TABLE OF CONTENTS CHAPTER

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1 TABLE OF CONTENTS CHAPTER A QUICK OVERVIEW OF THE MICROSOFT EXCHANGE CLIENT...1 BASIC CONCEPTS AND FEATURES...1 STARTING THE MICROSOFT EXCHANGE CLIENT...1 SETTING OPTIONS FOR YOUR MESSAGES...3 LOOKING UP NAMES AND INFORMATION IN THE ADDRESS BOOK...4 ORGANIZING INFORMATION USING FOLDERS...4 FINDING INFORMATION...4 ADDITIONAL FEATURES...4 VIEWING INFORMATION IN DIFFERENT WAYS...5 MANAGING INCOMING MAIL WITH AUTOASSISTANTS...5 USING FORMS...5 SHARING INFORMATION IN PUBLIC FOLDERS...5 WORKING REMOTELY...6 GETTING HELP...6 Online Help...6 F1 and the Help Button...7 ToolTips and Status Bar Messages...7 CHAPTER FORMATTING AND SENDING A MESSAGE...9 OPENING AND REPLYING TO A MESSAGE...10 DELETING A MESSAGE...11 WORKING WITH FOLDERS...11 Creating Folders...11 Moving Messages to Other Folders...11 Expanding and Collapsing Folders...12 CHAPTER USING THE ADDRESS BOOK...13 Addressing Messages Using the Address Book...13 Displaying Different Address Lists...13 Finding Names in an Address List...14 Adding Names to Your Message...14 Looking Up Information About Recipients...14 WORKING WITH YOUR PERSONAL ADDRESS BOOK...15 Copying Names from Address Lists to Your PAB...15 Creating a Custom Address...16 Creating a Personal Distribution List...16 CHAPTER CUSTOMIZING THE MICROSOFT EXCHANGE CLIENT...17 Customizing the Microsoft Exchange Client Workspace...17 Displaying or Hiding Screen Elements...17 Customizing Toolbars...17 Setting Options for Working in the Microsoft Exchange Client...18 Setting Options for Messages You Send...18 Setting Options for Messages You Read...19 Changing the Default Font...19 Selecting the Format for Replies and Forwarded Messages...21 Creating an AutoSignature...21 i

2 CHAPTER ORGANIZING AND MANAGING INFORMATION...22 Finding Information...22 Creating, Saving, and Applying Views...23 Creating a View...23 Saving a View...27 Applying a View...28 USING AUTOASSISTANTS...28 CHAPTER SHARING INFORMATION IN PUBLIC FOLDERS...30 Opening a Public Folder...30 Getting Information About Using a Public Folder...30 Viewing Items in a Public Folder...31 Posting and Replying to Information...32 Posting Information...32 Replying to Information...33 Using Views and the Favorites Folder...34 CHAPTER MANAGING YOUR TIME WITH MICROSOFT SCHEDULE Starting Schedule Adding Appointments...37 Using the Date Navigator (Adding Appointments)...37 Managing Tasks and Contacts...38 Tasks...38 Contacts...39 ii

3 Chapter 1 A Quick Overview of the Microsoft Exchange Client This chapter introduces you to: Basic concepts and features of the Microsoft Exchange Client, such as the Viewer, message features, and the Address Book. Additional features, such as views, AutoAssistants, forms, and public folders. Tools for getting help. Chapters 2 through 6 provide additional details and step-by-step procedures for using the Microsoft Exchange Client. Chapter 7 provides an overview of Microsoft Schedule+. This Getting Started Guide is written primarily for users running a Microsoft 95 Windows 3.1 or Windows NT operating system. Basic Concepts and Features With the Microsoft Exchange Client you can share information with anyone, anywhere, anytime. Using the features of the Microsoft Exchange Client, you can process and organize information, and optimize all kinds of communication tasks related to your daily work. Starting the Microsoft Exchange Client To start the Microsoft Exchange Client, double-click the Microsoft Exchange icon. The icon may be called Inbox. When the Microsoft Exchange Client is started, the Viewer is displayed. The Viewer is your window to information: the central location in the Microsoft Exchange Client where you send and receive electronic mail ( ), organize information, and view Schedule+ meeting requests. The left side of the Viewer displays folders, and the right side displays the contents of the open folder. The following figure shows the contents of an Inbox displayed in the Viewer. 1

4 Menu names The menus contain all the Microsoft Exchange Client commands. Choose a menu name to display its commands. Toolbar The toolbar provides buttons to perform common tasks. To find out what a toolbar button does, position your pointer over the button for a moment, and a ToolTip will appear. Folder list The folder list is the location where you access your mailbox and folders. It includes the following items: Mailbox The location on a Microsoft Exchange Server computer where your incoming and outgoing mail is delivered. Mail includes messages, forms, and other items. Your mailbox contains Inbox, Outbox, Sent Items, and Deleted Items folders. You can create additional mailbox folders to store messages and other items. Personal folders A set of folders that you have created. These folders are stored in a file that is typically located on your hard disk. You can create a set of personal folders to back up or archive folders, store related messages, forms, and files, and work with items remotely. You can also designate a set of personal folders as the delivery location for your incoming mail. Public folders Folders that you and your co-workers can use to share a wide range of information. This feature is available only with Microsoft Exchange Server. Favorites Your personal view of the public folder list. You can add public folders that you frequently use to your Favorites folder and then access them from there instead of looking through the entire list of public folders. All public folders The entire list of public folders. Folder contents list The folder contents list displays headers of items contained in the open folder. Unread items appear in bold. To open an item, double-click it. 2

