Microsoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Starting Outlook and Adjusting the Appearances Begin by opening Outlook: ey [2 Merosct > From the desktop or taskbar: Click — Sls: > From the menu bar: Start > Programs > Microsoft Outlook Outlook 2003 opens by default in the Mail component. This screen is actually divided into three areas—the Navigation Pane, the Inbox, and the Reading Pane. Navigation Pane The Navigation Pane is located on the left side of the window. The default setting is to show the Mail component divided into two segments—Favorite Folders and All Mail Folders. Listed below this open component are individual banners for the more commonly used Outlook items—the currently open Mail as well as Calendar, Contacts, Tasks and Notes. At the bottom of this pane a button banner with two shortcut icons—Folders and Shortcuts—and the option to customize the pane. Navigation Pane Inbox geading Pane Welcome to ytonot Ofte Outo0k 2003 unk 2996 Team ftoamtrcrosot com] ide Coates gree sen pa oct oN ‘Susanned Ma Euscace ou ape yu etme. an ja Geter et beak EET roy Jk smn Fes pre hte re eaupe yee moe gone Page 1 [Leaming Technologies Sonware Training Services “These materials may not be reproduced in whole or in pat without the express written permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. Clicking the Folders icon in the bottom banner button provides a view reminiscent of the former Outlook Folder List—all folders and components are listed together in one area. Folder Icon The current application or folder is highlighted while showing the treed structure of folders and sub-folders (looks similar to Windows Explorer). Folders with additional information (subfolders) are opened or closed by clicking the “+” or “~* in the box immediately to the left of the item selected. Clicking the Shortcuts icon changes the Navigation Pane into two areas—My Shortcuts and Other Shortcuts. My Shortcuts links to update links, while Other Shortcuts directs the user to My Documents. Page 2 ‘Learning Technologies/Software Training Services These materials may not be reproduced in whole or in part without the express writen permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Clicking the Mail banner returns the default view. Selecting the arrow next to the Shortcut icon reveals additional menu options for the bottom banner. One can arrange the order of the button banners by selecting Navigation Pane Options. In the displaying window, click an item to select it and then use the Move Down or Move Up button to change the order of the buttons. One also may determine which button banners are shown by checking or unchecking the boxes next to the item as well. fren Display buttonsin this ord shores Journal One can have fewer button banners showing on the Navigation Pane yet still have active access to the button banners by selecting and clicking Show Fewer Buttons. Each click Page 3 ‘Learning TechnolosiesSonware Training Services These materials may not be reproduced in whole or in part without the express writen permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. reduces the number of button banners and replacing the item with an icon on the bottom banner. Another method to remove or add buttons from the Navigation Pane is by clicking the icon to toggle the option on or off. Those items with the rectangle around them will appear on the Pages Learning TechnolosiesSonware Training Services “These materials may not be eproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. On the right side of the window is the Information Viewer, which displays items within the selected folder or feature. Depending on the selected view there may be an area is called the Reading Pane which displays the selected message. Reading Pane This feature replaces the Preview Pane of previous Outlook versions. To change the location of the Reading Pane or to turn the pane off, from the menu bar select View and trace down and over to Reading Pane. Moving to the right will reveal thethree options. nano 7 Favorite Fo fi SY tacos ( B28) | kent wow Bo = 5 ‘sll Mal Fold status Bar Pane trarina aka NOTE: A message highlighted in the Reading Pane is considered to be open. To preview a message before deletion without opening it, use AutoPreview. There are other options which affect the Reading Pane and how it handles Inbox message; refer to the Tools and Options section under the General tab for Reading Pane Options. Page 5 Learning TechnolosiewSontware Training Services These materials may not be reproduced in whole or in part without the express writen permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. AutoPreview Using AutoPreview displays the first three linep of a message, but does not OPEN the ‘message. To activate this toggle on/toggle off fedture start from the menu bar and trace to View and then scroll down to click AutoPreview. If there is a box around the item, it is selected and active. Seer Hb edt Yow Go Inds gets Favor rots eo err at erated up json sons (3 boeesdstre (Boars Bouter AlwalFoiee Bremen Nen3t it esi 2 ile a gue ret eta aan lovee wei aie] reseecesete ee tis sts has bs fr office 203 Scr | a inaction a selon (a By senchFaers penal @tetedtams The veeonf cus nese nen It is recommended to use AutoPreview to screen a questionable message received in the Inbox after one has tumed off the Reading Pane. ase 6 [Leaming Technologies Sonware Training Services (©2005 The University of Akron, ‘These materials may not be reproduced in whole or in pat without the express written permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Desktop Message Alert In addition to notifying the user with sound and the envelope appearance in the system tray, Outlook 2003 has an added another means of providing new message notification. This is the Desktop Alert, which appears in the lower right comer of the user’s screen as a temporary Class Toasy This window displays the sender's name, a signature—if one has been inserted—subject, first line