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Outlook 2003 Advanced Features

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Title: Outlook 2003 Advanced Features


1
Outlook 2003 Advanced Features
Distance Learning mxccedtech_at_gmail.com (860)343
5822/5783 Chapman 633/632 Middlesex Community
College Visit http//www.mxcc.commnet.edu/distance
2
Windows Layout
  • Page 1 Quick Source
  • Navigation Page
  • Provides easy access to various features.
  • Feature buttons are used to switch a Navigation
    pane
  • When a feature button is clicked, the Navigation
    Pane changed to its according layout.
  • Mail include all mail folders.
  • Calendar
  • Contacts
  • Tasks
  • Notes
  • Folder List include all folders in Outlook
    (mail, calendar, task, journal, notes, etc.)
  • Shortcuts
  • Journal

3
Mail Navigation Pane-Default
  • Navigation Pane
  • Favorite Folders provides quick access to email
    folders
  • Default folders Inbox, Unread, Sent Items,
    Deleted Items, Drafts, Outbooks.
  • Add more folders Drag a folder from All Mail
    folders to Favorite Folders.
  • Remove folders Right-click a folder, select
    Remove from Favorite Folders
  • All Mail folders Inbox, Send Items, Deleted
    Items, Outbox, Draft, etc.
  • View Pane
  • Messages are grouped by date.
  • Reading Pane
  • Displays the message when you select a message in
    View Pane.
  • Turn off the Reading Pane to prevent virus spread.

4
Turn off the Reading Pane
  • When the Reading Page is on, the message is open
    as soon as it is selected.
  • To avoid virus spread, you are strongly
    encouraged to turn off the Reading Page.
  • In Inbox, Go to View, select Reading Pane, select
    Off.
  • Use the same step to turn off the Reading Pane in
    Deleted Items, Junk Mail, and other mail folders.

5
Go Menu
  • Access outlook features
  • Mail
  • Calendar
  • Contacts
  • Tasks
  • Notes
  • Folder List
  • Shortcuts
  • Journal
  • Folder

6
Folder List
  • Folder List all folders/features in Outlook
  • Mail, Calendar, Contact, Task, Notes, and Journal
  • Click the Folder List icon is at the bottom of
    the Go Menu at the lower-left corner of the
    window.
  • If the icon is not there,
  • Click the Configure Button arrow, select Add or
    Remove Buttons, click Folder List.

7
Sort Messages
  • View messages by Sender, Subject, or Date
  • Turn the group off
  • ViewgtArrange bygtCurrent View
  • gtCustomize Current View
  • Click Other Settings button
  • Uncheck Show items in Groups
  • Click OK to close the Other Settings window
  • Click OK to close the Customize View window

8
Search for Messages-Keyword
  • Click Find button on the Standard Toolbar.
  • Type keywords in the Look for box.
  • Select a folder (ex. Inbox) in Search In box.
  • Click Find Now.
  • Messages containing the keywords will display.
  • Click Clear to clear the search.

9
Advanced Search
  • The default keyword search allows you to search
    for a keyword contained in the subject and
    message body.
  • You may conduct an advanced search to narrow down
    the messages.
  • Go to Options (upper right corner), select
    Advanced Find
  • Click From button. Type the persons name.
    Double-click the person from the list. Click OK.
  • Click Find Now.

10
Search Folders
  • Messages appear in a search folder when they
    match criteria.
  • It acts as a window to display selected messages
    based on certain criteria.
  • A virtual folder inside which messages are
    displayed, but they're not actually stored there.
  • Messages deleted from a Search Folder will be
    deleted.
  • Default Search Folders
  • For Follow Up
  • Large Mail (gt100K)
  • Unread Mail

11
Change Search Criteria
  • Change the Large Mail folder to search for mails
    more than 80K.
  • Right-click the Large Mail,
  • Select Customize This New Search Folder,
  • Click Criteria button,
  • Type 80,
  • Click OK.

12
Create a New Search Folder
  • You may create a new search folder based on
    certain criteria.
  • Right-click the Search folders,
  • Select New Search Folder,
  • Select Mail sent directly to me,
  • Keep Mailbox-your name selected in Search mail
    in,
  • Click OK.
  • This folder will only show the mails directly
    sent to you.

13
Create a New Search Folder
  • Example create a search folder that shows only
    WebCT related messages.
  • Right-click the Search folders,
  • Select New Search Folder,
  • Select Create a Custom Search Folder,
  • Click Choose button,
  • Give a name for the search folder,
  • Click Criteria button,
  • Type a keyword WebCT,
  • Select Subject Field and Message Body,
  • Click OK three times to close three windows.

