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How to Get The Most Out of Outlook 2003


Unread messages. Shows only unread mail. Messages with Auto Preview. Shows each message as well as the first few lines of the body of an unread message ... – PowerPoint PPT presentation

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Title: How to Get The Most Out of Outlook 2003

How to Get The Most Out of Outlook 2003
  • Michele Schwartzman
  • Division of Customer Support
  • 301-594-6248
  • Summer 2006

  • NIH Policies
  • E-mail Tips
  • Organizing Email
  • Modifying Your Global Address Listing
  • Managing the calendar
  • Managing contacts
  • Managing personal folders
  • Using Rules

Microsoft Outlook 2003
  • Setting up your Microsoft Outlook Services
  • Personal Folders
  • Archiving your Email
  • Options
  • Setting up your Auto Archive
  • Mailbox Management
  • Saving Attachments to Another Location
  • Setting up the Automatic Emptying Option

NIH Policies
  • Mailbox Limits
  • Limits that are set for all NIH Employees using
    the NIH Central E-mail Services
  • Excludes Helix, Codon, Internet Mail

Mailbox Limits
  • gt 100 megabytes
  • Warning message will be sent stating the user has
    exceeded their limit and needs to reduce their
    mailbox size.
  • Grace Period
  • If the mailbox size is not reduced, eventually
    the user will be unable to send, but will still
    be able to receive e-mail.

Remote Access to Email Resources
  • NIH Portal
  • http//
  • Outlook Web Access
  • https//

NIH Web Resource
  • http//
  • User Section
  • Access to OWA site to check mail over the web
  • Link to change your NIH domain/ e-mail password
  • Popular Links Section
  • Modifying your Mailbox and Domain Account
  • AntiSpam

Has Your Contact Information Changed? Update NED
  • To correct or update NED information
  • Go to http//
  • Select Update Your NED Record
  • Login to the NIH Portal
  • Submit Update

Mailbox Management
  • Viewing and Sorting mailbox content
  • Saving the email attachments to a file location
    on your hard drive or networked drive
  • Deleting items in your Sent Items
  • Deleting items from your Deleted Items folder
    will remove items from your mailbox permanently
    however, there is a recovery method if within 48

Outlook Views
  • Outlook has several ways to customize the way
    that you access folders and view mail
  • The popular view at NIH is the Folder List
  • Allows for navigation through several folders on
    one screen

Current View
  • By clicking on View ? Arrange By, a list of
    possible views is available.
  • These views facilitate the organization of mail
    messages in order to navigate through them more

Most commonly used views
  • Messages
  • The default that is used to see all messages
  • Unread messages
  • Shows only unread mail
  • Messages with Auto Preview
  • Shows each message as well as the first few lines
    of the body of an unread message

Inserting Flags for Follow Up
  • In the Flag section of the message, left click to
    set the default red flag, or right-click to
    select a different color and follow up

Organize Tool
Find Options
  • On the Standard toolbar, click Find
  • In the Look for box, type the text you want to
  • Click the Search In button to specify the folders
    you want to search (only current)
  • Click the Find Now button.

Find Results
Find Results
  • Note
  • When the search is complete and no longer
    needed, press Clear so that all email will be
    visible again.

Saving Attachments to Another Location
  • Select the email that contains the attachments
  • Choose File?Save Attachments
  • Delete the attachment from the email by selecting
    it and press the Delete key.

Automatic Delete Items
  • Go to Tools ? Options
  • Choose the Other tab
  • Place a checkmark in Empty the Deleted Items
  • To be notified before emptying the Deleted Items
    folder, press the Advanced Options button
  • Place a checkmark in Warn before permanently
    deleting items

Mailbox Cleanup
  • From the menu bar, choose Tools ? Mailbox
  • View the total size of your mailbox and of
    individual folders
  • Find items that are older than a certain date to
    archive them
  • View the size of your Deleted Items folder and
    empty it.