of the message, importance level, and if there is an attachment. The user is given several options—delete the message immediately, flag it for further action, open the message from the temporary window, or to close the temporary window immediately. The default time for this Alert message is 7 seconds; however it can be shorted to 3 or expanded to 29 by the user. The transparency of the message may also be adjusted beyond the default 20%. How to adjust these features or temporarily disable them (a good practice before starting PowerPoint presentations!) are covered under the Tools and Options section. Page 7 ‘Learning Technologies Software Training Services “These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. E-Mail Features Inbox E-mail is received through the Inbox. This Inbox frame provides information information about each e-mail through text and symbols. Messages may be grouped in different arrangements; the default setting is Arranged by: Date with Newest on top. While each message always will have a Message type symbol, additional items—Importance, Attachment, or a Flag—may have been added by the sender to supply more information regarding a particular message. Importance symbol Flag symbol Hatnsen Cita satis Drastagts ye Serve arene | eye (arene " team Reading Pane Signature of sender Attached file Page Learning TechnologiewSonware Training Services “These materials may not be reproduced in whole or in par without the express written permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mai AccelFrontline Ltd. Arrangement of Mail Views To better assist the user in finding message, Microsoft has developed some additional ways of arranging mail. Arrangment One may change the way messages are grouped. This may be done by clicking the selection from the Inbox shortcut menu (displayed after right-clicking the column title, Arranged by:) or by usingNQiew from the menu bar. As is seen, there are a number of ways messages may be grouped. Intelligent Groups Arranging mail by groups is the default view for Outlook 2003. It breaks messages down into information received this week, last week, two weeks ago, and so forth. renee tea Page 9 [Learning Technolosies/Sonware Training Services These materials may not be reproduced in whole or in part without the express writen permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. Messages received during the current week are identified only by the day and time. Messages older than this have the date indicated. Arrangment by Conversation (Threaded) Often times, a user has to sift among messages to find a number of related e-mails. Outlook 2003 makes this easier by allowing the user to group messages by Conversation. This, in essence, creates a threaded discussion in the Inbox. In the example below, there are several messages which are linked by one subject heading. This is identified by a small box with a caret symbol next to the subject line 7! . Clicking the symbol expands that conversation so one may see all the participants grougéd together. 2 Hanon cynthia Thu gist 0 System Administrator 3/28}... 7 @ Harson,Cyrthial. 3/25/2005 2 Test le o 2 Harrison cynthia 3/3/2005 #9 ‘rove on MSOFfice taining Bi Hearison,cynthia 3/7/2005 fice 2009 raining B Harnson,cymthia, ——_3je/2008 ‘Welcame to Micraset Office Outleok © outlonk 2008 Team — 2/23/2004 ase 10 ‘Learning Technologies/Software Training Services These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LdMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Outlook Today An alternative default opening appearance for Outlook 2003 is the segment entitled Outlook Today. This multi-pane view combines information from the calendar, tasks, and e-mail, giving an overview of the day's or week's activities. How to set this as the start-up appearance is covered later in this manual under Tools and Options. One may also access it by clicking the Shortcuts icon and clicking the title from the resulting Navigation Pane display. Cie CAUTION: A Calendar appointment, event, or meeting may be deleted from within Outlook Today; however, if the item is a recurring activity, the entire sequence, not just the item appearing in the current overview, is deleted — Outlook Today-will not indicate if calendar item is recurring or not______ Accellrontine LtMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Creating a Sub Folders Creating sub-folders is a good method to categorize messages, allowing easy retrieval (much like a file cabinet with folders). To create a sub-folder: > From the menu bar: File > New > Folder > Keyboard shortcut: Ctrl + Shift +E > From the Standard Toolbar: New > Folder "te [ex ues so Topas om Lome [oi water ah so + ad sate tator avis meshes fi. SIRE bon eects SHRP ee oP os Da teriiene mateges oniseta ome craton rst » | alr ssi a) reese Tebcrone ones Bee cow [Bi aandemr canoes setts al we cons Towa oo === cate The Create New Folder dialog box opens. Scroll down and double-click on the folder location to ensure creation of the sub-folder within the correct existin; typain a name for the sub-folder and click OK. Fels cra [rat airottacs a Set hore to ace the foe 15 BE Matos nar, ene (a interes coker [ag corecs Page 12 ‘Learning TechnolosiesSonware Training Services “These materials may not be reproduced in whole or in part without the express written permission of AecelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. Global Address Lists, Contacts, and Distribution Lists The Global Address List contains all University of Akron individuals who have a mailbox on the Exchange Server (that is, all faculty, staff, and designated graduate assistants). The Outlook component, Contacts should be used as an address book of names, conventional addresses, e-mail addresses, and other pertinent information for individuals who are not part of the University of Akron community. If members of the University community are entered into the Contacts, one will not be able to review these individual's calendars when setting Meeting