14
Filter Messages
  • View the messages that meet the criteria.
    Example Show only WebCT related messages.
  • Go to View - Arrange By - Current View-Customize
    Current View
  • Click Filter button,
  • Type a keyword WebCT
  • Select Subject Field and Message Body,
  • Click OK twice to close the two windows.

15
Remove a Filter
  • Go to View - Arrange By - Current View-Customize
    Current View,
  • Click Filter button,
  • Click Clear All button,
  • Click OK twice to close the two windows.

16
Customize AutoPreview to Unread Messages
  • Go to View, select Arrange by, select Current
    View and Customize Current View.
  • Click Other Settings button.
  • Check Preview Unread Items.
  • Click OK.
  • AutoPreview may cause virus spread.
  • To turn if off, go to View and click AutoPreview.

17
Mail Alert
  • When you receive an email, an alert message will
    be displayed at the bottom right corner.
  • You may delete or flag the message.

18
Email-Persons Smart Tag
  • When a message is open, click next to the
    senders name. A list of options displayed.
  • Outlook Properties
  • Job title
  • Office and Phone
  • Department, etc.
  • Add the person to Contact.
  • Look up the person in Contact.
  • Phone number
  • Office number
  • Send email

19
Quick Flags
  • You can flag a message to remind you for
    follow-up.
  • In the email list window. Click the gray flag
    icon. A red flag is displayed.
  • Setup follow-up details
  • Right-click the Red Flag icon, click Add
    Reminder
  • Select a date, click OK.
  • In the flag options menu
  • you may select a different color to change the
    flag color.
  • you may clear the flag
  • you may set default flag color.

20
Junk Mail
  • The Junk E-mail Filter is on by default, and the
    protection level is set to Low, which is designed
    to catch the most obvious junk e-mail messages.
  • Any message that is caught by the Junk E-mail
    Filter is moved to the Junk E-mail folder, where
    you can review or delete it at a later time.
  • Two parts of the Junk Mail Filter
  • The Junk E-mail Lists allow you to enter email
    addresses and the future messages sent from the
    addresses will be moved directly to Junk Mail
    folder.
  • The state-of-the-art technology developed by
    Microsoft Research is used to evaluate whether an
    unread message should be treated as a junk e-mail
    message based on several factors, such as the
    time it was sent and the content of the message.

When junk mail is detected, a Reminder window
will display.
21
Add an Address to the Junk Mail Sender List
  • In the email window
  • Right click the message that needs to be on the
    Junk Mail Sender list,
  • Select Junk E-mail,
  • Select Add Sender to Blocked Senders List,
  • Click OK to confirm.

22
Block Senders
  • You can block messages from a mail address or a
    domain name. Messages sent from the address or
    the domain name will be treated as junk mail.
  • Go to Tools, select Options...
  • Click Junk E-Mail button.
  • Click Blocked Senders tab.
  • Click Add
  • Enter an address bigfish_at_yahoo.com
  • Enter a domain name hotmail.com. All messages
    sent from hotmail.com will be treated as junk
    mail.
  • Click OK to close the Add address or domain
    window.
  • Click OK to close Junk E-mail Options window.
  • Click OK to close Options window.

23
Safe Senders/Recipients
  • Email addresses on the Safe Senders list are
    never treated as junk mail.
  • Your friends addresses with the same domain in
    Blocked Senders list
  • For email addresses on the Safe Recipients list,
    any messages sent to these addresses are never
    treated as junk mail.
  • A distribution list you belong to.
  • As Default, email addresses in the Contact are
    included in the two lists.

24
Enter Addresses in Safe Senders
  • Go to Tools, select Option.
  • Click Junk E-Mail button.
  • Click Safe Senders tab.
  • Click Add
  • Enter an address jsmith_at_hotmail.com
  • Click OK to close the Add address or domain
    window.
  • Click OK to close Junk E-mail Options window.
  • Click OK to close Options window.
  • Use the same steps to enter addresses in Safe
    Recipients.

25
Create a Signature
  • You may add a signature at the bottom of your new
    message.
  • Go to Tools, select Options
  • Click on Mail Format tab.
  • Click Signature button.
  • Click New button.
  • Enter a new name for the signature.
  • Click Next.
  • Enter your signature. You may select a font by
    clicking Font button.
  • Click Finish.
  • Click OK.

26
Create a Signature-Continue
  • You need to set up where the signature will
    automatically appear.
  • In the new message.
  • For replied or forwarded message.
  • In the option window, Signature section, select
    the signature for the new messages.
  • Click OK.

