access the Staff Email and Calendar Services, but a special “add in” piece of software called Oracle Connector for Outlook (OCFO) also needs to be installed. The Oracle Connector acts as a link between Outlook and the email and calendar servers to give you the real-time collaborative features. With Outlook/OCFO: • • • • • • • •

You can access both your university e-mail account and additional e-mail accounts. You can share your email folders with colleagues (subject to certain restrictions). See www.itservices.manchester.ac.uk/staffemail for more information about sharing mail folders) You can track your appointments, meetings and tasks on your personal Calendar. You can easily set up meetings with colleagues You can be given permission to view and edit a colleagues Calendar. You can store information such as phone numbers and e-mail addresses in your own personal Contacts list. You can access the University of Manchester Global Address List (which contains all staff with accounts on the Staff Email and Calendar Service) and the University of Manchester e-directory (all staff at the university). You can use electronic Notes to write reminders to yourself and Tasks to record your ‘to-do’ lists.

Please note that with the exception of several additional/customized features and settings; Outlook/OCFO looks and performs very much like a standard version of Outlook 2003. Much of this User Guide will therefore be very familiar to existing Outlook users. The most substantial differences are in the calendaring functionality, which is covered in the second part of this User Guide.



Getting Started Objectives This section will show you how to: • • • • • • • •

Open Outlook 2003 Customize the Outlook Window Customize Outlook Toolbars Work with Outlook Today Customize Folder Views Use the Navigation pane Use Mail View Use the Reading pane and AutoPreview

Starting Outlook 2003 There are several ways to open Outlook, choose the way that best suits your needs. •

Left-click on the Start button on the taskbar in the lower, left corner of your screen. Outlook should appear as your default e-mail client near the top of the left hand column of the pop-up menu, just click on the icon to open Outlook. If it isn’t, then point to All Programs > Microsoft Office and then left-click on Microsoft Office Outlook 2003.

•

You can also create a shortcut to start Outlook from your desktop. Just right-click on Microsoft Outlook 2003 in the All Programs menu, point to Send To on the menu and click on Desktop to create a shortcut on your desktop. You can then quickly open Outlook by clicking on the new shortcut icon on your desktop.



•

If you would like to remove the shortcut icon from your desktop, it can easily be deleted by right clicking on it and selecting Delete – or you could click and drag it into the Quick Start area of the taskbar.

The Outlook 2003 Desktop The default layout of Outlook 2003 has changed significantly from previous versions. The Outlook Bar has been replaced by the Navigation Pane and the Preview Pane has been replaced by the Reading Pane.

Navigation Pane

Folder Pane

Reading Pane

Navigation pane The Navigation pane runs down the left hand margin of the Outlook window and is the central area for moving around within Outlook. The Navigation pane is divided into 2


PAGE 10 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE sections with the Folder list located in the upper portion and the Outlook view bars in the lower portion. •

Folder list The Folder list displays the contents of your Personal folders. Default folders in Outlook include your e-mail Inbox, Calendar, Contacts, Tasks, Notes, Journal, Sent Items and so on. You can easily add extra folders to this list, which is especially useful when organizing your e-mail.

•

Outlook view bars These view bars provide a shortcut to open up any of the popular folders available on the list.

Folder pane This area of the Outlook Window displays the contents of the folder you have selected. In Mail view you can display your e-mail inbox and control how the contents are displayed by date, importance, and sender and so on.

Reading pane The Reading pane gives you a large area of the desktop in which to automatically display and read your e-mail, so you no longer need to open your messages in a separate window. You can easily change the orientation of the Folder and Reading panes to suite your own preference. You can also turn off the Reading pane if you do not wish e-mails to be automatically displayed.

Outlook Toolbars Please take a few moments to familiarize yourself with some of the toolbars available in the Outlook Window.

Title bar The title bar runs along the top of the Outlook Window and displays the Outlook icon, the name of the current folder (in this case the Inbox folder) followed by the name of the Outlook program. In the top right hand corner of the Title bar are the 3 control buttons that enable you to minimize, resize and close the Outlook Window.

Menu bar

The menu bar provides the lists of commands that you need to complete operations within Outlook. By clicking on each menu title, Outlook will reveal a drop-down menu of operations that you can use to accomplish the required task. 10  2007 IT Services Division, The University of Manchester


Standard toolbar

The Standard toolbar provides shortcut buttons that enable you to quickly execute some of the commands hidden in the Menu bar. The buttons on this toolbar change depending on the current view, in the example above we are in Mail view. You can easily customize any toolbar by removing buttons you don’t use and adding buttons that you do. There are other toolbars available for Advanced and Web options, but these are not activated in the default view. You can also create your own personalized toolbar. To create\access these toolbars, click on Tools > Customize and in the Customize dialog box click on the Toolbars tab and select the toolbar you require or click on the New button to create.

Advanced and Web toolbars

You can also access the Advanced and Web toolbars from the main menu, simply click View > Toolbars > Advanced. It should be noted that the advanced toolbar also changes depending on which view you have selected in the Navigation Pane.

Using the Navigation Pane The Navigation Pane is new to Outlook 2003. It replaces the Outlook Bar. The Navigation pane is designed to display more of what you need to see in a simple and straightforward layout. The Navigation pane area gives you access to your Mail, Calendar, Contacts, Tasks, Notes, Folder List, Shortcuts and Journal options. When you click on one of these view bars in the Navigation pane, the entire Outlook window transforms to provide you with a clear and uncluttered view of the selected folder. You can customize the look of the Navigation pane so it better suites the way you work. To turn the Navigation pane on/off: • •

From the main menu, choose View > Navigation Pane, or Press the Alt + F1 key combination:



• •

The Navigation Pane gives you direct access to your Mail, Contacts and Calendar folders. To customize the Navigation Pane, right-click on any of the view bars:

•

Selecting Navigation Pane Options opens the Navigation Pane Options dialog box:

•

Here you can choose which buttons to show in the pane, as well as the order in which they are shown.

Getting Help and Using the Office Assistant At some point you are bound to have a question that won’t be answered in this document. Microsoft Office Outlook Help should provide you with all the answers you need. •

From the main menu, choose Help > Microsoft Office Outlook Help or simply press the F1 key:

•

You can type in a search query in the Assistance area or search an extensive catalogue of Outlook Help topics using the table of contents:



•

You also have the option of searching online at Microsoft Office Online or activating the Office Assistant program:

Customizing Outlook Customizing Outlook Today A useful way to start the day is to have Outlook open automatically in Outlook Today, which opens with a preview of your meetings, appointments, reminders and a list of all new e-mail messages awaiting you. Outlook Today will display your Calendar, Tasks and Inbox so you can see at a glance what the day has in store for you!


PAGE 14 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE You can easily customize the layout of Outlook Today by specifying which folders you want to display, the number of days displayed in your calendar and the number of tasks. The default layout for Outlook Today is a three-column design with one column for each of the Calendar, Tasks and Messages folders. You can also select a two-column layout which displays more of your calendar and positions your Tasks and Messages vertically on the left side of the page. If you like the two-column layout you can choose to apply one of the preset backgrounds of Summer or Winter. • •

•

To open the Outlook Today page, click on the Shortcuts icon in the Navigation pane and then click on Outlook Today link, or Click on your Oracle Personal Folder in the All Mail Folders section of the Navigation pane.

•

The default setting of the Outlook Today panel will show the Calendar, Tasks, and current Messages. To customise the panel, select the Customize Outlook Today button:

•

This will open the Customize Outlook Today folder:

•

Start-up - If unchecked, this will have Outlook start with the Folder pane showing. If checked, the Outlook Today folder will show. Calendar - The default setting shows 5 days of calendar items, but this can be modified. Tasks - All tasks are shown by default, but you can select only today’s tasks. Styles - The default style setting is Standard, which is the three column format. There is also Standard (two columns), Standard (one column), Summer and Winter.

• • •


PAGE 15 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE •

Messages – As well as your Inbox, you can choose which of your mail folders you want to have displayed here. Clicking on the Choose Folders button will open the Select Folder dialog box, where multiple folders can be selected to show up in the Outlook Today Messages area:

•

When you have made your changes, select the Save Changes button at the top of the panel, or click Cancel to undo any changes.

Customizing the Menu bar A menu is a list of related commands or options that are accessible as drop-down lists when you click on one of the menu group titles in the Menu bar, which is located along the top of the window. By default, Outlook personalizes your menus, so that when you first open a menu, the commands you used most recently appear first. Not all the available commands will be displayed at once, some may be greyed out (not currently available), others may have side arrows leading to further options or be followed by ellipses (…) which when clicked on open up a dialog box where you can choose various options and provide information for completing the command.

Other (less used options) will not be displayed immediately. To access these you can either wait a few seconds for the menu to automatically expand, or you can click on the chevron at the bottom of the menu to force it to expand. This personalized option can be switched off (see below). •

From the main menu, choose Tools > Customize to open the Customize dialog box. Select the Options tab:



• • • •

Show Standard and Formatting toolbars on two rows - Gives the Standard and Formatting toolbars a row each, rather than merging them onto a single row. Always show full menus - When selected, Outlook 2003’s adaptive menu option is turned off, so all menu items are now displayed. Reset my usage menu and toolbar usage data - Clicking this button resets all default menus and toolbars. Large Icons - Displays large icons within toolbars and menus.