Requests. Since the Contacts folder is stored on the server, it is available when accessing Outlook from the web, Distribution Lists group individuals together; enabling the same message to be sent simultaneously to all on the list rather than creating individual messages to each group member. Distribution Lists are created and stored in Contacts When an e-mail address or the name of an individual is entered by the user in the To: field of a new mail message, Outlook first searches the Global Address List, then searches Contacts and any other available address book or a Distribution List for an individual or an e-mail address. If the recipient's name is found during the search, Outlook replaces the e- mail address with that person's name. A time-saving feature of Outlook permits one to type the first few letters of an individual's name and Outlook begins a search. If found, Outlook automatically completes the name if the person is in the Global Address List or completes the e-mail address if the person is listed in Contacts or found on a Distribution List. This automatic completion may take a few seconds. If the user has chosen to activate the AutoComplete options, Outlook attempts to offer the user a selection of the most recently used names or elements which match the characters being entered. While entering the addressee’s name, a short list may appear as the sender is enterigg characters. Pausing in the entry, the sender may use the mouse or keyboard arrows to scroX up and down this short list and make a selection by pressing the Enter key, thereby having AX automatic completion of the entry in the To: field. To control AutoComplete activation, Nefer to the Tools and Options section, Fenccu esi Pagel3 ses/Software Training Services ‘These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Once Outlook determines that the address is acceptable to use for e-mail (termed resolving addresses), it underlines the name or address, acknowledging the validity of the format. Address Books Address books contain a list of names and addresses; there are different address books from which to choose. The major address books are: Global Address Book: Address book of all faculty, staff, and graduate assistants who have a mailbox on the Exchange Server. Outlook Address Book: The address book containing the entries in the Contacts folder. Within the Contacts folder one may store Lists. ibution Personal Address Books: Additional address books may be added. To differentiate, one might use the regular Outlook Address Book to contain business contacts external to the University (for example, professional colleagues, equipment suppliers or service contacts) and have a Personal Address Book for personal contacts external to the University (former colleagues, mentors, friends and such), 1 [Learning TechnolosiesSofware Training Services These materials may not be reproduced in whole or in part without the express writen permission of AccelProntline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. Creating a Distribution List Distribution Lists allows one to send a message to a number of people simultaneously rather than individually entering each person's name. These mailing lists or groups are created and stored by identifying group title in Contacts. To create a Distribution List: the menu bar: New > Distribution List the keyboard: Ctrl + Shift +L the Standard Toolbar: New > Distribution List A Distribution List form opens. Enter ajaame for the list and clickSelect Members button The Global Address List appears. One may choose members from this list or from other address books. Enter a last name undey-Type Name or Select from List to find a person in the selected address book of ist. i) Co ae) Page 15 [Learing TechnologiewSonware Training Services “These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Once the person has been identified in the left column list, click the middle button, Members to move that name into the right column, Add to distribution list. When all members for the list have been selected, click O1 (0 92701 eu szam (esa 20517 Gn srs sso 2728 The Distribution List form is returned with the members for this list identified in the lower information pane. Click Save and Close to add this distribution list to Contaets. ter [Lie [ieee sant seen (eee) Selecting the created Distribution List from those items in Contacts will ensure that all members on the list receive the e-mail message. Page 16 [Learning Technologies Sonware Training Services “These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. Omitting a Member from a Distribution List Sometimes it may be necessary to omit a member of a Distribution List from a particular message. Now there is a means of doing just that. One starts out addressing the message as usual, searching for the appropriate Distribution List in the user's Contact folder. Select the correct Distribution List and complete the To: field. Notice that the Distribution List has a box with a plus sign next to it. To expand the list click the plus sign. This produces a warming indicating that the list will be expanded and cannot be collapsed again when creating this message. Clicking OK expands the list, showing its individual members. Select the member or members to be removed for this particulfr e-mail. Then complete the message and send it. Page 17Microsoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Creating a Contact > From the menu bar: File > New > Contact > Keyboard shortcut: Ctrl + Shift +C Remember, members of the Global Address List (GAL) (which comprises the entire University community) should NOT be entered in Contacts; if they are, one will not be able to review their calendars when setting Meeting Requests. Use this address book for individuals outside the University community and for Distribution Lists (see next section). Enter information in the available fields; when finished, select Jids#amcee | Adding the Sender of a Message as a Contact The sender of a mail message can be added easily to one’s Contacts: 1. Open the message from the person to be added to the Contacts folder. 