Outlook 2003 Quick Guide

Table of Contents:
Overview of client, Sending/Receiving e-mail, Using the address book………..………..............1-4
Sent Items………………………………………………………………………………………………..4-5
Using the calendar, Sending/Receiving appointments (including busy search)………………….5-6
Tasks and Notes……………..………………………………...………………………………………….7
Creating New Folders and the Find feature…………………………………………………………….8
Archiving……………………………………………………………………………………………….…8-9
Setting Rules (i.e. Out-of-Office Rule), Signatures, and using spell check……………………......10
Delegating (Proxy Rights)/Accessing other’s accounts…………………………………………..11-12
Notify………………………………………………………………………………………………...…….12

Need to change your Outlook password? All password changes are

done through Campus Connection.
New Web-site for web-based e-mail: https://outlook.depaul.edu
For more information on Project Outlook, please visit:
http://is.depaul.edu/communication/outlook/

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

please e-mail [email protected].

Last updated: September 12, 2005

Overview of Client

View Pane

Navigation Reading
Pane Pane
Tip: Turn off
pane or move to
bottom, by going
to View>Reading
Pane.

Tip: Click on Folder List to

display all folders in navigation
pane.
 Sending/Receiving e-mail
• To read mail, Select Inbox folder from Navigation Pane.
• Mail can be sorted by using the toolbar:

• To send mail, while in the “Mail” view, click on

button. Can also click on File → New → Mail Message.
Click on paperclip to attach a file.
Click on
To: to
access
the
address
book.

• Can also access the address book from icon on main

window:
Requesting a Delivery/Read
Receipt
• In order to be notified that
an e-mail has been
delivered and/or read, a
receipt must be
requested. If requested,
an e-mail will be sent to
the sender upon delivery
and/or opening.

• Note: Recipient must

approve the receipt
before it is sent.

• Request receipt by
clicking on Options within
the message:
Using the address book
• Click on Find Items icon to search by
• Select recipient from First name, Last name, Department, etc.
list. Can type in name
to search by last
name.

• Show names in
different lists/groups
by selecting the drop-
down. Contacts will
automatically be listed
under the “Outlook
Address Book”.
Address Book Transition
All address books (with the exception of the Novell GroupWise
Address Book will be moved to the “Contacts” portion of
Outlook.

Note the “Your Name”

address book becomes
“Contacts” in Outlook.
Adding other contacts to Outlook
Address Book
“Contacts” will automatically be added as one of the options in the Outlook Address
Book menu. To add other books, such as Frequent Contacts, Click on Contacts,
then: 1. Right click on Contact folder you wish to add (such as Frequent Contacts),
2. Select Properties,
3. Select Outlook Address Book Tab,
4. Check Show this folder as an e-mail address book.
Sent Items Folder
• Click on “Sent Items” folder to view all sent
items. Will show recipient, subject,
date/time:
Recalling & Resending
• Recall or resend a message by opening the sent item, then go to
Actions Recall This Message or Resend This Message…

Tip using Recall Vs. Resend:

If recalling, the following message will appear:
Recall allows you to “retract”
or delete unread copies (if the
recipient accepts).
Resend sends the same
message again, without
retracting.
Using the Calendar
Use icons above calendar to switch to work week, month, etc.

Double-click to
add
appointments.

Click on
Calendar to
view calendar.
Sending “Meeting Request”
and busy search
• To send appt., while in the “Calendar” view, click on drop-down of
button, then Meeting
Request. Can also click on File → New → Meeting Request.
• Fill in appropriate information. To perform “Busy Search” click on
“Scheduling” tab:
Tip to send “Out of Office
Note”:
Send an All day event to
recipients and Show time as:
Free to allow your Out of Office
Note to appear on their
calendar.
Accepting/Declining meeting
requests
• After opening meeting request, recipients
will accept or decline:
Viewing accepted/declined
status
• When an appointment is accepted, an e-mail will
be sent to the “meeting organizer”:
Tasks & Notes
To view tasks, click on Tasks from Navigation pane. To view notes, click on Notes from Navigation
Use button for new tasks: pane. Use button for new
notes:
Creating New Folders 2. Create Folder Name and select
1. Click the drop down on New & select Folder:
Location

3. Folder Added

Find feature
The find feature is available by You will be presented with the
clicking the corresponding Find Tool Bar:
button:
Opening your archive
• To open your archive for the FIRST time, go to File>Open>Outlook
Data File.
• After your archive is opened, click on folder to view your messages
and drag and drop messages to manually archive messages.
Archiving: Setting archive schedule
• Click Tools Options Other Tab. Then “AutoArchive…”
Archiving: Setting archive
schedule (Cont.)
• Set schedule
depending on
preferences.

• Note: After
conversion is
completed 90-
day rule will go
back into
effect.
Setting Rules
• Go to Tools Rules and Alerts… The
following box will appear. Select New
Rule… to create new rule.
Setting Out of Office Rule
• This rule function is under “Out of Office Assistant”
– Click on Tools Out of Office Assistant
– Enter text for auto-reply message
– Select “I am currently Out of the Office” to activate rule.

Note: This rule

will ONLY reply
to those
senders with
@depaul.edu
e-mail.
Spell Check & Signature
• The spell check function works the same as it • To add signature, go to
does in MS Word. Tools>Options>Mail Format tab
• It checks for spelling that is in your MS Word
Dictionary.
• You can update the settings for the spell checking
of emails by selecting Tools>Options>Spelling Tab
Delegating
• Use the “Delegates” function to provide recipients with rights Detailed instructions on delegating
– Click on Tools>Options and managing resources can be
found at:
– Choose “Delegates” tab
– To grant permission to Is.depaul.edu/communication/outlook
certain folders, modify
Properties for each folder.
– Note: Granting permission using
Delegates tab will provide others
with “Send on behalf of” rights,
even if only noted as Reviewer.
– To grant permission for specific
folders or calendar, without “Send
on behalf of” rights, choose folder
and share those rights or choose
“Share My Calendar” while in the
calendar view.

IMPORTANT:
To provide “Send As” (Instead of just “Send on
behalf of” rights) to another user, requests will
need to go to NETADMIN.
Accessing other’s accounts
• For inbox or other folder, go to File > Open > Other User’s
Folder…:

 To open a shared calendar, while in the calendar view, select “Open a Shared
Calendar…”:
Notify
• To modify notify settings, click Tools Options and Choose “E-
mail Options” then “Advanced E-mail Options…”:

1. 2.

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