Customizing Toolbars Each toolbar contains a collection of buttons that you can click to select frequently used menu commands. By default, toolbars are personalized as you work, showing only the buttons you use most often, however additional buttons are available by clicking on the add/remove option in the Toolbar Options menu at the end of the toolbar. Toolbar buttons, like keyboard shortcuts, are faster than menu commands. To find out the name and function of a toolbar button, position your mouse pointer over the button on the toolbar, the name of the button (or Screen Tip) will be displayed along with the keyboard shortcut for the action. Most programs open with a Standard Toolbar, though many others can be added, including personalized toolbars that you can create for your own specific requirements. Toolbars can be ‘docked’ to a specific area of the window or ‘floating’ and be moved around the window to a suitable position. •

From the main menu, choose Tools > Customize to open the Customize dialog box. Select the Toolbars tab:

•

Click the New button to open the New Toolbar dialog box:


PAGE 17 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE • •

Enter a new name for the toolbar, and click OK. The new toolbar will now be listed in the Customize dialog box's Toolbars list, and a prototype toolbar will have been created beside the dialog box:

•

Select the Commands tab in the Customize dialog box:

• •

Select a category from the Categories list on the left for the first tool in the new toolbar. Select a command, menu, or list from the Commands list on the right, and drag it onto the prototype toolbar:

•

The icon will appear on the new toolbar. Repeat the above step as many times as required for the desired tools to be on the new toolbar. The width of the toolbar will increase with each addition. Once done, click Close to close the Customize dialog box. Click and drag the new toolbar the position of your choosing.

• •

Creating Custom Views You can customize the appearance of any of the Navigation pane folders, so that they are displayed in the Folder pane in the way that best suites your requirements. • •

Open the Navigation pane folder that you wish to customize. In this example we shall be working with the Mail folder From the main menu, choose View > Arrange By > Current View > you can then choose either to Customize Current View - to modify existing settings - or Define Views – to create an entirely new view:



To define a new view, click on Define Views to open the Custom View Organizer dialog box:

•

Click the New button to open the Create a New View dialog box:

•

Enter a name for the new view in the Name of new view field:

•

Select the type of view to create from the Type of view list, click OK and apply any further customizations in the Custom View dialog box:

•

Click on the Apply View to finish.



To modify a view, select Customize Current View and the Customize View dialog box will open:

Various settings can be modified in the Customize View dialog box: •

Fields - Allows you to select fields that are displayed in the customised view.

•

Group By - Allows you to group items in any order.

•

Sort - If available, allows you to sort items.

•

Filter - Allows you to select certain items to be filtered by conditions in order to be seen within the view.



Other Settings - Sets fonts and any other available settings.

•

Automatic Formatting - If available, allows you to automatically set defined fonts for specific messages.

•

Format Columns - Allows you to format the columns.

Adding Holidays and Additional Time Zones • • •

Click on the Calendar bar in the Navigation Pane. From the main menu, choose Tools > Options to open the Options dialog box. Select the Preferences tab, and in the Calendar section, click the Calendar Options button to open the Calendar Options dialog box:

•

In the Calendar options area, click on the Add Holidays button to add UK holidays:



In the Advanced options area, click the Time Zone button to open the Time Zone dialog box:

•

Select the Show an additional time zone check box to have a second time zone appear beside the main time zone in the Calendar pane:

Exploring Outlook Using the Navigation Pane When using Outlook you work with individual windows called Views. The main Views in Outlook are Mail, Calendar, Tasks, Contacts, Notes and Shortcuts, which can be selected from the Outlook view bars in the Navigation pane. Within theses views, Outlook stores related items in Folders. For example, all incoming email is directed to your ‘Inbox’ folder for you to read and process. Many folders (such as Deleted Items) are created in Outlook by default and these can be viewed in the Folder List panel in the Navigation pane. You can add to the Personal Folders file structure by creating your own folders, into which you can transfer, sort and store both your incoming emails and copies of your outgoing e-mails. To open the Navigation pane go to View and select Navigation pane.



Opening Mail View and your Inbox •

Click on the Mail bar on the Navigation Pane and your Mail folders (with your Inbox by default) will be displayed in the Folder pane and the Reading pane (if this is switched on).

•

The Mail view panel is divided into two sections; Favourite Folders at the top and All Mail Folders below. The All Mail Folders contains all your mail folders and sub-folders from all your e-mail accounts. This tree structure can be expanded or collapsed by clicking on the plus and minus symbols. Click on the Personal (Oracle) Folders to expand and display your University of Manchester mail folders. You can create and add new folders to this section. Folders which are used most frequently can be added to the Favourite Folders section above, or this section can be deleted by removing all the folders from it.

Customizing the Reading Pane The Reading Pane provides a quick way to automatically review a single message at a time without having to actually open it. There are obvious security implications to having your messages opening automatically, but you have options to either reposition, or switch off the Reading Pane option. 22  2007 IT Services Division, The University of Manchester


Click on the View option on the Menu bar and move down to the Reading Pane options. You have three options; to have the Reading Pane open to the right of the Folder Pane, or open along the bottom of the Folder Pane, or to switch the Reading Pane off.

Using the Calendar View •

By clicking on the Calendar bar, the current month is displayed as well as buttons to access all available calendars and open a shared calendar:

Using the Contacts View •

By clicking on the Contacts bar, you have a number of different options available to you. You can select the group of contacts you wish to see, the View you would like to see them in, as well as options to Open Shared Contacts and Customize Current View:



Using the Tasks View •

By clicking on the Tasks bar, you can select which view you would like to see them in, as well as options to Open shared tasks and Customize Current View:

Using the Notes View •

By clicking on the Notes button at the bottom of the Navigation Pane, you can select the view you wish to see your notes in as well as choose to Open Shared Notes and Customize Current View:

Using the Folder List View •

By clicking on the Folder List button, all the folders available in Outlook are displayed as well as options for Folder Sizes and Data File Management:



Using the Shortcuts View •

By clicking on the Shortcuts button, all your shortcuts are displayed as well as options for Add New Group and Add New Shortcut:



The Toolbars Objectives This section will show you how to: • Use the Standard Toolbar • Use the Advanced Toolbar

The Standard Toolbar

The Standard and Advanced toolbars should be available automatically by default; however, if they are not visible, you can easily access them by clicking on View from the main menu and clicking Toolbars.

Using the New button

There are two ways that the New button can function •

Simply click on the button to create a new e-mail message:

•

Click on the arrow beside the button to open a drop-down menu:



From this menu, new items can be created in the following folders: Messages, Folders, Search Folders, Navigation Pane Shortcut, Appointments, Meeting Requests, Contacts, Distribution Lists, Tasks, Task Requests, Journal Entries, Notes, Fax and Forms.

Using the Print button •

The Print button allows you to print messages, attachments, calendars and tasks – anything that is displayed in the main viewing area:

Using the Move to Folder button •

The Move to Folder button allows you to instantly move a selected message between various folders:

Using the Delete button •

The Delete button easily removes any selected item from a message or task to a calendar item:

Using the Reply button •

The Reply button allows you to instantly create a reply to the message you currently have selected:

Using the Reply to All button •

The Reply to All button allows you to instantly create a reply message to all recipients addressed in the original message:



Using the Forward button •

The Forward button allows you to instantly forward the message you have currently selected to another recipient:

Using the Send and Receive button •

The Send/Receive button allows you to manually send any queued mail to, and collect any new mail from, your mail server:

•

By default Outlook will automatically send/receive mail at start-up, but you can prevent this by clicking on Tools on the Menu bar and selecting Options. From the Options box, click on the Mail Setup tab and un-check the Send/Receive box:

•

You can also choose to have Outlook automatically Send/Receive at a preset interval by clicking on the Send/Receive button and entering the time interval required:



Using the Find button •

The Find button allows you to search for a message by contact name, content, or from any folder where messages may be stored:

Using the Address Book button •

The Address Book button opens the Address book so you can search for and select a contact name, much more about this in the Contacts section:

Using the Help button •

The Help button instantly opens the Microsoft Outlook Help pane:

Anti Virus Buttons •

Some Virus Scanning software (in this instance McAfee VirusScan) may add icons to the standard toolbar. You can use these buttons to configure your Anti-Virus software.



The Advanced Toolbar

Using the Advanced Toolbar •

The Advanced Toolbar holds more icon shortcuts to activate commands located in the main menu of Outlook.