5 Setting Options for Your Messages When sending messages, the Microsoft Exchange Client provides you with a variety of options. The options you choose can vary, and can be applied to a specific message or to all messages. Some of your options are: Formatting text by choosing font types, font sizes, and colors. Inserting files and objects into messages. Saving copies of messages. Assigning high or low importance to messages. Requesting a Delivery or Read Receipt so that you know when a message has been delivered or opened. Signing messages with your AutoSignature. Checking the spelling in messages before sending. 3

6 Looking Up Names and Information in the Address Book The Address Book is a directory of address lists containing user names, distribution lists, and public folder names. You can use the Address Book to address messages and get information, such as a phone number or job title. You have at least two address lists in your Address Book: A global address list A personal address book (PAB) The global address list contains the names of all Microsoft Exchange users and distribution lists that you can address messages to. Your PAB is a customizable directory that you create. Your PAB can contain any kind of address that you choose to add: names of people to whom you frequently send mail, personal distribution lists (PDLs), or custom addresses of users of other mail systems, such as the Internet. If you work offline, you must have a PAB. Depending on your company's structure, you may have other address lists. For example, if you have access to another mail system through a gateway, you may have a separate address list for gateway addresses. Organizing Information Using Folders You can create folders in your mailbox or in a separate set of personal folders to store and organize information. The contents of any folder can range from messages, text files, and faxes, to documents, spreadsheets, meeting requests, and forms. You can place all types of related information in a single folder, regardless of where it was created. messages forms spreadsheets documents meeting requests Finding Information As you create folders and add information to them, you may find it necessary to search for specific items from time to time. Using the Find command on the Tools menu, you can easily search for items that meet specific conditions. Additional Features In addition to basic messaging features, the Microsoft Exchange Client contains features that help you to further organize, manage, and share information. Of these features, AutoAssistants, forms, and public folders are available only when using the Microsoft Exchange Client with Microsoft Exchange Server. 4

7 Viewing Information in Different Ways You may find it helpful to organize and display a particular folder's contents in different ways. You do this by selecting the columns that you want displayed, and then grouping, sorting, or filtering items. Items are grouped by sender......and sorted by date from most recent to oldest. If you create a view that you want to use again, you can save the view and apply it to other folders. Managing Incoming Mail with AutoAssistants You can process your incoming mail by using the Inbox Assistant and the Out of Office Assistant. Using these Assistants, you specify rules that analyze your incoming mail and then perform a specified action, such as moving messages to a folder, deleting them, or forwarding them to another user. Using Forms Your company may provide specially designed forms for entering or viewing information. Forms are created for a particular use and have a customized layout. For example, someone in your company could create forms that you could use to send phone messages or request supplies. Forms can also be created for use in public folders. Public folders may have specific forms for posting and viewing information. Sharing Information in Public Folders Unlike your mailbox and personal folders, where you store information for your own private use, public folders provide an easy and effective way to share information with others on your team or across your entire organization. Public folders are created and designed by administrators and other users with permission to do so. The information in a public folder can be in any format: messages, forms, documents, spreadsheets, or other items. 5

8 Located on Microsoft Exchange Server computers, public folders ensure that everyone in your organization has easy access to the most up-to-date information no matter where they are: at the office, at home, or on the road. Notice that the information in this folder is organized by company and includes forms for Contact Profiles and Call Reports. By using a public folder to track this type of information, team members can contribute information to the folder without duplicating effort, and everyone will have access to the most current information. Working Remotely You don't have to be at your office to have access to your mail. When working at home or on the road, you can compose, read, and reply to messages, and work with offline copies of your serverbased folders. Then, using a modem and telephone line, you can quickly connect to your Microsoft Exchange Server computer to send and receive new mail and synchronize your offline folders. For more information, see "Working Remotely with Microsoft Exchange" in Microsoft Exchange online Help. Getting Help The Microsoft Exchange Client online documentation is your primary source of information and is easily accessible when you need it. Additional tools are included in the Microsoft Exchange Client to help you get the information you need. Online Help Task-oriented online Help is available in the Microsoft Exchange Client. The following are some tips for finding the information you need. To view the Help Contents From the Help menu, choose Microsoft Exchange Help Topics. To find specific information 1. From the Help menu, choose Microsoft Exchange Help Topics. 6