2. Place the mouse cursor over the sender's name; once the I-bar is in place, right-click. From the list of options in the resulting dialog box, select Add to Contacts. The contact form is automatically completed with known information; material may be modified or added. To save the new Contact entry. click Save and Close. [Learning TechnologiesSonware Training Services These materials may not be reproduced in whole or in part without the express writen permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. Creating, Addressing, and Sending Messages Creating a Message Messages are composed within the Message form, a component of the Inbox. To start a new message’ > From the menu bar: File > New > Mail Message > iF the menu bar: Actions > New Mail Message » Keyboard shortcut: Ctrl +N From the Standard ' BNew ~ > From the Standard Toolbar: A blank Message window is opened. Type the e-mail address or the name of the recipient in the field box next to To: .... Outlook reviews the Global Address List, Contacts and Distribution Lists for matches. If a name match is found, the field is completed with the person’s full name and is underlined (confirming validity of the address, resolving the address). E-mail addresses which are not part of the Global Address List, Contacts, or Distribution Lists also are checked and underlined if e-mail address parameters appear to be valid. Type Mare or Sele homlis: Sones ram the ‘Geo ates I ieee ‘carat es conaronee Rr Lz Alcioups sas cersrreo RMS esses ayy dzeon Reaurcee isos, sabe ro tbtar/ Resource Alsen de oath aula asouces Bhseeb Ada} cal al eco Aosenry con pesourcee by epren Conrute CerterPescuces Bernd kateen oro Complex j Mary ain Hal Rescaces Poly Remarc sastemaces SAN Resouces Sino HlResoaces use PableFlare necks Book ia = To facilitate e-mail addressing, one may enter either an individual's last name or e-mail address to activate automatic Name Checking against the Global Address List. Page 19 "Software Training Services © These materials may not be reproduced in whole or in prt without the express written permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. If an individual's last name appears underlined in a wavy red Jia person with that last name in the Global Address List. , there is more than one individual required. Sed | do) ad yh rom. | oe. =e “sano boy = ce | sarod Be tender erred... | sits Te_ atric aa = After this initial selection, the next time the same last name is entered, the name of the person to whom a previous message was sent will appear in the field as a suggested recipient; pressing the Enter key from the keyboard will complete the entry. Page 20 ‘Learning TechnolosiesSonware Training Services These materials may not be reproduced in whole or in part without the express writen permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. Move through the next field text boxes by pressing Tab or clicking in a particular field. Always put a descriptor in the Subject: field. If using Outlook as the e-mail editor, one may set the blind copy, Bee: ..., from the menu bar, by clicking View and selecting Bec:. ett Farms! 92 Header Frpricd cil 13) Ontons, Ioabas > Sb Start the message in the lower window pane. Once the message is complete, it is ready to be spell checked. Spell Checking a Message Outlook may be set to check spelling automatically before a message is sent. This option will be discussed later in the section, Tools and Options. Or, one may activate a Manual Spell Check: > From the menu bar; Tools > Spelling > Keyboard shortcut: F7 Any misspellings will be highlighted and suggested corrections will be offered in the same format as Microsoft Word’s spell check. © “These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Sending a Message Once the message has been created and the spelling checked, it is ready to send. Initially, the message goes to the Outbox. The next time the mail server is checked, Outlook sends the outbound message and transfers a copy to the Sent Items folder. To send a message’ > From the menu bar: File > Send > Keyboard shortcut: Ctrl + Enter > From the Standard Toolbar: Click siete =) > From the Message window: Click 2% Sending a Message with an Attachment Sometimes an attachment (file or graphic) must go with the message. In this case, the ‘message as shown previously. Then select the accompanying attachment. Outlook describes this as inserting a file, To insert a file: > From the menu bar; Insert > File > From the Standard toolbar: Click The Insert File dialog window opens. Locate the folder in she Look in: pull-down menu. Select the file from among those listed for in the foldgefhd click the Insert button at the right-hand bottom of the page. looks LW Boaarmis ¥ O BIG X ha te Jem Beast: rytea |eprrsreinn aaa ora @ ayace ‘Ceshtop «LEM Recetved ries: (Boscia (Boman eee Ponce Fesefbye: latest) ~ (Com) “These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. The title of the file and a corresponding and identifying icon appears in the field labeled Attach:.. now send the message and its attachment by clicking Send. Fie ER oh ive ane Isat amare ee ied b ba Bestest) NOTE: Recalling a Sent Message is not an option on the University Exchange Server. Page 23 [Learning Technologies Sonware Training Services ‘These materials may not be reproduced in whole or in part without Permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Special Message Features Messages may be customized. Three among the many custom features available under Message Options include--signaling the recipient on the urgency of a message (Jmportance), deciding when a message is sent (Delivery), and receiving an acknowledgement of the message's receipt (a read receipt). To access Message Options: > Within the message from its menu bar: View > Options > Within the message from its Standard toolbar; Click | 5198". (Dinan estan freeman a a sews leona (Gores) (core) Message Settings (Importance, Sensitivity, Security) The upper frame of the Message Options window allows one to indicate the importance and/or sensitivity level of a message by selecting options from the pull-down menus. There are three levels of Importance--Low, Normal, or High--and four Sensitivity levels--Normal, Personal, Private, and Confidential. ‘The sent message carries a gomment line for the receiver to read. Additional security options also are available in this upper frame. Features such as encrypting message contents and attachments as well as using digital signatures are available for the power users who need these functions. Page 24 Learning TechnologiewSonware Training Services © ‘These materials may not be reproduced in whole or in par without the express written permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. Voting and Tracking Options The second frame of the Message Options allows the use of voting buttons. When selected, these voting buttons appear over the recipient's yellow message band in the Reading Pane Once the recipient has selected an answer, the option of sending the response “as-is” or in editing the response is provided. Shown below is a option window to respond or comment in the vote. ac Bea One also may request a deliyery receipt to confirm that a message has been delivered. In addition a read receipt may be requested. A read receipt indicates whether the recipient has opened the message. Whether one receives a read yéceipt response depends upon the recipient's mail server, e-nfail program, and what optigés this person may have set. Thus, if one requests and receives/a read receipt, the messggé has been opened, but not necessarily read. If one requests and does not receive a read féceipt, the recipient may or may not have gotten the message. eer Delivery Options The third frame of the Message Options window involves Delivery Options. By selecting an option and supplying specific details, one may have replies sent to someone else, designate where sent messages are saved, delay or expire the delivery of a message, or determine the format for attachments to be sent. Page 25 ‘Learning Technologies/Software Training Se “These materials may not be eproduced in whole or in part without th permission of AccelFrontline Lid express writtenMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Flagging an Outgoing Message for Follow Up by the Recipient Follow Up inserts a comment line above the actual message. In an outgoing message, it may alert a recipient to a needed action or it may serve as a reminder. To flag a message I. Select the message: Click on the message header. Open the message’ > From the Message Pane: Double-click the message header. > From the menu bar: File > Open > Selected Items > Keyboard shortcut: Crtl +0 Edit the message: From the menu bar; Edit > Edit message. 4. Flag the message for follow up: > From the menu bar: Actions > Flag for Follow Up > Keyboard shortcut: Ctrl + Shift + G v > From the menu toolbar: Click 5. Select the type of flag from the drop-down list. TIP: If the default flags are not appropriate, select oot: (ER 3) react [Fw one of the descriptors to a appear in the text box, bebe fevaa rar fe but — replace that fiery =| Cleoniosa descriptor by typing in (care oF Cena] personalized text. 6. If applicable, select an action completion date in Due by: > From the drop-down menu: Click a calendar date. > Keyboard: Type the date in the text box. Fes BJ | TIP: Outlook automatically Fegunamic anten ont youth treo to defcowadup, ater | Selects the end of the workday anal as the time to complete the task. rig Fibs Sagat: | IF this is not appropriate, change tuts nore S| ema the time. (See st Cone rears (jC) [Acc ca Learning Technologiex/Software Training Services These materials may not be reproduced in whole or in art without the express writen permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. 7. Close the Follow up window. > In the Follow Up box: Click the OK button. > Keyboard: Enter. Note the comment line inserted above the message header. Page 27 Learning Technolosies/Software Training Services These materials may not be reproduced in whole or in part without the express writen permission of The University of AkronMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Receiving Messages and Attachments Reading E-Mail To open the Inbox: > From the menu bar: View > Go to > Inbox > From the Navigation Pane: Click Inbox > Keyboard shortcut: Crtl + Shift +1 The default AutoPreview option shows the first three lines of a message directly under a message header, but does not open the message. Selecting an item (clicking on the subject) and having the complete message display in the Reading Pane opens messages. To preview tead. message without opening, use AutoPrevie Receipts If tracking options were used on an outgoing message, the sender will receive information on the progress of the message. Both delivery and read receipt notices are provided to the sender by the Exchange Server. If the mail delivery was internal to the University, the automated System Administrator will send a message that the item has been delivered. If the mail delivery was to an external e- mail address outside the University, the Postmaster will provide notification of the delivery. Delivered: Class Today ‘Systern Acininistator Sens PuSlesiones sop te acon cyte See Saas sre sr ce tole ane crt en sess Lan 4 [Learning Technologies Sonware Training Services “These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Forwarding a Message ‘A message may be forwarded from the Reading Pane or from the actual Message. To forward a message > From the menu bar: Actions > Forward > Keyboard shortcut: Crtl+F a > From the Standard Toolbar: Select FO, Insert the name of the person(s) to whom to the message should be forwarded in the To: area of the Message window. Type any explanation or message to introduce the material being forwarded. When the message is ready, send it Replying to a