How to Get The Most Out of Outlook 2003

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How to Get The Most Out of Outlook 2003

• Michele Schwartzman
• Division of Customer Support
• 301-594-6248
• Summer 2006

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Agenda

• NIH Policies
• E-mail Tips
• Organizing Email
• Modifying Your Global Address Listing
• Managing the calendar
• Managing contacts
• Managing personal folders
• Using Rules

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Microsoft Outlook 2003

• Setting up your Microsoft Outlook Services
• Personal Folders
• Archiving your Email
• Options
• Setting up your Auto Archive
• Mailbox Management
• Saving Attachments to Another Location
• Setting up the Automatic Emptying Option

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NIH Policies

• Mailbox Limits
• Limits that are set for all NIH Employees using
  the NIH Central E-mail Services
• Excludes Helix, Codon, Internet Mail

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Mailbox Limits

• gt 100 megabytes
• Warning message will be sent stating the user has
  exceeded their limit and needs to reduce their
  mailbox size.
• Grace Period
• If the mailbox size is not reduced, eventually
  the user will be unable to send, but will still
  be able to receive e-mail.

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Remote Access to Email Resources

• NIH Portal
• http//my.nih.gov
• Outlook Web Access
• https//owa.nih.gov

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NIH Web Resource

• http//www.mail.nih.gov
• User Section
• Access to OWA site to check mail over the web
• Link to change your NIH domain/ e-mail password
• Popular Links Section
• Modifying your Mailbox and Domain Account
• AntiSpam

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Has Your Contact Information Changed? Update NED

• To correct or update NED information
• Go to http//ned.nih.gov
• Select Update Your NED Record
• Login to the NIH Portal
• Submit Update

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Mailbox Management

• Viewing and Sorting mailbox content
• Saving the email attachments to a file location
  on your hard drive or networked drive
• Deleting items in your Sent Items
• Deleting items from your Deleted Items folder
  will remove items from your mailbox permanently
  however, there is a recovery method if within 48
  hours.

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Outlook Views

• Outlook has several ways to customize the way
  that you access folders and view mail
• The popular view at NIH is the Folder List
• Allows for navigation through several folders on
  one screen

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Current View

• By clicking on View ? Arrange By, a list of
  possible views is available.
• These views facilitate the organization of mail
  messages in order to navigate through them more
  effectively.

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Most commonly used views

• Messages
• The default that is used to see all messages
• Unread messages
• Shows only unread mail
• Messages with Auto Preview
• Shows each message as well as the first few lines
  of the body of an unread message

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Inserting Flags for Follow Up

• In the Flag section of the message, left click to
  set the default red flag, or right-click to
  select a different color and follow up
  information.

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Organize Tool
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Find Options

• On the Standard toolbar, click Find
• In the Look for box, type the text you want to
  search
• Click the Search In button to specify the folders
  you want to search (only current)
• Click the Find Now button.

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Find Results
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Find Results

• Note
• When the search is complete and no longer
  needed, press Clear so that all email will be
  visible again.

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Saving Attachments to Another Location

• Select the email that contains the attachments
• Choose File?Save Attachments
• Delete the attachment from the email by selecting
  it and press the Delete key.

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Automatic Delete Items

• Go to Tools ? Options
• Choose the Other tab
• Place a checkmark in Empty the Deleted Items
  folder
• To be notified before emptying the Deleted Items
  folder, press the Advanced Options button
• Place a checkmark in Warn before permanently
  deleting items

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Mailbox Cleanup

• From the menu bar, choose Tools ? Mailbox
  Cleanup.
• View the total size of your mailbox and of
  individual folders
• Find items that are older than a certain date to
  archive them
• View the size of your Deleted Items folder and
  empty it.

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Manage Information

• At NIH we use Personal Folders to manage our
  active information
• Recommendation Personal folders are located on
  the users network drive
• Pro Reduces inbox size
• Con Can become corrupt if too large

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Creating Personal Folders

• Click on File, Outlook Data Management
• Click Add, then OK, then browse to a location on
  your network drive
• Type a name of your choice and click Create
• Then type a display name to match then OK
• You will now see a folder in your folder list
  that you can move and store messages

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Create Personal Folders
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Create Personal Folders
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Archiving Your Outlook E-Mail Messages

• Auto Archiving
• This setting allows the user to schedule when an
  archiving will take place
• Manual Archiving
• The user can manually task the application to
  archive their email.

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Archive vs. Personal Folders
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Setting Up AutoArchive

• Go to Tools ? Options
• Select the Other tab
• Click on the AutoArchive button.

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Choosing Settings for AutoArchive

• How many days between archiving?
• Do you want to be prompted before AutoArchive?
• Do you want to delete email which is older than
  the number of days you are archiving?

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Troubleshooting the Archive Option

• You will receive this error if you have changed
  the location of your archive file or an archive
  file is not present on your system.

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Rules

• Set of conditions and actions for processing and
  organizing your e-mail messages.
• Conditions identify messages for processing, and
  actions determine what kind of processing is
  performed.

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Using Rules

• Assign categories to messages
• Setup Notification when important messages arrive
• Move messages to a folder from a specific person
• Color code messages

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Using Rules

• You probably receive large volumes of mail from
  several different groups (work-related, personal,
  and junk mail), so you need some way to manage
  your messages. In Outlook 2002, you can use rules
  to sort and process your messages before you even
  look at them.

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Most Commonly Used Rules

• Set up a notification, such as a message or a
  sound, when an important message arrives
• Move messages to a particular folder based on who
  sent them
• Redirect an e-mail message to a person or
  distribution list
• Automatically reply to a certain type of message
  with a specific message you create
• Flag messages from a particular person.

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Rules Wizard

• The Rules Wizard leads you through three basic
  steps to create a rule to manage your messages
• Selecting a condition
• Applying an action to the items returned by the
  condition
• Entering exceptions to the condition.

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Creating a Rule

• On the Tools menu, click Rules and Alerts.
• In the Apply changes to this folder list, click
  the Inbox that you want.
• Click New Rule. You will see a list of rules and
  a description of each rule
• To use a template, click Start creating a rule
  from a template.
• Choose the conditions and actions that you would
  like to have occur once those conditions are met.

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Out of Office Assistant

• Be sure that you are at the Inbox level
• Tools ? Out of Office Assistant

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Inserting NIH E-mail Addresses

• In the To field type the employees name (first
  last)
• Press CTRLk on the keyboard to check name.
• If multiple employees have the same name, a popup
  box will appear to select the correct one,
  otherwise the name will automatically be found
  and linked.

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Creating Contacts

• On the File menu, select New ? Contact.

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Adding a Contact from Email

• Right-click on a user in the From field
• Choose Add to Contacts

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Modifying Contact Options

• Tools ? Options
• On the Preferences tab, select the Contacts
  Options button

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Managing Calendar

• Viewing Options
• Color Coding Appointments
• Modifying Calendar Options
• Using Free/Busy Time Feature
• Creating a Recurring Meeting Request

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Viewing the Calendar

• Monthly
• Weekly
• Work Week
• Daily

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Color Coding Appointments
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Managing Calendar Options

• Creating Appointments
• Scheduling Meetings
• Recurring
• Free/Busy Time

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Managing Calendar Options

• From the Tools menu, select Options
• Make sure that the Preferences tab is selected.
• Choose Calendar Options

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Managing Calendar OptionsFree/Busy Time

• Within calendar options, choose the Free/Busy
  buttons.

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Managing Calendar OptionsViewing Free/Busy Time
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In Closing

• http//antispam.nih.gov
• http//www.mail.nih.gov