9 2. Click the Index tab (or Search button if you are using Windows version 3.1 or Windows for Workgroups). To find topics related to a term or phrase 1. From the Help menu, choose Microsoft Exchange Help Topics. 2. Click the Find tab (or the Search button if you are using Windows version 3.1 or Windows for Workgroups). Note If you have not used Find before, you must first follow the instructions in the Find Setup Wizard. To find out about options in a dialog box Choose the Help button in the dialog box, or press F1. To print a list of keyboard shortcuts 1. From the Help menu, choose Microsoft Exchange Help Topics. 2. Choose the Reference Information chapter. 3. Choose the Keyboard Shortcuts topic. 4. Choose Print, or from the File menu, choose Print Topic. F1 and the Help Button Pressing the F1 key will display the Help Contents or a Help topic about the active window or dialog box. You can also highlight a menu or command name and press F1. You can also click the Help button to get information about menu commands, toolbar buttons, the Viewer, and other windows. When your pointer changes, click the element that you want information about. ToolTips and Status Bar Messages Toolbars contain buttons that give you quick mouse access to many of the commands in the Microsoft Exchange Client. A quick and easy way to find out what a toolbar button does is to place your pointer over the button. A ToolTip that briefly describes that button's function will appear. By moving your pointer over the toolbar, you can quickly survey the functions of other buttons. When you hold down a button or highlight a menu command, a more specific description is displayed in the status bar at the bottom of the active window. 7

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11 Chapter 2 This chapter explains how to perform the basic tasks you'll do every day, such as: Sending, replying to, and deleting messages. Creating folders. Moving messages to folders. Expanding and collapsing folders. Formatting and Sending a Message The easiest way to practice sending a message is by sending one to yourself. 1. On the toolbar, click the New Message button. A New Message form is displayed. 2. In the To box, type your name. (should be in following format - last name, first name) When you are addressing messages to others, you can click the To button and select their names from the Address Book (should do this for yourself to ensure you have the correct name). 3. In the Subject box, type the message subject: Test message 4. In the message body, type the following message: This is a test. I'm learning how to: Address, format, and send a message. Open a message. Reply to a message. 5. Select the first line, and click the Bold button on the Formatting toolbar. 6. Select the remaining lines, and click the Bullets button. 9

12 7. Click the Send button. Opening and Replying to a Message Messages that are sent to you are listed in your Inbox. When the message you sent to yourself arrives in your Inbox, the header appears in bold, indicating that you haven't read it. If your Inbox is not already open, click it to display its contents. 1. Double-click the message to open it. 2. To respond to the message, click the Reply button. This opens a New Message form that includes the original message text. 3. Type your response, and click the Send button. Note If you receive a message that has been sent to more than one person, you can reply to all of the recipients whose names appear in the To and Cc boxes by clicking the Reply To All button. However, it may not be necessary to reply to all recipients, particularly if a message has been sent to a distribution list. You can also forward a message to another user by clicking the Forward button. 10

13 Deleting a Message You can delete a message, file, or other item that you are reading, or you can select and delete one or more closed items in the folder contents list. 1. Select or open the item you want to delete. 2. From the File menu, choose Delete, or click the Delete button. Deleted items are moved to the Deleted Items folder. You can retrieve a deleted item by moving it from the Deleted Items folder to another folder. However, by default, the Deleted Items folder is emptied when you quit the Microsoft Exchange Client. Working with Folders Once you begin receiving messages, you'll want to organize them so they'll be easy to find later. You can create folders and subfolders (folders within a folder) for organizing and storing related information. Creating Folders When you create a folder, it appears as a subfolder of the open folder. 1. Click your mailbox. 2. From the File menu, choose New Folder. 3. Type the name of the new folder: Status Reports 4. Choose OK. The Status Reports folder appears as a subfolder of the mailbox. If you did not select the mailbox, Status Reports would have been created as a subfolder of the open folder. Moving Messages to Other Folders The easiest way to move messages from one folder to another is by dragging them. 1. Click the Inbox to display the message you sent to yourself. 2. Drag the message to the Status Reports folder, which you created in the previous procedure. You can also move or copy a message by selecting it and then choosing Move or Copy from the File menu. 11

14 Expanding and Collapsing Folders If you create subfolders, there will be times when you want to display or hide them. To expand a set of folders, click the plus sign (+) next to the parent folder name. To collapse a set of folders, click the minus sign (-) next to the parent folder name. 12

15 Chapter 3 Using the Address Book This chapter explains how to: Address messages by using the Address Book. Look up information about Microsoft Exchange users. Work with your personal address book (PAB). Addressing Messages Using the Address Book When addressing a message using the Address Book, you will need to display the address list that contains the names you are looking for. You can then add names to the To or Cc box of your message. Displaying Different Address Lists When you open the Address Book, the default address list for your company is displayed. If the names that you are looking for are not in the default address list, you can quickly display other lists. 1. On the toolbar, click the New Message button. 2. Choose the To button, or choose Address Book from the Tools menu. 3. In the Show Names From The box, select another address list. 4. To close the Address Book, choose OK. 13

