Take a “Look” at Outlook Commonly Used Features Heidi Strande ITSS, Technical Trainer University of North Dakota
Common Features: Compared • Become familiar with the “Look” of Outlook 2007 and learn how the client can complete the most commonly used features we used in GroupWise. • Schedule Appointments, Meetings, Create Tasks, and Create Notes • Scheduling Assistant (Busy Search) • Overlay Mode or Side-by-Side Mode (Multi-View Calendars) • Distribution Lists / Mailing Lists (Create Groups) • Search E-mails Compare Common Features
Common Features: Compared continued… • Assign Permissions and Delegate (Proxy Access) • * Share Folders * Share Calendar • * Share Contacts * Share Tasks • Adding a Signature Line • Archive Email Messages • Create Rules • Auto-Reply • * Vacation Rule * Out-of-Office • Assign Categories Compare Common Features
Scheduling / Creating • Appointments • An engagement to meet at a particular place and time for a particular purpose: you schedule on your own calendar that does not involve inviting other people or reserving resources. (Appointment Form) • Meeting • An appointment to which you invite people or reserve resources. • Tasks • An assigned piece of work that must be completed within a certain time frame. (Task Form) • Notes • A feature that allows you to capture miscellaneous bits of information that you don’t want to lose or forget. • Icons • Toolbar Menus • Short-cut Keys
Appointments: • Appointment Form • A form that contains options in which you can enter specific information to create an appointment. • Reminder • Recurring • Assign Color Category • Private • More. . .
Meeting: • Meeting Request Form • A form that is used to invite participants to a meeting.
Tasks: • Task Form • A form that contains text boxes where you can enter task information.
Note: • You can quickly document your thoughts and ideas for easy reference later. • A note can be created and assigned a color category, and can be sorted by date, category, or subject.
Scheduling Assistant • Scheduling Assistant (Busy Search) • A feature in Outlook that helps you find the best time for all attendees to be at a meeting.
Overlay Mode (View Calendars) • Overlay Mode or Side-by-Side Mode (Multi-View Calendars) • Overlay Mode: you can overlay calendars to see transparent calendars stacked on top of each other. • This view is useful when you want to find a common free time slot on several different calendar.
Side-by-Side (View Calendars) • Overlay Mode or Side-by-Side Mode (Multi-View Calendars) • Side-by-Side Mode: you can open a second calendar or display up to 30 calendars in side-by-side view.
Distribution Lists / Mailing Lists • Distribution Lists (Create Groups) • A distribution list is a group of e-mail addresses that you create and add to your Outlook Address Book as a single e-mail address. • When you send a message to a distribution list, it goes to every e-mail address in the list. • Create a distribution list by: • Using names in your Address Book • Copying names from an e-mail message
Search E-mail • Search Folder (Search E-mails) • A virtual folder that provides a view of all e-mail items that match specific search criteria. • 3 - Default Search Folders • Categorized Mail: includes items that have been assigned a color category • Large Mail: includes items that are larger tan 100 kilobytes (KB) • Unread Mail: includes items that are marked as unread • You can customize a predefined Search Folder with your own search criteria:
Search E-mail…continued • Instant Search • The Instant Search pane is always available in all of your Outlook views, such as Mail, Calendar, and Contacts. • Query Builder • Search Options: • Instant Search can search EVERY Folder, including subfolders, in the Outlook Folder List, but the option to search all folders is NOT selected by default. (You must turn on this search option.)
Delegate Access (Proxy Access) • Assign Permissions and Delegate (Proxy Access) • Two ways to work with another person’s Microsoft Outlook folders • Delegate Access (if you are a delegate and routinely respond to e-mail messages and meeting requests on behalf of someone else, you may want to add his or her Exchange Mailbox to your account/profile for quick access. • Folder Sharing Before you can work with another person’s Outlook folders, that person MUST grant you permission to those folders.
Delegate Access (Proxy Access)…continued • Delegate Access • An Outlook feature that allows one person to act on behalf of another Outlook user. (Permissions granted for one to act on behalf of the other) • Example: Used by a manager and his/her assistant • The assistant might be responsible for maintaining the manager’s schedule, including creating and responding to meeting requests. Some assistants might also monitor their manager’s Inbox. Delegate Access Delegate Permissions
Folder Sharing • Folder Sharing • A way to provide access between two people, but it differs from Delegate Access because it DOES NOT include permissions for one to act on behalf of the other. • Example: • Folder sharing is useful if you want someone to be able to access one of your folders, perhaps while you are on vacation, but you do not want the person to reply to meeting requests or e-mail messages on your behalf.
Sharing: • Folder Sharing: • Public folders provide a way to collect, organize, and share information with others in an organization. • Share Contacts: • You can create a contacts folder for a specific project and share it with your co-workers. • You can grant them permission to modify the contacts. (Optional) • Share Calendar Information: • Share Tasks: • You can create a task folder for a specific project and share access to the task folder with your co-workers so that they can review the task list. • View another person’s Folders, Contacts, Calendar, • and Tasks from the Navigation Pane.
Create a Signature Line • Signature Text • Produce Signatures for a variety of purposes. (professional, casual, etc.) • Handwritten Signature • Add an image of the handwritten text to an Outlook e-mail signature. (.bmp, .gif, .jpg, or .png) You can choose from all the Signatures Created Scanned in signature
Archive: • Archive Email Messages • To manage the space in your mailbox or on the mail server you are using, you might need another place to store – Archive – old items that are important but rarely used. • Archive Items Manually • AutoArchive: (Turned on by Default) NOTE: If you save your archive to your local hard drive and your computer crashes, you may lose your archived e-mail.
Manually Archive • Archive Items Manually • Manually back up and archive items to a location that you specify.
AutoArchive • AutoArchive: (Turned on by Default) • Automatically moves old items to an archive location at scheduled intervals. • Manages mailbox size by deleting old items or moving them to an archive file and by deleting expired items. • AutoArchive settings are customizable. • Run AutoArchive every… • Prompt before AutoArchive runs • Delete expired item(e-mail folders only) • Archive or delete old items • Show archive folder in folder list • Clean out items older than… • Move old items to… • Permanently delete items • Apply these settings to all folders now • Retention Policy Information
Create a Rule • Manage Messages by using Rules • A rule is an action that Outlook takes automatically on an “arriving” or “sent” message that meets the conditions that you specify in the rule. • Rules and Alerts Wizard: choose conditions and actions • Rules do not operate on messages that have been read, only on those that are unread.
Create a Rule…continued • Rules and Alerts Wizard: choose conditions and actions
Auto-Reply (Out of Office / Vacation Rule) • Create a Message Template • Create a Rule to automatically reply to new e-mail messages. • Out of Office Assistant • Outlook will send an automatic response to some or all of the people who send you e-mail messages while you are out of the office for a specified period of time.
Create and Assign Color Categories • Easily identify and group associated items in MS Outlook. • Assign a color category to a group of interrelated items – notes, contacts, appointments, and e-mail messages – so that you can quickly track and organize them. • Choose from a set of default categories or create your own – then assign the categories to your Outlook items. Color adds visibility to your Outlook items.
Extra Information • Concerns? • “How is my current information going to be handled?” • Migration Tool for GroupWise • E-mail • Calendars • Contacts • Quick Reference Card (Outlook 2007) • ITSS Training Web Page • Outlook Tips • Subscribe by e-mail: an outlook tip delivered to your mailbox up to three times a week