Manage Information
  • At NIH we use Personal Folders to manage our
    active information
  • Recommendation Personal folders are located on
    the users network drive
  • Pro Reduces inbox size
  • Con Can become corrupt if too large

Creating Personal Folders
  • Click on File, Outlook Data Management
  • Click Add, then OK, then browse to a location on
    your network drive
  • Type a name of your choice and click Create
  • Then type a display name to match then OK
  • You will now see a folder in your folder list
    that you can move and store messages

Create Personal Folders
Create Personal Folders
Archiving Your Outlook E-Mail Messages
  • Auto Archiving
  • This setting allows the user to schedule when an
    archiving will take place
  • Manual Archiving
  • The user can manually task the application to
    archive their email.

Archive vs. Personal Folders
Setting Up AutoArchive
  • Go to Tools ? Options
  • Select the Other tab
  • Click on the AutoArchive button.

Choosing Settings for AutoArchive
  • How many days between archiving?
  • Do you want to be prompted before AutoArchive?
  • Do you want to delete email which is older than
    the number of days you are archiving?

Troubleshooting the Archive Option
  • You will receive this error if you have changed
    the location of your archive file or an archive
    file is not present on your system.

  • Set of conditions and actions for processing and
    organizing your e-mail messages.
  • Conditions identify messages for processing, and
    actions determine what kind of processing is

Using Rules
  • Assign categories to messages
  • Setup Notification when important messages arrive
  • Move messages to a folder from a specific person
  • Color code messages

Using Rules
  • You probably receive large volumes of mail from
    several different groups (work-related, personal,
    and junk mail), so you need some way to manage
    your messages. In Outlook 2002, you can use rules
    to sort and process your messages before you even
    look at them.

Most Commonly Used Rules
  • Set up a notification, such as a message or a
    sound, when an important message arrives
  • Move messages to a particular folder based on who
    sent them
  • Redirect an e-mail message to a person or
    distribution list
  • Automatically reply to a certain type of message
    with a specific message you create
  • Flag messages from a particular person.

Rules Wizard
  • The Rules Wizard leads you through three basic
    steps to create a rule to manage your messages
  • Selecting a condition
  • Applying an action to the items returned by the
  • Entering exceptions to the condition.

Creating a Rule
  • On the Tools menu, click Rules and Alerts.
  • In the Apply changes to this folder list, click
    the Inbox that you want.
  • Click New Rule. You will see a list of rules and
    a description of each rule
  • To use a template, click Start creating a rule
    from a template.
  • Choose the conditions and actions that you would
    like to have occur once those conditions are met.

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Out of Office Assistant
  • Be sure that you are at the Inbox level
  • Tools ? Out of Office Assistant

Inserting NIH E-mail Addresses
  • In the To field type the employees name (first
  • Press CTRLk on the keyboard to check name.
  • If multiple employees have the same name, a popup
    box will appear to select the correct one,
    otherwise the name will automatically be found
    and linked.

Creating Contacts
  • On the File menu, select New ? Contact.

Adding a Contact from Email
  • Right-click on a user in the From field
  • Choose Add to Contacts

Modifying Contact Options
  • Tools ? Options
  • On the Preferences tab, select the Contacts
    Options button

Managing Calendar
  • Viewing Options
  • Color Coding Appointments
  • Modifying Calendar Options
  • Using Free/Busy Time Feature
  • Creating a Recurring Meeting Request

Viewing the Calendar
  • Monthly
  • Weekly
  • Work Week
  • Daily

Color Coding Appointments
Managing Calendar Options
  • Creating Appointments
  • Scheduling Meetings
  • Recurring
  • Free/Busy Time

Managing Calendar Options
  • From the Tools menu, select Options
  • Make sure that the Preferences tab is selected.
  • Choose Calendar Options

Managing Calendar OptionsFree/Busy Time
  • Within calendar options, choose the Free/Busy

Managing Calendar OptionsViewing Free/Busy Time
In Closing
  • http//
  • http//