16 Finding Names in an Address List There are three ways to find names in an address list: scrolling, typing all or part of a name, or using the Find tool. 1. If the Address Book is closed, choose the To button, or choose Address Book from the Tools menu. 2. In the Show Names From The box, select the appropriate address list. 3. Do any of the following: Scroll through the list until you find the name you want. In the Type Name Or Select From List box, start typing a name. The list scrolls to the corresponding location in the address list. Choose Find. You can then type all or part of a string of information in any of the boxes. The dialog box options will vary according to the type of address list you are using. After you choose OK, all entries that contain the string will be displayed. 4. To close the Address Book, choose OK. Adding Names to Your Message Once you have opened the appropriate address list and located the names you want, you can easily add those names to the To or Cc box in your message. 1. If the Address Book is closed, choose the To button, or choose Address Book from the Tools menu. 2. Select the name you want, and choose To or Cc. If you are adding the name to the To box, you can also double-click the name. You can select and add multiple names by clicking the first name, then clicking additional names while holding down the ctrl key, and then clicking To or Cc. 3. Choose OK. Note If you know the spelling of your recipient names, you can type the names in the To or Cc box of your message instead of using the Address Book. Separate multiple names with a semicolon. You can then verify that the names are correct by choosing Check Names from the Tools menu. Looking Up Information About Recipients In addition to addressing messages, you can use the Address Book to look up information, such as telephone numbers and office locations, for Microsoft Exchange users. This type of information is displayed in the Address Book that you open from the Viewer. 14

17 1. From the Viewer, click the Address Book button. 2. Type the name that you want to view information about, or click the Find button to search for a specific type of information. Tip You can also look up information by double-clicking a name, or by selecting a name and clicking Properties. The tab that is displayed may provide more detailed information than the Address Book. Working with Your Personal Address Book You can include the following types of names and addresses in your Personal Address Book (PAB): Names from the global address list or other address lists Custom addresses for recipients using other mail systems, such as the Internet Personal distribution lists that you create Copying Names from Address Lists to Your PAB Your company's global address list and other address lists can be very lengthy. If you want to work with a shorter list of names, you can put the names that you frequently use in your PAB. 1. In the Viewer, click the Address Book button. 2. If the address list that you want is not displayed, select it in the Show Names From The box. 3. Use the Type Name Or Select From List box or the Find button to locate names you want to add to 4. Click the Add To Personal Address Book button. 5. From the File menu, choose Close. 15

18 Creating a Custom Address You may be able to send mail to people on other mail systems that are not listed in your Address Book. If so, you can create an entry with a custom address and add it to your PAB. For example, if you frequently send mail to Internet users, you can add their addresses to your PAB. Then you can access their addresses directly from your PAB. For more information, see "Sending a Message to a User of Another Mail System" in Microsoft Exchange online Help. Creating a Personal Distribution List If you frequently send mail to the same group of people, you can create a Personal Distribution List (PDL) for that group. When you address a message to that group, each individual in the group receives it. You add PDL names to your PAB for easy reference. For more information, see "Creating or Deleting a Personal Distribution List" in Microsoft Exchange online Help. Note Your Address Book may contain distribution list names that your administrator created. These names are preceded by an icon and are displayed in bold text. 16

19 Chapter 4 Customizing the Microsoft Exchange Client This chapter explains how to: Customize the display of screen elements and toolbars. Set options for messages you reply to or forward. Change the default font for messages. Set options for replying to and forwarding messages. Customizing the Microsoft Exchange Client Workspace You can customize most Microsoft Exchange Client windows, such as the Viewer and New Message form, by displaying or hiding screen elements, and by adding, removing, and rearranging toolbar buttons. Displaying or Hiding Screen Elements The Microsoft Exchange Client workspace displays toolbars, a status bar, and other elements. You can customize what appears on the screen to suit the way you work or the information you are working on. For example, if you are composing a message, you may want to hide the toolbar and status bar to display more screen area for typing information. The elements you can hide or display vary according to the active window. To display or hide the Do this Folder list in the Viewer From the View menu, choose Folders, or click the Show/Hide Folder List button on the toolbar. Toolbar for the active window From the View menu, choose Toolbar. Formatting toolbar for the active formfrom the View menu, choose Formatting Toolbar. ToolTips for all windows From the Tools menu, choose Options. On the General tab, select or clear Show ToolTips. Status bar for the active window From the View menu, choose Status Bar. Bcc box in the New Message form From the View menu, choose Bcc Box. From box in the New Message form From the View menu, choose From Box. Customizing Toolbars You can modify most of the toolbars to include buttons for commands that you use most often, remove buttons you don't need, and move buttons from one position to another. 1. From the Tools menu, choose Customize Toolbar. 2. Under Available Buttons, select a button that you want to add to the toolbar, and then choose Add. This button will then be displayed under Toolbar Buttons. 3. To change the position of the button that you added, select the button under Toolbar Buttons, and then choose Move Up or Move Down. 17

