Liberty University



Outlook 2003

FEATURES

Menu Bar=contains menu commands (commands listed depend upon folder open)

Standard Toolbar=shortcut icons to frequently used menu commands

Folder Banner=bar that displays the name of the open folder

Status Bar=identifies number of items in selected folder

Folder List=hierarchy of your mail account’s folders (listed alphabetically)

Folders=specified locations for mail account items

Calendar=scheduling tool for planning/recording appointments, events, meetings

Contacts=stores detailed information about people/businesses (individual contacts and distribution lists) with whom you communicate (addresses, phone, e-mail addresses, b-days, etc.)

Deleted Items=stores all deleted items

Drafts=stores new/reply/forward messages that have not been sent

Inbox=stores incoming messages

Journal=records date/time/duration of actions with Office documents (Word, Outlook, Excel, Access, PowerPoint)

Notes=electronic notepad

Outbox=stores outgoing messages

Sent Item=stores all sent messages

Tasks=electronic to-do list

Fields=information regarding listed items in each folder

Field Headers=name or label that identifies each field

High Importance=(exclamation point)

Icon=(envelope) indicates read, not read, forwarded, replied,

Flag=(red flag) indicates additional explicit instructions attached to message

Attachment=(paperclip) indicates attachment enclosed

Attachment=file that is sent with e-mail message (document, spreadsheet, database, power point, image, sound, program)

Navigation Pane=area on the left side of the screen that displays shortcuts and operation icons for all of Outlook’s different sections (Tasks, Mail, etc.)

Main Window=displays the list of items in the selected folder

Auto Preview=displays a brief introduction to each item listed in the selected folder

Reading Pane=displays the selected item in the Main Window

Address Book=collection of address lists and distribution lists

Global Address List=stores user, group, and distribution list e-mail addresses in our organization (all LU e-mail addresses, groups, distribution lists)

Personal Address Book= stores user, group, and distribution list e-mail addresses the owner creates (all non-LU e-mail addresses and distribution lists)

Size Limits=10 MB (includes calendar, contacts, deleted items, drafts, inbox, journal, notes, outbox, sent items, tasks)

Personal Folders=second set of folders, separate from mail account folders, stored on personal Molly drive, that does not affect the size of your mail account

Session 1: Tutorial 1, 2, 4

Communicating by E-mail

Managing Contacts

Managing Your Inbox

Tutorial 1: Communicating by E-mail

Outlook Overview:

I. Mail- message communication tool for sending and receiving, storing and managing e-mail

II. Calendar-scheduling tool for planning appointments, events, and meetings

III. Contacts- address book for compiling postal addresses, phone numbers, e-mail and web addresses

IV. Tasks- is a To-Do list for organizing and tracking items you need to complete or delegate

V. PST Folder.

a. Allow you to store mail off of the main mail server. You only have so much space on your email and when it gets full you will be able to receive mail but you won’t be able to send mail. In order to keep your mail space free you can store old files you want on the PST Personal Folder without using up your mail space.

b. To create a PST personal folder

i. Open Outlook

ii. Go to File on the Menu bar( then Data File Management( You will get a dialog box, select ADD(then Select Office Outlook Personal Folders File (.PST) ( Then Click OK ( at this point you can change the name of your folder and select your personal Molly Drive from the drop down box on top where it says Save in( then click OK. The folder will show up on your Email Navigation bar.

c. Make sure you go through your different email folders and delete emails you don’t need and move emails you want to save to your personal (pst) folder. Folders you need to remember to go through are Inbox, Sent, Drafts, and Deleted Items.

d. Pictures take up a lot of space! If you have pictures or old items that you want to keep but they are taking up too much space, save them to a CD.

I. Communicating by E-mail

a. Open Outlook.

i. Click on button at the bottom on the status bar. It’s an orange box that looks like a clock.

ii. Icon on your desktop.

iii. Start(Programs( Microsoft Office(Microsoft Outlook and click to open.