Using the Outlook Today button •

The Outlook Today button allows you to quickly open the Outlook Today pane in the main viewing area:

Using the Back button •

The Back arrow button allows you to move back from the current view in the viewing area to the preceding view:

Using the Forward button •

The Forward arrow button is active when using an Internet application through Outlook, allowing you to move forward to pages already viewed:

Using the Up One Level button •

The Up One Level button allows you to move up through the list of folders, even if the Folder List bar is not open:



Using the Reading Pane button •

The Reading Pane button allows you to quickly open or close the Reading Pane:

Using the Print Preview button •

The Print Preview button allows you to open the Print Preview dialog box and view the selected item in the Information view that is to be printed:

Using the Undo button •

The Undo button allows you to undo message deletions, without having to go into the Deleted Items folder, finding the item, and dragging it out:

Using the Rules and Alerts button • •

The Rules and Alerts button replaced the Rules Wizard button in earlier versions of Outlook. We will go into greater detail about these settings in the e-mail section. The Rules and Alerts button allows you to quickly open the Rules and Alerts dialog box:



Using the Current View field •

The Current View field allows you to sort how items are viewed. Here are the view options in Task view:

•

If in a message folder, you can define how the messages should appear: by date, sender name, and more. For example, if you are in the Contacts view, contacts can be sorted by name, phone number, and more:

•

•

With the Message Information view:

•

With the Calendar Information view:

Using the Group By Box button •

The Group By Box button allows you to group emails by sender name, by subject heading, date received, and more:



Click on the Group By Box button in the Advanced toolbar. A grey editing space will appear above the message information headers in the Folder Pane view. Double click in the editing area to open the Group By dialog box:



Basic E-Mail Using Outlook 2003 Objectives When you have completed this section you will know: • • • • • • • • • • •

How to create an e-mail message How to address and format your e-mail messages How to send an e-mail message How to send attachments with e-mail messages How to create a signature for your e-mail messages How to set delivery options How to receive and read an e-mail message How to reply to and forward e-mail messages How to manage your e-mail messages How to customize your mail folders How to delete e-mail messages

Working with E-Mail The primary function of Outlook 2003 is to act as your e-mail client, enabling you to send, receive and manage your e-mail messages. One major change to Outlook 2003 is the integration of Microsoft Word 2003 as the default e-mail editor. This means that almost all the text enhancement features that you can use in Word 2003 to format your documents are now available in Outlook - providing you have Word installed on your computer. If you are familiar with Word, you will recognise that the same options and tools are now available when you create your e-mail messages in Outlook. If you do not have Word installed on your computer, you will be able to use the basic text editor provided by Outlook. This editor does not provide the Spelling and Grammar checker or the advanced formatting capabilities that Word has. This integration also allows you to send documents created in other Microsoft Office applications in e-mails. You can send Word or Excel files embedded in the e-mail message or as attachments. PowerPoint and Access files can currently only be sent as attachments. In most cases, sending the file as an attachment is preferable as it makes it easier for the recipient to manipulate the file after they receive it.

Creating and Sending E-Mail This section describes how to create and send a new e-mail message using Microsoft Outlook 2003.



Creating a Message •

You can create general messages with attachments in Outlook, and from within other Microsoft Office programs such as Word. Using Word to send a message allows you to use the advanced formatting capabilities of Word, (like justification and borders) that are not available through Outlook. Sending email messages directly from Word is possible and can be very convenient.

To create a new mail message using Outlook 1. Click on the NEW Mail Message button from the Standard Toolbar

2. Or click the arrow next to the NEW button and select the Mail Message command from the drop down menu 3. Simply pressing Ctrl+N will also work 4. When you create a NEW e-mail the UNTITLED – MESSAGE window opens with all the tools you will need to communicate electronically. This window can be divided into three areas • • •

The Menu and Toolbars along the top The Address, Carbon copy and Subject fields for you to complete The ‘body’ of the e-mail message, which is the large area of blank (white) space underneath the Subject field. This is where you enter the message text.

Addressing your e-mail message You will need to enter an e-mail address to identify who will receive the message or a copy of the message. You can enter the address manually by typing it in to the To or Cc box, or you can select an e-mail address from your Address Book. A major time saving feature of e-mail is that you can send a single message to many recipients in a single action. If you want to enter multiple addresses for your message then make sure that each address is separated by a semicolon (;). You can either type in the semicolon or simply press the Enter key after each recipients address. Addressing a new e-mail correctly also involves indicating the purpose of the message by entering some text into the Subject field. Try to indicate the intent of the message as briefly and clearly as possible.



5. Completing the Address and Subject Fields ⇒ Type the following e-mail address into the To field [email protected] ⇒ Additional addresses can go into the Cc… field ⇒ Type Test as a brief explanation of the e-mails’ content into the Subject field

Using AutoComplete Addressing 6. If you begin to enter the e-mail address of a recipient to whom you have previously sent a message, Outlook will recognise the address and save you time by completing it for you automatically using AutoComplete Addressing • • •

Begin typing the letters of your recipients e-mail address AutoComplete will suggest possible matches. Names used most frequently appear higher in the list Click on the correct name you want to enter

Using Select Names to address an e-mail message 7. You can select pre-existing e-mail addresses from either your Address Book or your Contacts list • •

• •

In the New Message window, click on the To button and the Select Names window opens Click on the name of the required recipient. To select multiple recipients, press and hold Shift (for adjacent names) or Ctrl (for non-adjacent names) Click the To button (or the Cc or Bcc buttons) Click OK to complete 36  2007 IT Services Division, The University of Manchester


Writing and Correcting Message Text With Word as your e-mail editor you can enter your message text in the same way as you would a Word document and make use of the extra editing features in Word such as AutoCorrect and the Spelling and Grammar checkers which work automatically as you type in text. You can use Click and Type to position the Insertion point anywhere in the message area and you can cut copy and paste text as required within the document or from other documents. Any spelling or grammatical mistake not automatically corrected will be marked with either red (spelling) or green (grammar) underlining. 8. Type some text into the message body of the e-mail • Click anywhere in the box to place an insertion point • Type in your text, making a few deliberate spelling and grammatical mistakes • Right-click on any word that appears with either red or green underlining to display a list of suggested corrections • Select corrections as appropriate

Formatting Message Text Outlook 2003 has three transmission formats for sending e-mail messages. By default Outlook sends all new e-mail messages you create in the HTML format. You can easily change the default and you also have the choice to select a different transmission format for each individual message. •

HTML – The Hypertext Markup Language format enables you to create highly formatted pages containing pictures, animated graphics, horizontal lines or multimedia files. It is important to remember that not all e-mail programs can read HTML formatted messages. If the recipient of your e-mail cannot read all the additional formatted information, the message may appear difficult to read at best or totally incomprehensible at worst.

•

Rich Text – Please note this is not supported when using Outlook with OCFO. Outlook Rich Text is the standard Microsoft Exchange format and is appropriate to use where Outlook is used as a client for Exchange. It enables you to set font, font size, font colours and format paragraphs. Pictures can also be embedded in the text. Do not use this format to send messages that contain attachments to users who do not use Outlook/Exchange or Windows Messaging to receive e-mail. Instead of receiving the attachment you sent, these recipients will see attachments called Winmail.dat that cannot be read without third party software.

•

Plain Text – This is the most reliable format to send your messages, you can easily attach files and Outlook items to Plain Text messages and it is accessible and readable by all other email applications. A major advantage of using Plain Text formatting is that it results in much smaller file sizes, resulting in faster and more 37  2007 IT Services Division, The University of Manchester

PAGE 38 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE easily downloadable e-mail. Despite its limitations, this format is your best choice for Internet e-mail unless you really do need the formatting capabilities of HTML. When you reply to a message, Outlook automatically uses the same message format as was used in the message you received. Similarly, if you want to annotate a message you’ve received and then forward the message, Outlook uses the same format as the message you received.

Setting the Mail Format 9. To change the default settings: •

Click the Tools option on the Menu bar

•

Click the Options menu item from the drop down list

•

The Options dialog box will open

10. In the Options dialog box •

Click on the Mail Format tab

•

Click on the arrow to choose a default message format from the drom down list.

•

Select Plain Text

•

Click on Apply and then the OK button

Sending an e-mail message When you click the Send button, Outlook moves your message to the Outbox folder and connects to your e-mail server to send your message to its recipients and checks the server for any incoming mail. You can also send and check for messages at any time by clicking on the Send/Receive button on the Standard Toolbar. You can also schedule an automatic Send/Receive every few minutes through the e-mail options box under the Tools option on the Menu bar. When you have completed all the formatting changes you wish to make, send your e-mail to: 11. From the e-mail toolbar •

Click the SEND button to post your message.



Setting Message Delivery Options When you send a message, you can choose several delivery options for your e-mails. You can specify the level of importance and sensitivity of your message – these levels are set as normal by default. You can request a receipt when your e-mail has been received or read – but beware as this option only confirms that the e-mail has been opened – not that the message has been read. You may also have options to indicate that you want the message sent on a specific date or at a particular time, or that you would like replies to your message sent to another address. 12. In the message window, click on the Options button on the e-mail toolbar • • •

Specify the level of Importance and the level of Sensitivity Specify if you require a Delivery or a Read receipt for your message Select the check boxes with the delivery options you require.

Sending Attachments with your e-mails

Attachments and viruses – a warning You can attach almost any kind of file to an Outlook message, which is very convenient as it enables you to send original documents to multiple recipients; however, it is also one of the most popular and effective ways of spreading malicious viruses across the Internet. Make sure that your anti-virus software is both up to date and configured to scan all incoming messages for viruses. When you send attachments, Outlook automatically protects you from unknowingly spreading viruses. If you try to attach a file that contains virus-like content, Outlook will warn you that you are trying to send a potentially unsafe attachment – only click the yes button if you are absolutely sure that the attachment you are sending is virus-free.

