CERN Mail Service Team The Hitch Hiker s Guide To Mail at CERN Outlook 2003 Update
Credits Main Writer / Editor: Macintosh part: Introduction: Contributors: Emmanuel Ormancey Alexandre Lossent Alberto Pace Christian Boissat Pierre Charrue Michel Christaller Joel Closier Frédéric Hemmer Christian Isnard Johan Karlsson Djilali Mamouzi Eva Sanchez-Corral Mena Jean Montuelle Ludwig Pregernig Frode Skaar Andreas Wagner Roger Woolnough Document History Thursday, June 05, 2003 Monday, July 14, 2003 Thursday, July 31, 2003 Monday, September 01, 2003 Wednesday, February 25, 2004 Initial document release, written from scratch and MMM Website pages. Added Macintosh documentation. Review modifications. French version. Outlook 2003 Update.
Table of contents 1. Outlook 2003...7 1.1. Configuration... 8 1.1.1. Automatic configuration...8 1.1.2. Manual configuration...9 1.1.3. Access mailbox from a different Nice account...11 1.2. Mail...14 1.2.1. Main window...14 1.2.2. Customize views...15 1.2.3. Create a mail, reply or forward...17 1.2.4. Signatures...21 1.2.5. Contacts...22 1.2.6. Automatic actions with rules...23 1.2.7. Deleted messages recovery...25 1.2.8. Spam Tools...26 1.3. Collaborative tools...27 1.3.1. Permissions and access to shared resources...28 1.3.2. Calendar...32 1.3.3. Tasks...38 1.3.4. Notes...42 1.4. Offline Mode...43 1.4.1. Configure Offline Mode...43 1.4.2. Work in Offline mode...46 5
1. Outlook 2003 Outlook 2003 is part of Microsoft Office 2003 suite. Outlook 2003 offers new and enhanced functionality that can improve your efficiency and make it easier to collaborate with colleagues. At CERN, if Office 2003 is not installed on you machine, check the Win Services page: http://cern.ch/winservices? Documentation? Office 2003 Information The following documentation is not intended to detail every Outlook 2003 option, but to show how to use quickly common features. Outlook 2003 Page 7
1.1. Configuration When your computer receives Office 2003 and Outlook 2003, it is automatically preconfigured for MMM access on you mail account. However, it is possible to reconfigure it in two ways: an automatic script, writing default configuration for CERN users, and the manual way. 1.1.1. Automatic configuration Help: MMM Site ( http://cern.ch/mmm )? Help? Outlook 2003? Configuration. First we ll remove the existing profile if any, and then run the automatic configuration script: Close Outlook 2003 From Control Panel, double-click Mail. Click Show Profiles Remove all profiles. Click Ok. Figure 1: Remove profile Run this to reconfigure your mail account: \\cern.ch\dfs\applications\cern\olexchg\ol2003forcern.vbs Outlook 2003 Page 8
1.1.2. Manual configuration Help: MMM Site ( http://cern.ch/mmm )? Help? Outlook 2003? Configuration. Assuming that you are currently logged in using your Nice account. Close Outlook 2003 From Control Panel, double-click Mail. Click Show Profiles Remove all profiles. Add profile? Set a profile name (i.e. Default) Add a new mail account? Microsoft Exchange server Type MAILSTORE in Microsoft Exchange server field Type your login in User name field Click Check name Figure 2: Exchange settings Outlook 2003 Page 9
Next? Finish. Control Panel? Mail? Show Profiles Properties on the profile you just created View or change existing email accounts Verify that field: "Deliver new e-mail to the following location" is "Mailbox - Firstname Lastname". Correct if necessary. Figure 3: Delivery location Close all and run Outlook 2003. Outlook 2003 Page 10
1.1.3. Access mailbox from a different Nice account Help: MMM Site ( http://cern.ch/mmm )? Help? Outlook 2003? Configuration. Assuming that you are currently logged in with your Nice account. Close Outlook 2003 From Control Panel, double-click Mail. Click Show Profiles Remove all profiles. Add profile? Set a profile name (i.e. Default) Add a new mail account? Microsoft Exchange server Type MAILSTORE in Microsoft Exchange server field Type your Mailbox login in User name field Click Check name Click More Settings? Security Tab Outlook 2003 Page 11
Check Always prompt for user nam e and password. Figure 4: Logon network security Click Ok. When asked, type your Mailbox login, password and type CERN in the domain field. Close All. Next? Finish. Control Panel? Mail? Show Profiles. Properties on the profile you just created. View or change existing email accounts. Verify that field: "Deliver new e-mail to the following location" is "Mailbox - Firstname Lastname". Correct if necessary. Close all and run Outlook 2003. When asked (on Outlook 2003 startup), type your Mailbox login, password and type CERN in the domain field. Outlook 2003 Page 12
Outlook 2003 Page 13
1.2. Mail 1.2.1. Main window The Outlook 2003 main window displays all information concerning your mailbox: Folder list (click on? to expand subfolders if necessary) o o Bold: Folder contains unread mails (number displayed in blue). Normal: Folder contains only read mails. Mails in selected folder: o Bold: Mail is unread o Normal: Mail is read. Displays content of selected mail in the preview pane. The Favorites part displays quick links to folders. Drag and drop folders in this area to add new favorites. Toolbar displays buttons for common actions: New Mail, Reply, Forward, etc Menu bar will access to all functionalities and configuration. Use the quick access buttons to switch between Mail, Calendar, Contacts and Tasks. Menu bar Toolbar Favorites Folder list Quick access buttons Mail list: content of selected folder Preview pane Figure 5: Outlook 2003 Main window Outlook 2003 Page 14
1.2.2. Customize views Main Window User can customize the Outlook 2003 Main window: Menu View Check or Uncheck part described previously to display or hide. Check / Uncheck window parts you want to display. Figure 6: Outlook 2003 Main window customization Mail list AutoPreview User can display an auto preview of emails in the mail list window. It can be useful if the preview pane is hidden. Menu View Check AutoPreview Check AutoPreview First lines of emails are displayed in blue. Figure 7: Email AutoPreview Outlook 2003 Page 15
Mail List Customize view The mail list can be customized: Sort by a field: Click on the field name, then select the field you want to sort on. Select the sort order by clicking on the arrow. Click on the arrow to change sort order. Click here and select the field you want to arrange on. Mail list arranged by from. Mails are grouped by sender. Figure 8: Arrange mails by a field Outlook 2003 Page 16
1.2.3. Create a mail, reply or forward First, click on the corresponding button to create a new empty mail, reply or forward the selected mail. Create a new empty mail. Reply to selected mail s sender. Forward selected mail and add comments. Reply to selected mail s sender and also to all recipients. Figure 9: Outlook Mail creation buttons Outlook 2003 Page 17
Mail recipients There are three ways of adding recipients to the To, Cc or Bcc fields of the mail: Type directly the email addresses of the recipients, separated by ;. Type the last name, first name or just the beginning separated by ; in the To field then click the Check Names button to resolve them. Click the To button and select recipients from the displayed list. Type names separated by ; Click Check Names. Red underline means that resolution failed for this name. Window popup will help to select among multiple resolutions. Figure 10: Outlook 2003 Mail recipient resolution Outlook 2003 Page 18
Mail content and properties Recipients are selected, it is time to type the mail content itself: Click here to send the mail. Attach a file to the mail. Set an importance on the mail: Low or High. Set an action flag on the mail. Figure 11: Outlook 2003 Mail Compose Choose simple text or text with formatting (menu Format? select Plain text or HTML (for formatted content). Choose between: Plain Text: text without formatting. HTML: text with formatting. o o Use the formatting icons to create formatted content. If your recipients do not use a html compliant mail client, they will be able to see a plain text version of your mail automatically generated. Set text formatting with these tools. Insert files or images by clicking on the clip (same as menu Insert? File) or drag and dropping items on the mail. Verify the spelling with the Spell Checker: menu Tools? Spelling. Outlook 2003 Page 19
Check spelling of your mail. Then you can set properties on the mails, like flags or importance information: Set an importance level: Low or High. The recipient will instantly see that the mail is important if the red exclamation mark is displayed. Flag for follow up: Flagging marks an item to remind you that it needs to be followed up. o Set a flag type: Follow up, For your information, Forward, Reply, etc... o Set an optional due date. Set a flag for Follow Up and an optional due date. When you have finished editing the mail, click Send. Outlook 2003 Page 20
1.2.4. Signatures When creating a mail, you can automatically add a signature at the end, containing your personal information, address, phone number, etc Different signatures can be defined for new mails and for replies and forward mails. How to define signatures: Outlook 2003: menu Tools? Options? Mail Format tab. Select the signature for new messages and for replies and forward. Click Signatures to create or edit your signatures. Select signature to add to new messages and replies. Click Signatures to edit or create signatures. Figure 12: Signatures configuration Add to your signature a contact containing your personal informations. Outlook 2003 Page 21
