Outlook 2003 Quick Guide

1
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
• Assigning Proxy Rights/Accessing others
  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
projectoutlook_at_depaul.edu.
Last updated August 2, 2005
2
Overview of Client
View Pane
Navigation Pane
Reading Pane Tip Turn off pane or move to
bottom, by going to ViewgtReading Pane.
Tip Click on Folder List to display all folders
in navigation pane.
3
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.
• Can also access the address book from icon on
  main window

Click on paperclip to attach a file.
Click on To to access the address book.
4
Using the address book

• Click on Find Items icon to search by First
  name, Last name, Department, etc.

• Select recipient from 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.

5
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.
6
Adding other contacts to OutlookAddress 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.
7
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

8
Sent Items Folder

• Click on Sent Items folder to view all sent
  items. Will show recipient, subject, date/time

9
Recalling Resending

• Recall or resend a message by opening the sent
  item, then go to Actions Recall This
  Message or Resend This Message
• If recalling, the following message will appear

Tip using Recall Vs. Resend Recall allows you to
retract or delete unread copies (if the
recipient accepts). Resend sends the same message
again, without retracting.
10
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.
11
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.
12
Accepting/Declining meeting requests

• After opening meeting request, recipients will
  accept or decline

13
Viewing accepted/declinedstatus

• When an appointment is accepted, an e-mail will
  be sent to the meeting organizer

14
Tasks Notes

• To view tasks, click on Tasks from Navigation
  pane. Use button for new tasks

To view notes, click on Notes from Navigation
pane. Use button for new notes
15
Creating New Folders

• 2. Create Folder Name and select Location

• 1. Click the drop down on New select Folder

3. Folder Added
Find feature
The find feature is available by clicking the
corresponding button
You will be presented with the Find Tool Bar
16
Opening your archive

• To open your archive for the FIRST time, go to
  FilegtOpengtOutlook Data File.
• After your archive is opened, click on folder to
  view your messages and drag and drop messages to
  manually archive messages.

17
Archiving Setting archive schedule

• Click Tools Options Other Tab. Then
  AutoArchive

18
Archiving Setting archive schedule (Cont.)

• Set schedule depending on preferences.
• Note After conversion is completed 90-day rule
  will go back into effect.

19
Setting Rules

• Go to Tools Rules and Alerts The following
  box will appear. Select New Rule to create new
  rule.

20
Setting Out of Office Rule

• This rule function is under Out of Office
  Assistant
• Click on Tools Out of Office Assistant

21
Spell Check Signature

• The spell check function works the same as it
  does in MS Word.
• It checks for spelling that is in your MS Word
  Dictionary.
• You can update the settings for the spell
  checking of emails by selecting
  ToolsgtOptionsgtSpelling Tab

• To add signature, go to ToolsgtOptionsgtMail Format
  tab

22
Proxy access/Delegating

• Using the Delegates function you can provide
  recipients with rights
• Click on ToolsgtOptions
• Choose Delegates tab
• To grant permission to
• certain folders, modify
• Properties for each folder.
• To grant permission for
• your calendar, choose
• Share My Calendar
• while in the calendar view.

• IMPORTANT
• To provide FULL read/write access to another
  account, requests will need to go to NETADMIN.
  To open these accounts, use the web-based version
  of Outlook
• https//outlook.depaul.edu/resourcename

23
Accessing others accounts

• For inbox or other folder, go to File gt Open gt
  Other Users Folder

• To open a shared calendar, while in the
  calendar view, select Open a Shared Calendar

24
Notify

• To modify notify settings, click Tools
  Options and Choose E-mail Options then
  Advanced E-mail Options

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