II. Customizing the Outlook Window:

a. Click View( Navigation Pane

b. Click View(Status Bar

III. Navigate with the Navigation Pane:

a. Click Mail(personal folders and Outlook today view appears

b. Click Calendar(click on Day

c. Click Contacts

d. Click Tasks

IV. Navigate Folder List:

a. Click Folder List button(Click Calendar(Click Inbox

V. Choose E-mail message Format:

a. Formatting. Go to Tools(Options( Mail Format

i. Activate= Click Tools(Click Options(Click Mail Format( Click Drop-Down Arrow at Send in this message format: Select desired Format(Click Ok

ii. HTML=provides most formatting features and option. Allows bullets, fonts, website links, and e-mail links. Format not viewable for recipients using Rich or Plain text

iii. Rich Text=provides some formatting options. Allows bullets, fonts. Format not viewable for recipients using Plain Text

iv. Plain Text=provides NO formatting. Format viewable for recipients using any Formats

b. Click Microsoft Office Word 2003(Ok

VI. To Create an E-mail Message:

a. Click Inbox(Click New(Click on To box to bring up address list to search for a name(Search for your own name(Click on To (Ok

b. The box labeled TO is where you put the address you are sending your message to. If you want to include someone else in the message just to keep them informed you can CC (carbon copy) them in the email and put their address in the second line. The Subject line is where you type the Subject of your email and is what the receiver will see before he opens the message.

c. You can also BC (blind copy) someone in on your mail message. Blind copy means that the person who is in the TO line will not know that it is also being sent to someone else. The other persons address will be hidden.

d. Press the Tab key twice to enter Subject of E-mail(Type Peach Order(press the tab key to move to message area

e. Type the following message:

i. The Express Lane customers are enjing the peaches from Maklin Produce. Please double our next order.

f. Press Enter twice and type Thank You(Press Enter type your name

g. Click Spelling and Grammar button on toolbar

h. Click Options button in dialog box

i. Click Recheck document button(click Yes(Ok

VII. Sending Messages:

a. Click Inbox(click Tools(click Options(click Mail Setup(click Send Immediately when Connected(click Ok

b. Messages will be sent after you hit the Send button

VIII. How to Use the Type a Question for Help Box:

a. Click in the Type a Question for help box(type How do I get help?

b. Press Enter(scroll through topics to choose About getting help while you work?

IX. How to Use the Outlook Help Task Pane:

a. Click the Microsoft Office Outlook Help Button, it looks like a question mark

b. Type Send e-mail in Search For box(click Start Searching(click Send and receive messages link

X. To Connect to Microsoft Office Online:

a. Open Outlook Help task pane

b. Click on Connect to Microsoft Office Online link(Click Outlook link

XI. Receiving and Responding to E-mail

a. Click Mail(Click Inbox(Click Send/Receive button. New messages will appear in the inbox

XII. Different Views:

a. Reading Pane-go to View(Reading Pane (also a button on toolbar)

i. Right

ii. Bottom

iii. Off

b. Go to View(Arrange by(then select however you want it arranged

XIII. To Read a Message:

a. Click the Peach Order Message one time. It shows up in the reading Pane

b. Double Click Peach Order Message and it opens in its own window

XIV. To Reply or Forward to a Message:

a. Reply feature responds to the sender only

b. Reply to All feature responds to the sender and all recipients

c. Forward feature sends a copy of the message to new recipients that you specify

d. Responses use the same Format as the original message unless you specify otherwise. If you receive a message in HTML your response will be in HTML, etc.

e. Click the Peach Order message(Click Reply button(Type You will receive shipments in 3 weeks(check spelling(send

f. Click Peach Order message(Click Forward(Enter your own E-mail address in To box(Press tab key 3 times to move to text area(Please Update the Express Lane account.

XV. Customizing Messages:

a. Click Tools(Click Options(Click Mail Format tab(Click Signatures(Click New

b. Type your name in the Enter a name for your new signature text box

c. Click Start with a blank signature(Type your name(press enter(Type Department you work for(type phone number(etc

d. Click Finish on the bottom(click Ok

e. Click Signature for new messages list arrow(click you name(do the same for Signature for replies and forwards(click Apply(Ok

XVI. Format Text in E-mail

a. Open Peach Order E-mail(click Reply(Enter your own address in To Box(highlight any text in message(click on Italic Button(click on Font Color button(choose Red

b. Place Cursor above your name(click on Horizontal bar button

XVII. Change Message Importance:

a. Click the Importance: High button on toolbar(send message to yourself and you will see the graphic