1.2.5. Contacts The Contacts folder is your e-mail address book and information storage for the people and businesses you want to communicate with on a regular basis. Use the Contacts folder to store the e-mail address, street address, multiple phone numbers, and any other information that relates to the contact, such as a birthday or anniversary date. From a contact in your contact list, you can click a button or menu command to have Microsoft Outlook addres s a meeting request, e-mail message, or send a task request to the contact. When you enter a name or address for a contact, Outlook separates the name or address into parts and puts each part in a separate field. You can sort, group, or filter contacts by any part of the name or any part of the address you want. You can file contact information under a last name, first name, company name, nickname, or any word that helps you find the contact quickly. You can enter up to three addresses for each contact. Designate one address as the mailing address, and use it for mailing labels, envelopes, or for creating mail merge letters. Outlook supports the use of vcards, the Internet standard for creating and sharing virtual business cards. You can save a contact as a vcard and send it in an e-mail message. You can also add a vcard to your e- mail signature. Figure 13: Outlook 2003 Contact Once your contacts are created, they are stored on MMM servers, so they are available from anywhere with Webmail, on your laptop or any other computer using Outlook 2003. Outlook 2003 Page 22
1.2.6. Automatic actions with rules E-mails can be managed by using rules to automatically perform actions on messages. After a rule is created, Outlook 2003 applies the rule when messages arrive in your Inbox or when you send a message. For example, you can automatically: Move to Folder Bobby all messages sent by Bobby Ewing. Forward to your manager all messages sent by John Doe when they arrive in your Inbox. Assign the category Sales to all messages you send that have the word "sales" in the Subject. You can add exceptions to your rules for special circumstances, such as when a message is flagged for followup action or is marked with high importance. On MMM Services, rules can be applied even if Outlook is not running. The rules must be set to be applied to messages "when you receive them in the Inbox" on the server, and the rules must be able to be completed on the server. For example, a rule cannot be applied on the server if the action requires moving a message to a folder in a personal folder file. If a rule cannot be applied on the server, it is applied when Outlook is started. Rules that cannot be run on the server have the words "client only" added to the end of the name. Rules that are marked "client only" are applied after all other rules. Create new rule. Click Rules and Alerts Sort rules processing order. Selected Rule overview Figure 14: Outlook 2003 Rules wizard Click New Rule to create a new rule. Then use the templates to create a standard rule action. Condition can match sender, recipient(s), subject, various flags and status. Multiple conditions are allowed. The action done can be a simple move to a folder, a forward, delete and various notifications. Multiple actions can be created. Exceptions will allow moving all mails from Michel to Michel folder, except when subject contains the word bobby. Outlook 2003 Page 23
Use the template: move new messages from someone. Match the sender. Click here to add a sender to match. Action taken: Move to a folder. Click here to specify a target folder. Setup exceptions. Figure 15: Outlook 2003 New rule creation Tip: To quickly create simple filtering rules, i.e. messages moved to a folder based on criteria: Move manually a sample mail matching criteria to destination folder. Open the mail. Menu Action? Create Rule Simply check Conditions you want to match and Actions taken. All matching fields are already filled with fields from the Mail. Outlook 2003 Page 24
