Canisius College ITS Documentation Outlook for Laptops and Desktops Contents

Transcription

1 Canisius College ITS Documentation Outlook for Laptops and Desktops Contents Module 1 Module 2 Module 3 Module 4 Module 5 Module 6 Module 7 Different forms of Outlook Purging your Creating Folders Setting Inbox Rules Sharing Outlook Calendars Viewing Shared Outlook Calendars Setting Away Messages

2 Module 1 - Different Clients of Outlook For the purpose this documentation, the following are the two different forms that your Outlook can be accessed as you complete the following modules. Name Operating System How you get there Web Client Mac, Windows, Linux, Etc The web client is available wherever you can establish an internet connection to MyCanisius. Essentially, the Web Client is your Microsoft Exchange within MyCanisius. Desktop Client Mac and Windows The desktop client is only available on a desktop and/or laptop that has a version of Microsoft Outlook installed on it.

3 Module 2 - Purging your Works for: Web Client - Yes Desktop Client - Yes Web Client & Desktop Client Instructions: 1 Open Outlook Make sure Inbox on the left is selected It is suggested that you arrange your Conversations by From at the top If necessary, click the down arrow to the right of Conversations by... 1A Desktop Client Web Client 2 Decide which s (particularly which senders) you would like to delete and which to save ex) LLBean, Ebay Black Friday offers, etc 3 To delete a message (or group of messages) it (or they) must be highlighted. Once this is done, click the delete key. Note: For the web and desktop clients, there are also delete buttons along the top. 3A Delete Button on Top Banner Desktop Client Delete Button on Top Banner Web Client

4 3B Delete Button on Keyboard - Mac Delete Button on Keyboard - Windows 4 Hint 1: Deleting Single Messages: Select the individual message with a mouse click Press the Delete key on keyboard 5 Hint 2: Deleting Multiple Messages at Once: Hold Command (for Mac) or Ctrl (for Windows)and individually click each message to highlight multiple messages. Press the Delete key on the keyboard Example of Multiple Selected Messages (Ctrl/Command + Click) OR Hold Shift and select the first and last message of a range of s. Press the Delete key on the keyboard Example of Range Select (Shift + click first and last) 6 Repeat as necessary until all unwanted messages are deleted.

5 Module 3 - Creating Folders Works for: Web Client - YES Desktop Client - Yes Desktop Client Instructions: By creating new mail folders, you can group messages related to each other. For example, you can group messages by topic project contact other categories that make sense to you. Example of Folders You can even create a folder for all the messages from your manager or one that includes tasks that you have to complete. 1 Right-click (Windows) or Control + Click (Mac) on your Inbox on the left sidebar 2 Select Create New Folder 3 Name your folder 4 Create as many folders as desired/needed 5 Drag you single or group of messages in your inbox to the newly-created folders 6 To fill the folders with future incoming messages see Module 3 - Setting Inbox Rules Note: Messages already in your inbox must be transferred by manually dragging them to your new folders

6 7 In order to access these folders on both your Web Client and Desktop Client, drag the folder to the area just below Deleted Items. NOTE: If you hover over another folder, your folder will be placed within the folder. Web Client Instructions: 1 Right-click (Windows) or Control + Click (Mac) on your Your Name (ex: PRACTICE on the left sidebar 2 Select Create New Folder 3 Name your folder

7 4 Create as many folders as desired/needed 5 Drag you single or group of messages in your inbox to the newly-created folders 6 To fill the folders with future incoming messages see Module 3 - Setting Inbox Rules Note: Messages already in your inbox must be transferred by manually dragging them to your new folders

8 Module 4 - Creating Filters Works for: Web Client - Yes Desktop Client - Yes Note: The following Rule Procedure is just one of the ways that rules can be applied. It is meant to filter incoming mail into the folders which you set up in Module 2-Creating Folders. Feel free to explore different options as needed. Web Client Instructions: 1 2 At the top, select Options Select Create an Inbox Rule 3 4 Make sure Organize and Inbox Rules are highlighted Click New 5 Under the field When the message arrives, and consider the criteria: Do you want to tag all s from a staff member or group (ex- Dept.) Do you want s that include certain key words to be collected (ex-