Attaching a file to a message An attachment can be an Office file (such as a Word document or an Excel spreadsheet), an image or an Outlook item, such as a contact, task or note. When you attach a file it appears as an icon in the Attachment box that resides in the message window just below the Subject box. This box will display details about the attachment with an icon representing the


PAGE 40 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE type of file to be sent, the name of the file and the file size of the attachment. You can add further attachments to your message, but you should limit the number and size of the attachments as it will affect the time it takes to send and receive the message. If the attached file is too large your e-mail server may not be able to transfer it across the network. As soon as you add an attachment to a message, Outlook flags the e-mail with a paper clip icon to indicate that the message carries an attachment. You can open or view any files that you attach to your e-mail messages – either before or after you send them – by double-clicking the file in the attachment box. Message recipients can open and view the attachment in the same way. There are two ways of attaching a file to your new e-mail message: • •

Using the paper clip (insert file) icon on the e-mail toolbar Using the Insert – File option on the Menu bar

13. Simply click on the paper clip icon on the e-mail toolbar

14. From the Menu bar, click on Insert and then click on File Both of these options will open up the Insert File dialog box

15. With the Insert File dialog box open, you can now navigate to the location of the file you wish to send as an attachment. •

Use the Look In box to navigate to the required file

•

Once located, highlight the file

•

Then simply click on the Insert button



16. The file name and details of the attachment now appear in the Attach field

17. Simply double click on the file if you would like to open and view the attachment before sending

Creating a Signature for your e-mail messages

Using Signatures If you want to have the same information - such as your name and contact details - appear at the end of each of your e-mail messages, you can automate this task by creating a Signature. For business use, your Signature may contain your name, job title and contact details. If you are using HTML formatting then your Signature can contain both text and images and you will be able to customize your signature with a variety of formatting styles. You can even include an image of your handwritten signature, add a logo image and insert hyperlinks to a web page.

Creating Multiple Signatures You can create as many signatures as you want, and you can create them using either Outlook or Word as your editor. If you create your signature using Outlook, you can choose which file format to create your signature in: use Plain Text for a standard signature, or HTML /Rich Text for more complex signatures that need extra formatting or include images. Once created, you can easily switch from one signature to another and you can modify your signatures at any time. If you have multiple e-mail accounts, you can have different signatures for each account. 18. To create a Signature, click on Tools on the Menu bar then, from the drop down list, click on Options to open the Options dialog box • •

In the Options dialog box click on the Mail Format tab and then click on the Signatures button This will open the Create Signature dialog box



19. The Create Signature dialog box will display any pre-existing signatures, with options to Edit or Remove these signatures To create a new signature, simply click on the New button to open the Create New Signature dialog box

20. In the Create New Signature dialog box •

Enter a descriptive name for the new signature

•

Select the Start with a blank signature radio button

•

Click on the Next button to open the Edit Signature box

21. In the Edit Signature box •

Type in the information you wish to be part of the signature into the text box

•

When the signature is complete click on the OK button

22. To apply a specific signature to a message being created. •

Click on the Insert menu

•

Select Signature

•

Click on the name signature you created.

of

the



Receiving and Reading e-mail messages

Receiving Messages Messages that are sent to you are stored on your e-mail server until Outlook retrieves them for you. By default Outlook retrieves your e-mail at regular intervals, but you may also collect your mail in between the scheduled retrieval times by clicking on the Send/Receive button on the Standard toolbar. When a message is retrieved, its message header appears in your Outlook Inbox. By default, all messages are listed in date of arrival order, so the newest message is at the top of the list. Outlook will also place all you messages in logical groupings. By default, messages are listed in subsets according to when they were received, such as Today, Yesterday, Last Week and so on.

Customizing your Inbox You can customize your Inbox and other mail folders to enable you to look at your messages in a variety of ways, or views. By default, the messages in your Inbox are listed by the date you received them, with the most recent appearing at the top of the list. You can easily change and control what and how much information you see in your mail folders by customising the view in Outlook so that your messages always appear in an order or format that works best for you. 23. To customize the View of your mail folders: • In Mail view, display the folder you want to customize •

From the Menu bar, click on View and from the drop down menu point to Arrange By and then Current View and from this menu click on Customize Current View

•

This will open the Customize View option box, from which you can choose from a variety of customization settings

Reading Messages To read the message, simply click on the message header to display the contents of the message in the Reading pane. If you have the Reading pane switched off, you will need to double-click on the message header and Outlook will then open the message in its own window.



24. Reading your e-mail messages •

New messages go directly into your Inbox folder

•

If your Inbox contents are not displayed automatically, jut click on the Inbox folder in the Mail section of the Navigation pane

•

This will display a sorted list of all the mail in your Inbox

•

If you do not have the Reading pane activated, you will need to double-click on a message to read its contents.

25. When you double click on the message header the Message View Window will open and display the contents of the email and other important information •

Message Tool Bar

•

Message header, containing the address of the sender and date sent

•

The subject of the message

•

The message itself in the body text area

Managing Your E-mail Messages You can respond to a message in your Inbox in several ways, you could reply to it or you could forward it on to another recipient. You might want to save and mark the message to remind you to come back to it at a later date, or you might file it away in a folder for safe keeping. You might want to print out the message, or you might want to delete it if it is of no further use to you. You might even accidentally delete it and find you need to restore the original message. All of these actions can be done easily within Outlook 2003. When you open your e-mail messages, this is also a good time to add the senders e-mail address to your Contact list. Simply right-click on the senders e-mail address, click on Add to Contacts on the shortcut menu and the Contact window will open, enter any additional information and then click on the Save and Close button.



Replying to a message After you have read the message, you might want to reply to the sender, or forward it on to someone else. The Message Window enables you to answer, or forward on, the message immediately you have read it. Replying to a message sends a copy of the original message, and any additional text you may have added, back to the sender and any other original recipients. You can choose to reply to only the sender (Reply) or to reply to all the recipients of the message (Reply to All). When you click on either of these buttons, Outlook will open up a Reply Message Window with the senders address already entered in the To box and RE inserted into the subject box ahead of the original subject description. The original message will be inserted in the message text area with a header with details of the original e-mail, above which space is for you to type any new message text. If the original message was accompanied by an attachment, Outlook will not resend the attachment with the reply message, sending instead a list of the once attached file names. The next time you open a message to which you’ve replied, there is a reminder at the top of the message window telling you the date and time you sent the reply. Also note that a purple arrow next to a message in the Inbox denotes that the message has been replied to.

Forwarding a message Forwarding a message sends the message to someone who was not on the original recipient list. When you forward a message the subject is automatically entered, with FW: added to indicate that this is a forwarded message. You can also type additional text at the start of the forwarded message before sending it. To forward a message, just click on the Forward button. Unlike the reply option, Outlook will include a copy of any attachments received with the original message. 26. Reply, Reply to All and Forward •

Click the Reply button if you are replying to the original message and you want the reply to go to the one person who originally sent the message

•

Click the Reply to All button if you want to send a response to all the original recipients

•

Click the Forward button to pass the original message on to another address

Flagging messages As you check the list of new messages that you have received, you might find some messages that require your further attention or have continued significance after you have 45  2007 IT Services Division, The University of Manchester

PAGE 46 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE read them. To make sure that you don’t overlook such an important message, you can click on the flag icon next to the message and mark it with a Quick Flag. The Quick Flag icon will help jog your memory so you can find and respond promptly to the message by looking in the For Follow Up folder, here you will find an up-to-date list of all the messages marked with Quick Flags. There are six different coloured Quick Flags and you can determine what each colour represents. You can then prioritize and sort your messages by flag colour. You can easily remove messages from the For Follow Up Folder. When you no longer need to follow up on a message, simply click on the Quick Flag icon on the message. 27. Click on the Quick Flag icon located on the right hand side of the message header and the Quick Flag icon will change to the default colour and a copy of the message moves to the For Follow Up folder . 28. To change the Flag type, right-click on the Quick Flag icon and then click on a flag option 29. To sort messages by Flag colour, click on the View menu, select Arrange By and then click Flag

Saving and Managing Messages You could keep your e-mail messages in your Inbox, but pretty soon you would have so many messages that it would become difficult to manage and find messages. It is a far better idea to create some new folders where you can file and store related messages. Outlook already creates a number of folders for you by default, so as well as the Inbox, you also have a Deleted Items folder (where deleted messages are stored temporarily), a Drafts folder (where unfinished messages you are working on are stored) and a Sent Items folder (where copies of all the messages you have sent out are stored). It is very easy to add your own folders to this list and then move individual messages from your Inbox into the relevant folder.

30. Sorting and Managing Mail •

The Mail tab displays all the main mail folders, for example the Inbox, Sent Items or Drafts folders.

•

Click on any of these folders to view the contents.

•

Any new folder that you create will also be displayed in this pane



31. Creating a New Mail Folder • • •

Click on the File menu on the menu tool bar Select New from the drop down menu Click on the Folder… menu option which will open the Create New Folder window

32. In the Create New Folder window • • •

•

Type in the name of the new folder e.g. Old Mail Select the folders contents, usually the default, Mail and Post Items Click on the Personal Folders hierarchy where the new folder is to be placed, or accept the default, which is the Inbox folder Click on the OK button and the new folder ‘Old Mail’ now appears in the Inbox folder

Organizing Messages using the ‘Ways to Organize’ pane To help you organize your messages using folders, you can use Outlook 2003’s new ‘Ways to Organize’ pane. This new utility in your Inbox enables you to organize your messages into folders, apply rules, alerts and colour coding to your messages and sort your messages by different views. 33. From your Inbox, click on the Tools option from the Menu and from the drop down menu select Organize. The Ways to Organize Inbox pane will now open. •

Click on the Using Folders tab.to move messages between folders, create new folders and apply rules and alerts to your inbox.

•

Click on the Using Colours tab to apply colour coding to your messages

•

Click on the Using Views tab to change or customize the current view settings of your Inbox 47  2007 IT Services Division, The University of Manchester


Sorting your messages You can easily sort your messages according to a wide range of criteria, such as importance, date received and size. By default, Outlook sorts messages by date and messages can be sorted in either ascending or descending order and, if you have assigned categories to your messages, then you can sort by category. 34. To sort your messages •

Open the mail folder that contains the messages you wish to sort

•

In the Folder pane, simply click on the field heading by which you want to sort the messages

Or: •

You can have Outlook sort your messages by changing the Arrangement. To do this, click on the View menu, point to Arrange By and select from the options

Working with Attachments You will often receive messages that have files or other items attached to them. When they arrive in your Inbox mail folder, a paper clip icon beside the message subject represents the presence of an attachment. Some messages may contain multiple attachments. As noted earlier, attachments are one of the commonest ways of transmitting viruses between computers, but there are several steps you can take to protect your computer from becoming infected by rogue attachments. Make sure that you have applied the latest security patches to Outlook and that your anti-virus software is up to date and is configured to check all incoming mail automatically. If you receive a message with an attachment from someone you don’t know it is probably best to delete it without opening it. You can do this easily by right-clicking on the attachment and selecting Remove from the menu. Even an e-mail from a sender you do know is no guarantee that the attachment will not be harmful. Read the subject heading or the text of the e-mail as this should indicate the content of the attachment, mail with no body text or a vague subject can be good indicators that the message contains a malicious attachment. If you are reasonably sure of the origin and validity of the attachment, then you have a choice to either open or save the attachment in order to work with it. Remember that you will only be able to work with the attachment if the program with which the attachment was created is also installed on your own PC.



35. To open or save an attachment: •

Select the message that contains the attachment you want to work with.

•

Double click on the attached file icon

•

This will open the Opening Mail Attachment dialog box. Chose Open to display the file or Save to store the file in another folder on your computer

Previewing and Printing a message You might like to preview your message before printing or storing it. In Print Preview, you can change the page set up for the current printing style, but please note that this will not work with HTML formatted messages 36. To Preview a message •

Open the message you want to preview before printing

•

.Click on the File menu, point to Page Setup and then select the style you require

•

Click on the Print Preview button and your message will be displayed in the chosen style. Make any further changes you may require using the toolbar

•

You can print directly from the toolbar by clicking on the Print button or you can just click on Close



37. To Print the message •

Click on the File menu and click on Print

•

The Print dialog box will open and here you can select the relevant printer, number of copies and other options

•

When you have made the selections you require, just click the Print button.

.

Deleting and Retrieving messages If you no longer need a message, you can delete it to tidy up your mail folders and save space on your mail server. When you delete a message, Outlook places it in the Deleted Items folder and the message remains in this folder until you empty it. The Deleted Items folder is a safety net for you in case you accidentally delete a message or other item in Outlook. If you need to retrieve a message, simply click on the Deleted Items folder to display the contents, locate the original message or item and then click and drag the deleted message back to the original folder. Outlook will automatically empty the Deleted Items folder at the end of each Outlook session, but you can manually empty this folder at any time by right clicking on the folder and selecting Empty “Deleted Items” Folder. If you want to permanently delete an item without sending it to the Deleted Items folder simply hold down the Ctrl key and press the delete key.

Setting up Spam Filtering The University mail servers have sophisticated systems to combat Spam (junk mail). One of these systems scores each incoming message for suspected Spam and adds this information invisibly within the message – the higher the Spam score the more likely that the email is Spam. You can then set up Spam filtering to automatically filter out messages with high scores to a Spam folder. IMPORTANT NOTE For Staff Email and Calendar Service users, Spam filtering is activated and managed using University of Manchester Webmail, not through Outlook. However once activated, it is applied to all your email, regardless of whether you are using Webmail or Outlook or any other email programme. For more information and advice about setting up Spam filtering, see the Spam section at: www.manchester.ac.uk/itservices/staffemail, or the University of Manchester Webmail User Guide



Managing Mail Folders in Outlook 2003 Objectives When you have completed this section you will have seen how to: • • • • • •

Sort Messages Move Messages between Folders Search for Messages Create New Folders Move Folders Delete Folders

Message Management Sorting Messages • • • •

Messages can be sorted easily and quickly within the Folder Pane in the main viewing area. The header of the Folder Pane viewing area is the main tool for sorting messages. To sort messages by the existing fields in the header bar, simply click on Arranged By. A drop down menu will appear which lets you select how you would like to arrange your messages:

•

To sort messages in ascending or descending order, click on Oldest on top or Newest on top:

•

The selected field currently arranging the messages will be the one that the Sort Ascending and Sort Descending commands are applied to.



Moving Messages between Folders • •

To move a message from one folder to another, select the message in the Folder Pane to be moved. If the folder list is not visible, from the main menu, choose Go > Folder List OR press the Ctrl + 6 key combination to open the Folder List bar.

•

Drag the selected message from the Folder Pane over top of the necessary folder:

•

Release the mouse button.

Searching for Messages •

From the main menu, choose Tools > Find > Find OR press the Ctrl + E key combination OR click on the Find icon in the Standard toolbar to open the Find feature above the Folder Pane viewing area:

• • • •

Look for - This field allows you to type in anything from a first name to a portion of a word. It will search for any matching items and display them in the main viewing area. Search In - This field allows you to narrow the search by selecting a specific folder where the message may be located. Clear - This button will allow you to clear the fields to search on different words and in different folders. Options - The Options drop-down menu allows you to select Search All Text in Each Message, Save Search as Search Folder, as well as open the Advanced Find dialog box:



Using Search Folders •

•

Search Folders are new in Outlook 2003. They are virtual folders that contain the results of a search or query. Search Folders are not an actual physical folder, but rather, a different way to view and group information. The items themselves are not stored in the Search Folders. They are listed in the Folders List in the Navigation Pane:

•

You can choose to view different search folders by right clicking on Search Folders and selecting New Search Folder:

•

From the New Search Folder dialog box, choose from the list of predefined searches or customise a search by clicking on Create a custom Search Folder. Click on Choose to name your Search Folder and select criteria. When you select a specific search folder, all messages that fit the criteria you selected will be displayed in the Folder Pane.

•

Folder Management Creating a New Folder It is good practice to ensure that if you are going to save your important e-mails for future reference, then you should organize your Inbox so that they are easy to locate in the future. It can become very confusing and difficult to locate specific e-mails if you leave all your incoming e-mail in your Inbox. To avoid these problems, you can create new folders that will subdivide your Inbox for easier reference. The best way to do this is to collect all related email together (say from a single person or relating to a specific group or project) into a new folder that you have created specifically for this task and then give the folder a name that will easily describe what it contains for future reference (i.e. the person, group or project name).

There are three main ways to create a new folder •

From the main menu, choose File > Folder > New Folder:



OR press the Ctrl + Shift + E key combination OR right-click anywhere within the Folders List bar to open the pop-up selections menu and choose New Folder. •

Either method will open the Create New Folder dialog box:

• •

In the Name field, enter the name of the new folder. In the Folder contains drop-down menu, choose from Calendar Items, Contact Items, Journal Items, Mail and Post Items, Note Items or Task Items to select what will be stored in the new folder. In the Select where to place the folder area, select the destination of where the folder will be stored by clicking once on an icon or name. When done, click OK. The new folder will be visible from the Folders List.

• • •

Moving Folders

There are a couple of ways to move folders: • •

In the Folders List, select the folder to be moved. From the main menu, choose File > Folder > Move “”… and the name of the selected folder will appear between the quotation marks:


PAGE 55 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE OR select the folder to be moved, and right-click on top of the folder. From the pop-up menu that appears, select Move “”… and the name of the selected folder will appear between the quotation marks. •

Both methods will open the Move Folder dialog box:

• • • •

Select the folder name where you want to put the new folder. When done, click OK. The folder will now be visible in its new position in the Folders List. A very basic way to move a folder is to click on and drag a folder from one place in the Folders List to another.

Deleting a Folder

There are a number of ways to delete a folder: • •

Select the folder to be removed from the Folders List. Click on the Delete icon in the Standard toolbar OR select the folder to be removed from the Folders List.

Right-click on the selected folder and select Delete “” and the folder name will appear between the quotation marks:

OR click and drag the selected folder up and onto the Deleted Items folder.