1.2.7. Deleted messages recovery There are two possibilities for a user to recover inadvertently deleted items: Items Deleted with Outlook 2003 are moved to the Deleted Items Folder, which is working as a Recycle Bin. If the Deleted Items folder has been emptied, items are still kept during 15 days in a special recovery space. o o Use menu Tools? Recover Deleted Items to access items list (if menu is disabled, then no items are recoverable). Select items to recover in the list and click Recover Selected Items button. Click Recover Deleted Items Select mails and click Recover button. Figure 16: Recover Deleted Items If the missing mails cannot be recovered with these tools, then contact helpdesk@cern.ch, they will try to reload a backup. This procedure is not simple and can take several days. Outlook 2003 Page 25
1.2.8. Spam Tools The Outlook 2003 CERN Add-in appends some items to the Tools menu bar and in a specific toolbar in Outlook 2003. These buttons are designed to easily access the CERN mail tools, but also to help fighting against Spam (unsolicited mails). CERN Tools button: allows direct access to CERN Tools: Set a forward. Configure Spam fighting level. Manage your quotas. Report Spam button: delete Spam (unsolicited mails) from your inbox and report them to the CERN Anti spam team. Whitelist button: build your whitelist from mail fields to avoid spam filtering mistakes. Check Spam button: send any mail to the Spam detection engine and view the check results. Figure 17: Outlook 2003 CERN Add-in Outlook 2003 Page 26
1.3. Collaborative tools Outlook 2003 on MMM introduces several new collaborative tools, from folder sharing to group meeting organization with resources handling (conference room, car, projector, etc ). The following topics will show: Set permissions on folders to allow other people to view, edit folder contents. o Folders can be mail folders but also calendar, tasks or contacts folders. o Allow delegates users to send mail on your behalf. Use the calendar feature to organize meetings and invite participants, follow participants acceptance and handle resources. Create tasks and assign them to other people, follow the completion status. Use the Notes : create post-it and stamp it on your desktop. Outlook 2003 Page 27
1.3.1. Permissions and access to shared resources There are two ways of setting permissions: one, for simple permission settings on default folders like Inbox, Calendar, Tasks, and an advanced mode, allowing everything everywhere. To access another user s folder, use the simple way for a quick punctual access and the advanced way for a permanent access. Simple mode Set permissions In Outlook 2003: Menu Tools? Options? Delegates tab. Click Add to select a MMM user Select rights to give to this user on default folders: o Reviewer: Can only read items. o o Author: Can read and create new items. Editor: Can read, create new items and modify any items. Notice the Delegate can see my private Items checkbox: o When creating items, a private flag can be set. Access will be denied to these items even if o the folder is shared. Checking the box Delegate can see my private Items will override this feature. Add a new authorized user. Select User from the Global Address List. Select for each folder the permission level for this user. Check this box to allow user to see even private items. Figure 18: Set permissions using the delegates feature Outlook 2003 Page 28
Open another user s fol der In Outlook 2003: Menu File? Open? Other User s Folder Type user login or click Name to select from the Global Address List. Select the folder to open in the list. Type the user name or click Name to select from the Global Address List. Select Folder to open. The Calendar of selected user opened successfully, he had previously set the permissions for my account. Note the private appointment: the content is not visible, despite the rights to see the calendar items. Figure 19: View of other user s Calendar folder Outlook 2003 Page 29
Advanced mode Set Permissions In Outlook 2003: To set permissions on a specific folder: o o o Add users Select this folder in the folder list Right Click? Properties Permissions Tab. For each user, set permissions from predefined levels of by checking each authorized action. Click here to add user. Select a predefined permission level Or create your own level by defining specific authorizations. Figure 20: Advanced permissions settings Outlook 2003 Page 30
Open additional mailbox This method will permanently add another user s mailbox entry in your Outlook 2003. Menu Tools? E-Mail Accounts Select View or Change existing e-mail accounts? Click Next Select Microsoft Exchange Server? Click Change Click More Settings? Advanced Tab Click Add in the Open these additional mailboxes part. Type a user full name or login to add to the list. Then in the folder list, the other mailboxes will be displayed permanently at the top level (same level as Outlook Today). Add a mailbox to your outlook. Type user login or full name. Permanent view of user s mailbox. Only folders with Visible permission are visible. Figure 21: Open additional mailbox Outlook 2003 Page 31
