Calendar. with Exchange

Transcription

1 Outlook 2007 Calendar with Exchange

2 This document was created using materials from Global Knowledge Network Inc All rights reserved. Organizational Development & Learning Centre, University of Toronto I+TS University of Toronto Information Commons, University of Toronto

3 Outlook 2007 Calendar with Exchange Part 1: Basic Skills...1 Lesson 1 Exploring Outlook...3 An Overview...3 Configuring Outlook...3 The Basics...6 The Navigation Pane...7 Customizing the Navigation Pane...7 The To-Do Bar...7 Customizing the To-Do Bar...8 The Date Navigator...8 Upcoming Meetings...8 Tasks...8 Assigning a Category to an Outlook Item...9 Using Instant Search...9 Lesson 2 Scheduling the Calendar Using the Calendar Navigating the Calendar Scheduling a New Appointment Scheduling an Event Scheduling a Meeting Scheduling a Resource for a Meeting Canceling a Meeting Accepting/Declining Meeting Requests Editing Calendar Items Setting a Calendar Item as Recurring Moving, Cut and Pasting, or Copying Calendar Items Sharing Your Calendar Opening Shared Calendars Terminology Comparison Chart Customizing Your Calendar Options Tracking Attendees Lesson 3 Calendaring Extras Viewing Free/Busy Time Using Group Schedules Create a Group Schedule View a Group Schedule Add a Member to a Group Delete a Member From a Group Use a Group to Schedule a Meeting Configuring Delegate Access to Mailbox Opening a Calendar Folder After Permission Given Ownership and Assigning Permissions for a Resource Calendar... 25

4 Print your Calendar Oracle, Outlook OWA Comparison Lesson 4 Messages Using Outlook s Using the Mail Pane Reading Messages in the Reading Pane Deleting a Message Recovering Deleted Items Attaching an Item to a Message Creating a Signature Part 2: Advanced Skills Lesson 5 Organizing Messages Arranging and Grouping Messages Sorting Messages Creating a New Folder Creating Sub-Folders Creating a New Search Folder Step by Step Flagging a Message Viewing Flagged Messages Space Quota Lesson 6 Managing Contacts Using the Contacts Pane Adding a Contact Creating a Contact from an Creating a Contact from an Existing One Finding a Contact Sharing Contacts Accessing a Shared Contacts Folder Making a Contact as Private Distributions Lists Dynamic Distribution Lists Lesson 7 Working with Rules Using Rules Creating a Rule Based on a Message Deleting a Rule Creating a Rule using the Rules Wizard Changing the Value of a Rule Editing a Rule HELpful websites... 49

5 Part 1: Basic Skills

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7 IN THIS CHAPTER An Overview Configuring Outlook The Basics The Navigation Pane Customizing the Navigation Pane The To-Do Bar Customizing the To-Do Bar The Date Navigator Upcoming Meetings Tasks Assigning a Category to an Outlook Item Using Instant Search Lesson 1 Exploring Outlook An Overview In this course, you will learn how to use Calendar and Mail in Outlook 2007 to: create appointments, invite others to meetings, set reoccurring meetings, view who will be attending your meeting, set reminders, use the global address list, assign delegate rights and much more. Exchange works by passing messages from one person to another. Think of it as a real paper invitation with an RSVP card included. Unlike CorporateTime/Oracle Calendar which had a central database, each customer has their own database in Exchange. Exchange works with calendaring and being equally important to the successful scheduling of meetings. This document contains two sections: one covering basic skills which will be presented in this class; and one covering advanced skills which you can try on your own time. In-person support is available from the Information Commons Help Desk, or you can exchange@utoronto.ca. Configuring Outlook Your account configuration settings are stored in a profile. Your profile can include an Exchange server account, Internet mail accounts and personal folders. If several people share the use of a computer, each must have their own Outlook profile on that computer. To set up an Exchange account with it s own profile: Close Outlook if it is open. Open the Microsoft Office Profile Manager. In Vista, go to the Control Panel and type Mail into the search box (see a in the image below). Select the Mail applet (see b in the image below). In Windows XP, go to Start / Settings, and choose Control Panel. In Classic View, double-click the Mail icon. 3 Lesson 1 Exploring Outlook

8 4 3. Click Show profiles (if you don t have a profile already set up, you won t see this window. Proceed to step 4). 4. Click Add. 5. Under Profile Name, type UTORexchange and click OK. 6. Click to select the checkbox beside Manually configure server settings or additional server types and click Next. 7. In the Choose Service window, select Microsoft Exchange and click Next. 8. Type arborexch01.utorarbor.utorad.utoronto.ca in the Microsoft Lesson 1 Exploring Outlook

9 5 Exchange Server field. Check Use Cached Exchange Mode and type your UTORid in the User Name field. Click More Settings. 9. After a short period you will see a failure notification. Click OK. This error is a result of our heightened security. The next few steps will configure Outlook to use this more secure connection to the server. 10. In the next window, click Cancel. 11. In the window that appears next, go to the Connection tab, enable Connect to my Exchange using HTTP and click Exchange Proxy Settings 12. Set the Exchange Proxy Settings: a. Type autodiscover.utoronto.ca under Use this URL Lesson 1 Exploring Outlook

10 to connect to my proxy for Exchange. b. Check the box beside On fast networks, connect using HTTP first, then connect using TCP/IP. c. Check the box beside On slow networks, connect using HTTP first, then connect using TCP/IP. d. Select Basic Authentication under Use this authentication when connecting to my proxy server for Exchange. Confirm all changes by clicking OK, OK, Next, and Finish. In the Mail window, select Always use this profile and select your Exchange account from the pull-down menu. Click OK. Start Outlook. In the Connect window, type utorarbor\utorid (where UTORid is your actual UTORid) in the User name field and type your UTORid password in the Password field. Click OK. Outlook immediately begins synchronization with the Exchange server. This process can take a long time, but happens only once. Leave Outlook running until the Outlook status bar displays: All folders are up to date. Remember to configure Exchange at all locations, office, home, or on your PDA. Instructions for configuring other clients are available at help.ic.utoronto.ca. The Basics Whenever you start Outlook, log in with your UTORid and password. When Outlook opens, you will be in the Mail view which is the default view that lists: a b c d e incoming messages and meeting requests; the mail folder list; links to the Calendar, Contacts and Tasks; the Reading Pane; and the To-Do Bar (date navigator, upcoming appointments and a place to type in new tasks). Lesson 1 Exploring Outlook

11 The Navigation Pane 7 The Navigation Pane provides a central location where you can access the features of Outlook, as well as select different folders that contain items such as messages, schedules, task lists, documents, shortcuts, and other folders. The Navigation Pane appears on the left of the Outlook window. Separator Bar The Navigation Pane is actually made up of two sections. The bottom section displays large and small buttons to navigate to the Mail, Calendar, Contacts and Tasks, Notes, Folder List and Shortcuts Panes. In addition, you can use the Configure buttons button to display a menu for customizing the Navigation Pane. Configure buttons icon Customizing the Navigation Pane 1. Point at the separator bar in the Navigation Pane (see image at left), and drag it to the desired position. 2. Click the Configure buttons icon. 3. Click Navigation Pane Options. 4. Select or deselect the check box for the button you want to hide or display. 5. Highlight the name of the button you want to move. 6. Click Move Up or Move Down as needed. 7. Click OK. The To-Do Bar The To-Do Bar brings together the Date Navigator, any appointments along with any current tasks. Similar to the Navigation Pane the To-Do Bar can be customized to be hidden after use. In the hidden status the To-Do Bar appears as a vertical toolbar located on the right hand side of the screen. When you click the To-Do Bar it expands to show its contents. When you turn the To-Do Bar on or off, or view it minimized in a specific view, the setting applies only to that view. For example, if you turn off the To-Do Bar in Mail, it remains off whenever you are in Mail. It remains on in other views such as Calendar, Notes, and Tasks. The To-Do Bar displays: (a) a the date navigator, (b) b upcoming meetings, and (c) c a place to type new tasks. Lesson 1 Exploring Outlook

12 8 Customizing the To-Do Bar 1. Click the Mail, Calendar, Task or Notes button on the Navigation Pane. 2. Click the View menu. 3. Point to To-Do Bar. 4. Select Normal. You can customize your To-Do Bar to display a number of months (number of month rows), upcoming appointments, and whether the Task list is displayed Click the View menu. Point to To-Do-Bar. Click Options. Complete the To-Do-Bar Options dialog box. Click OK. The Date Navigator Date Navigator is the little calendar box(es) to the side of your main view. Depending on your screen resolution and how Outlook is sized, it usually displays one or more months. Dates with calendar entries (appointments, meetings and events) associated with them are marked in bold 2 months into the past and 10 months into the future from the current date. The exception is if the free/busy information has been set to Free, the date will not be bold. upcoming meetings The To-Do Bar by default, displays four upcoming appointments. Double-click on an upcoming meeting to view details. Tasks Tasks are displayed grouped by their due date with the most urgent at the top of the list. Tasks can be added to the list by clicking into the Type a new task box, typing the task and pressing Enter. You can also drag Lesson 1 Exploring Outlook

13 messages from your Inbox into the task section or add an item from a contact by right-clicking the contact and choosing a due date under Follow Up. To add/view the detail of a task, double-click the task. 9 Assigning a Category to an Outlook Item Outlook provides a list of Categories for you to use. Using Categories makes it easy to organize your data and manage Outlook items. You can sort and search for items by category. You can assign a Category to an item from the information viewer or by opening the item in a window. You can assign a Category to any mail, appointment, contact, task, or Journal item. By default there are six Categories, Blue, Green, Orange, Purple, Red and Yellow. You can rename these categories and you can add new categories and colours to the list. 1. Right-click an item in Outlook, choose Categorize and then click All Categories. 2. Click New in the Categories dialog box. 3. Enter a name for the category and choose a colour in the Add New Category window. 4. Type a new name for the category. 5. Click Yes. Once you ve created a category, it will appear in the pop-up menu and you can assign it to other Outlook items. You can edit your categories. 1. Right-click an item in Outlook, choose Categorize and then click All Categories. 2. Select the category and change the name or the color. Using Instant Search The Instant Search field is available in all areas of Outlook Instant Search starts to display the results as you begin to type; the more characters you type the more it narrows down the results. You can still use the Search tools that were provided in previous versions of Outlook. The Find A Contact and Advanced Find features are still available. Outlook 2007 displays up to 10 of your most recent searches. They can be reused by clicking the down arrow to the right of the Instant Search box and selecting Recent Searches from the menu Click the Mail button. Click the Instant Search box at the top of the Inbox. Type the required search text. Select the required . Lesson 1 Exploring Outlook

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15 IN THIS CHAPTER Using the Calendar Navigating the Calendar Scheduling an Appointment Scheduling an Event Scheduling a Meeting Scheduling a Resource for a Meeting Cancelling a Meeting Accepting/Declining Meeting Requests Editing Calendar Items Lesson 2 Scheduling the Calendar Using the Calendar You can enter and track appointments, meetings, and tasks using the Outlook Calendar component. You can use Calendar in conjunction with other components of Outlook to help manage all of your information. Calendar items are saved in the Calendar folder, which you can access through the Calendar view. You can go to the Calendar view from the Navigation Pane or the Go menu. Calendar view opens to display the Date Navigator, a small monthly calendar at the top of the Navigation Pane, and the current calendar view in the right pane. The default calendar view is the Day view, which displays time slots for the current date. The time slots can be used for scheduling appointments and meetings. The buttons on the toolbar can be used to change the calendar view. The Daily Task List is displayed below the Calendar. 11 Setting Calendar Item as Recurring Moving, Cut and Paste or Copy Calendar Items Sharing your Calendar Opening Shared Calendars Terminology Comparison Chart The Date Navigator above the Navigation Pane displays calendar months in traditional calendar format with the current date outlined in red. You can use the Date Navigator to display other days, months and years. Depending on your screen resolution and the width of the Navigation Pane, the Date Navigator may display one, two, or more small calendar months. The Reading Pane does not appear in Calendar view, but can be turned on. When it appears, it displays the details of the currently selected appointment. You may need to resize the Reading Pane to view all the appointment details. The My Calendars section (in the Navigation Pane) displays your Calendar folder and any additional folders containing calendar items. While you can use the Folder List to open the Calendar folder, the My Calendars section does not appear when you use this method. Use the Date Navigator in the To-Do Bar to view different dates, months, range of days or non-consecutive dates. Click and drag over the range of days you wish to see. To view non-consecutive dates, click the first date(s), hold down the Ctrl key and click the other date(s). 1. Click the Calendar button on the Navigation Pane. Lesson 2 Scheduling the Calendar

16 12 Navigating the Calendar You can use the Date Navigator to create and view appointments for other dates in the Calendar. As you select day, week, or month in the Date Navigator, the scheduling area changes to display appointments for the selected dates. You can also view appointments in the scheduling area for multiple consecutive or non-consecutive dates Open the Calendar folder. To view the appointments for a specific date, click the date in the Date Navigator. To view the appointments for a consecutive range of dates, drag the range of dates in the Date Navigator. To view the appointments for a non-consecutive range of dates, select the first date you want to display in the Date Navigator. Hold Ctrl and click the additional dates you want to display. Scheduling a New Appointment You can use the Calendar to schedule your appointments. Appointments are activities that do not involve notifying other people or scheduling resources Go to File / New and choose Appointment. In the Appointment window, type a Subject, Location, Start time, and End time. Click Save & Close. Scheduling an Event You can use the Calendar to schedule events and annual events. An event is any activity that lasts one day or more. An annual event is any activity that lasts one day or more and reoccurs yearly on a specific date. Scheduled events and annual events appear as banners that span the top of the date or dates of the event. When others view your schedule, events appear as free time. By default, events are scheduled as occupying an entire day. If you have an event that occupies only a portion of a day, you can deselect the All Day Event option in the Event window. Boxes appear in which you can enter start and end times. Conversely, selecting the All Day Event option in an Appointment window changes the appointment to an event. 1. Go to Calendar view. 2. Click the Actions menu. 3. Click New All Day Event. Lesson 2 Scheduling the Calendar

17 Type a subject for the event. Select the Location box. Type a location for the event. Select the Start time box. Select the Start time list and select a start date, or type a start date for the event. Select the End time box. Select the End time list and select an end date, or type an end date for the event. Set the Reminder option if desired, or set it to None. Select the Show as list. Select the option that you want to appear in the appointment s selected time slot when viewed by others. Click in the details area below the End time. Type details about the event. Select the Save & Close button. 13 Scheduling a Meeting You can use the Outlook Calendar to schedule meetings. A meeting is an appointment to which you invite people and resources. Resources include objects that you may typically use in a meeting, such as a conference room, an overhead projector, or a laptop computer. You can use Outlook to determine a time for your meeting that best fits all attendees and resources schedules. Unlike CorporateTime/Oracle Calendar, Outlook uses a technique called message passing to create calendar entries. This means that you will always send an when you invite someone to a meeting or make a change to it. Invitations to meetings scheduled in Outlook will appear in your Outlook Inbox. 1. Go to File / New and select Meeting Request. 2. Type a Subject, Location Start Time and End Time 3. Click the To.button to invite people from the Global Address List (GAL). 4. In the Search box, type the name of the person that you want to invite or select it from the list. For each name entered, click either Required, or Optional. 5. Click OK to return to the Meeting window. Lesson 2 Scheduling the Calendar

18 Click Scheduling Assistant to check for conflicts with other meetings your invitees are attending. In the scheduling table, each invitee s calendar information is depicted by blocks of color or blank spaces, depending on when they are busy or free. Click 100% magnification area and change it to 75% to adjust the view. The Suggested Times area will show the times when most of the invitees are available. Click Send when you have finalized the details of the meeting. Scheduling Assistant Scheduling a Resource for a Meeting You schedule a resource for a meeting as you would schedule a person. Resources include shared rooms and equipment, or any inanimate object such as a projector, laptop, etc. In order to schedule a resource, it must be set up with its own mailbox, by sending a message to exchange@utoronto.ca. By default resources can be viewed and requested to book by anyone using Exchange at U of T. If you do not want anyone to see the resource or book it, you can request that that feature be turned off when you send the creation message to exchange@utoronto.ca. You will then have to assign permissions to the individuals that you wish to have access. Free/busy time legend Suggested Times The same scheduling rules that apply to a person apply to a resource. When scheduling a meeting, you invite the resource and, if the resource is free, it will accept the meeting. If the resource is not free, it will automatically reject the invitation. In order to schedule a resource, it must be set up with its own mailbox. The resource owner can restrict the ability to schedule a resource. For example, the resource owner can decide that only a manager can schedule a particular resource. 1. Go to File / New and select Meeting Request. 2. Type a Subject, Location Start Time and End Time. 3. Click the To.button to invite people and resources. 4. In the Search box, type the name of the person that you want at the meeting or select it from the list. For each name entered, click either the Required, or Optional. 5. In the Search box, type the name of the resource that you want. The resource name starts with its AMS or Department code. Lesson 2 Scheduling the Calendar

19 6. Select it from the list, click Resources, then click OK to return to the Meeting window. The resource will appear in the Location box. Note: Having the resource appear in the location box, is not the same as inviting the resource to the meeting. 15 Canceling a Meeting You can cancel a scheduled meeting if you own the meeting. If you delete a meeting you do not own, it will appear in your Deleted Items folder. However the owner of the meeting does not know that you will not be attending the meeting. You can also cancel a meeting when it is open by clicking the Delete button in the Meeting window. 1. Open the Calendar folder Select the meeting you want to delete or right-click on it. Click the Delete submenu if you right clicked. Click the Send Cancellation button on the Standard toolbar or on the button, if prompted. Accepting/Declining Meeting Requests As colleagues schedule meetings, you will receive meeting requests in your Inbox. They will have a calendar icon beside the message title. You have the option of accepting, declining, or submitting a tentative response. You can respond to a meeting request from the Reading Pane or the Message window. When you select the Accept, Tentative, or Decline button, Outlook opens a warning box in which you have options to edit the response, send the response, or not send the response at all. Meeting requests are automatically added to your schedule as a tentative appointment when Outlook updates your Calendar or after you read the meeting request. If you accept the meeting, the meeting time changes to busy. If you decline the meeting, the meeting is removed from your schedule. Meeting responses are delivered to the meeting planner s Inbox and are also tracked on the Tracking page in the original meeting request. 1. Open the Inbox folder. Lesson 2 Scheduling the Calendar

20 Double-click the request to see the details and check for conflicts in your calendar if necessary. Click the Accept button, the Decline button, or the Tentative button as desired. Select the Send the response now option. Click OK. Editing Calendar Items You can edit any item in the Calendar, including appointments, events, meetings, and tasks. You can change the subject of the item, which appears in the Calendar, or you can open the item s window and change any of its details. If all the options do not appear in the item s window, you can resize the window as necessary Open the Calendar folder. To edit an item s subject, click once on the item. Click the subject line. Edit the subject as desired. Press [Enter]. To edit an item s details, double-click the item. Make changes as desired. Click Save & Close. Setting a Calendar Item as Recurring You can set calendar items such as appointments, events, and meetings as recurring. Recurring items occur at the same time at regular intervals. For example, you may attend a staff meeting on the first Monday of every month. You can schedule that meeting as a recurring meeting so that it automatically appears on the proper days in the Calendar. When you set an item as recurring, you must indicate a recurrence pattern. The pattern can be Daily, Weekly, Monthly, or Yearly. Depending on which option you choose, other recurrence options will be available. For example, if an appointment will be repeated weekly, you can indicate on which weeks and day the item should be scheduled. If an event will be repeated monthly, you can specify on which day of the month the event should occur. You can also indicate when the item should be regenerated. Additionally, you can specify a range of recurrence, indicating a start date and an end date. You can create a new item as recurring by selecting the Actions menu and then the New Recurring Appointment or New Recurring Meeting command. 1. Open the Calendar folder Double-click the calendar item you want to set as recurring. Click the Recurrence button. Select a Daily, Weekly, Monthly, or Yearly recurrence pattern option. Lesson 2 Scheduling the Calendar

21 Select additional recurrence pattern options, as desired. Select the Start list under Range of recurrence. Click the date when the recurrence should start. Select one of the three options under Range of recurrence, as desired. Click OK. On the Appointments tab in the Action menu, click Send if is a meeting or Save & Close if it is an Appointment. 17 Moving, Cut and Pasting, or Copying Calendar Items You can move items in your calendar by clicking and dragging. If an attendee has already responded to your initial invitation, you will be prompted to send an update to ask them to respond to the new invitation. Tracking for this item is available. You can Cut and Paste items in your calendar by cutting (Ctrl X) and pasting (Ctrl V). If an attendee has already responded to your initial invitation, you will be prompted to send an update to ask them to respond to the new invitation. Tracking for this item is available. You can copy items by holding down the Ctrl key and selecting the item, then dragging the copy to a new location. If an attendee has already responded to your initial invitation, you will not be prompted to send an to respond to the new request, as Tracking for this item is not available. Therefore it is a good idea to send them a message to confirm their attendance. Sharing Your Calendar In general, others can see whether you are free or busy when they try to create a meeting with you. If you want them to see details you can grant them Reviewer Permissions to your calendar. You can use the delegate function if you have people doing things on your behalf In Calendar view, click Share My Calendar in the Navigation Pane. You have the option of requesting access to their calendar at the same time. Double-click the request to see the details and check for conflicts in your calendar if necessary. The permission level can be set to Reviewer for selected custom- Lesson 2 Scheduling the Calendar

22 18 ers. This allows these colleauges to view the non-private contents of your calendar; but they are not able to edit/add or delete items. To change the permissions from the system default, right-click on Calendar under My Calendars in the left Pane and choose Properties from the pop-up menu. The Calendar Properties window will open. Go to the Permissions tab, select the customer and change the options for that customer. Permission Level None Create Items Read Items Create Sub folders Folder Owner Folder Contact Folder Visible Edit Own Items Edit All Items Delete Own Items Owner X X X X X X X X X X Publishing Editor X X X X X X X X Editor X X X X X X X Publishing Author X X X X X X X Author X X X X X Non-Editing Author X X X X Reviewer X X Contributor X X Note: Always ensure that people can see your Free/Busy information. Opening Shared Calendars Once you have been assigned at least Reviewer status on another persons calendar, it is possible to open this as a shared calendar. After you ve opened someone else s calendar, it will appear in a list under People s Calendars in the Navigation Pane In the Navigation Pane, select Open a Shared Calendar. In the window that opens, you can search for the customer by clicking Name...or enter their name into the Name field and click OK. A shared calendar will open alongside your own. If you are trying to arrange a meeting with a number of people who have shared their calendar with you, you can easily see when people are available by viewing the calendars in Overlay view. To access Overlay view, open a shared calendar and then click the arrow to the left of that person s name on the tab for their calendar. The calendars will then merge into one showing everyone s appointments. In Overlay mode, click on a tab to highlight the appointments that belong to that person. All other appointments in Overlay mode are transparent. To exit Overlay mode, click the same arrow that entered Overlay mode for each calendar. X Delete All Items Lesson 2 Scheduling the Calendar

23 19 Terminology Comparison Chart Oracle Calendar / CorporateTime Outlook Additional Date N/A N/A Entourage Meeting Conflicts Receive Caution Message Receive Caution Message Date Start Time Start Event Description Message Body Message Body Duration End Time End Frequency/Repeating Recurrence Pattern Occurs People Attendees Recipients Reply: I will attend Response: Accepted Response: Accepted Show time as: Busy Show time as: Busy Reply: I will not attend Response: Declined Response: Declined Show time as: Free Show time as: Free Reply: I will attend; I will prefer Response: Tentative Response: Tentative another time Show time as: Tentative Show time as: Tentative Response: Propose New N/A Reply: I will not attend, I will Time prefer another time Show time as: Free Day Event/Daily Note All day event All-day event Tasks Completed Status Checkbox when complete Lesson 2 Scheduling the Calendar

24 Customizing Your Calendar Options You can change the display, which days of the week are viewed, your default response to meetings and much more. The color that you choose is applied to the Day and Work Week views. The Week and Month views use system background colors, which are gray and white, by default. Procedure 1. On the Tools menu, click Options, and then click Calendar Options. 2. Under Calendar work week, choose which days you want to see and when the work week starts. 3. Under Calendar options, in the Default color list, click the color that you want. 4. Note: You can also choose to add Holidays but these are not UofT staff Holidays. UofT staff holidays will be inserted in your calendar by the system Administrator. 5. Under Advanced options, Click Free/Busy Options, to make sure it is set as below for the default. Tracking Attendees As the organizer you can see who accepted or declined the meeting As an attendee you can see who was invited by using the scheduling assistant in that meeting. The meeting time will appear as busy for each invitee who is attending Double Click on a meeting you have created with multiple attendees. Click on Tracking In the next window you will see details of the invitees attendance status.

25 IN THIS CHAPTER Viewing Free Busy Time Using Group Schedules Create a Group Schedule View a Group Schedule Add a Member to a Group Delete a Member from a Group Use a Group to Schedule a Meeting Configuring Delegate Access to Mailbox Lesson 3 Calendaring Extras Viewing Free/Busy Time Availability information is stored in Exchange and is used by Outlook to tell others if they are free or busy. This information is displayed as color-coded blocked out areas in your calendar. If you give someone extended rights to your calendar, they can right-click on your blocked out time to view the subject of the busy time In Outlook 2007 click on Calendar. From the File menu go to New and select Meeting Request. Click Scheduling Assistant. 21 Opening Calendar Folder After Permission Given Ownership and Assigning Permissions for a Resource Calendar Printing Oracle, Outlook, OWA Comparison 4. Click Add Attendees Select names from the list, choosing either Required or Optional for each. Click OK. Note: If an invitee is listed as Required, they will be given the option to respond to the meeting request. An optional attendee will not. 6. You should now be able to view the attendees Free/ Busy Time. Lesson 3 Calendaring extras

26 22 Using Group Schedules Group Schedules allows one to view the combined schedules of individuals, or resources, and schedule meetings with the entire group or with individual members of the group. The grouping you create can be saved for later use. Create a Group Schedule 1. Go to Calendar view. 2. From the Actions menu, select View Group Schedules to open the Group Schedules dialog box. 3. The Group Schedule dialog box opens. Click New. 4. Type a name for the group schedule, and click OK. The group s schedule dialog box appears In the group s schedule dialog box, click Add Others and choose Add from Address Book. The Select Members dialog box appears. Select a person from the GAL, and then click To. Repeat this step to add other members from your Address Book. Click OK. 8. Click Save & Close. View a group Schedule 1. From the Navigation Pane click Calendar. 2. From the Actions menu, select View Group Schedules. 3. From the list select the Group Schedule. 4. Click OPEN and the Group Schedule appears showing members and their schedules. Lesson 3 Calendaring extras

27 Add a Member to a group 1. From the Navigation Pane click Calendar. 2. From the Actions menu, select View Group Schedules. 3. From the list select the desired Group Schedule. 4. Click ADD OTHERS and select Add from Address Book. 23 Delete a Member From a group 1. From the Navigation Pane click Calendar. 2. From the Actions menu, select View Group Schedules. 3. From the list select the desired Group Schedule. 4. Right click the member s name and select Clear. Use a Group to Schedule a Meeting 1. From the Navigation Pane click Calendar. 2. From the Actions menu, select View Group Schedules. 3. From the list select the desired Group Schedule. 4. Click Make Meeting and select New Meeting With All. 5. A new message appears, addressed to the entire group. 6. Complete the message and click Send. Lesson 3 Calendaring extras

28 24 Configuring Delegate Access to Mailbox Delegate Access is a more advanced feature than just sharing your Outlook folders. If you want to grant additional permissions, such as allowing a delegate the ability to create messages or respond to meeting requests on your behalf, you must use Delegate Access. Note: Your mail must be delivered to your mailbox on the Exchange server, not to a Personal Folder file (pst) on your computer. You and the delegate must use the same version of Outlook. 1. From the Tools menu, click Options, and then click the Delegates tab Click Add. Under Search, enter the name of the delegate to whom you want to grant permissions. To add multiple delegates simultaneously, hold down CTRL and click their names in the Name list. The permissions you select will apply to all of the delegates. Click Add, click OK, and then click a type of permission for each Outlook folder to which you want the delegate to have access. If you want your delegate to see items that you have marked private, select the Delegate can see my private items check box. Click OK, then OK again. Opening a Calendar Folder After Permission Given From the Tools menu, choose Account Settings. Double-click the Exchange account, then click More Settings. On the Advanced tab, click Add under the Mailboxes section. Type the of the person that granted you the permission, then click OK. Click Apply, click OK, click Next, and then click Finish. The folder is now listed in the Folder List under Mailbox - <other person s name>. Lesson 3 Calendaring extras

29 Ownership and assigning permissions for a resource calendar 25 When a Resource account is created on UTORexchange, an individual has to be appointed as the Resource Manager. The Manager is responsible for assigning access permissions to others. Anyone who has been assigned Owner level Permissions can also share in the task of assigning access permissions Open Outlook in Calendar view. From the File menu choose Open and select Other User s Folder... In the Open Other User s Folder dialog box click Name to do a search. In the Search box, type the name or partial name of the resource. Under the Address Book pull-down menu, choose All Resources. Highlight it and click OK, then OK again. Look in the Navigation Pane under People s Calendar. Permissions can be set by right-clicking the Calendar and select Properties. Go to the Permissions tab. You can add a new person or change permissions for an existing person in this tab. You can choose Reviewer (read-only), Author (add/modify/delete own data), Editor (add/modify/delete all data) when assigning different permissions. 10. When done Apply these settings and click OK Print your Calendar 1. Click on Calendar. 2. Click on File, Print. 3. Under Print Style choose a style. 4. Click OK. Lesson 3 Calendaring extras

30 26 Oracle, Outlook Owa Comparison Oracle Outlook OWA Calendar Appearance View and Navigating View multiple calendars Create a Group Agenda and click on the Open Group Agenda icon On the left Panel, check the checkboxes of the calendars that you want to view simantaneously (you select as many calendars as you wish) N/A View in Overlay Mode N/A View in Day, Week, Month Day/ Week/ Month view icons: Click on the overlay mode button on the top left of the calendar Day/ Week/ Month view on the top left corner N/A *Only in OWA Premium View Work Days/View Weekend Default shows work week. To show Saturday and Sunday, Tools> Options>Agenda, show Saturday and Sunday Tool> Option> Calendar option >Calendar work week, select the days that you want to show in calendar Option (top right) > Calendar option> Calendar work week, select the days that you want to show in calendar: Customize Colors Tool> Options>Agenda>Color Tool> Option> Calendar Option > Calendar N/A Options > Default colour Calendar Features Adding University Holidays Import holiday file from CNS N/A N/A Printing Calendar Print icon and choose style sheet File > Print File> Print, but does NOT format the calendar view properly Lesson 3 Calendaring extras

31 27 Oracle Outlook OWA Tasks Create Tasks Tasks icon Click (in the left Panel) > File > New Assign Tasks Tools>Options>Access Rights>Designate Tab notes Create Notes Notes icon Send Notes Right click a task> Forward Click Notes (in the left Panel) > File > New *Only in OWA Premium Click (in the left Panel) > New *Only in OWA Premium Right click a task entry> Forward *Only in OWA Premium -View Notes: Click Mail (in the left Panel) > (under Mailbox) Add new notes: Mail (in the left Panel)> click the upside down triangle beside New> Post in the Folder> type Subject, Content > Post Compose note>ok>add Right click a note> Forward *Only in OWA Premium Schedule Appointments and Meetings Book an Appointment Highlight time in Agenda> Press Enter Request Meeting via Click Calendar (in the left Panel) > File > New > Appointment> add subject, location, time.> Save & Close N/A Click Calendar (in the left Panel) > File > Recurrence Repeating button Recurrence Without Pattern Set repeating meeting >Add Date New > Meeting Request or Appointment + Invite Attendees In the meeting/appointment entry: click on Recurrence >add time, pattern, range of recurrence> OK >Save&Close In appointment entry>time, Location, Description> Recurrence> select pattern, range of recurrence as close to what you want as possible> OK> manually drag the appointments to the correct dates> double click any events that just created> open series> Invite Attendees> Send Right click a note entry> Forward Click Calendar (in the left Panel) > New (top left) or double click an empty calendar space > add subject, location, time.> Save&Close New (top left)> Meeting Request or double click an empty calendar space > Invite Attendee icon Click Calendar (in the left Panel) > New > click on Recurrence icon > add time, pattern, range of recurrence> OK > Save&Close N/A Lesson 3 Calendaring extras

32 28 Oracle Outlook OWA Assign Importance Level Use pull down arrow next to Importance In the meeting/appointment entry: click ****New Meeting Request only: button in New Meeting on Private or High or Low Importance Click on High or Low Impor- window (top right on the ribbon) tance (top right on the ribbon) or check Set a Meeting Reminder Reminders Tab In the meeting/appointment entry: ****New Meeting Request only: (by default the reminder is 15 minutes) Click on High or Low Importance (top right on the ribbon) or check Add Attachment Click on Attachments tab> Attach In the meeting/appointment entry: Insert In the meeting/appointment entry: (size limit 100Kb) tab> Attach File (size limit 30 MB) Click Attach icon (size limit 30 MB) Book Group Meetings Use Free/Busy Time Open Group Agenda to view free In the meeting/appointment entry: click OWA premium: In the meeting/ busy time and schedule meeting on Scheduling Assistance > Add Attendees appointment entry: Scheduling >select name in GAL> Required>OK> Assistant tab> add a name or click view other people s free/busy schedule Select Attendees. > OWA light: In the meeting entry: select start time and end time> Send Appointment tab: search your invitees in (top of the page)> add to invitees to or > Schedule Assistant tab Add Free/Busy Time Short Cut Tools>Suggest Date/Time Right click toolbar > Customize> select N/A Actions in Categories and drag Plan a Meeting to the toolbar Add View Group Schedule Icon Agenda>Group Agenda Click Calendar (in the left Panel) >Action> N/A View Group Schedules > New> Add others> Save&Close Invite a Group to a Meeting Double click on a meeting that you Add a group: contact (left Panel)> down Add a group: contact (left Panel)> have already created> click on the arrow next to New> distribution list> add down arrow next to New> distribution magnifying glass button> Directory members> Save & Close list> add members> Save & search> groups> search> Add all> Invite a group: Calendar tab (left Panel)> Close OK>OK new meeting request> To> Address book Invite a group: Calendar tab(left dropdown box: Outlook Address book> Panel)> new meeting request> in select distribution group> OK Contact (on the left) select distribution group> select the group of people> OK Lesson 3 Calendaring extras

33 29 Oracle Outlook OWA Modify an Appointment Move an Appointment to Another Time Drag the appointment from one time slot to another in the calendar Drag the appointment from one time slot to another in the calendar *Only in OWA Premium - Drag the appointment from one time slot to another in the calendar Copy an Appointment N/A Press ctrl + drag the appointment to N/A another location in the calendar Delete an Appointment Right click the entry> Delete Right click the entry> Delete Click that meeting> Delete Modify a meeting Send an Update After Modification After modifying a meeting request you own,> OK>Send Mail After modifying a meeting request you own: Click Send Update After modifying a meeting request you own: Click Send Update Do Not Send an Update After Modification After modifying a meeting request you own,> OK and Cancel in the Mail Message window After modifying a meeting request you own, close the window and this warning appears. Choose Save changes but don t send N/A Cancel a Meeting You Own Right click>delete> Send cancellation Accept or DeclinE Invitations Accept or Decline a Meeting Right mouse click on meeting in agenda, select accept/decline/ propose another time Right click>delete> Send cancellation Open the meeting request and select accept/decline/ tentative/ propose another time, on top of the (above address) OWA premium: Click the meeting once> click on toolbar> allow pop ups> meeting request window opens> Send OWA light: Double click the meeting request> click on toolbar> Send Open the meeting request and select accept/decline/ tentative on top of the (above address) Sharing or Deleting Calendars Share a Calendar Tool> Access Rights> Designate Click Calendar (in the left Panel) > right click the calendar that you want to share> Send Via > Select sender > Send. Or Right click Calendar> Sharing> Add Person> Permission level>ok N/A Lesson 3 Calendaring extras

34 30 Oracle Outlook OWA Open Shared Calendar File> Open as designate> Agenda File > Open> Other person s folder> select Type in URL: Calendar in folder type > click Name utoronto.ca/owa/firstname. to select the owner of the calendar> OK lastname@utoronto.ca/?cmd=contents&module=calendar where (firstname.lastname@ utoronto.ca) is the address of the person/resource account you want to access Deleting a Calendar From your View Press X in upper right corner Right click that calendar> Delete that N/A calendar Delegate Rights Assigning Permission Tool> Access Rights> Designate Calendar>Tool> Option> Delegates>Add N/A > select user> OK> select permission level> OK Open a Delegated Calendar File> Open as designate> Agenda File > Open> Other user s folder> select Type in URL: Calendar in folder type > click Name to utoronto.ca/owa/firstname. select the owner of the calendar> OK lastname@utoronto.ca/?cmd=contents&module=calendar where (firstname.lastname@utoronto.ca) is the address of the person account you want to access Resource Management Access a Resource Calendar Tools> Search Directory> Resources First time: File> Open> Other user s Type in URL: Type in URL: folder>select the Name of the Resource owa.utoronto.ca/owa/resource address@utoronto.ca/ > change the Folder to Calendar > OK> calendar appears under People s Calendar?cmd=contents&module=calendar in the left Panel where where (resource- address) After the first time: click the checkbox of is the address of the resource the calendar under People s Calendars account you want to access Give People Calendar Permission Sign in as the resource> Tools> Right click a calendar> Change Sharing N/A Options>Access rights Permission> Add Reviewer, Author, Editor Permission level> OK Invite a Resource to a Meeting New Meeting>People Resources Click Calendar (in the left Panel) > File Calendar> New appointment> tab> in Add field, type R: followed > New > Scheduling Assistance > Add Scheduling Assistant> Select by a few characters of the resource Room >select room > OK Room>select time>send name> Enter> OK Lesson 3 Calendaring extras

35 IN THIS CHAPTER Using the Contacts Pane Adding a Contact Creating a Contact from Creating a Contact from an Existing Contact Finding a Contact Deleting a Contact Accessing a Shared Contacts Folder Making a Contact as Private Distribution Lists Dynamic Distribution Lists Lesson 4 Messages Using Outlook s Outlook includes a number of features to simplify message addressing. Such as automatically completing an address. You can view your mail using the Reading Pane or AutoPreview. The Reading Pane displays the full body of each message in the right Pane without having to open another window. AutoPreview displays the first three lines of each message under the message header Click the Mail button on the Navigation Pane. Select the desired folder. Under the View menu, click Reading Pane, or Auto Preview. Using the Mail Pane Mail folders can be selected from the Favorite Folders and Mail Folders Panes in the Navigation Pane. The Inbox folder is accessible from either Pane. The default mail folders include Inbox, Sent Items, Outbox, Drafts, Deleted Items, Junk and several Search Folders. Search Folders display views of messages that meet certain criteria. The default Search Folders are the Categorized Mail, Large Mail and Unread Mail folders. By default, a New Mail Desktop Alert will pop up on the bottom right of your screen whether you are in Outlook or using another application. 31 Reading Messages in the Reading Pane By default, the Reading Pane appears to the right of the message list when you select the Inbox folder. When you select a message in the list, the message is displayed in the Reading Pane. At the top of the Reading Pane is a message header area including the date and time the message was sent. By default, an unread message is marked as read when you select a different message. You can change this behavior by selecting Tools, Options, Other, Reading Pane. Lesson 4 Messages

36 32 The Reading Pane lets you view messages from unknown sources safely. Malicious scripts or attachments are not activated or opened when you view a message in the Reading Pane. The Reading Pane is available for all folders except the Outbox folder. If the Reading Pane is not visible, choose View, Reading Pane and then either Right or Bottom. Deleting a Message When you delete an item from a folder, it is sent to the Deleted Items folder. If you delete an item by mistake, you can restore the item by moving it from the Deleted Items folder to its original folder or a different folder. Recovering Deleted Items You can recover items you deleted even if you emptied the Deleted Items folder. They appear in the Recover Deleted Items From - Deleted Items dialog box. After selecting the items you want to recover, you can use the Recover Selected Items button to restore the items to the Deleted Items folder, where you can then move the items to the desired folders. *Deleted items will remain on the Exchange server for 14 days after which they will be removed from the Deleted Items folder. You can use the other buttons in the Recover Deleted Items From - Deleted Items dialog box to select all of the items in the dialog box or permanently purge the selected items from the Exchange server 1. Select the Deleted Items folder 2. From the Tools menu select Recover Deleted Items 3. Select the message you want to recover 4. Click the Recover Selected Items button. Attaching an item to a Message You can use Outlook to send or distribute Outlook Items such as messages, appointments, or tasks. When you insert an item into a message and then send that message, the item is delivered to the recipient along with the message. 1. Address and compose the message as usual. 2. On the Message or Insert tab, click Attach Item. 3. In the Insert Item window, select the item type (e.g. Calendar or Notes) in the Look in area and double-click the item in the Items area. Lesson 4 Messages

37 Creating a Signature 33 A signature can include formatted text, e mail addresses, and hyperlinks and you can create multiple signatures. You can set a separate automatic signature for new messages and another for replies and forwarded messages. In addition, you can also select separate automatic signatures for different accounts. You can use this feature to include any boilerplate text you frequently include when sending messages. For example, if you create a weekly message to send sales figures, you can create a signature with the text See the weekly sales figures below:, followed by a list of the days of the week. The last signature you create will automatically be listed as the default in the Signature for new messages list on the Mail Format page in the Options dialog box. You can change the default signature for new messages and replies or forwarded messages at any time. You can use the Create Signature dialog box to edit or delete signatures. 1. From the Tools menu, click Options. 2. Click the Mail Format tab. 3. Click Signature. 4. Click New. 5. Type a name for the signature and click OK. 6. Type the text you want to appear in the first line of the signature. 7. Press Enter to add a new line. 8. Type the desired signature text, pressing Enter as needed to add additional lines. 9. Select the text you want to format. 10. Click the desired formatting button. 11. Select the desired formatting options. 12. Click Save. 13. Click OK. 14. Click OK. Lesson 4 Messages

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39 Part 2: Advanced Skills

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41 IN THIS CHAPTER Using Outlook s Using the Mail Pane Reading Messages in the Reading Pane Deleting Messages Recovering Deleted Items Attaching an Item to a Message Creating a Signature Selecting Default Signatures Lesson 5 Organizing Messages Arranging and Grouping Messages By default messages are arranged by Date but you can arrange messages by other properties. For example, you can select Conversation to organize messages by Discussion topics. This arrangement displays the messages in threads, which groups messages and responses together. By default, messages are arranged under group headings. The group heading depends on the arrangement property. For example, the group headings for messages arranged by their dates may include Today, Yesterday, Wednesday, Last Week, Three Weeks Ago, and Last Month. When messages are grouped, you can use the box to the left of the group name to collapse and expand the messages under the group. If you prefer to view your messages without the groupings, you can disable the Show in Groups command. 37 Arrangement and grouping options are available on the Arrange By submenu on the View menu. Messages in a single-line format can also be arranged by clicking the column heading for the desired field. For example, clicking the Received column heading arranges the messages by Date. When grouping is enabled, you can collapse and expand all groups by right-clicking any group name and selecting the Collapse All Groups or Expand All Groups command. You can move and copy all the messages in a group by dragging the group heading to the desired folder. 1. Click on the desired mail folder. 2. Select View Menu and Arranged By. 3. Select the desired arrangement property. 4. To enable or disable grouping, select or deselect Show in Groups. Sorting Messages Messages can be sorted in a variety of ways. Lesson 5 Organizing Messages

42 38 1. In the message list, click on Arranged By.. 2. Choose the desired sort order from the pull-down list. Creating a New Folder You can create new folders to help you organize Outlook items. For example, you can create a folder for a specific customer and store all the messages pertaining to that customer in the folder. Folders can contain only one type of Outlook item. New folders can be created as a folder directly under your personal folder or as a subfolder under one of the existing folders, such as the Inbox folder. You can Create new Folders at the Inbox level Highlight Mailbox-username to create your folder at the same level as your Inbox. From the File menu select New / Folder. In the Create New Folder window type a name for the folder. In the Folder contains drop-down list select Mail and Post Items. Click OK. Creating Sub-Folders 1. When you want to create a new sub-folder select the folder that will contain the sub-folder. 2. From the File menu, select New / Folder. 3. Type a name for the folder. 4. From the Folder contains menu select the type of items. 5. Click OK. You can move items into a folder using the Move Items dialog box or by dragging the item to the desired folder. 1. Go to the File menu and select Folder. 2. Click New Folder. 3. Type the name of the new folder. 4. Under Folder contains select Mail and Post Items from the list. 5. Select a folder location for the new folder (expanding folders if necessary) and click OK. Lesson 5 Organizing Messages

43 Creating a New Search Folder 39 Search Folders help you organize your time by filtering your messages to show only those that meet specific conditions, or criteria. Outlook searches all folders containing mail items; including the Drafts, Sent Items, and Deleted Items folders, and any mail folders you have created. While the Unread Mail, For Follow Up and Large Mail Search Folders may appear by default, you can create additional Search Folders. The New Search Folder dialog box provides a number of existing Search Folders that you can use to create new Search Folders. Some of the existing Search Folders can be customized by restricting the search conditions to look for specific text, sender and recipient names, or a date or size. When you create a new Search Folder from an existing one, Outlook names the folder for you based on your search criteria. New Search Folders appear under Search Folders in the Mail Folders Pane. You can display a folder in the Favorite Folders Pane by right-clicking the folder name in the Mail Folders Pane and selecting the Add to Favorite Folders command. You can rename or delete a Search Folder. Right-click the folder name and select the Rename folder name command to rename the folder or the Delete folder name command to delete it. Deleting a Search Folder does not delete the messages in it. After creating a new Search Folder, you can modify or add to its criteria by right-clicking the folder name and selecting the Customize this Search Folder command. 1. Go to File / New and select Search Folder. 2. Select the desired Search Folder. 3. Under Customize Search Folder, click Choose, if applicable. 4. Select or type the desired search criteria. 5. Continue adding search criteria, as necessary. 6. Click OK to close the Customize Search Folder box. 7. Click OK. Step by Step 1. Right-click on Search Folders and select New Search Folder. 2. Select Mail from and to specific people. 3. Click Choose and highlight your selected sender name. 4. Click From or Sent To. 5. Click OK then OK again. Flagging a Message You can insert a follow-up flag next to a message as a reminder or to call attention to the item. You can also send a message with a flag as a reminder for the message recipient. Messages marked for follow-up can be flagged with different follow up dates such as Today, Tomorrow, This Week, Next Week, No Date and Custom. Lesson 5 Organizing Messages

44 40 When a message is flagged, a color is applied to the flag and the flag background in the Flag Status column in the message list. Messages flagged for follow-up display an Info Bar with the text Follow up in the Reading Pane and in the Message window. Flagged messages also appear in the To-Do Bar. You can also flag messages from the message list by selecting the Actions menu and the Follow Up command. You can flag an open message. 1. To flag a message with the default follow up of Today click the flag in the message header. 2. To flag messages with a different follow up date, right-click the flag in the message header. 3. Select the desired follow up. Step by Step 1. Click the flag to the right of the message. 2. To select the due date; right-click the flagged message and choose one of the options presented. 3. To edit the Start date or Due date, choose Custom, edit the dates and set a reminder if required. 4. Click OK. Completed 1. Right-click the flag and select Mark Complete. Cleared 1. Right-click the flag and select Clear flag. Viewing Flagged Messages When you wish to view items you have flagged you can quickly do so using the Search Folders. 1. In the Mail Folders list, find the Search Folders (if necessary, expand by clicking the +). 2. Click on the For Follow Up folder. The items shown are shortcuts to s, which still reside in the original folder. Open the . Once the message has been dealt with it should be marked as completed or the flag should be cleared. Space Quota The quota is 350mg to store all Outlook folders (Calendar, Tasks, Contacts, Inbox and all of your Exchange Mail Folders). As you approach your quota on the Exchange server you will receive a warning message in your Inbox advising you to clear some space by removing unwanted messages from the server. If you reach your quota you will be prohibited from sending , but will continue to receive . If you exceed your quota, you will also be prohibited from receiving . It is essential that you regularly delete unwanted and archive older messages that you want to keep for future reference. Messages can be archived in your Personal Folders. These folders reside on your local hard drive. We recommend you go through your archived messages regularly and delete any messages you no longer need in order to keep your Personal Folders at a reasonable size. Lesson 5 Organizing Messages