20 The buttons listed from top to bottom under Toolbar Buttons are displayed on the toolbar from left to right. 4. To remove a button, select the button under Toolbar Buttons, and then choose Remove. To restore the default setting of toolbar buttons, choose Reset. 5. Choose Close. Setting Options for Working in the Microsoft Exchange Client You can set a variety of message options in the Microsoft Exchange Client to optimize your messaging tasks. For example, you can: Display a notification when you receive new mail. Empty your Deleted Items folder when you quit the Microsoft Exchange Client. Select the address list that is displayed each time you open the Address Book. Set the spelling checker to ignore certain words. You'll find these customizable options and many others in the Options dialog box, which is available from the Tools menu. For information about the options available on a particular tab, choose Help. The following sections highlight a few options and features that you may find especially useful. Setting Options for Messages You Send You can set a variety of options for sending messages. These options can be applied to specific messages or to all messages you send. For example, you can: Request a receipt when a message has been read. Assign importance to a message. Save a copy of all messages you send. Check spelling automatically when you send a message. To set options for all messages you send 1. From the Tools menu, choose Options, and then select the Send tab. 18

21 2. Under When Sending Mail, select the options you want. 3. Select the Spelling tab, and under General Options, select or clear Always Check Spelling Before Sending. 4. Choose OK. To set options for a specific message you are composing 1. From the File menu, choose Properties. 2. Under Options For This Item, select the options you want, and then choose OK. Setting Options for Messages You Read To facilitate reading a list of messages in your Inbox, you can display the next or previous message in the folder contents list automatically after you move or delete the active message. 1. From the Tools menu, choose Options, and then select the Read tab. 2. Under After Moving Or Deleting An Open Item, select the option you want, and then choose OK. Changing the Default Font When you begin typing a new message or a reply, the text appears in the font (typeface), font size, and other text formats that are preset for the Microsoft Exchange Client. If you prefer a different 19

22 look for text, you can change the default text formats. You can select one font for new messages and another for replies and forwarded messages. To change the default font for new messages 1. From the Tools menu, choose Options, and then select the Send tab. 2. Choose Font. 3. Select a font, font style, font size, color and any other options, and then choose OK. 4. Choose OK in the Options dialog box. To set the default font for replies and forwarded messages 1. From the Tools menu, choose Options, and then select the Read tab. 2. Under When Replying To Or Forwarding An Item, choose Font. 3. Select a font, font style, font size, color, and any other options, and then choose OK. 4. Choose OK in the Options dialog box. 20

23 Selecting the Format for Replies and Forwarded Messages When you reply to or forward a message, you can include the original message text, indent it, or close the original message. 1. From the Tools menu, choose Options, and then select the Read tab. 2. Under When Replying To Or Forwarding An Item, select or clear one or more options, and then choose OK. Creating an AutoSignature You can create an AutoSignature, such as your name or your company's name, that can be automatically added to all of your outgoing messages. The AutoSignature is applied to outgoing messages directly below the last line of text that you type. You can format your AutoSignature by choosing the font type, size, and color. For more information, see "Creating or Deleting an AutoSignature" in Microsoft Exchange online Help. 21

24 Chapter 5 Organizing and Managing Information This chapter explains how to: Find the information you need. Create and save views, and apply them to folders. Use AutoAssistants to help you process your mail. Finding Information When you want to find particular items in one or more folders, you can specify search conditions. Only the items matching those conditions will appear in the Find window. In the following example, information from Fran Wilson or Jaime Yorres is being searched for. If you specify multiple conditions within a single box, you will find items that match either or both of the conditions. If you specify conditions in more than one box, for example from Fran Wilson and with the subject "Status Report," only items from Fran and with Status Report in the Subject box will be displayed in the Find window. To find information 1. From the Tools menu in the Viewer, choose Find. Conditions for the search Search results The Look In box displays the currently selected folder. To select another folder, choose Folder, and then select the folder you want to search. To search all subfolders in a folder, select Include All Subfolders. 2. Under Find Items That Meet The Following Conditions, type or select the conditions you want to search for. Separate multiple conditions within a box with a semicolon (;). 22

25 3. To search for items based on other conditions, such as size or date, choose Advanced. 4. Choose Find Now. To stop the search, choose Stop. Tip You can minimize the Find window and keep it on the desktop for later use. It will be updated automatically as new mail with matching conditions arrives. Creating, Saving, and Applying Views You can do one or more of the following to organize and display a folder's contents: Add, remove, and resize columns of information that are displayed in the Viewer. Group items in an outline format. Sort items in a specific order. Define a filter to display only those items that meet the conditions you specify. A view is composed of one or more of these elements. When you first open a mailbox folder or personal folder, the contents are displayed in the Normal view. This view displays the Importance, Item Type, Attachment, From, Subject, Received, and Size columns. The items are sorted by the Received date, from most recent to least recent. In addition to the Normal view, the Microsoft Exchange Client includes three other predefined views: Group By From Groups items by the sender in alphabetical order. Group By Subject Groups items by the subject line in alphabetical order. Group By Conversation Topic Groups items by conversation topic from least recent to most recent. This includes the original message and all subsequent replies and forwarded messages. Note These default views cannot be modified. Creating a View To organize items in a way that will be most useful to you, you can change the elements you want and then save the view. The following sections guide you through the process of changing a view. Each figure shows modifications made to the respective dialog boxes, with the resulting view at the end. You can follow the examples or make your own selections. Modifying Columns Columns display different categories of information about each item in your folder. You can add or remove columns, rearrange their order, and change their width. The available columns correspond to properties, such as Attachment, From, and Subject. Each type of item that is stored in a Microsoft Exchange folder has different properties associated with it. To modify columns 1. From the View menu, choose Columns. 2. To add a column to your view, select the column name under Available Columns, and then choose Add. 23

26 The column name is now displayed under Show The Following Columns. Note that the columns you select for a view provide the basis for defining other elements of the view. Therefore, you should specify the columns that you want before specifying a group or sort order. 3. To remove a column that is currently displayed in your view, select the column name under Show The Following, and then choose Remove. 4. To move a column to the left or right in the Viewer, select the column name under Show The Following, and then choose Move Up or Move Down. 5. To resize a column, select it, and then type a size in the Column Width box. 6. Choose OK. Tip You can also resize columns in the Viewer by clicking the split bar between column names and dragging the bar to the left or right. Grouping Items Grouping items is like creating an outline. Each group has a heading, and items that belong to that group are listed below it. These groups can be expanded and collapsed. Headings are sorted in alphabetical order by default. The columns that you've selected determine which categories are available in the Group By dialog box. You can have up to four groups, and you can sort the items in the last group. To group items 1. From the View menu, choose Group By. 24

27 2. Under Group Items By, type or select the first category for grouping items. 3. To sort the groups from A to Z or with the earliest date or lowest value at the top of the list, select Ascending. To sort the groups from Z to A or with the most recent date or highest value at the top of the list, select Descending. 4. To group items further, type or select the category under the next Then By box and repeat for each group you want to create. 5. Choose OK. Sorting Items Sorting is a convenient way to organize information in a folder. When you specify a sort condition, you can also specify ascending or descending sort order. If your items are also grouped, the sort applies to the last group in the hierarchy. To sort items 1. From the View menu, choose Sort. 2. Under Sort Items By, type or select the category you want to sort by. Note You cannot group and sort by the same category. 3. To sort items from A to Z or with the earliest date or lowest value at the top of the list, select Ascending. To sort items from Z to A or with the most recent date or highest value at the top of the list, select Descending. 25

28 Tip You can sort items quickly by clicking a column name in the Viewer. To reverse the sort order, click the column name again. 4. Choose OK. Filtering Items When you apply a filter to a folder, only those items that meet the filter conditions are displayed in the Viewer. Like the Find command, a filter can be used to quickly display only a certain type of item. For example, you may want to apply a filter to show only messages from Bob Smith, or you may want to see only those messages that were addressed directly to you. A filter remains in effect until you clear it. To filter items 1. From the View menu, choose Filter. 2. Select or specify the filter conditions. If you enter conditions in more than one box, the filter shows only the items that meet all conditions. For example, typing Bob Smith in the From box and Status Report in the Subject box will filter all items except those that are from Bob Smith and have "Status Report" as part of the subject. If you specify more than one entry in a single box, the filter displays items that contain either or both of the entries. For example, to display items from Bob Smith or Bill Lee, type both names in the From box. Separate the names with a semicolon (;). To select additional conditions, such as size or date received, choose Advanced. 3. Choose OK. Resulting View The following figure shows the view of the Inbox that results from the selections made in the Columns, Group By, Sort, and Filter dialog boxes. Note that the Item Type was removed, and the Sent column was added. 26

29 In each group, items are sorted by sender. Items are grouped by importance. A filter is applied: only items sent directly to Ann Devon are displayed. Saving a View When you modify a view, for example by resizing a column or sorting the items in a different way, you'll find that your changes remain when you reopen the folder. If, however, you want to save a view to use in another folder, you can save the changes you've made. When you save the view, you can make it a folder view, available only in the current folder, or a personal view, available to all folders. To save a view 1. Make any changes you want to the current view by choosing the Columns, Group By, Sort, or Filter command from the View menu. 2. From the View menu, choose Define Views, and then choose New. 3. In the View Name box, type the name you want to assign to the modified view. You can make further changes to the current view by choosing the appropriate buttons under Description. 27

30 4. Under Add To, select Folder Views to make the view available only in the active folder, or select Personal Views to make the view available in all folders. 5. Choose OK and then Close. Applying a View When you create and save a view, the name you specified is added to the list of views under Personal Views or Folder Views, depending on the option that you selected when you saved the view. To apply a view 1. If the folder is not open, select the folder in the folder list. 2. To assign a folder view to the folder, choose Folder Views from the View menu, and then select the view that you want to apply. To assign a personal view to the folder, choose Personal Views from the View menu, and then select the view that you want to apply. Note that the default views provided with the Microsoft Exchange Client are also displayed under Personal Views. Using AutoAssistants Note AutoAssistants are available only when using the Microsoft Exchange Client with Microsoft Exchange Server. You can use the Inbox Assistant and the Out Of Office Assistant to respond to, file, and route mail automatically as it arrives. The instructions that these AutoAssistants use to accomplish these tasks are called rules. A rule is a set of conditions and actions that are applied to incoming mail. Conditions are the characteristics of the message that the rule is looking for. Examples of conditions include the name of the sender, the name of the recipient, words in the subject box, or words in the message body. Actions are what happens when the conditions of the rule are met. Possible actions include moving or copying messages to a particular folder, forwarding messages when you are out of the office, or deleting messages. 28