1.3.2. Calendar The Outlook 2003 Calendar is a calendar and scheduling component. It is fully integrated with e-mail, contacts, and other features. You can view a day, week, or month at once. With Calendar you can: Create appointments and events: Just as you would write in a paper-based organizer, you can click on any time slot in the Outlook Calendar and begin typing. You can opt to have a sound or message remind you of appointments, meetings, and events, and you can add colors to items for at-a-glance identification. Organize meetings: Simply select a time on your Calendar, create an appointment, and select people to invite. Outlook will help you find the earliest time at which all the people are free. When the meeting notice is sent to invitees by e- mail, each will receive a meeting request in Inbox. When they open it, Outlook notifies them if the meeting conflicts with an existing item in their Calendar, and they can accept, tentatively accept, or decline your meeting by clicking a single button. When an invitee (using Outlook XP or 2003) accepts a meeting request, the corresponding entry will be automatically added to his calendar. If allowed by you, as meeting organizer, invitees can counter-propose an alternate meeting time. As organizer, you can track who has accepted, declined, or counter -proposed times, simply by opening the meeting. View group schedules: You can create calendars that show the schedules of a group of people or resources simultaneously. For example, you can view the schedules of all people in your department, or all resources, such as conference rooms, in your building, to more quickly schedule meetings. Manage another user s Calendar : With the delegate access feature, one person can use his or her own copy of Outlook to easily manage another person's Calendar. For example, an administrative assistant can manage the Calendar of a manager. When the manager designates the assistant as a delegate, the assistant can create, move, or delete appointments and can organize meetings on the manager s behalf. Outlook 2003 Page 32
Views Views can be configured to fit user s preferences. Basic view modes can be selected: Day Work week (Monday to Friday, configurable in Tools? Options? Preferences Tab? Calendar Options) Week Month Work week view Select day or month. Bold days indicate an appointment. New appointment Select view Month view Figure 22: Calendar views Outlook 2003 Page 33
Creating an appointment Click New to create a new appointment. Then fill basic fields like Subject, time and duration. Notice the private checkbox to keep privacy on shared calendars. Select meeting date, time and duration. Click Scheduling to invite attendees to this meeting. Set a reminder, to be warned before meeting starts. Figure 23: Create new appointment Check Private box to keep privacy on shared calendar. Outlook 2003 Page 34
Invite attendees The appointment can be scheduled with other MMM users. Outlook 2003 will help to determine other attendees availability, to schedule the meeting at a good date and time. Invitation handling and participation status is also handled. Blue boxes show periods where the user is not available. Type attendees names or click Add Others to add users. AutoPick Next will automatically select next period of time where all attendees are free (non blue). Figure 24: Invite attendees to meeting Click Send when finished. An invitation will be sent to every participant. When a meeting with participants is created, an invitation is automatically sent to all expected attendees. This invitation will propose buttons to Accept or Decline the meeting. Upon accept or decline answer, the Appointment entry in the Calendar will be updated with responses. Check the Tracking Tab in the appointment to view answer status. Outlook 2003 Page 35
Invitation received by one attendee. Click Accept, Decline or Tentative for try to attend. Accept receipt received by meeting organizer. Check responses in the tracking tab of the appointment. Answer status per user. Figure 25: Attendees answer to meeting invitation Outlook 2003 Page 36
Add resources Resources can be handled by MMM Calendar service, such as Conference rooms, cars, video projectors. Resources can be invited in the way attendees are invited, they will automatically Accept or Decline depending on their availability. Blue boxes show periods where the resource is not available. Click Add Others to add a resource. AutoPick Next will automatically select next period of time where all attendees and resources are free (non blue). Resource booking status is known instantly when sending or saving the appointment. Select a resource and add it to the list. Figure 26: Resource booking for a meeting Outlook 2003 Page 37