Message One can reply to a message from either the Reading Pane or from within the Message. The procedure is the same from both places. Note that, one can reply to an individual or to a group (including those in the Ce: field of the original message). To respond to one person, use Reply; to respond to a group, use Reply to All. Know that some University messages may be sent by a list-serv through Outlook Mail, for example, a departmental list or message from the WebCT administrators. Do review the name of the sender. In cases where the message has been sent out via a list-serv, do not reply to the message you have received; your reply will be sent to the entire list-serv for all to read! To reply to one person: > From the menu bar; Actions > Reply > Keyboard shortcut: Crt] +R. > From the Standard Toolbar: Select #8", To reply to a group: > From the menu bar: Actions > Reply to All > Keyboard shortcut: Crtl + Shift +R From the Standard Toolbar: Select “#88” tA > Fre “These materials may not be reproduced in whole or in pat without the express written permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mai AccelFrontline Ltd. A Reply window will open. The upper portion will show to whom the reply is being sent and will indicate the subject. The origiyAl message will appear in the lower portion of the Information Viewer pane, below the ¥ords, Original Message. By default, the cursor will be inserted in the blank space above is notation, where the ply should be typed. ‘Ses ay ot 252005224 Terns se, tered. car Stbtect cas Tot Importence: th Sons: cabal ‘Shou wish ces wry os? Portions of the original message may be edited or deleted prior to sending the reply. When ready, send the reply message by clicking the Send button in the Standard Toolbar. ase 30 [Learning Technologies Sonware Training Services © “These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Quick Flags (Follow-Up Flag) Outlook has created various options to allow a user to color-code follow-ups on a specific message. Each message in the Inbox has a Flag icon next to it (or included in the Standard ‘Toolbar within each individual message). The BM er Gp nb tom Example Flag Fle Harisen OyntiaL Using the flag also triggers a listing in {XKor Follow Up folder under Favorite Folders. By clicking on the flag, one opens, the Flag for Follow Up window. One may color-code the flags by selecting from the drop-down next to the Flag color. {ep lecn foe orca Ream op fos (EME ces soe awe view reais acre ace One may also select flag color codes from within a message from the menu bar: > From the menu bar: Actions > Follow Up This method allows the change on the flag for this message only or permits the user to select Set Default Flag which changes the default selection for all messages. [3 tee oo fara _, [_ratwue PL ey et res ines] owe LT reas a fcr sintaths Eerie wae apes trut Page 31 [Learning TechnologiesSonware Training Services © “These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. If the message has been received without an outgoing Flag for Follow Up from the sender, clicking the flag will change it from clear to the default flag color for the recipient.; this will also assign a link to the message within the For Follow Up Folder. Clicking the flag again from the Inbox, changes the flag to a check mark, signifying completion of the follow-up. Example Flag File Harisen,Cynbiat. One may also open an individual message, click the flag from the Standard Toolbar, and check the Completed box in the Flag for Follow Up window. eg ES Dusty otoshy, rho, ams Coe ee) Reminder Option Generated by Follow-Up Flag If an e-mail message has been sent with a request for follow up and there has been no reply within the requested amount of time, the recipient may receive a Reminder notice upon accessing his/her Inbox. From the Reminder dialog box, one may select Open Item in order to take action on the message, remove the item by clicking Dismiss or be reminded again at a specified time interval by choosing Snooze and selecting an amount of “snooze” time from the lower left drop-down list. semeteany Page 32 [Learning TechnolosiewSonware Training Services © "These materials may not be reproduced in whole or in part without the express written permission of The University of AkronMicrosoft Outlook 2003: Introduction to Exchange E-Mail For some users, customizing Fonts may be helpful. Click the button Fonts to open the appropriate window. Page 33 esse fonts © ow a Sees “shen composing ad reano sn tet 10 pe. Courier Mew fusomatealy dea ch Tot i eat lent ien sna ich com Staten ets Sue sasha ert esate th the, YOu an sheosto sss ss yur fers Petoast tha ene= Spelled thestarery @teosro fore speed nstatanay i recto) tse fort when ep to ae fearcg esses abacus my oes (a) Cre) Learning Technologiew Software Training Services These materials may not be reproduced in whole or in part without the express writen permission of AccelFrontline Lid AccelFrontline Ltd. One may change the standard appearances of Message Fonts by altering font size, type, or color to facilitate viewing. This segment is available from the frame (or section) entitled Stationery and Fonts as well.Microsoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Creating a Signature One of the most important features in the Mail Format panel is the Signature which appears at the bottom of outgoing messages. The ability to create Signatures is available only if Outlook's native editor has been selected in the Message Format area; one may have multiple signatures (e.g., Committee Chair, Faculty title, information with or without a telephone number or e-mail). To create a signature, click Signatures. xeentonen ee | 2 [lunooct otha ent Fiticoct erected smmendartnt shane eam a Cx) Ge The Create Signature dialogue opens, showing any signatures which may exist. To create a new signature, click New. nate pevon set apratr, ero spre sibate Page 3 Learning TechnologiewSofware Training Services “These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. The