Contacts

Objectives When you have completed this section you will be able to: • • • • •

Add a Contact Find a Contact View and Edit a Contact Organize Contacts Create a Distribution List

The Contacts Folder The Contacts folder in Outlook 2003 is your personal e-mail address book, where you can store information and details of the people you communicate with on a daily basis. In it you can store e-mail addresses, mail addresses, phone numbers and other personal and business information that you may have concerning that contact. Outlook organizes the information that you enter and lets you sort it in various ways to make it easier for you to look up specific contact details in the future. You can sort your contacts into one of 20 predefined categories or create your own categories as required. Once you’ve located the contact entry, you can quickly access the details you require to communicate with that contact. This information can also be used for issuing a meeting request, assigning a task to that contact or for mail-merging and creating mailing labels. Unlike other address books available with Outlook, the Contacts folder contains only information that you have decided to enter into it and should therefore be more relevant to your daily needs. As well as the Contacts folder, Outlook 2003 has an Address Book - in which the Contacts folder is located - along with other address books and lists that you may have imported into Outlook/OCFO and are available for you to use. The Outlook Address Book is created for you automatically and contains those contacts you then create in your Contacts folder as well as the Oracle Global Address List which contains the contact details of all staff on the University Staff Email and Calendar Service. You can also import the universities online edirectory, which is a complete list of everyone working at the University. This global list is managed centrally so, although you can access information from the e-directory and add it to your own contacts list, you cannot add to or edit the e-directory. If you have existing contact details in another application, then you can use the file import facility to move these details into your Outlook Address Book The Address Book is accessed by selecting Tools from the main menu and then clicking on Address Book. It is also the first port of call for the Find button on the Outlook standard toolbar and when you begin typing in a name into the To, Cc or Bcc boxes of a new e-mail, Outlook automatically checks to see if there is a match in the Address Book and if so will auto complete for you.



Using the Contact List • •

The Contacts section allows you to store all necessary information on a contact. A contact can be edited, added and deleted:

Adding a Contact

There are multiple ways to add a contact: •

From the main menu, choose File > New > Contact to open a new Contact information box:

OR press the Ctrl + Shift + C key combination OR click on the Contacts icon in the Navigation Pane. • •

The New button in the Standard toolbar changes to a New Contact button once the Contact Information area is open. Click the New Contact icon in the Standard toolbar to open a new Contact information box:



OR with the Contacts view in the main viewing area, from the main menu, choose Actions > New Contact OR press the Ctrl + N key combination:

• •

Once the new contact form is open, enter all information as required. Click Save and Close to close the contact and have it entered in the list.

Finding a Contact •

Enter the name in the Find a Contact field on the Standard toolbar and press Enter to open the contact’s information box OR to find a contact from within the Contacts view, click a letter in the alphabet bar on the right side of the Contacts viewing area.

• •

This will highlight the first contact matching the alphabet choice. Double-click on the contact name to open the contact information box.

Editing a Contact • • •

Open the contact to be edited. Make any changes required within the available tabs: General, Details, Activities, Certificates and All Fields. Once completed, click Save and Close.

Sorting Contacts • • •

Select a Contacts icon to open the Contacts information in the main viewing area. If not already visible, from the main menu, choose View > Toolbars > Advanced Toolbar to open the Advanced Toolbar. Use the Current View field and drop-down menu to sort contacts as required:



Creating a Distribution List You can create a distribution list yourself as a convenient way to send mail to multiple users without having to type out each individual address. You simply give the list a name and select the recipients to add to the list from your Contacts list or an Address Book. When you send out a message, everyone on the list will receive their own copy of the e-mail. Be aware, however that if you create a distribution list in this way, everyone on the list will be able to see the e-mail addresses of other people on the list. This should not be a problem unless the list of recipients is confidential, or the list is a very long one. If the former is the case, send the e-mail to yourself and add the distribution list to the CC or BCC section of the e-mail.

You can also request a list to be created on the University’s central Listserv system or you can use an existing University distribution list. To create your own distribution list from your Contacts: • •

Select the Contacts icon to open the Contacts information in the main viewing area. From the main menu, choose Actions > New Distribution List to open the Distribution List dialog box OR press the Ctrl + Shift + L key combination:

•

Click the Select Members button to open the Select Members dialog box:

•

Select the contact from the Name list in the middle and place it in the Add to distribution list on the bottom by clicking the Members - > button. Once all names for the distribution list are selected, click OK to return to the Distribution List dialog box. Name the list and add any needed notes in the Notes tab. Once done, click Save and Close.

• • •



Outlook/OCFO Calendar Objectives When you have completed this session you will have seen how to: • • • • • • • • • • • • • • • • •

Add an Appointment to the Calendar Invite Attendees to an Appointment Edit Appointments Set Recurring Appointments Assign a Category to an Appointment Delete an Appointment Schedule Events Use Permissions Set Permissions Share Calendars Schedule a Meeting Change an Existing Meeting Reply to a Meeting Request Suggest a New Meeting Time Track Meeting Responses Update Meetings Cancel Meetings

The Calendar As mentioned in the introduction, the University Staff Email and Calendar Service stores your email and calendar information on central servers. This means that your calendar is available to you anytime, anywhere either using Outlook/OCFO or via the internet using the web calendar service (the web calendar service is available through Webmail or directly at: http://calendar.manchester.ac.uk. This guide concentrates on using Outlook/OCFO. The calendar is a powerful feature of Outlook – even more powerful with Outlook/OCFO and is designed to help you keep track of your activities and manage your time. From the calendar you can create appointments, set up meetings, add daily notes, schedule events and set tasks for yourself and others. In addition, you can easily access and compare schedules and verify availability of colleagues using a group agenda and book shared resources. It will provide you with a high-level overview of your schedule and commitments which you can configure to suite your own requirements.



Using Microsoft Outlook/OCFO Calendar Using Microsoft Outlook /OCFO as your desktop e-mail client enables you to schedule Appointments (which are activities that essentially involve just yourself – with a specified start/end time), Meetings (activities which involve the attendance of others) and Events (activities which will run over a prolonged period of time). To enable you to plan and organize your Calendar more effectively, the University of Manchester Staff E-mail and Calendar Service allows you to share Calendars with other university users across campus. By default, everyone can view everyone else’s Calendar so you can easily see when others are potentially free and can schedule/request meetings and events accordingly. The key features of using Outlook/OCFO are:

Real-Time Access to Information Real-time access means that all changes to your calendar are instantly accessible to other users, so there should be no time lags, no message queues and no data replication.

Shared calendars You can easily view one or more colleagues’ calendar at a time, thereby facilitating the process of booking meetings and avoiding scheduling conflicts.

Designate Rights Designate Rights give you the power to create and modify calendar entries on behalf of another user. This is particularly useful for those with responsibility for administering a second calendar or for managers who wish to delegate this responsibility to another user.

Alerts You can send e-mail alerts to colleagues when you create, update or delete shared calendar events.

Free/Busy Look-up Free/Busy Look-up facilitates meeting scheduling by allowing you to access the schedules of other users to check for availability, thereby helping to avoid double-booking and diary clashes.



Calendar Views By default the calendar will open with a Standard Toolbar and the current day in view and the current month and next month showing in the Navigation pane:

On the Standard Toolbar there are options for customizing views to suite your own requirements. You can choose a Day view, 5 or 7 day Week view or a Month view.

From the Standard Toolbar you can also create new items and events by clicking on the New button:


PAGE 63 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE You can also access any Group or Resource Schedules you may have created or be a member of by clicking on either the View Group Schedules or the Resource Scheduling buttons.

You can also activate the Reading pane to enable you to automatically view any item in the calendar.



Using Permissions Changing the default calendar permissions for all users By default, all users on the system have the permission level set to ‘custom’ so they can: • •

see your calendar to check existing appointment times only invite you to meetings

It is recommended that these defaults are left as they are, otherwise you will not have the full benefit of the system. • • •

Should you wish to change the default permissions: View your Calendar in the Main pane From the main menu, click File > Folder and select Properties for “Calendar” Click the Permissions tab

• •

Change the permissions to the required level by clicking on the radio buttons Or deselect “Can invite me to meetings”

Giving individual users permission to access your calendar You can give different Staff Email and Calendar Service users different levels of access to your calendar that will override the default settings for all users. • • • •

•

View your Calendar in the Main pane From the main menu, click File > Folder and select Properties for “Calendar” Click the Permissions tab Click the Add… button.

In the User Name box click the Address Book and choose the name of the person you wish to give special permissions to.



•

Change the permissions to Editor, Reviewer or Custom as appropriate and click Apply to set.

•

In the first example the user you have selected will become an Editor and will be able to view and modify all entries in your calendar; whereas in the second example the user will become a Reviewer and will only be able to view the nature and times of the entries in your calendar. Permissions can be further refined if you are subdividing your calendar entries into Normal, Confidential or Personal categories. In the following example, the user you have selected will have Editor rights to all Normal entries, View rights to all Confidential entries and will not be able to see entries marked Personal.

• •



To open and work with another user’s calendar How much access you have to another user’s calendar depends on the permissions they have set up in Outlook as described above. By default all Staff Email and Calendar Service users can see appointment times and can invite other users to meeting but cannot edit the other users Calendar. IMPORTANT NOTES: • • •

The user must have a Staff Email and Calendar Service account (i.e. be in the Global Address Book) – you cannot do this for people you have simply added as Contacts. The presence of a user in the Global Address Book means that an account has been created for the user – they may not use the Staff Email and Calendar system. Always check with other users before relying on their Staff Calendar. You cannot modify another user’s Calendar unless they have given you permission to do so.