9 Bank Statement from ;; Nigeria/Oman $300,000 request) 6 Select one of the conditions The following is an example: It was sent or received... Received from... Use address book to find John Doe and click OK 7 Under the Do the following field you select what is going to happen to the message. Do you want all your s from staff members or a group to go to a specific folder? Do you want certain items to be sent to the trash automatically? 8 Select one of the conditions The following is an example: Move the message to folder... Select folder... Click OK Click Save Web Client Display (Steps 5-8) Desktop Client Instructions 1 Select a message from a particular sender (either in your Inbox or in your Folders) and: select the rules button on the top banner (make sure the Home tab is also selected)

10 OR Right-click (Windows)/Control+Click (Mac) on the message and select Rules followed by Create Rules 1a Step 1 (Option A) Step 1 (Option B) 2 Name your rule (ex-dept ;; John Smith, etc) 3 Consider what conditions the must have to be filtered Is it from a particular sender Is it only sent to you Does it have key words 4 Add your conditions by filling in the fields From Is...Department Group, John Smith, etc (Recommended condition) Sent To Is...example@canisius.edu, your address, etc (Recommended Condition) Other conditions as you see fit NOTE: You may add/delete conditions using the + / - buttons to the right 5 Decide what action you would like done to your targeted messages. Examples:

11 Move to folder (Applies only to incoming ) Delete Forward Etc 6 If necessary, set Exceptions 7 Click OK when finished Desktop Client Display (Steps 2-7)

12 Module 5 - Sharing Outlook Calendars Works For: Web Client - Yes Desktop Client - No Web Client Instructions Only: 1 Click Calendar Tab on left hand side of main page of Outlook 2 Click My Calendars located on the left hand side of the calendar page so that all calendars can be seen(select arrow next to tab to either show or hide your calendars) 3 Right-click (Windows) or Control + click (Mac)on the calendar you would like to share. 4 From the drop-down menu that appears, select Share 5 From the options listed, select Share this Calendar

13 3-5 Visual 6 In the new window that opens, add who you will be sharing your calendar with in the recipients box. ex - To: rizzo1@canisius.edu 7 Next, decide what information and abilities those viewing your calendar will have in the section below titled Share: 8 Add any additional messages in the text box below. Click send (located at upper left hand side) when finished.

14 Module 6 - Viewing Shared Outlook Calendars Works For: Web Client - No Desktop Client - Yes View: for further assistance Desktop Client Instructions Only: *There are two ways to open a calendar that has been shared with you.* Option 1 Option 2 In your , you will receive a message that a new calendar has been shared with you. Click the link at the top labeled Open This Calendar (Once you click on that link, the calendar will now be available to you in the Calendar section of Outlook) 1. In the Calendar section, click on Open Calendar in the top center of the page 2. In the box that opens, either type in the users that shared their calendar, or find them through opening your contact list. This is done by clicking the icon to the right of the users box. 3. When you have identified the user, click the OK button to open the

15 calendar. **If you have the correct sharing permissions to view this calendar, it will appear on the left of the calendar screen. If you do not, you will be prompted to send a sharing request**

16 Module 7 - Setting Away Messages Works For: Web Client - Yes Desktop Client - Yes Web Client Instructions: 1 Log into your Outlook Web App through your MyCanisius account 2 At the top-right under options, select Set Automatic Replies 3 Click the Send automatic replies button. This activates automatic replies. 4 Click Send replies only during this time period. 5 Enter the start and end date after this date, automatic replies will cease 6 Type the text field your away message ex) I will be out of the office until 2/28. If it is an emergency, please contact me at... 7 Optional: Consider setting an away message for both internal senders (top text field) and external senders (bottom text field). 8 Click Save

17 Web Client Display (Steps 3-8) Desktop Client Instructions: 1 On top banner, select the Tools tab 2 Select Out of Office 3 Make sure Send Out of Office Messages is checked 4 Enter your Out of Office message 5 Make sure I am out of the office between is checked, and enter the dates. 6 Optional: Check Send replies outside my company to, check anyone outside my company (Recommended), and leave a reply

18 message in the text field 7 Click OK Desktop Client Display (Steps 3-7)