dialogue box to create a new signature is returned. First, enter a name for this signature in the box under I, The second step is to decide whether to create an original signature or use an existing one as a template by selecting between the radio buttons. Then click Ngxt. Cee 2.chese tam aed yur rare detec ater An edit box opens; type the signature information. hema The term vCard located in the lower portion of this window is an abbreviation for “Virtual Card,” which would be the electronic version of a business card. To create one’s own vCard, the user must add him/herself to his or her own Contacts folder. Attaching a vCard to a mail message allows a receiver who uses Outlook to click and drag this card into his or her Contacts, instantly creating a card. When the signature information is completed, click Finish. ase 35 camming Technologies Sofware Training These materials may not be reproduced in whole or in part without the express writen permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. An example of the completed signature appears with its identifying name. If the signature needs editing, click Edit. If one wishes to create another new signature, click New. If the signature is acceptable and is the one which is to be used, click OK. sane Semana Te Unies of on (oj (eet) The main Options panel group is returned. The selected signature appears by its title (name) in the field next to Signature for new messages. Agel sre hy eeszavolemne Wlgebowiane vy Page 36 [Learning TechnologiesSonware Training Services “These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. The Paste Options button appears after pasting text, a graphic, or an attachment and provides quick and easy options for formatting the pasted item (similar to Paste Special). Unicode Message Format allows Outlook read and layout foreign language messages correctly. Mail logging is designed as an advanced troubleshooting option which creates a large log very quickly; it is not recommended for general use. Additional options shown in the lower frames of this panel work with other segments of Outlook and will be treated in other classes. When all choices have been selected, click OK. AutoArchive The Other panel under Options is returned. The University has chosen not to deploy this option as active and recommends that users store older messages in Personal Folders. Therefore, this options should be deactivated. If one chooses to apply this feature, AutoArchive automatically copies or deletes items from folders periodically; in essence, it “house cleans” folders and moves items to storage in another location. Archiving removes excess, old files from the local unit to conserve space. This is a different process from backing up materials; which copies all items current and old together Select AutoArchive from the center section. The AutoArchive window appears. eres wasup | maw | spung|Serty! Oe ose Seger nn Po cen (Caiigesia (ama) 9g nevacene cree (outa) sei — OS Serre Coa) Cort AutoArchive cannot store or archive Contacts, but can be activated to archive other folders. An expiration period may be specified for items in each folder and at that specified interval Outlook either copies or deletes the items. (See below for more details on deletion of “aged” ase 37 [Learning Technologiew Software Training Services © ‘These materials may not be reproduced in whole or in pat without the express written permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. e-mails.) Bear in mind that retrieving items from Archive folders requires definitive search techniques and is not as easily done as searching for items from within Personal folders. If one does not want to remove messages automatically from the Inbox and have them stored in the Default archive file, make certain the first box is not selected. If one does not uncheck the first box, Outlook aptomatically will ask to start the process within 14 days of starting Outlook. ran mtowsineiey 18 | das Inet eo tach ns a Coabicaprediters (oral tides) iwchive or cob od tow ofa ole setter arcing dean toneakierthan [5S (Mans Ove ster Doamers ard setnssonl.cl ‘Cremarenty te ot rns Pon thee cttns teal fl ro Toes atfrensrcive stings fe ny od, ichtck ttre er sndchaes ropetes, Sin g2 08 uratreie Reterben ple GB Merritt set rere ks ern aly tfematon es) Keep in mind that some government agencies, grants, an contracts may require all communications be saved. If choosing another medium for archiving (such as a Zip or Jaz disk or a CD-RW), the user must provide the medium as needed in order for the archive to occur. Do not archive to cheaper CD-R disks, because Outlook must have read/write access to the file. As well, do not let archive files get too large. If it is necessary to recover an item from the archives, the archive file must be transferred back to the local unit. So, create new archive files periodically to reduce their size (for example, on a monthly, quarterly, or yearly basis). Ine ‘may set up the same aging and archiving for all folders from this panel by clicking the button, Apply these settings to all folders now. When all selections have been made, click OK. These materials may not be reproduced in whole or in part without the express writen permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. Managing E-mail In addition to the different Arrangements previously shown, one may also access these sorts from the menu bar using View. Using Organize (Grouping Messages Automatically) If managing messages seems time-consuming, Outlook contains automated processes under its Organize feature, which streamline the process. To open Organize: > From the menu bar; Tools > Organize > From the Standard toolbar: Click the icon Ways to Organize Inbox and its three options--Using Folders, Using Colors, and Using ‘Views—appear above the Inbox and the Reading Pane. Using Views Filters messages using the same criteria as Current View. Selecting a different criterion changes the message order in the Reading