31 With the Inbox Assistant, you can create rules to process and manage your mail while you're in the office. For example, you can create a rule that notifies you when you receive a message from your manager. Or you can create a rule that moves messages addressed to a specific distribution list to an appropriate folder. For more information, see "Creating or Deleting a Rule" in Microsoft Exchange online Help. With the Out Of Office Assistant, you can create rules that are applied while you're away from the office. For example, you might want to forward all high-importance messages from a particular person to a co-worker. You can also request that an automatic reply be sent to all users who send you mail while you are away. This reply can include information about when you'll return and who to contact during your absence. For more information, see "Managing Incoming Mail While Out of the Office" in Microsoft Exchange online Help. 29

32 Chapter 6 Sharing Information in Public Folders This chapter explains how to: Open a public folder. Post and reply to information in a public folder. Display information in different ways. Create shortcuts to public folders that you frequently use. Opening a Public Folder Note Public folders are available only when using the Microsoft Exchange Client with Microsoft Exchange Server. When you first open a public folder, the items are displayed in the initial view that is defined for the folder. The following figure shows the contents of the Local Restaurants folder, with items grouped by Type of Cuisine and then, within each group, sorted by No. of Stars. Getting Information About Using a Public Folder Before you attempt to review or post information in a public folder, you should check your access permissions and read the user instructions included with the folder. An owner or administrator of a public folder should include this for each folder. To view information about using a public folder 1. Click the folder you want to view. 2. From the File menu, choose Properties. 30

33 The General tab shows information about the folder's type and location, and provides a description. The Summary tab shows additional information about the folder, such as the folder contacts and your permissions. The following figure shows information about the Local Restaurants folder. To request a change or report a problem, send mail to a folder contact. This is your assigned role. As an Author, you can perform any of the selected actions. Viewing Items in a Public Folder When you open an item in a public folder, the information is typically displayed in a different form from the one used to post information. This is similar to composing a message in a New Message form and reading a message in a Read Message form. To view an item Double-click it. The following figure shows a review submitted by Ann Devon. 31

34 Posting and Replying to Information Depending on the folder, you may be required to use a custom form for posting or replying to information, or you may be able to use the New Post or New Message form. The public folder designer specifies which type of items or combination of items a folder will accept. Custom forms These forms are designed specifically for the public folder and provide the basis for entering, viewing, and organizing the information in the folder. For example, in the Local Restaurants folder, you use the Restaurant Review form to post an item, and you use the Restaurant Review Comment form to reply to a posted item. New Post form Typically, you use a New Post form in bulletin board folders to post and reply to discussion items and responses. Note that you can also use this form to post an item in a personal folder or a mailbox folder. New Message form Using a New Message form, you can send a message to a folder without opening the folder. Files Adding files to folders is useful when you want to collect related information from multiple sources. For example, in a product reference folder, you might add documents containing product specifications or spreadsheets containing product sales forecasts. If you post an item that the folder does not accept, the item will be returned to you. To verify which items you can post in the folder, select the folder, choose Properties from the File menu, and then select the Forms tab. Posting Information You display a form by selecting the corresponding command from the Compose menu. When a public folder is open, the custom forms that you can use to post information in that folder are displayed at the bottom of the Compose menu. New Message form New Post form Custom form To post an item 1. With the folder open, do one of the following: From the bottom of the Compose menu, choose a form. From the Compose menu, choose New Post In This Folder. This displays the New Post form. From the Compose menu, choose New Message. This displays the New Message form that you typically use for sending messages to other users. The following figure shows the Restaurant Review form in the Local Restaurants folder. 32

35 2. Enter the information that you want in the form. 3. From the File menu, choose Post or Send, or click the Post or Send button. Replying to Information To reply to an item posted in a public folder, you select or open the item you want to reply to and then choose either a custom reply form, the Reply To Sender command, or the Post Reply In This Folder command. The available custom forms may vary, depending on which item is selected or open. Opens a New Message form addressed to the sender. Opens a New Post form addressed to the folder. Opens the custom reply form. To reply to a public folder item 1. In the public folder, select the item you want to reply to. 2. Choose the appropriate command from the Compose menu. The following figure shows the Restaurant Review Comment form that you can use to respond to a review posted in the Local Restaurants folder. 33

36 3. Enter the information that you want in the form. 4. From the File menu, choose Post or Send, or click the Post or Send button. Using Views and the Favorites Folder These features help you organize information in public folders and access public folders that you use frequently. Typically, a public folder has several defined views that you can use to organize and display the items in the folder. These views help you quickly find the information that you need. They are listed under Folder Views on the View menu. You can also use the Columns, Group By, Sort, and Filter commands to create your own views. For more information about creating views, see "Creating, Saving, and Applying Views" in Chapter 5. You can add public folders that you use often to your Favorites folder. You can then quickly access these folders from Favorites rather than searching through All Public Folders. Favorites list To add the Getting Started Guide folder to the Favorites folder 34

