Outlook 2003 Quick Guide Table of Contents: Overview of client, Sending/Receiving , Using the address book………..……… 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…………………… Delegating (Proxy Rights)/Accessing other’s accounts………………………………………… Notify………………………………………………………………………………………………...…….12 Last updated: September 12, 2005 New Web-site for web-based Need to change your Outlook password? All password changes are done through Campus Connection. For more information on Project Outlook, please visit: For questions/comments regarding using Outlook or on this quick guide, please

Overview of Client Navigation Pane View Pane Reading Pane Tip: Turn off pane or move to bottom, by going to View>Reading Pane. Tip: Click on Folder List to display all folders in navigation pane.

Sending/Receiving 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.

Requesting a Delivery/Read Receipt In order to be notified that an has been delivered and/or read, a receipt must be requested. If requested, an 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:

Using the address book 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”. Click on Find Items icon to search by First name, Last name, Department, etc.

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.

Adding other contacts to Outlook Address 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 address book.

Sent Items Folder Click on “Sent Items” folder to view all sent items. Will show recipient, subject, date/time:

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.

Using the Calendar Click on Calendar to view calendar. Use icons above calendar to switch to work week, month, etc. Double-click to add appointments.

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.

Accepting/Declining meeting requests After opening meeting request, recipients will accept or decline:

Viewing accepted/declined status When an appointment is accepted, an will be sent to the “meeting organizer”:

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:

Creating New Folders 1. Click the drop down on New & select Folder: 3. Folder Added 2. Create Folder Name and select Location Find feature The find feature is available by clicking the corresponding button: You will be presented with the Find Tool Bar:

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

Archiving: Setting archive schedule Click Tools Options Other Tab. Then “AutoArchive…”

Archiving: Setting archive schedule (Cont.) Set schedule depending on preferences. Note: After conversion is completed 90- day rule will go back into effect.

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

Setting Out of Office Rule This rule function is under “Out of Office Assistant” –Click on Tools Out of Office Assistant –Enter text for auto-reply message –Select “I am currently Out of the Office” to activate rule. Note: This rule will ONLY reply to those senders .

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 s by selecting Tools>Options>Spelling Tab To add signature, go to Tools>Options>Mail Format tab

Delegating Use the “Delegates” function to provide recipients with rights –Click on Tools>Options –Choose “Delegates” tab –To grant permission to certain folders, modify Properties for each folder. –Note: Granting permission using Delegates tab will provide others with “Send on behalf of” rights, even if only noted as Reviewer. –To grant permission for specific folders or calendar, without “Send on behalf of” rights, choose folder and share those rights or choose “Share My Calendar” while in the calendar view. IMPORTANT: To provide “Send As” (Instead of just “Send on behalf of” rights) to another user, requests will need to go to NETADMIN. Detailed instructions on delegating and managing resources can be found at: Is.depaul.edu/communication/outlook

Accessing other’s accounts For inbox or other folder, go to File > Open > Other User’s Folder…: To open a shared calendar, while in the calendar view, select “Open a Shared Calendar…”:

Notify To modify notify settings, click Tools Options and Choose “E- mail Options” then “Advanced Options…”: