Collaborating with Outlook 2002 and Exchange 2000

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Collaborating with Outlook 2002 and Exchange 2000
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Creating Public Folders
Creating Public Folders

• To create Public Folders
• Open Outlook.
• If the list of folders is not visible, on the
  View menu, click Folder List.
• Expand Public Folders in the list by clicking the
  plus sign, and then click All Public Folders.
• From the File menu, point to New, and then click
  Folder. When the Create New Folder box appears,
  type Arctic Explorer in the Name box and select
  Mail and Post Items from the Folder contains
  drop-down menu. Click OK.

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Creating Sub-Folders in a Public Folder
Creating Sub-Folders in a Public Folder

• To create sub-folders in a public folder
• From the expanded Public Folders list, click the
  Arctic Explorer folder.
• From the File menu, point to New, and then click
  Folder. When the Create New Folder box appears,
  type AE Group Contacts in the Name box and select
  Contact Items from the Folder contains drop-down
  menu. Click OK.
• Create a Group Calendar, a Group Tasks, and a
  View Project Results folder within the Arctic
  Explorer folder. Enter an appropriate description
  in the Folder contains drop-down menu to specify
  the type of information that each folder will
  contain.

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Setting Permissions for a Public Folder
Setting Permissions for a Public Folder

• To set permissions for a public folder
• From the expanded Arctic Explorer folder,
  right-click the View Project Results folder that
  you created earlier, and then click Properties.
• When the View Project Results Properties box
  appears, click the Permissions tab.
• Add user names to or remove them from the Name
  field of the Properties box for the folder. Click
  an individual user name or click the first user
  name in the list. Next, scroll down to the bottom
  of the list, hold down the Shift key, and click
  the last name in the list to select all user
  names.
• In the Permission Level drop-down menu, select
  Reviewer. In the Edit items and Delete items
  fields, select None. The folder is now read-only
  for the selected users.

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Posting Documents in Public Folders
Posting Documents in Public Folders

• To post documents in Public Folders
• Open a new document in Microsoft Word. Type
  Project Arctic Explorer, and then center this
  text on the page. From the File menu, click Save
  As, and then save and name the file.
• In the File menu, click Send To, and then click
  Exchange Folder.
• Click the plus sign next to the folder to expand
  Public Folders, and then expand All Public
  Folders. You can now see the Arctic Explorer
  folder.
• Expand the Arctic Explorer folder, and then click
  the Post New Items Here folder. Click OK to send
  the document to the folder and close the Send to
  Exchange Folder dialog box.

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Creating a Public Folder Contact List
Creating a Public Folder Contact List

• To create a public folder contact list
• Expand Public Folders, expand All Public Folders,
  and then expand the Arctic Explorer folder. Click
  the Group Contacts folder that you created
  earlier.
• On the File menu, point to New, and then click
  Contact.
• Type a name for the new contact.
• Enter the information that you want to include
  for the contact.
• Click Save and Close.

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Creating a Group Schedule
Creating a Group Schedule

• To create a group schedule
• Expand Public Folders, expand All Public Folders,
  expand the Arctic Explorer folder, and then
  expand the Group Calendar folder.
• Click Schedules in the toolbar.
• Click New and type Whale Tails as the name field
  of the Create New Group Schedule dialog box.
  Click OK.
• Click Add Others to add members to the group
  schedule. Contacts can be added from your Outlook
  Address Book or typed into the Group Members
  field.
• Click Save and Close. You can create multiple
  group schedules in your public calendar folder to
  efficiently manage sub-groups of project team
  members.

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Viewing, Deleting, or Editing a Group Schedule
Viewing, Deleting, or Editing a Group Schedule

• To view, delete, or edit a group schedule
• Expand Public Folders, expand All Public Folders,
  expand the Arctic Explorer folder, and then
  expand the Group Calendar folder.
• On the toolbar, click Schedules.
• Select the group schedule that you want to edit
  or delete.
• Click Open to view or edit the schedule. If you
  edit the schedule, click Save and Close.
• Click Delete to remove the schedule.

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Sending a Meeting Request or E-mail Message from
a Group Schedule
Sending a Meeting Request or E-mail Message From
a Group Schedule

• To send a meeting request or e-mail message from
  a group schedule
• Expand Public Folders, expand All Public Folders,
  expand the Arctic Explorer folder, and then
  expand the Group Calendar folder.
• Click Schedules.
• Select the group schedule that you want, and then
  click Open.
• Click Make Meeting.
• Click New Meeting. Type and send meeting
  information from the Meeting dialog box.
• Click New Mail Message. Type and send the message
  from the Message dialog box.

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Proposing a New Meeting Time
Proposing a New Meeting Time

• To Propose a New Meeting Time
• Open the meeting request.
• Click Propose New Time.
• Click a time at which all invitees are available.
• You can use AutoPick Next to find the next
  available free time for all invitees. The
  calendar automatically advances to the next
  available time block that is free for all
  attendees.
• Click Propose Time. Add a message or copy another
  contact to the New Time Proposed dialog box.
• Click Send.

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Changing the Time Default Message for Proposing a
New Meeting Time
Changing the Time Default Message for Proposing a
New Meeting Time

• To Change the Time Default Message for Proposing
  a New Meeting Time
• On the Tools menu, click Options, and then click
  Calendar Options.
• In the Use this response when you propose new
  meeting times list, click the setting you want.
• Click OK.

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Coloring Appointments and Meetings in Your
Calendar
Coloring Appointments and Meetings in Your
Calendar

• To Color Appointments and Meetings in Your
  Calendar
• Expand Public Folders, expand All Public Folders,
  expand the Arctic Explorer folder, and then
  expand the Group Calendar folder.
• Open an appointment or meeting. If this is a
  recurring appointment, click Open the series when
  prompted.
• In the Label list, click a color. To remove a
  color from the appointment or meeting, in the
  Label list, click None.
• Click Save and Close.

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Adding Contacts
Adding Contacts

• To Add a Contact
• On the Windows taskbar, double-click the MSN
  Messenger Service icon to open the message
  window.
• Click Add.
• Click By e-mail address or sign-in name.
• Enter the contacts e-mail address, and then
  click Next.
• Click Finish. The new contacts name and status
  appear in the InfoBar.

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Changing Your Online Status
Changing Your Online Status

• To Change Your Online Status
• On the Windows taskbar, double-click the MSN
  Messenger Service icon.
• On the File menu, click My Status, and then click
  the status you want.

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Sending an Instant Message
Sending an Instant Message

• To Send an Instant Message
• On the Windows taskbar, double-click the MSN
  Messenger Service icon.
• On the Tools menu, point to Send an Instant
  Message, and then select Other.
• Type the contacts e-mail address in the text
  box. In the Service list, select MSN Messenger
  Service, and then click OK.
• Type your message in the lower field of the
  instant message window, and then click Send. Your
  message and the response from the contact will
  scroll down the upper field of the message
  window. To invite another contact to join your
  conversation, click Invite, point to To Join This
  Conversation, and then click Other.

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