27
Save Email Messages to Your Computer
  • Messages in Inbox or Send Items are kept on the
    server. It is not suggested that you keep a lot
    of email on the server since your email account
    can only hold a certain amount of messages (40M).
  • You may consider moving all Inbox or Sent Items
    email to your computer.
  • Create a Personal Folder file to save messages
    from Inbox and Sent Items on your computer or
    external drives.
  • You may create subfolders in Personal Folder to
    store messages in a variety of categories.
  • Personal folder file is updated when you open the
    Outlook.
  • You can not read the emails kept in Personal
    Folder when logging on to Outlook Web Access.

28
Create a Personal Folder
  • Go to File, click the New feature list. Select
    Outlook Data File
  • Select Office Outlook Personal Folders File
    (.pst). Click OK.
  • Select My Documents. Give a name for the file
    such as mailbackup82704. Click OK.
  • Click OK.

29
Create Sub-folders in Personal Folder
  • Create two sub-folders in Personal Folder, Inbox
    and Sent Items.
  • Right-click the Personal Folder in All Mail
    Folder window.
  • Select New Folder, type a name Inbox.
  • Click OK.
  • Right-click the Personal folder in All Mail
    Folder window.
  • Select New Folder, type Sent Items.
  • Click OK.

30
Move Mails to the Personal Folder
  • Click Inbox in Mail Box list.
  • Select a message in the message list.
  • Hold CTRL key and A to select all messages in
    Inbox.
  • Drag the messages and drop them in the Inbox of
    the Personal Folder.
  • Repeat the same steps to move the messages from
    the Sent Items of Exchange Mail Server to the
    Sent Items of the Personal Folder.

31
Create Multiple Calendars
  • You can create multiple calendars that can be
    viewed side by side.
  • Create a calendar named personal for personal
    appointments.
  • Click Folder List from the Go menu at the left
    bottom of the window.
  • Right-click Calendar, select New Folder.
  • Type the name for the new calendar. Click OK.

32
View Multiple Calendars
  • Click Calendar button in the Go Menu.
  • In the My Calendars list, check the Personal
    calendar.
  • The two calendars display side by side.

33
Sharing Calendars-Allow Permission
  • You may give permission to others to view your
    calendar
  • In the Calendar window, click Share My Calendar
    link in the middle of the Navigation Pane.
  • Click Add button in the Calendar Properties
    window.
  • In the Add User window, type a persons name.
    Double-click the persons name. Click OK.
  • In the Calendar Properties window, select the
    person, select Reviewer in the Permission Level
    to give the person read only permission. Click
    OK.

34
Sharing Calendar-View Others Calendar
  • After someone allows you to view his/her
    calendar, you can open it and view it in your
    Calendar window.
  • When some one gives you a permission to view
    his/her calendar, the persons name is listed
    under Other Calendar in the Navigation Pane.
  • In the Calendar window, check the persons name.
    The persons calendar is listed side-by-side with
    yours.
  • Uncheck the persons name to turn off the
    calendar.

35
Sharing Contacts-Allow Permission
  • You may allow permission for others to view your
    contact list
  • In the Contact window, click Share My Contact
    link in the middle of the Navigation Pane.
  • Click Add button in the Contact Properties
    window.
  • In the Add User window, type a persons name.
    Double-click the persons name. Click OK.
  • In the Contact Properties window, select the
    person, select Reviewer in the Permission Level
    to give the person read only permission. Click
    OK.

36
Sharing Contact-View Others Contact
  • After someone allows you a permission to view
    his/her contact list. You can open it and view
    it in your Contact window.
  • When someone gives you permission to view his/her
    contact, the persons name is listed under Other
    Contact in the Navigation Pane.
  • In the Contact window, check the persons name.
    The persons contact is displayed.
  • Uncheck the persons name to turn off the contact
    list.

37
Configuring the "classic" interface
  • http//www.slipstick.com/emo/2003/up031029.htmcla
    ssicview
  • Choose View Arrange By Current View Define
    Views.
  • Select the Messages view, click Modify, and then
    click Other Settings.
  • In the Other Settings dialog, uncheck the Show
    items in groups box.
  • Under Reading Pane, choose Bottom. If you want
    the reading pane to occupy less space, check Hide
    header information. You could also turn the
    reading pane off completely and turn AutoPreview
    on instead.
  • Uncheck the Use multi-line layout in widths
    smaller than xxx characters box, and then select
    Always use single-line layout.
  • Click OK, and make any changes you want to fields
    or other view settings. Then click Apply View to
    display the current folder with this more
    "classic" Outlook view, with the navigation pane
    on the left, the items list on top, and the
    reading page on the bottom.

38
Outlook Multimedia Tutorials
  • http//www.internal.commnet.edu/docs/exchange/outl
    ook_2003_features/outlook_2003_features.html
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