37 You might want to add the Getting Started Guide to your Favorites folder if you plan to refer to it in the future. 1. Select the Getting Started Guide folder. 2. From the File menu, choose Add To Favorites or click the Add To Favorites button. Tip You can also drag folders to the Favorites folder. 35

38 Chapter 7 Managing Your Time with Microsoft Schedule+ Microsoft Schedule+ is a time-management tool that allows you to manage your schedule, tasks, and list of contacts, and coordinate your schedule with others. This chapter introduces you to the basic concepts and features of Schedule+, such as: Adding appointments to your schedule. Scheduling meetings. Managing your To Do list. Maintaining a list of contacts. Starting Schedule+ You start Schedule+ by double-clicking the Microsoft Schedule+ icon in the Microsoft Exchange program group. You can also start Schedule+ from the Microsoft Exchange Client by clicking the Schedule+ toolbar button in the Viewer. When Schedule+ is started, the Schedule+ window is displayed. The Schedule+ window includes a menu bar, a toolbar, a status bar, and one of several views of your schedule. Use the tabs on the left of the Schedule+ window to switch between views. Each 36

39 view consists of one or more of the following in various arrangements: your daily, weekly, or monthly schedule, the Planner, the Date Navigator, the To Do list, and the Contacts tab. When you first open Schedule+, a set of default tabs is displayed. On the Daily tab, you can see all of the appointments and tasks planned for a given day, as shown above. Online Help is available in Schedule+ and is your primary source of information. To get help, choose Microsoft Schedule+ Help Topics from the Help menu. For information about using Help, see "Getting Help" in Chapter 1. Adding Appointments The easiest way to add an appointment is to type its description in the time slot in the Daily view. 1. Click the Daily tab, if it is not already displayed. 2. On the Date Navigator, click the day for the appointment. 3. Click the 10 o'clock time slot, and drag to select an hour and a half. 4. Type the appointment description. The bell symbol indicates that a reminder message will appear before the appointment. To make changes to the appointment, double-click the handle to the left of the description. This opens the Appointment dialog box, where you can: Change the date or time of the appointment. Specify how long before the appointment you want a reminder message to appear. Make the appointment private so that others cannot see the description. Make the appointment tentative so that it does not appear as a busy time to others who view your schedule. Make the appointment recurring so that it will automatically appear on your schedule at the interval you specify (Make Recurring button). Invite others, which turns the appointment into a meeting (Attendees tab). Type notes about the appointment (Notes tab). Using the Date Navigator (Adding Appointments) The Date Navigator is a tool that makes it easy to move quickly between days and months. When you select a date, it is surrounded by a shaded box. The current date always appears with a border surrounding it. Days that have scheduled appointments or meetings are shown in bold. 37

40 Using the Date Navigator, you can: Change the date that you are viewing by clicking different calendar dates. View the previous or following month by clicking the left or right arrow button at the top of the calendar. Move an appointment from one date to another by selecting it, clicking the border that surrounds it, and dragging it onto the new date in the Date Navigator. Managing Tasks and Contacts With the task and contact management features of Schedule+, you can quickly access information that you need on a daily basis. The names, addresses, and fax and phone numbers of your colleagues are at your fingertips, as well as your list of things to do. Tasks You can use the To Do list to enter, manage, and track activities or tasks associated with specific dates. You can note tasks directly in the To Do list, which appears on several tabs, or type them in the Task dialog box. The entire To Do list appears on the To Do tab. On the Daily tab, the To Do list displays only those tasks for that day. 1. Click the To Do tab to display the task list. 2. If you want to associate tasks with projects, insert a project using the Project command on the Insert menu. 3. To add a new task, click the row under the project name, and type the information you want to add. 4. To expand and collapse all the tasks under one project, click the minus or plus sign next to the project name. 5. To edit an individual task, double-click the button to the left of the task. In the Task dialog box, you can: 38

41 Change the end date and duration of the task. Specify which project you want the task associated with. Specify how long before the task you want a reminder message to appear. Make the task private so that other users cannot see the description. Make the task recurring, so that it will appear automatically on your To Do list at the interval you specify (Make Recurring button). Type notes about the task (Notes tab). You can customize the way tasks are displayed by using the Columns, Group By, Sort, and Filter commands on the View menu. Contacts The Contacts tab is a convenient place to enter, manage, and track your business and personal contacts. The Contacts tab displays contacts in both grid and business-card formats. Each business card has several tabs and properties, and each property corresponds to a column in the grid. You can enter contacts directly into either side of the Contacts tab or by using the Contact dialog box. 1. Click the Contacts tab. 2. Click an empty row. 3. Type the contact's last name, press tab, and then type the first name. 4. On the right side of the screen, click the tabs that you want and enter any additional information. 39