Pane. ‘yg pu (stare Page 39 Learning Technologies Software Training Services © “These materils may not he reproduced in whole orn prt without the express writ permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Using Colors Identifies messages either from or sent to a person via color-coding, Using Folders This tool allows selected messages to be moved to an existing folder chosen from the pull- down menu in the Move message area. If the folder does not exist, one may create it from this window with the New folder ... option at the top of the window. As well, one may create a rule, which governs how messages are managed, by using the Create a rule feature. If a previously created rule needs to be changed or a more specialized rule needs to be written, use the Rules and Alerts located in the upper right corner; this can also be accessed from the menu bar through Tools. Page 40 [Learning Technologies Sonware Training Services “These materials may not be reproduced in whole or in part without the express writen permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. Rules and Alerts One may start Rules and Alerts from within the Organize option or from the menu bar by tracing to Tools > Rules and Alerts. There are actually two different types of tools at work here—Rulles and Alerts, Rules The creation of detailed, specific rules allows one to manage received messages easily. The user determines when, how, and if, the messages are viewed. Ses Clicking on the New Rule, produces the Rules Wizard, with pre-determined templates or the option to create a blank rule. Osertcnatns stem stents (Ossett aban UMorenmenms ant ecebabnid ale dastesurveain ¥ Faonennetmsanecm hacked fg saytptaaee "Caer fonsconre nt ele et eo G Heyecandntengetmmsogtn onan Ub seniendettonrmbie cee ten ge ress tomsonere 54 26a ond pn (ha ube a) ey teu teresa aver frauds aunt xomple: Move matram my manager Hh parton er (Cama) so Ces] Ci] Page 41 ‘Learning Techolosies/Software Training Services “These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. When one starts with a blank rule, one’s options are to: > Check Messages When They Arrive > Check Messages After Sending le ca a Osuronenseniten stints sate sbi Goorresapsatersrang ‘oep2 Etta rea Sept nbeirbe ezeee Once how the rule will be started has been decided, move to the middle portion of the screen andghoose from the type of condition the rule is to meet. ete do onthe Bes seems (Cesc) (— Castan | In the Advanced Edit Rule panel go to the Receivgd frame and check both the From and To boxes. Once these are checked, set the dates fgr%vhich the rule is to apply arent Corie Clotremhsteines sre Clore ech mcd Set other options which may be applicable such as Iyjportance level or how to treat certain messages. When one has finished selecting all options which may govern the rule, click OK. Page 54 Learning TechnologiewSoftware Training Services These materials may not be reproduced in whole or in part without the express written permission of AccelFrontline LidMicrosoft Outlook 2003: Introduction to Exchange E-Mail AccelFrontline Ltd. The previous Edit Rule panel is returned. If after all items have been chosen here, click OK. ns eg ee ata sertdieth tome Clcopied cet me siteet esac boo Pata these ts Fre eet PDaeath ction [lovee Omwes 3D ca Se Fer eeDRedysth cone > Darron The Out of Office Assistant panel is shown with any rules which may have been written to apply to the time period shown in the lower text box. If this information is satisfactory, close the Agsistant and start the automatic response process, by clicking OK. Enon eg ran anertyantiootes tam aster oat atteoee arse eiy eres enc ec wth orgs NOTE: The Out of Office Assistant remains in effect until one returns to the above screen and selects I am currently in the Office. Page 55 [Learning Technologiew/Software Training Services ‘These materials may not be reproduced in whole or in part without permission of AccelFrontline Lid 1 express writtenMicrosoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd. Deleting ‘Mail and the Deleted Items Folder(s) After initial review and/or reply, some messages may be deleted. To delete a message from the Reading Pane: I. Select the message and view it. 2. From the menu bar: Edit > Delete 3. Keyboard shortcut: Crtl + D 4. From the Inbox toolbar: Click * To delete a message from within the Message windoy > From the menu bar: File > Delete > Keyboard shortcut: Crtl + D > From the Standard toolbar: Click * Either of these actions removes an item from the current folder and sends it to the folder entitled Deleted Items. This does not delete the item from the Exchange Server or from the local drive in the case of Personal Folders. One must voluntarily delete items from the Personal Folders by selecting them and agreeing to permanently delete them by clicking Yes. If one does not elect to permanently delete these ‘messages, they remain on the local drive or computer. NOTE: To permanently delete an item in the Inbox, select the item and, using the keyboard, press Shift + Delete. One may voluntarily delete items from the Exchange Server Deleted Items folder by selecting individual items and agreeing to delete them permanently by choosing Yes. Voluntarily emptying the Deleted Items folder results in the same dialog window as shown below. To permanently remove the messages, click Yes. A) He vuninnionwestsonnotsnttssnne sian To purge the Exchange Server Deleted Items folder automatically when exiting Outlook, set that option under Tools > Options > Other > General > Empty the Deleted Items folder upon exiting. NOTE: This last action cannot be applied to Personal Folders which are located on the local computer. When the automatic purging of the Deleted Items folder is set for the Exchange Server, the previous dialog window and message appears prior to exiting Outlook. To purge the folder, click Yes, These materials may not be reproduced in whole or in pat without the express written permission of AccelFrontline Lid