To open another user’s calendar Make sure that the other user has agreed to, and has set up permissions to, let you access their calendar. Then on your own machine, open Outlook and from your Calendar page: •

From the Calendar task pane click on the link Open a Shared Calendar…

•

Click the Name… button to see the Global Address Book of all Staff Email and Calendar Service users.

•

You can search the Global Address List by entering the surname of the person you are searching for into the Type Name… box, then click OK. The other user’s calendar will now be displayed. You can change the view layout just as you can in your own calendar, however, the amount of detail you see and whether you can edit it directly or not, depends on the permissions they have set for you.

•


PAGE 67 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE To open multiple shared calendars You can repeat this process to open as many shared calendars as you wish, these will then be stored in the My Calendars area of the calendar taskbar.

Your shared calendars can then be selected, or de-selected by ticking or un-ticking the box next to them. Shared calendars can also be deleted by right clicking on the selected calendar and clicking Delete. To make additions or changes to another user’s calendar If the other user has set up permission to modify their calendar you can at this stage add, move, modify, and delete entries in exactly the same way as you own. Note – no appointment request or revision messages are sent in this process and you are working directly in the other user’s calendar as if it were you own. If you have not been given permission to modify the other user’s calendar (this will be the case for most users, you can invite them to a meeting. The easiest way to do this is to use the meeting planner in Outlook as described below.

Customizing the Calendar As with all the other folders in Outlook, you can easily customize the Calendar to suite your own needs. • From the main menu, click on Tools > Options and the Options dialog box will open. Click on the Preferences tab and click on the Calendar Options button to customize:


PAGE 68 – USING MICROSOFT OUTLOOK 2003/OCFO – USER GUIDE Whilst in the Options box, you might like to click on the Delegates tab which gives you an overview of who has what permissions for which of your folders in Outlook. Note that it is currently only possible to assign delegate rights to your Calendar, Tasks and Inbox.

Appointments Using Appointments In Outlook an Appointment is any activity you schedule for yourself and that doesn’t usually involve another calendar user or shared resource. • •

Appointments can be Added, Edited, Tracked, and Set to recur daily, weekly or monthly. Invite Attendees to join in the appointment and set reminders for yourself of the appointments start time.

Adding an Appointment to your Calendar • • • • •

Click on the Calendar button on the Navigation pane to open your calendar. Select the calendar view you prefer to use. The default view of the calendar has the Appointment Area for the day in the main viewing area, displayed in half-hourly increments. The Date Navigator shows two months at the top of the navigation pane. To create your appointment, either click on the New button on the toolbar and click on Appointment or 68  2007 IT Services Division, The University of Manchester


Select the appointment date from the Date Navigator and it will take you to that day, note that the Appointment Area date header will now match the selected date: Place the cursor over the time you wish to schedule the meeting for and double-click.

Both techniques will open a new Oracle Calendar Appointment dialog box for you to complete:

Within this dialog box you can make and add details to the following areas; • • • • • •

•

Subject – Create a descriptive name for the appointment. Location - Enter the location for the appointment. Start time – When the appointment is scheduled to start. End time – When the appointment is scheduled to end. Reminder - Selecting this checkbox allows you to set a reminder for the appointment, and set the timing of the reminder related to the appointment, from 0 minutes to 2 weeks before the appointment is due. Show time as - This drop-down menu allows you to block off the appointment area in the calendar in colours relating to status:

Label - This drop-down menu gives you the option to set a specific label against the appointment as well a showing the time blocked off in the calendar:



• •

Contacts - As in tasks, contacts can be assigned to an appointment. Categories - Also as in tasks, categories beyond the Labels can be assigned to an appointment, for sorting purposes.

Inviting other Attendees This essentially turns your appointment into a meeting, but you can invite other users to the appointment by sending them an e-mail: • From the toolbar, click the Invite Attendees button. Once clicked, this button will now alter to read Cancel Invitation:

•

This will alter the Appointment tab to include a To field, for contact email addresses, as well as showing the status of the invitation:

•

Once all contact names are added in the To field, and all details of the appointment are set, from the Appointment tab, click Send to send out the e-mail. Note that this will be an e-mail request to invite the person to a meeting and that it will not be added to the invitee’s calendar until they have accepted the request.

Scheduling other Attendees •

If you have wish to invite several people to your meeting, then click on the Scheduling tab and select them using the Add Others button and their name and any blocked time will now appear in the Scheduling window:



•

Once an invited attendee receives the message, they are given a choice to accept, decline, or decline with a reason to the invitation. If they decline, the contact name will be removed from the Scheduling tab.

Tracking an Appointment Once you have invited users to your appointment your Appointment window will now have a third tab available for tracking progress. The information in this window will automatically be updated as people respond to your request.

Editing an Appointment •

To un-invite attendees for an appointment already sent out, simply re-open the appointment, and click the Cancel Invitation button:

•

Once changes are made, click Save and Close.



Setting Recurring Appointment If your appointment is like to occur several times, you can set it as a recurring appointment to save you time. Simply click on the Recurrence button on the toolbar:

• • • •

Set the Appointment time options – Start, End and Duration. Set the Recurrence pattern options – Daily, Weekly, Monthly, Yearly, and which day. Set the Range of recurrence options – No end date, End after a certain number of times the appointment occurs, or End by a certain day. Click OK.

Assigning a Category to an Appointment •

Select the Categories button at the bottom of an Appointment information box to open the Categories dialog box:

By assigning a category to anything done within Outlook, tracking projects and items done for a particular category will be much simpler.

Deleting an Appointment There are several ways to delete an appointment, the easiest being: • • •

Open the Calendar view in the main viewing area. Select the appointment to be removed, in the Appointment area. Click the Delete button in the Standard toolbar. 72  2007 IT Services Division, The University of Manchester


Meetings Scheduling a Meeting Meetings are essentially the same as Appointments in terms of how they are scheduled, and the settings that are available. However, scheduling a Meeting can easily become a very complex affair as you will have to take into account not only the availability of other colleagues, but also the allocation of resources and keeping everyone informed if any details change. When planning meetings, the default settings in Outlook should allow you to view the calendars of all the attendees in advance, enabling you to choose a suitable date and time to minimize clashes. Once you have entered the relevant details, Outlook will then automatically send out e-mail meeting requests to the attendees and the resource contacts. Thereafter, it is also a relatively simple matter of keeping all attendees up to date of any changes that you may have to make.

Opening a new meeting form •

With the Calendar view open, from the main menu, choose File > New > Meeting Request to open a new Meeting form:

•

Or from the main menu, choose Actions > New Meeting Request to open a new Meeting form:

•

Or on the Appointment area, right-click to open the Calendar pop-up menu, and select New Meeting Request to open a new Meeting form:

•

An untitled new Meeting form dialog box opens:



• • •

Like an Appointment, name the Subject of the meeting, state the Location, set Reminders as needed, set the Start and End time, attach Contacts and a Category as needed, and insert the invited attendees for the meeting in the To field. Once all information and settings are entered and selected, click Send. Once a meeting request has been sent, it will be added to the calendar, and once the invited attendees respond, the responses are saved in the Meeting form under the Tracking tab:

Changing an Existing Meeting • • •

•

To alter an existing meeting, open the meeting from the Appointment area in the Calendar view by double-clicking on the meeting booking. Once the Meeting form is open any items can be altered, from the meeting time to inviting more attendees. Once changes have been made, click the Save and Close button, and Outlook will open a query dialog box asking if the updated meeting should be sent again to invited attendees:

Click Yes, and the Message form will close.

Replying to a Meeting Request •

When a meeting request email is received, there are four options at the top of the message, Accept, Tentative, Decline and Propose New Time:



Selecting any response will automatically create a reply email to the organiser of the meeting. If Accept, Tentative or Decline are selected, three response options are made available: •

• •

Edit the Response Before Sending – This will send a response email to the creator of the meeting request, and a message can be typed into the Notes area. Send the Response Now – This will simply send a reply email containing the selected response. Don’t Send a Response – Whatever response was selected will be entered into the creator’s tracking tab and the calendar, but no email will be sent.

Suggesting a New Meeting Time •

Select the Propose New Time button at the top of the meeting request message:

•

This will open the Propose New Time: Project Schedules dialog box, showing the blocked time and schedules of all attendees invited to the meeting. Select the original meeting time, and drag it on the schedule to a new time placement. Click the Proposed Time button at the bottom of the dialog box. After adding a response in the Notes area, click Send.

• •

Tracking Meeting Responses • • •

Open the Meeting form. Select the Tracking tab. Any responses from the invited attendees will be tracked in this tab, as well as those that have not responded at all.

Updating a Meeting • •

Open the Meeting form if any adjustments need to be made. Make the adjustments, and click the Send Update button on the box’s toolbar to send the update and close the form:

Cancelling a Meeting • •

Open the existing Meeting form. From the form’s toolbar, choose Actions > Cancel Meeting:



•

This will open a request box, asking if attendees should be notified of the cancellation or not:

Select an option and click OK.