1.3.3. Tasks A task is a personal or work-related entry you want to track through to completion. A task can occur once or repeatedly (a recurring task). A recurring task can be repeated at regular intervals or repeat based on the date you mark the task complete. For example, you might want to send a status report to your manager on the last Friday of every month, and get a haircut when one month has passed since your last haircut. Tasks assignments: In addition to creating your own tasks, you can create tasks that you assign to others. You do this by sending a task request to someone. The person who receives the task request becomes the temporary owner of the task. They can decline the task, accept the task, or assign the task to someone else. If they decline the task, it's returned to you. If they accept the task, they become the permanent owner. If they assign the task to someone else, the new assignee becomes the owner. The owner is the only one who can make changes to the task. When an owner updates a task, Outlook updates all copies of that task the copy for the person who originally sent the task request and copies for any prior owners of that task. When the owner completes the task, Outlook automatically sends a status report to the person who originally assigned the task, any other prior owners, and anyone else who requested a report. View The task list view can be customized using the View menu? Current View. New task Current view is predefined Active Tasks, showing non closed tasks. Figure 27: Task list view Outlook 2003 Page 38
Create a Task Open the Tasks folder and click New to create a new task. Check the private box to prevent users with permissions to see this task. Remember to keep up-to-date the Status and Completion fields, to follow task progress and generate reports. Status and completion of the task: update these fields to keep an up-todate tasks overview. Check Private box to keep privacy on shared tasks folder. Information and notes about this task. Assign the task to someone. Figure 28: Create a new Task Outlook 2003 Page 39
Assign a task Task assignment is done by sending the task to the selected user. Click Assign Task to do so. This user will then have the possibility to Accept or Decline the task, and also to assign it to another user. Task assignment Select user. Check these boxes to receive updates and reports on task completion. Accept, Decline or Assign Task to someone else. Task assignment received by user. Task assignment receipt. Figure 29: Task assignment process When the task will be completed by the user, an automatic report will be sent to the tasks creator, containing a summary of the tasks and its completion. Outlook 2003 Page 40
Task report. Figure 30: Task completion report Outlook 2003 Page 41
1.3.4. Notes Notes are the electronic equivalent of paper sticky notes. Use notes to write down questions, ideas, reminders, and anything you would write on note paper. You can leave notes open on the screen while you work. This is especially convenient when you're using notes for storing bits of information you may need later, such as directions or text you want to reuse in other items or documents. Notes can be copied to the desktop and stay on the desktop as a sticker (using Copy / Paste operations). Notes can be kept open or closed as an icon. Figure 31: Notes Outlook 2003 Page 42
1.4. Offline Mode Outlook 2003 can be configured to work with a local cache, which will automatically update when connection to MMM servers is restored. This mode allows to continue to work when disconnected from the Cern network. 1.4.1. Configure Offline Mode Assuming that you are currently logged in your Nice account: Close Outlook 2003 From Control Panel, double-click Mail. Click Show Profiles Select default profile, click Properties. Click E-mail Accounts Select View or change existing E -mail accounts? click Next Outlook 2003 Page 43
Select Microsoft Exchange Server? click Change Check Use Cached Exchange Mode Outlook 2003 Page 44
Click Next? Finish. Outlook 2003 Page 45
1.4.2. Work in Offline mode Once the cached mode is configured, Outlook 2003 will work as usual, but will build a cache in background. Figure 32: Outlook 2003 synchronizing If you are connected to the CERN network, Outlook will connect automatically and synchronize the cache. If you are disconnected from the network, Outlook will work as usual, but using o n the local cache. Outlook 2003 Page 46