XVIII. To Attach a File to an E-mail:

a. Click New button(Type your own email address in To box(Type Latest Sales in Subject text box

b. In message area Type See attached Excel workbook

c. Click the Insert File button(click Look in list arrow(navigate to Sales.xls and double click on it to insert into email

d. An email with a paper clip means it has an attached file

XIX. To Print and Delete Messages:

a. To Print and Delete:

i. Click an email message in your inbox(press and hold the Ctrl key(and select another message(Click File(Print(then uncheck Start Each Item on a New Page(Ok

ii. With messages still selected Click Delete button, it looks like an X

iii. Click Sent Items Folder(press the Ctrl key and select messages(move to Deleted Items folder

b. To Remove Signature:

i. Click Tools(Options(Mail Format(Click Signatures(choose your name in list box(click Remove

c. To Empty Deleted Items folder:

i. Click Deleted Items(Right click on it(click on Empty “Deleted Items” Folder

Tutorial 4: Managing Your Inbox

I. To Create a message Flag:

a. Click Tools(Options(Mail Format(change default to HTML

b. Click Compose in this message format(HTML(Ok

c. Create New Mail message send it to yourself with:

i. Subject Schedule Cleaning Crew

ii. and message Please set up a five person cleaning crew for the Gormann event two weeks from today.

d. Press Enter key twice and type your name

e. Click Message Flag button(click Flag to list arrow(click in Flag to text box(type Need Cleaning Crew

f. Click Due by list arrow(click the date for one week from today(click 5:00 PM(Ok

g. Send the message, the flag message and deadline will appear in status bar

II. To Respond to a Flagged Message:

a. Click in Inbox(click on Scheduling Cleaning Crew message(click Reply(Reply by typing I’ll send out an e-mail right away

III. To Change Status of Message Flag:

a. Right click Flag icon on message(Click Flag Complete

b. You can also add flags to messages already received to help organize them

IV. Using Voting Buttons, Delivery Receipts, & Time Limits:

a. Create New mail message addressed to yourself

b. Type:

i. Subject: Available for pre-party cleaning?

ii. Message: The Gormann birthday party is in 2 weeks and will require cleaning. Please click voting button to indicate if you are available or not

c. Click Options(Use Voting Buttons list arrow(click Yes; No; Maybe

d. Click Request a delivery receipt for this message(click request a read receipt for this message

e. Click Expires after check box(press Tab key(type Next Mon(press Tab(Type 9 am in Expires After text box

f. Send

V. Casting a Vote:

a. Retrieve your message(Double click to open

b. Click on Yes button for read receipt

c. The voting buttons appear in a toolbar on the top of the page

d. Click the No voting button

e. Click Edit Response before sending option button(Ok

f. Type I will be on vacation(click Send

VI. Tracking Votes and Message Delivery:

a. Click Inbox

b. A Read Receipt message will have an icon that looks like a Circled Check mark with trails coming off it.

c. A Vote Reply message has an icon that looks like an envelope with the letter I inside a circle.

i. Click on the message with the Vote Reply(click on Tracking Tab this tab tallies the votes for all recipients.

VII. Creating Personal Folders:

a. Display Folder List

b. Click New(Folder

c. Type Speedy Cleaning in Name text box

d. Click Folder contains list arrow(click Mail and Post Items

e. Click Inbox to select where to place the folder(click Ok

f. Repeat steps b through e and create a subfolder named Gormann

VIII. To File Messages:

a. Click plus sign next to Inbox

b. Select Schedule cleaning crew Message(Drag to Speedy Cleaning subfolder

c. Click Re: Schedule cleaning crew message(press and hold Ctrl(click the 3 Available for pre-party cleaning? Messages and release Ctrl Key

d. Drag the selected messages into the Speedy Cleaning subfolder

IX. Creating A Rule:

a. Click tools(Rules and Alerts(Click New Rule

b. Specify a rule template and specify a condition

c. Click Move messages with specific words in the subject to a folder(click Next(click with specific words in the subject to deselect(click with specific in the subject or body

d. Click specific words link in Step 2 list box(in specify words text box type Gormann(Click Add(click Ok

e. Click Next(in Step 2 list box click specified link(click Plus sign next to Personal Folders and navigate to the Gormann folder(click Ok(click Next button twice

f. To name the rule type Gormann Party in the Step 1 text box(click Finish

X. To Run a Rule:

a. Click Run Rules Now button(click Gormann Party(click Browse(double click Inbox(click Include subfolders check box to insert a check mark(click Apply Rules To list arrow(click All Messages(click Run Now(Close(Ok

XI. Conditional Formatting:

a. Click View(Arrange By(click Custom(click Automatic Formatting(click Add(type High Importance E-mail in the Name text box

b. Click Font(Click Color(Click Blue in Color List(Click Bold in Font List(click Ok

c. Click Condition Button(Click More Choices(Click Whose importance is check box to insert check box(click List arrow and click High(Ok

XII. To Test Conditional Formatting Rule:

a. Click Inbox(send new message to your own e-mail address(with Subject High Importance(Type message This E-mail should be blue(check importance High(Send

b. Click Inbox(Send second message to yourself with Subject Low Importance(Type message This e-mail should not be blue(check Low importance(Send

c. Download your messages

XIII. Rearranging Messages:

a. Display Gormann subfolder(click Find(Type Cleaning Crew(click Options(check box next to Search All Text in each Message(press Esc(click Find Now(Click Clear button to display all messages in folder

XIV. Switch Arrangements and Views:

a. Display Gormann folder(Click View(Arrange By(Current View(Click Message Timeline

b. Click View(Arrange By(Current view(Messages

c. Click View(Arrange By(Conversation

d. Click View(Arrange By(Date

XV. Create Custom Groups:

a. Click View(Arrange By(Custom(click the Group By button

b. Click Automatically group according to arrangement(click List arrow and choose From(click the first Then By list arrow(choose Subject(Ok

c. Click View(Arrange By(Custom(Group By(Click Clear All(Click Automatically group according to arrangement check box(Ok

XVI. Deleting Rules:

a. Click Tools(Rules and Alerts(click Gormann Party in the rules(click Delete button(Yes(Ok

b. Click View(Arrange By(Custom(Automatic Formatting button(High Importance E-mail rule to select(click Delete(Ok

XVII. To Delete Category, Folder, and Messages:

a. Right click e-mail message(click categories(click Master Categories List(delete Schedule(click Ok twice

b. Select Gormann subfolder(press Delete Key(click Yes

c. Select Unread Mail folder(press Delete Key(click Yes

Tutorial 2: Managing Contacts

I. Creating Contacts:

a. Click Contacts in navigation pane(click New

b. Type Mr. Fran L. Aiello III in the Full name text box(press Enter

c. Click Full Name button to open box and check the name(click Cancel

d. Click Job title text box(type Project Manager(Tab

e. Click Company Text Box(Type Levinson Systems(Tab

f. Click File As list arrow(click Aiello, Fran L.

g. Click in Business text box(type 1234567890(click down arrow

h. Click list arrow next to Home(change to Pager(type 2155556441(press Enter

i. Click Down arrow next to Business in addresses area(click Home

j. Type 12 Haymarket Blvd(Enter(Type Philadelphia, PA 19107(Click Home(click Cancel

k. Click Details Tab

l. Click in Nickname(type Frank

m. Select Birthday text box(type 08/20/1969(press Tab key(Click Ok(Click Save and Close

II. Assigning Categories to Contacts:

a. Double click Aiello, Francis L. to open window

b. Click Categories(click Key Customer to assign category(Ok

III. Add Custom Category:

a. Click Categories(Click Master Category List(Type Members (Categories are case sensitive)(Add Vendors and Employees(Ok

IV. Create a Distribution List:

a. Click Actions(New Distribution List(Type LinkUp Members as the Name(Select Members(Click Show Names from the List(Contacts

b. Double Click Fran Aiello to add to Distribution list(click Category(click Members(Save and Close

V. Contact Views:

a. Click Contacts(Click Detailed Cards(Click Phone List(Click By Company(click plus sign(Click By Category

VI. To Edit a Contact Card:

a. Click Detailed Address Card option button(click A button is necessary(select 19 Hillcrest Way(Type 27 Hamilton Street

VII. Preview and Print Contact List:

a. Click Print button(click Card Style(Click All Items(click Page Setup(in options area click Blank forms at end(click None(Ok(Preview(click Print(Ok

VIII. Forward Contact Information:

a. Click Aiello, Fran contact(click Actions(click Forward(type your own address in To text box(press Tab key(Type Contact Information Attached

b. Change message format to Plain Text(Send

IX. Send E-mail to Contact:

a. Click Aiello, Fran contact(click New Message to Contact(change format to Plain Text

X. Send E-mail to Distribution List:

a. Click LinkUp Members(New Message to Contact(change to Plain Text(Send e-mail

XI. Write a Letter to Contact:

a. Click Aiello, Fran(Click Actions(Click New Letter to Contact(Click Choose a Page Design list arrow(choose Contemporary Letter(Next

b. Click Business option button(Click Sender Info tab(Click Complimentary closing list arrow(choose Sincerely yours(Type Membership Services for job title(type LinkUp in company text box(press Tab(click Finish

XII. Flag a Contact for Follow-up:

a. Select Aiello, Fran contact card(click Follow Up button(click Flag to List Arrow(Click Send Letter(Press Tab(Type Today then 5pm

XIII. Organize Contacts:

a. Click By Category

b. Click Customize Current View link(click Filter(Click More Choices tab(click Categories(Ok

XIV. Sort Contacts by Dialog Box:

a. Click Customize Current View(Sort(click Select Available fields from list arrow(Address Fields(Sort Items by list arrow(click Z choose ZIP/Postal Code(Descending

b. Click Select available fields from list arrow(Click Name Fields(click Then By list arrow choose File As(Ok

End of Session 1

Session 2: Tutorial 3 and 6

Planning Tasks and Schedules

Customizing Outlook

Tutorial 3: Planning Tasks and Schedules

I. Create a Note:

a. Click New button list arrow choose Note

b. Type Web site ideas: tax preparation and little-known deductions

c. Click Note icon in upper left corner of open note(click Contacts

d. Click Contacts button(click name in items list box(Ok

II. Edit a Note:

a. Double click on Note to open

b. Make changes as needed

c. Close note

III. Assign a Category to Note:

a. Right click Web site idea Note

b. Click Item belong to these categories list box(Type Web Site(Click Add to List(Ok(Assign Web Site

IV. Create a Task:

a. Drag yellow Plan meeting note to Tasks button

b. Click Due Date list arrow(choose tomorrow’s date

c. Click Priority list arrow(choose High

V. Create a One-Time Task:

a. Click Tasks button

b. Click Simple List

c. Click Organize Web site ideas

d. Click Due Date text box(click Due Date list arrow(choose next Tuesday(press Enter

VI. Create a Recurring Task:

a. Click New button(Type Write Tax Tips for Web Site

b. Click Recurrence(click Monthly(next choose middle option button(Edit to say The Last Monday of every 1 Month(click Start

c. Click Start list arrow(choose date for next Monday(Click End after and type 6(Ok(Save and Close

VII. Verify Task Options:

a. Click Tools(Options(Preferences(Task Options(verify all 3 check boxes are checked(Ok

VIII. Assigning Tasks:

a. Double Click Plan Meeting About Website Task to open

b. Click Assign Task button on Toolbar

c. Enter e-mail address of person you want to assign task too

d. Click Due Date(click due date for 2 months from now(Send

IX. Navigating in Calendar:

a. Display Calendar folder

b. Click View( Arrange By(Current View(Day/Week/Month

c. Click on Month name is Date navigator to display shortcuts

X. To Schedule an Appointment:

a. Click New on toolbar, an appointment window opens

b. In Subject Type Web Site Meeting

c. In Location Type Conference Room

d. Start Time choose day and then time

e. End Time choose day and time

f. Deselect the Reminder checkbox to turn it off

g. Assign Label Important

XI. To Schedule a Recurring Appointment

a. Click Recurrence

b. In Recurrence pattern area click Weekly(Recur every 1 week(on Tuesday

c. In Range of Recurrence click End By option button type One Month(Ok

d. The recurrence pattern is summarized below Location text box

XII. To Schedule Event:

a. Click 5 Day Work Week view

b. Click and Drag to select Wednesday and Thursday date headings

c. Type Tax Code Seminar in white area

d. Double click Alarm Bell to open dialog box

e. Fill in Location, Time, etc(Save and Close

XIII. To Print Calendar:

a. Click Print button(Click Weekly Style(click Start List(click Start List arrow(Click Tab key (Type Next Friday(Click Preview(Print

XIV. Schedule a Meeting:

a. Click Actions(Plan a Meeting(Add Others(Add from Address Book(search for names(select name and click Required

b. AutoPick will select first free time for all attendees

c. Click Make Meeting button(In Message area type Company Web Site(In Location area type Conference Room( Send

XV. To Respond To a Meeting Request:

a. Display Inbox(check one of the options on the top Accept, Tentative, Decline, or Propose New Time

XVI. Review Attendee Availability:

a. Double Click Company Web Site meeting to open

b. Click on Scheduling tab, this is similar to Make Meeting Tab

c. Click Tracking Tab to track attendees status

XVII. Sharing your Calendar

a. Go to Navigation window on your calendar. Select Sharing My Calendar…

b. Select Add->find the person you want to add

c. Select Permission and choose the permissions you want them to have. Reviewer=can only read the calendar, Author=can read and create entries but can only modify entries they made can not modify entries that others made, Editor=can create and modify all entries irregardless of who made them. Select Apply then Ok.

d. Select Open a shared Calendar in the navigation window. Type in the name box whose calendar you want. Select OK

XVIII. Remove sharing permissions

a. Select Share my calendar from the navigation window and then the permissions tab

b. Select the name you want to remove

c. Right click on name under Other Calendars in Navigation Window and then click on Remove from Other Calendars

End of Session 2

Features

Calendar

➢ Side-by-side calendars allows you to view multiple calendars at one time. Simply check the boxes next to the calendars you wish to view under the My Calendars heading.

Search Folders

➢ Search Folders contain constantly updated search results of specific types of e-mail items.

➢ This section can be found under All Mail Folders in the Mail section of the Navigation Pane.

➢ You can customize and add new folders to the Search Folders section by right-clicking on Search Folders and clicking New Search Folder….

Quick Flags

➢ If you need to respond to an e-mail message but you don’t have the time now, you can click on the flag next to it in the Main Window to mark it with a Quick Flag.

➢ To change the flag color, right-click the flag icon and choose a different flag color.

➢ To add a reminder to the flag, right-click the flag icon and click Add reminder….

➢ To clear the flag, right-click the flag icon and click Clear Flag.

➢ All flagged items are stored in the For Follow Up folder under the Mail section in the Navigation Pane.

E-mail Alerts

➢ Outlook will alert you when new e-mail messages arrive in your inbox by displaying a blue notification pane on your desktop.

➢ To turn off the desktop alert or change the settings, click Tools > Options > E-mail Options > Advanced E-mail Options. Then, under the When new items arrive in my Inbox section, you can turn the feature off by de-selecting the check box next to Display a New Mail Desktop Alert or change the settings by clicking Desktop Alert Settings....

Cached Exchange Mode

➢ When Cached Exchange Mode is turned on, Outlook stores a copy of your e-mail folders on your computer’s hard drive. This allows you to open Outlook and read, write, and manage e-mail even when the network is slow or unavailable.

➢ To turn on Cached Exchange Mode, click Tools > E-mail Accounts, make sure View or Change existing e-mail accounts is selected and click Next > Change… select the check box next to Use Cached Exchange Mode, click Next > OK (if a restart warning appears) > Finish.

Junk E-mail Folder/Filter

➢ The Junk E-mail feature has been updated and now includes a folder under your inbox called Junk E-mail which helps manage junk mail more efficiently.

➢ To edit Junk E-mail settings, click Actions > Junk E-mail > Junk E-mail Options….To add an address to the Blocked Senders or Safe Senders list, right-click an e-mail from the sender and go to Junk E-mail or go to Junk E-mail settings and add the address manually.

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