Planning a meeting with two or more attendees From the main menu click on Actions > Plan a meeting…

The Plan a Meeting Window will be opened on today’s date and with yourself as the first entry by default.

To add attendees to the proposed meeting, either: •

In the all Attendees type in the names or parts of names all the people you want to invite.

•

Or click Add others and choose attendees from the Global Address Book or from your Contacts. When you have entered the details of all those you wish to attend, click on the Refresh Free/Busy from the Options drop down menu, to view any obvious timetabling conflicts.



In the above example of a meeting plan, three of the Attendees are Staff Email and Calendar Service users, so you can see their existing appointment times. One entry (Karl Harvey) is not a Staff Email and Calendar Service user (but is in the Contacts list) and there is therefore no information (denoted by the hashed line). Attendance for one of the attendees has been set as Optional (click the Red Arrow next to the name and choose Optional) •

To make attendance optional (the meeting can go ahead even if the person cannot attend) click the red up arrow next to the name and choose Optional.

The colour coding has the same meaning as on the individual calendar, plus in the top row of the calendar you can see at a glance the times when one or more of the attendees is not available (this does not include attendees for whom there is no information) •

To move backwards and forwards through the calendar using the scroll arrows and change the View setting e.g. has been changed to 50% (Week view).

Setting up a meeting •

To manually set up a meeting choose dates and time in the Meeting start time and Meeting end time (or drag the red and green lines)

•

Or click Auto Pick Next which takes you to the next available date for all attendees (does not include people for whom there is no information), keep clicking until you find a date you are happy with.

•

Then click Make meeting button. A new appointment Window will appear:



Add the name of the meeting in the Subject box, and a location in the Location box, then click Send

All invitees will receive an email message asking them whether they wish to attend or decline the meeting. In addition to this e-mail, Outlook/OCFO users will get an automatic unconfirmed entry in their diary (unless they have switched off the Allow to Make Appointments in permissions).

Working with Group Schedules As discussed earlier, Outlook/OCFO allows only Local Groups, managed by the users who created them

To create a Local Group From the main menu, click Actions > View Group Schedules

In the above example a test group has already been created. •

To create your own, click New… to open the Create New Group Schedule dialog box:

•

Type in a suitable Name and click OK.



Add Group Members in the same way as for Planning a Meeting.

Click Save and close

To use a local Group •

In Calendar View choose Actions > View Group Schedule > Open

•

Click Make meeting

•

Click Scheduling tab.

•

Choose Meeting start time and Meeting end time as before use Auto pick next if required and click Send. 79  2007 IT Services Division, The University of Manchester


Events Using Events • •

An Event is handled in the same way that Appointments and Meetings are, but the difference is that Events take place over a day, or a couple of days, and do not have start and end times like an Appointment or a Meeting. An Event is typically something like a conference or holiday booking:

Scheduling an Event • •

Open the Calendar view in the main viewing area. At the top of the Appointment area, under the current date header, is the Event area, currently grey:

•

Click on the grey area, and it will turn white:

•

Type in the name of the event:

•

Clicking outside of the Event area will add the bell icon, and add the event to the calendar. To add a second event to the same day, simply repeat the process. Multiple events can be placed against the same day.

•

To remove an event Select the event, and click the Delete button in the Standard toolbar



Tasks Objectives When you have completed this section you will be able to: • Add a Task • Update a Task • Edit a Task • Sort Tasks

Task Management The Tasks folder in Outlook 2003 operates as a task list manager and in it you can generate lists of all the things needed to be done to get a job or project completed. Currently, these can only be individual tasks assigned to yourself such as making calls, writing a report or attend a meeting, however, work is currently underway to enable the user to assign to others. The Outlook Tasks folder allows you to Create and Track tasks; and for each Task you can specify details such as the Subject, Timing and Status of the Task. Outlook will also allow you to set reminders and will alert you when a critical time approaches. Outlook’s Tasks feature provides an efficient way for you to organize and manage the things you need to do on an hourly, daily, weekly or monthly basis.

Viewing the Tasks Folder As usual, Outlook provides a number of ways to open the Tasks folder, perhaps the easiest way is to click on the Tasks button in the Navigation pane. The default view from here is the Simple List view, which displays your Tasks in a list with columns for the Task type, a check box to indicate whether the task has been completed, a short description of the task and the due date. For more information about the task, simply double click on it. This will bring up the Task dialog box which has two tabs, Task and Details. Most of the information about the task appears under the Task tab, with the Details tab containing boxes for adding further information about the task. You can also access your Tasks from Outlook Today or from the Go option on the main menu.

Adding a Task

There are a number of ways to add a task •

From any Outlook View in the main viewing area, use the main menu, click on File > New > Task to open a new Task form.



Or press the Ctrl + Shift + K key combination:

•

Or click on a Tasks icon in the Navigation Pane, or in the Folder List to open the Tasks view in the Folder Pane. Double click on Click here to add a new Task:

•

Under the Subject header in the Tasks information view, double click on the white box marked Click here to add a new Task to open a new Task dialog box:

There are several fields for you to complete: • Subject - This field allows you to name the task and the text you add here appears in the Subject column in the Tasks folder • Due Date - This field allows you to set a due date manually, or select a date from the drop-down calendar. • Start Date - This field allows you to set a start date manually, or by selecting a date from the drop-down calendar. • Status - This field allows you to set the status of a task from Not Started, In Progress, Completed, Waiting on Someone Else and Deferred, and can be updated as the task nears completion:



•

Priority - This drop-down menu allows you choose the priority of a task, either Low, Normal and High:

•

% Complete - This field sets the completion percentage, with the top arrow raising the percentage and the bottom arrow lowering the percentage:

•

Reminder - By selecting the Reminder checkbox, you can set a date and a time to have a reminder notice pop up about a task that is due:

•

Reminder Sound – This icon allows you to set a sound to accompany the reminder notice about the due task:

•

Selecting the icon will open the Reminder Sound dialog box:

•

Select the Play this sound checkbox, and click the Browse button to locate different sounds. You can then type additional information about the task in he notes area at the bottom of the window. Click Save and Close.

• •



Update a Task • • • •

Click on a Tasks icon to open the Task Information view in the main viewing area. Double-click on a task to open its form. Update the Status and % Complete fields as required. If the task is completed, select the checkbox beside the task name in the main viewing area. This will cross the task off the list and alter the status automatically:

Editing a Task • • • •

Click on the Tasks icon to open the Task Information view in the main viewing area. Double-click on a task to open its form. Make any changes to the task as needed. Once done, click Save and Close.

Sorting Tasks • • •

Select the Tasks icon to open the Tasks information in the main viewing area. If not already visible, from the main menu, choose View > Toolbars > Advanced Toolbar to open the Advanced toolbar. Use the Current View field and drop-down menu to sort contacts as required:



Notes Objectives When you have completed this section you will have seen how to: • • • • •

Create a Note Move a Note Assign Contacts to a Note Resize a Note Assign Categories to a Note

Notes Development Outlook Notes are the PC equivalent of the ubiquitous sticky notes and come in a variety of colours – yellow included! Notes are useful memory joggers. They are written in plain text and are saved in the Notes Folder or they can be stuck to the desktop as an .msg file. Notes can also be attached to a contact for easy tracking. Usually notes will be brief reminders, but you can make them longer if you need to. Copy and Paste functions are supported for unformatted text only.

Using Notes •

Unlike Reminders attached to tasks and meetings, Outlook Notes do not display automatically, so you need to visit the folder to check them. You can open Notes stuck to your desktop by double clicking on them.

Creating a Note

There are several ways to create a new note • •

Click on the Notes icon in the Navigation Pane to open the Notes view in the main viewing area. If there are no notes, the viewing area will be empty. From the main menu, choose File > New > Note:

•

Or, from the main menu, choose Actions > New Note:



Or, press the Ctrl + N key combination

•

Or, right-click on the blank viewing area, and select New Note from the Notes pop-up menu that appears:

•

Any of these actions will open a new note, and you can begin typing to enter the required text:

•

Select the icon in the top left corner of the note to open the Options available for editing the note:

•

The Colour option allows you to change the background colour of the note:

Moving a Note •

Place the cursor arrow over the blue bar at the top of the note.



Then simply click and drag the note to move it:

Assigning Contacts to a Note • • •

Open the note that you wish to assign to a Contact. Click on the Note Options icon in the top left hand corner of the Note to open the dropdown menu. Select Contacts:

•

This will open the Contacts for Note dialog box:

•

Enter the Contact name in the field, or click the Contacts button to select from the Contacts List. Once the Contact is selected, click Close. To confirm that the note has been attached to the contact, open the contact’s information box. The note should appear under the contact’s Activities tab:

• •



Resizing a Note •

Simply click on the bottom right hand corner marker of the Note and drag to alter the size of the Note:

Assigning Categories to a Note • • •

• • •

Open the Note to which you wish to assign a Category. Click on the Note options icon in the top left hand corner of the note to open the dropdown menu. Select Categories to open the Categories dialog box:

Select the appropriate category to apply to the note. When done, click OK. This is an effective way to mark notes for sorting. To check that the category has been applied to the note, use the Current View drop-down menu in the Advanced Toolbar, and select By Category:
