1 UNIVERSITY OF WOLLONGONG MICROSOFT OUTLOOK Table of Contents INTRODUCTION... 2 WHAT S NEW... 2 MOBILE DEVICES... 2 OVERVIEW OF OUTLOOK... 3 NAVIGATION PANE... 3 VIEWING MAIL... 4 READING PANE... 4 PREVIEWING INBOX... 4 SORTING... 4 FAVORITES... 4 SORT BY COLOUR... 5 VIEW CALENDAR AND SIMULTANEOUSLY... 5 VIEWING OPTIONS IN THE NAVIGATION PANE... 5 OTHER VIEWING OPTIONS... 5 USING MS OUTLOOK FOR GENERAL... 6 FORMATTING... 6 SHOW/HIDE BCC FIELD... 6 OFFICE BUTTON... 7 QUICK ACCESS TOOLBAR... 7 CREATING AND SENDING A MESSAGE... 8 FILLING IN THE TO: FIELD... 8 ATTACHMENTS SENDING... 9 SIGNATURE... 9 SPELLING CHECK... 9 FOLLOW UP... 9 DRAFTS REPLYING TO MESSAGES RESEND A MESSAGE FORWARDING MESSAGES ATTACHMENTS RECEIVING ATTACHMENTS DELETING PRINTING DELETING MESSAGES ABOUT DELETED MESSAGES... 11
2 CONTACTS CREATING NEW CONTACTS VIEWING YOUR CONTACTS USING CONTACTS TO CREATE AN MESSAGE CREATING GROUPS (DISTRIBUTION LISTS) (USING THE UOW ADDRESS LIST) CREATING GROUPS (DISTRIBUTION LISTS) (USING YOUR CONTACT LIST) EDITING GROUPS ADDING OR DELETING MEMBERS SHARED MAILBOXES WORKING WITH SHARED MAILBOXES SHARING MAIL FOLDERS DELEGATE ACCESS MANAGING YOUR IN MS OUTLOOK FOLDERS CREATE A FOLDER ON THE SERVER CREATE A FOLDER ON YOUR LOCAL COMPUTER SORTING OR FILING YOUR READ S DELETED MESSAGES AUTOMATICALLY EMPTY THE DELETED ITEMS FOLDER QUOTA FAVOURITES FLAGS CATEGORIES RSS FEEDS INSTANT SEARCH RULES CREATE A RULE FROM AN CREATE A RULE FROM SCRATCH DELETING OR EDITING RULES VACATION MESSAGE REDIRECTING /FORWARDING YOUR TO ANOTHER ACCOUNT PASSWORD BOUNCED MAIL ARCHIVING PDA & MOBILE PHONES CALENDAR TASKS NOTES POP & IMAP HELP... 39
3 INTRODUCTION Please note that MS Outlook 2007 has numerous features and they cannot all be addressed in this user guide. However, this guide will be useful to most users at the University of Wollongong in using the and Contacts functions in MS Outlook In addition to an client, MS Outlook provides you with access to a calendar system, which allows you to manage your personal contacts and gives you an area to manage your tasks. The Calendar, Tasks and Notes functions are addressed in separate user guides, available at: If you have any problems using MS Outlook, do not hesitate to contact ITS Technical Support on ext 3000 or check the ITS Training Calendar for training dates. WHAT S NEW - Seeing mail, calendar, tasks in one screen - Out of Office Assistant - Categorise mail messages, appointments, and tasks so that you can see all related items - Instant Search function - Drag and drop a mail message into Calendar - New web interface - Voting buttons in mail - Tracking function for calendar/mail - RSS feeds - Notes - Tasks - Office Button - Quick Access Toolbar MOBILE DEVICES ITS supports synchronised mobile devices (Windows mobiles 5 & 6). Note: Outside of this will be a best effort only. Please contact ITS on ext 3000 for information and help on configuring your PDA. ITS TRAINING 2 of 40
4 OVERVIEW OF OUTLOOK When you first open MS Outlook it will typically look like the window below Navigation Pane Inbox Reading Pane To Do Bar Channels NAVIGATION PANE Click the various channels in the Navigation Pane to work on Mail, Calendar, Contacts, etc. NOTE: When choosing Mail, if you can't see any messages in the Inbox, you may need to Open your Mailbox by clicking on the + to the left of Mailbox. Then open the Inbox by clicking on it ITS TRAINING 3 of 40
5 VIEWING MAIL You have some choices of how you view your . Reading Pane The reading pane for your messages is usually shown to the right of the list of folders. However, you can choose to have the Reading Pane at the Right or Bottom of your screen or you can turn it off. Go to the View menu and choose Reading Pane and make your choice Note: you can also choose to view and read a message in its own window by double clicking on the message. Previewing To see the first three lines of your in the main window: Go to the View menu and choose Auto Preview To preview the first three lines of unread messages only: Go to the View menu and Choose Current View Click Other Settings Click Preview unread items INBOX To view your inbox, click Inbox under Favorite Folders or under Mailbox [name] under Mail Folders To check for new mail Click Send/Receive or press F5 Sorting You can sort your messages in the Inbox by clicking on the column heading, eg to sort by date received, click on Received, to sort by sender, click on From. Favorites You can nominate Favorite folders so that they appear at the top of your list of folders. Right click on a folder and Choose Add to Favorite Folders. It will now appear at the top of your list of folders ITS TRAINING 4 of 40
6 Sort by Colour You can sort messages in your Inbox by colour, eg any s from your supervisor can be shown in red. Go to the Tools menu and choose Organize Click on Using Colours and set colours for messages from various people Click Apply Color after setting each one Colour messages sent ONLY to me in Blue is also a good idea to Turn On View Calendar and Simultaneously To see your calendar and at the same time, right click on Calendar and choose Open in new window. Resize the window so that you can see both. Viewing Options in the Navigation Pane Right click on any of the Channels in the Navigation Pane and choose Navigation Pane Options. You can then choose what to display and what order to display. Click the pointer in the bottom right corner of the Navigation Pane to see more viewing options. Other Viewing Options For more options on how you view your mail, go to the View menu and check out some of the options, eg View Auto Preview. You can also choose to view your messages by Date, Subject, Sender, etc under the View menu choose Arrange by (or click on the column heading, eg Received). ITS TRAINING 5 of 40
7 USING MS OUTLOOK FOR GENERAL Outlook 2007 has a new Ribbon which replaces the toolbars on previous versions. The above is the toolbar you will see at the top of your Inbox. When you click New to create a new message, you will see the Ribbon. Note: the ribbon has extra tabs along the top that give even more options. Details on the options available under each tab will be given throughout this document Formatting ITS does not recommend using HTML formatting in your messages as it prevents some recipients from being able to read your message. To send messages in plain text, click on the Options Tab and choose Aa Plain Text To send messages in html text, click on the Options Tab and choose Aa HTML Text If you choose to use HTML formatting, you an use the formatting options on the ribbon (Please note that messages submitted for distribution to any "all" mail groups MUST be in plain text not html). Show/Hide Bcc field The option for showing the Bcc and From fields in your message is also under the Options tab shown below. ITS TRAINING 6 of 40
8 Office Button There is a new button in the MS Outlook compose window. It is called the Office button and you click on it to access Save, Open, Print and other functions. Quick Access Toolbar Another new feature is the Quick Access Toolbar located just next to the Office button. On it you'll find the Undo and Redo buttons, and the Next and Previous message buttons. You can customise this toolbar by adding buttons that you frequently use, eg the Print button. To add a button to the Quick Access Toolbar, right click on the button and choose Add to Quick Access Toolbar as shown below NOTE: Some of the functions on the Ribbon are not available as we are using Office (Word) These include the Insert Table function and Insert Picture etc. However, you can create a table in MS Word 2003 and then copy and paste it into your message and it will retain its table format. You can insert a picture using the same method. ITS TRAINING 7 of 40
9 CREATING AND SENDING A MESSAGE To create a new message, on the toolbar, click the New button and the following window will open (keyboard shortcut Ctrl+N) Fill in the address of the person you are sending to (more info below) Send a carbon copy by putting an address in the cc line Type in a Subject Type the message Click the Send button TIP: you can click through the fields by clicking with the mouse or by using the tab key on your keyboard. Filling in the To: field When sending an you can enter the address in several ways: 1. Type the address into the To: field. 2. If the person is in the University s directory, you can type their name or part thereof and click the Check Names icon [Ctrl+K] - this will complete their address (or give you a choice from the University Directory (LDAP). This same method works if you have added a person to your Contact List. 3. If the name is not recognised you will see the window adjacent click Show More Names You will find more information on using Contacts on page 14 of these notes ITS TRAINING 8 of 40
10 ATTACHMENTS SENDING To send an attachment with an message Create the message Click the Attach File button Select the file you wish to send (choose more than one file by holding down the Ctrl button as you select files) Click the Insert button You can also attach another by clicking the Attach Item button and choose an from your list of folders. You can choose to send the as an attachment or as Text Only. Choosing Text Only will extract the text from the and place it in the message you are composing. SIGNATURE To add a signature to your s: 1. Go to the Tools menu and choose Options 2. Click the Mail Format tab 3. Click the Signatures button (about half way down) 4. Click New 5. Enter a name for your signature (usually your own name) 6. Type the text you wish to include as your signature 7. Check the options (top right). It is usual practice to have the signature on all new messages but NOT on replies and forwards. 8. Click OK 9. You will now be back at the Options window 10. Click OK SPELLING CHECK Click the Message tab then the Spelling/Proofing button to spell check your FOLLOW UP Before you send a message you can mark it for follow up. Click the Follow up button and choose to flag the message Today, Tomorrow, etc, The message subject will then appear in your To-Do Bar as shown ITS TRAINING 9 of 40
11 DRAFTS Sometimes you begin to type a message and then realise you need to check something before you send. In this case, you can save the message as a draft. Type the message and Save it. How? At the top left of your screen, you can click the Save As Icon or click the Office Button and choose Save. You can also use the keyboard shortcut Ctrl+S Another option is to close the message and Outlook will ask you if you wish to save the unsent message as a Draft. All of the above options will put a copy of the message into your Drafts folder. When you are ready to edit or send the message, click on your Drafts folder and double click to open the message. When you send the message, it will no longer appear in the Drafts folder. A copy will be kept in the Sent Items Folder Note: If you begin to type a message and then close the message before you send it, a message will appear asking if you wish to save changes to the message. If you click Yes, the message will be saved to your Draft folder. REPLYING TO MESSAGES Someone has just sent you a message and you wish to answer it. Click on the message or open it Click on the Reply button and type your reply (keyboard shortcut Ctrl+R) Click Send You will now see an arrow on the icon, indicating that you have replied to the message **WARNING** If the original has been sent to more than one person, be careful not to click on Reply To All, unless you want all recipients to see your reply. RESEND A MESSAGE Sometimes you may wish to resend a message. 1. Locate the message in your Sent Items folder and open it 2. Click Other Actions on the Ribbon 3. Choose Resend this Message FORWARDING MESSAGES If someone sends you a message that you would like to forward to someone else: Click on the message or open it Click on the Forward button Fill in the address of the person you are forwarding to you can add a message if you wish Click Send ITS TRAINING 10 of 40
12 ATTACHMENTS RECEIVING When you receive an with an attachment you will see it at the top of your message (shown right). Double click on the attachment and then choose to Open or Save the attachment. OR Right click on the attachment to choose whether to Open, Save or Print the attachment. It is recommended that you save attachments before you open them. Note: Using Outlook 2007 with Office 2003, previewing of attachments is available for images and text files by single clicking on the attachment. ATTACHMENTS DELETING Tip: You can reduce the size of your storage by saving attachments to your personal computer and then deleting the attachment from the . To delete an attachment from an Open the Right click on the Attachment Choose Remove Close the and Save Changes PRINTING To print a copy of a message you must first select or open the message. Next, go to File menu and select Print or click on the Print button. Keyboard shortcut Ctrl+P DELETING MESSAGES You can either: Select a message and press the delete key on your keyboard OR Select a message and press the delete button on the toolbar Note: you can select several messages at once by holding down the Shift or Control key About Deleted Messages When you delete a message in MS Outlook, it is moved to your Deleted Items folder. If you want to retrieve a deleted message, you can move it from your Deleted Items folder to any of your other mail folders, including your Inbox. You should periodically purge deleted messages from your Deleted Items folder as they will use up your quota. To do this, go to the Tools menu and choose Empty Deleted Items Folder. Note: When you Empty the Deleted Items folder, the messages are deleted from the mail server and cannot be restored. By default you will receive a warning before you permanently delete messages. If you do not wish to see this message: 1. Go to the Tools menu and choose Options 2. Click on the Other tab 3. Under General, click on Advanced Options button 4. Uncheck warn before permanently deleting items ITS TRAINING 11 of 40
13 CONTACTS Your current contacts will be moved across to Outlook 2007 as part of the roll-out. Creating New Contacts The easiest way to add new contacts to your list is to take them from s you receive. Note: you cannot do this from the Inbox, the message must be open or viewed in the Reading Pane. 1. Select the from the list of messages in your Inbox 2. In the reading pane, right click on the sender s name 3. From the menu, choose Add to Outlook Contacts 4. You can fill in extra details if required and then click Save and Close If you have not received an but wish to add an address to your Contacts: 1. Click on Contacts in the Navigation Pane 2. Click New 3. Fill in the details (you need at least a name and address) 4. Click Save & Close (top left of window) Note: if you wish to add more than one contact, click Save & New after each one Viewing your Contacts You can view contacts in various ways, ie you can see an image that looks like a business card, a list of addresses, etc. To choose your preferred view, once you are in the Contacts area, click View > Current View and then choose from the list displayed. Using Contacts to Create an Message There are several ways to do this. Begin by opening Contacts by clicking the Contacts Channel in the Navigation Pane 1. Right click on one of the contacts and choose Create > New Message OR 2. Drag a contact onto the Mail Channel in the Navigation Pane OR 3. Double click on a contact and then click on from the Communicate group on the Ribbon OR 4. Open a new message window and click the Check Names button. Find the name** and then double click to place the name in the To field. Click OK ITS TRAINING 12 of 40
14 ** If the name does not appear in the Check Names window but you know it is in your contacts list; 1. Go to the bottom of the window and click Show More Names 2. On the new window under Address Book, click Contacts and you will see any matching names from your Contacts 3. Double click to put the name in the To field. Note: When you use an address from your Contacts, MS Outlook creates a propagation list this means that in the first instance you will need to type the name or part of the name and click the Address Book button or press Control K, which forces Outlook to look up names. Once you have used a name once, the name should automatically complete as you type in the To field and you can press enter to accept the name. Creating Groups (Distribution Lists) (using the UOW address list) 1. Go to the File menu, point to New and then choose Distribution List [Ctrl+Shift+L] 2. In the Name field, type a name for the list [See Hint below] 3. Click the Select Members button 4. Type the name of the first member to be added to the list in the Search field and press Enter or click Go 5. Double click the name you want to add to the list and the name will appear in the Members field at the bottom of the window 6. Continue Steps 4 and 5 until you have all names listed in the Members field 7. Click OK 8. You will now see a list of members for the list Hint: You might like to set up a naming convention for your distribution lists, ie DL [list name]. If you have a lot of entries in your contacts, you will be able to sort by name and all of your lists will appear together under DL 9. Click Save and Close 10. The group will now be part of your Contacts List ITS TRAINING 13 of 40
15 Creating Groups (Distribution Lists) (using your Contact List) 1. Go to the File menu, point to New and then choose Distribution List (Ctrl+Shift+L] 2. In the Name box, give the list a name (see Hint above) 3. Click Select Members button 4. Click the drop-down list under Address Book and select Contacts 5. Type the name in the Search box and press Enter or Go 6. Double click the name you want to add to the list and the name will appear in the Members field at the bottom of the window 7. Continue Steps 5 and 6 8. Click OK 9. You should now see a list of members for the list 10. Click Save and Close Editing Groups adding or deleting members To delete a person from a distribution list 1. Click on Contacts from the Navigation Pane 2. Double click on the Group 3. Click on the person to be deleted 4. Press Delete on your keyboard or click the Remove button on the toolbar To add a person to a distribution list 1. Click on Contacts from the menu pane 2. Double click on the Group 3. Click Select Members 4. Choose Contacts or Global Address List from the pull down list under Address Book 5. Double click on the name to be added and the name will appear in Members at the bottom of the screen 6. Continue to add new members 7. Click OK 8. Click Save and Close ITS TRAINING 14 of 40
16 If the person is NOT in your Contacts list or the University Directory: 1. Click on Contacts from the menu pane 2. Double click on the Group 3. Click Add New button and enter their details in the Add New Member window. Note: you have the option of clicking Add to Contacts button in this window. 4. Click OK 5. Click Save and Close ITS TRAINING 15 of 40
17 SHARED MAILBOXES What is a Shared Mailbox? The University of Wollongong mail server provides the facility for a mailbox to be established under a specific mail address, with access being granted to several UOW account holders. For example, all members of the ITS Training Unit have access to a shared mailbox called This means that anyone can the shared mailbox and they are assured a prompt response as several people can access the mailbox this is very useful when staff are absent from their desk. Please note that shared mailboxes are primarily intended for sending and receiving mail. They are not provided for the purpose of a document repository. s received with attachments, should be saved to a local folder on your computer. To request a Shared Mailbox refer to the document Requesting and ongoing management of a Shared Mailbox. Once your Shared Mailbox has been created by ITS, complete the following steps to see the shared mailbox in your list of folders in MS Outlook 2007 Mail. 1. Go to the Tools menu 2. Click Account Settings 3. On the following window, click Change 4. Click More Settings 5. Click the Advanced Tab ITS TRAINING 16 of 40
18 6. Click Add 7. Fill in the name of the shared mailbox. ITS will provide you with the shared mailbox name. 8. Click OK 9. Click OK 10. On the next window click Next 11. Click Finish 12. Click Close 13. Close the Account Settings Window You will now see the shared mailbox as a new mailbox below your default mailbox. ITS TRAINING 17 of 40
19 Working with shared mailboxes You will now see the shared mailbox as a new mailbox below your default mailbox. 1. Click on the + symbol to expand the mailbox. 2. Click on the 'Inbox' to see incoming messages. Sending a new message from the shared mailbox To 'Send As' the shared mailbox. 1. Create a new message. 2. Click on the Options tab. 3. 'Show From' 4. In the from field type the Shared Mailbox name. Replying to a message from a shared mailbox To reply 'Send As' of the shared mailbox. 1. Select the message and click the reply button. 2. The 'From' field is automatically populated with the Shared Mailbox name. ITS TRAINING 18 of 40
20 SHARING MAIL FOLDERS DELEGATE ACCESS Sometimes you may want to give access to your Inbox and Exchange folders to another person for a period of time, or you might have an assistant or deputy that you want to give access to your Inbox for an indefinite period of time. You can give varying levels of access to your Mail, Calendar, Contacts, etc. This is set up under Tools>Options> Delegates. Giving Calendar access does not require any further settings. However, giving access to your Inbox or other mail folder requires three steps: 1. The person granting access must set up Delegate level of access to the nominated person; 2. The person granting access must allow sharing permission to their Mailbox and folders; 3. The delegate must set up their mail so that they can see the folder they have been granted access to Step 1. Setup Delegate Level of Access for Mail, Calendar, Contacts Setting up delegate access to allow to send of behalf of. 1. Tools menu Options 2. Click on the Delegates tab. 3. Click Add 4. Type name or part there of in the search field of the person you want to grant delegate access to. 5. Select the person from the listing and click Add 6. Click OK. ITS TRAINING 19 of 40
21 7. Set the delegate permissions. 8. Click OK. 9. Set Deliver meeting requests addressed to options. 10. Click OK. ITS TRAINING 20 of 40
22 Step 2. Sharing Permission on Mailbox and folders 1. Right click on your Mailbox [User Name] 2. Choose Change Sharing Permissions 3. Click Add 4. Type name or part thereof 5. Double click on the name so that it appears in the Add field 6. Click OK ITS TRAINING 21 of 40
23 7. Set the permission level (recommend Editor) 8. Click OK. Owner Publishing Editor Editor Publishing Author Author Contributor Reviewer Custom None Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.) Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.) Create, read, modify, and delete all items and files. Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.) Create and read items and files, and modify and delete items and files you create. Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.) Read items and files only. Perform activities defined by the folder owner. (Does not apply to delegates.) You have no permission. You can't open the folder. Note: With author or editor permissions, a delegate has send-onbehalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of box and the delegate's name in the From box. Sharing Permission on Delegator's Inbox Repeat the above steps for your Inbox ITS TRAINING 22 of 40
24 Step 3. Viewing another users Inbox and/or folders The person who has been given permission (the Delegate) needs to follow these steps in order to view the shared folder. 1. Go to the Tools menu 2. Click Account Settings 3. On the following window, click Change 4. Click More Settings 5. Click the Advanced Tab 6. Click Add 7. Fill in the username of the person whose Inbox you are sharing [or the name of the shared mailbox] 8. Click OK. ITS TRAINING 23 of 40
25 9. Click OK. 10. Click Next. ITS TRAINING 24 of 40
26 11. Click Finish. 12. Close the Account Settings window The delegate (in this case Guest A) should now see the other person's Mailbox and Inbox in their list of folders (in this case Guest B) Click on the Inbox to see messages. Notes: 1. If you follow all of the above and can't see the Inbox, you may need to close Outlook and reopen it. 2. If folders exist under the Inbox prior to giving sharing permission, (subfolders) permission is granted to Inbox only (or selected folder) not subfolders 3. If a subfolder is created under the Inbox (or selected folder) after permission is given, sharing permission is automatic on the newly created subfolder 4. Look for the hand symbol on your folders to indicate shared (except for standard folders, such as drafts etc. as they are a customised icon) 5. When sending a message as a delegate (on-behalf-of), you will need to select the Options tab and Show the From field. ITS TRAINING 25 of 40
27 MANAGING YOUR IN MS OUTLOOK After you have read an you may wish to reply or delete or store the for future reference. Replying and deleting have been covered earlier in this document. It is not a good idea to store s for long periods in your Inbox the Inbox will become too big to be efficient and you may go over your allocated quota. You can set up folders as detailed below and then move s to those folders. FOLDERS You can create new folders to be stored on the server or on your local machine. You will be able to access folders that are stored on the server via webmail or any computer that can connect to the University of Wollongong server, however, you must be aware that staff have limited storage space on the University server. Create a Folder on the Server 1. Right Click on your Mailbox, eg Mailbox [your name] 2. Choose New Folder 3. Type a name for the folder 4. Click OK 5. The folder will now appear in your lists of folders. The new folder will appear in the list under your Mailbox and will be available for you to store messages on the server. These messages will be available from any computer which can access the University Exchange server. Create a Folder on your Local Computer 1. Right click on Personal Folders in your list of folders ** 2. Choose New Folder 3. Type a name for the folder 4. Click OK 5. The folder will now appear in your lists of folders This new folder will appear in the list under Personal Folders and will be available for you to store messages on your local computer. Please note these messages will only be available on your local computer. **Note: If you cannot see Personal Folders in your list of folders, do the following: 1. Go to the file menu and choose Data File Management. 2. Click Add. ITS TRAINING 26 of 40
28 3. Make sure Outlook Personal Folder File is highlighted. 4. Click OK. 5. On the next window, click OK again. 6. Click OK again. SORTING OR FILING YOUR READ S To move a message to another folder, click and drag the message to the desired folder. You can select several messages at once by using the Shift or Control key. The Shift key will select consecutive s, ie click on the first and last you wish to move and all those messages in between will be selected. The Control key will let you select random s from anywhere in the Inbox list. Once the s are selected, you can drag them to the desired folder. DELETED MESSAGES To delete a message, select the message and click the Delete button or the delete key on your keyboard. You should note that your deleted messages do not automatically delete. In MS Outlook when you delete a message, it is stored in the Deleted Items folder. You should note that this folder is stored on the server and will use quota. To permanently remove deleted messages, you must empty the Deleted Items folder as follows: Right click on the Deleted Items Folder Choose Empty Deleted Items Folder On the confirmation message, click Yes Note: You can permanently delete a message by holding the Shift key as you press Delete on your keyboard. ITS TRAINING 27 of 40
29 Automatically Empty the Deleted Items folder 1. Go to the Tools menu and click Options 2. Click the Other tab 3. Select the Empty the Deleted Items folder upon Exiting checkbox. You will receive a notification window before the folder is emptied. 4. If you do not want to be notified before the folder is emptied automatically, click on Advanced Options and then clear the Warn before permanently deleting items checkbox. QUOTA It is extremely important that you regularly check your quota. You will need to access the Webmail client to see your current quota usage. 1. Go to log in and then 2. To see your current quota, hover your cursor over your mailbox name To reduce quota, you should delete items that are no longer needed in your mailbox and empty the deleted items folder. s with attachments will lead to an increased quota usage. Save attachments to your computer or disk and delete them from your messages. You should make sure your Sent folder does not contain unwanted s and attachments. FAVOURITES If you have a long list of folders, you can move some to Favorites, which makes them easier to find and access. Right click on the folder and choose Add to Favorite Folders. The folder will now appear at the top of the list of your Mail folders. FLAGS Outlook flags are reminders for items you need to follow up. You can use them to mark messages, tasks or contacts. The flagged items will appear in your To-Do Bar. CATEGORIES Colour categories allow you to identify and group associated items in Outlook. Assign a colour to a group of related items, such as appointments, contacts and messages so that you can quickly sort and track them. Outlook provides a set of default colour categories, which you can rename, or you can create your own. ITS TRAINING 28 of 40
30 Assign a colour Right click on and , appointment, task etc and choose from the default categories listed. Create New Categories Click on the Categories button at the top of your window Choose All Categories In the window that opens, click the New Button Give the category a name Choose a colour and click OK You can now assign this category to all meetings, s, tasks that are connected to this particular project, making it easy to see related information. NB You can sort your messages, appointments, contacts, tasks, etc by category. RSS FEEDS Not sure what RSS is? Also known as "Really Simple Syndication," it's an easy way for the people who create Web sites to send information to you. An RSS Feed is just an Internet address that tells Outlook (and other RSS readers) where to find new information from a particular site. Usually this requires some form of client software programs to read an RSS Feed. With MS Outlook, you can set up to receive your RSS feeds via Outlook. You'll know that a Web site offers RSS Feeds by looking for certain symbols: for example, the orange square an orange button with the characters XML or RSS. A good example is the University's Media site. If you subscribe to an RSS feed, you will receive notification of new articles as they are posted to the web site., or 1. Right click on RSS feeds and choose Add a New RSS Feed 2. Fill in the web address and click Add ITS TRAINING 29 of 40
31 INSTANT SEARCH Use the Instant Search to quickly find items in your Mailbox. Click the mail folder that you wish to search and then type the search criteria in the Instant Search Box (top right of the screen). Messages that contain the text you typed will be displayed with the search text highlighted as shown below. Notice: Text in the Subject and/or body of the message are shown. To widen the search by including all Mail folders, click on the pointer as shown and choose Search All Mail Items. To narrow your search by adding more criteria, click the Expand the Query Builder and fill in the fields as shown. Click on the Add Criteria button to narrow the search further ITS TRAINING 30 of 40
32 RULES A rule is an action that Outlook will take on an arriving or sent message according to the conditions that you specify. You can choose more than one condition and/or action and it is easiest to set up using the Rules and Alerts Wizard. Rules do not operate on messages that have been read, only on those that are unread. When you open the Rules and Alerts Wizard you will see that the Wizard divides rules into three types: Stay Organized, Stay up to Date and Start from a Blank Rule Stay Organized: These rules let you file and/or follow up messages, ie any messages from a specific sender (Joe Bloggs) should be moved to a folder called Joe Bloggs. Stay up to Date: These rules notify you in some way of a particular message, ie play a particular sound when I get a message from a member of my family. Start from a Blank Rule: A rule that you create from scratch. ITS TRAINING 31 of 40
33 Create a rule from an You can create a rule very quickly directly from an In your Inbox, right click on the you want to base the rule on and the following window will appear. 2. Make your choices and click OK Create a Rule from Scratch You can create a rule using your own conditions, actions and exceptions. Following is an example of creating a rule from scratch. In this example a rule is being created so that all mail from Joe Bloggs goes straight into the Deleted Items folder. 1. Go to Tools menu and choose Rules and Alerts 2. Click New Rule ITS TRAINING 32 of 40
34 From this window you could choose to use a template or start from a blank rule. We will start from a blank rule The rule will be applied to messages when they arrive 1. Click Check messages when they arrive 2. Click Next The next section asks what part of the is being checked. In this case the rule is checking who the is from 3. Tick from people or distribution list as shown In Step 2 we need to specify what people or distribution list: 4. Click people or distribution list 5. Click Next ITS TRAINING 33 of 40
35 6. The address book will appear and you can search for a name or type an address in the from field. 7. Click OK As we selected Joe Bloggs his name now appears in Step Click Next Now Outlook knows what messages to select but what should it do with the message? In this window you must tell Outlook what action to take have a look at some of the options. For our scenario, 9. Choose Move to the specified folder 10. Under Step 2, click on "specified" so that you can name the folder the message is to be moved to ITS TRAINING 34 of 40
36 11. Following our scenario, select Deleted Items and click OK Note, the details have now been filled in under Step 2 to reflect our instructions. 12. Click Next The next window asks if there are any exceptions have a look at some of the exceptions. 13. In our scenario, there are no exceptions so we would click Next ITS TRAINING 35 of 40
37 14. To finish the rule setup, type in a name for the rule. 15. Make sure Turn on this rule is ticked 16. Click Finish You can see that in the Rules and Alerts window, there is now one rule showing. Click OK DELETING OR EDITING RULES 1. To delete or edit a rule, 2. Go to the Tools menu 3. Choose Rules and Alerts 4. Select the rule and select either 5. Delete OR 6. Change Rule There are many options you can use to create your own rules. Read the article in the online Help for more information (click into the Help field and type Rules and Alerts). ITS TRAINING 36 of 40
38 VACATION MESSAGE The Vacation message or automatic reply is created using the Out of Office Assistant. 1. Go to the Tools menu and choose Out of Office Assistant 2. In the adjacent window, click Send out of office auto replies 3. Type an appropriate message 4. Optional: set up dates to send the message 5. Optional: set up a separate message to go to people outside your organisation. 6. Click OK REDIRECTING /FORWARDING YOUR TO ANOTHER ACCOUNT Redirecting an to another account will leave a copy in your original mailbox and send the message, unchanged, to the account specified. You can also specify that after redirecting, the message is deleted from the original mailbox. *ITS recommends redirecting and then deleting s if your University account is being deactivated, ie you are unlikely to access it in the future. Forwarding an to another account will leave a copy in your original mailbox, add FW to the beginning of the subject line and forward the to the account specified. This is usually recommended for short periods when you cannot access your . If you forward to another person s account they will see that the message has in fact been forwarded from a message originally delivered to your account. 1. Make sure you are in Mail (click Mail in the Navigation Pane) 2. On the Tools menu choose Rules and Alerts 3. Click New Rule 4. Under Start from a Blank Rule, click Check messages when they arrive 5. Click Next 6. Do not select anything in the next window 7. Click Next 8. You will see a message confirming that this will apply to ALL messages sent to you 9. Click Yes 10. In the next window under Step 1, check Delete it AND Redirect or Forward it to people or distribution list ITS TRAINING 37 of 40
39 11. Under Step 2, click people or distribution list 12. Double click on a name from the list of addresses shown OR type the address in the To field at the bottom of the window 13. Click OK 14. Click Next 15. You can give the rule a name here. Make sure Turn on this rule is ticked 16. If you have redirected, you can click Finish here. 17. If you forwarded, click Next 18. Select exceptions if there are any (usually not) 19. Click Next 20. Type a name for the rule 21. Make sure Turn on this rule is ticked 22. Click Finish 23. Click OK PASSWORD passwords can only be changed at BOUNCED MAIL If you send an with an attachment that is too large, the message will remain in your Outbox. You will NOT receive notification from Exchange that the message has bounced. If you require help using the Sharefile facility, contact your Faculty or Department Technical Support team, or if you prefer, you can ring the ITS Technical Support Team on ext 3000 or use the ITS Wizard at ARCHIVING If you need advice or assistance with Archiving, please contact ITS Technical Support on ext 3000 PDA & MOBILE PHONES Microsoft Exchange provides for the synchronisation of mobile devices for Windows mobiles 5 and 6. Support for clients with devices outside of this standard will be a best effort only. CALENDAR A user guide for UOW on the Calendar feature of MS Outlook is available at TASKS A user guide for UOW on the Tasks feature of MS Outlook is available at ITS TRAINING 38 of 40
40 NOTES A user guide for UOW on the Notes feature of MS Outlook is available at POP & IMAP Although POP3 is available we strongly recommend the use of IMAP for accessing your . Clients electing to use POP should be aware of the following. POP3 protocol allows you to download all of your from the mail server (both the message header as well as the message body). Note it is your responsibility to ensure that your is backed up and the University of Wollongong will not be responsible for any lost. HELP This userguide provides information on basic feature of MS Outlook 2007 for University of Wollongong users. There are other user guides associated with Outlook, such as Using the Calendar, Notes, Tasks in Outlook and these are available at If you require assistance, contact your Faculty or Department Technical Support team, or if you prefer, you can ring the ITS Technical Support Team on ext 3000 or use the ITS Wizard at You may like to try the MS Outlook Online Help. This provides a wealth of information of the many features of Outlook. Click in the field at the top right of your screen "Type a question for help". ITS TRAINING 39 of 40
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