Outlook 2000 Training

1
Outlook 2000 Training

• Stuart Evans
• Brad Miller
• Eric Meier
• August 2nd ,2001

2
Agenda

• Public folders
• Personal folders
• Archiving mail
• Advanced features
• Offline access
• Questions

• Email infrastructure
• Outlook today
• The view menu
• Global address list
• Contacts
• Calendars

3
Email Infrastructure

• Forbes2 The exchange serverForbes2.comm.virgini
  a.edu
• Webmail The web interface to the exchange
  serverwebmail.comm.virginia.edu
• Mail Our firewall for internet
  emailmail.comm.virginia.edu

4
Why host our own mail server?

• 1 reason Virus Scanning!!!!! (UVA does not scan
  ANY email!!!)
• 2 reason Virus Scanning!!!!
• Greater feature set then UVA hosted mail (Simeon)
• Not locked into doing things ITC way more
  control and flexibility. This reduces our
  dependency on ITC.

5
Why host our own mail server?

• Offers a solution that integrates well with our
  supported desktop
• Greater control for email distribution lists,
  user accounts, etc.
• Improved customer service
• Microsoft isnt going anywhere (Simeon has filed
  bankruptcy)
• Windows 2000 based (integration, supportability)

6
Server Overview
Internet
Forbes2(Exchange)
McIntire
Users
Mail.comm
webmail
7
Mail.Comm.Virginia.edu
All Internet mail
Internet
Mail(smtp Webshield)

• All internet mail (mail sent to us, AND mail we
  send that is destined for internet email
  addresses) will be scanned for viruses by
  mail.comm.virginia.edu
• No student resumes will have viruses!
• McAfee SMTP Webshield (Simple Mail Transport
  Protocol)

8
Mail.Comm.Virginia.edu
All Internet mail
Internet
Mail(smtp Webshield)

• Mail will only accept outgoing mail from
  forbes2.comm.virginia.edu ( spamming protection)
• Scans email and Blocks email based on customized
  patterns (text in title/body, etc.)
• Updated .dat scan engine every week

9
Email flow
Forbes2
All Internet mail
Internet
Mail.comm

• After being scanned by mail.comm internet email
  is then sent to Forbes2, and then delivered to
  the user
• Forbes2 will ONLY accept mail from mail.comm (and
  mail.virginia.edu in the event mail.comm becomes
  unavailable)

10
Forbes2

• Microsoft Exchange
• Scans (yes, thats two times!!) all mail
  (incoming and outgoing) with internal virus
  protection software
• Difficult to deny access to web based email (AOL,
  Simeon, MSN) so we need to scan internal mail
• McAfee GroupShield for Exchange
• Forbes2 will ONLY accept mail from mail.comm and
  mail.virginia.edu servers for protection
• Updated weekly

Forbes2
11
Outlook Today

• The default view for Outlook Today lists
• Calendar items for the next five days
• Pending task items
• Number of unread messages in your Inbox
• This view can be customized to fit your needs

12
The View Menu

• Controls the appearance of your outlook
• Folder list
• Preview pane
• Outlook bar
• AutoPreview

13
Global Address Book

• What is it?
• How is it organized?
• Distribution lists

14
Contacts

• Adding contacts
• Categories
• Changing views
• Local distribution lists

15
Calendars

• Views
• Adding appointments/events
• Attendee availability
• Meeting requests
• Granting access to your calendar

16
Public Folders

• All Public Folders
• Types of folders
• Mail items (default)
• Calendar
• Contacts
• Posting to public folders
• Favorites

17
Personal Folders

• Creating a personal folder
• Stored locally as a .pst file
• Does not count against your 50 mb limit
• How to check mailbox size
• Where should it be stored (saved)?
• Performance over the network
• Size of the file

18
Archiving Mail

• Auto-archiving
• ToolsOptionsOtherAutoArchive
• Default archive location

19
Advanced Features

• Rules Assistant
• Out of Office Assistant
• Bcc (Blind Carbon Copy)

20
Offline Access

• Folder synchronization
• Laptop and home users

21
Questions?