Outlook – Email Computer Training Solutions
Outlook − Email Course Outline 1. Getting Started with Outlook
An Overview of Outlook Exploring the Main Window
2. Working with Mail Messages
Create and Sending Messages Acting on Messages Working with Attachments Working with Address Books
3. Handling Messages
Working with Message Handling Options Checking Folder Size Creating Signatures Working with Out of Office Assistant
4. Organizing the Mailbox
Creating Folders Moving Items to Folders Sorting/Filtering Messages
5. Working with Contacts
Working with Contacts Working with Distribution Lists Organizing Contacts
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Outlook − Email EZ Start Card Outlook Main Window The Main Outlook window provides several options to users. The Content window changes depending on the item selected from the Navigation Pane. As an example, when the Mail item is selected from the navigation pane, the content window displays the sub item that has been selected from the Mail section.
Standard Toolbar Advanced Toolbar
Reading Pane
Navigation Pane
Active Folder
General Shortcuts
Formatting Shortcuts
New Mail Message
Ctrl + Shift + M
New Appointment
Ctrl + Shift + A
New Contact
Ctrl + Shift + C
Insert File Print Select All Spell Check Delete an Item Permanently Delete Items Toggle Between Main Window Go to Folder Check for New Items
Alt + I + L Ctrl + P Ctrl + A F7 Ctrl + D Ctrl + Shift + D F6
Bold
Ctrl + B
Underline
Ctrl + U
Italics
Ctrl + I
Add Bullets Undo Switch Case Clear Formatting
Shift + F3 Ctrl + Spacebar
Mail and Appointment Shortcuts
F5
Reply
Ctrl + Shift + G
Reply to All
Create a New Folder
Ctrl + Shift + E
Forward
Ctrl + K
Send/Save the Active Document Display the Address Book
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Ctrl + Z
Ctrl + Y
Flag for Follow Up
Insert a Hyperlink
Ctrl + Shift + L
Ctrl + R Ctrl + Shift + R Ctrl + F Alt + S Ctrl + Shift + B 2 of 17
Outlook − Email EZ Start Card Toolbars Outlook has several Toolbars to work with, the options available on each toolbar change based on the current item selected. Toolbars provide shortcuts to users for getting access to commonly used commands, such as Send/Receive Messages, Inserting Attachments, displaying the Reading Pane. Below is a list outlining the main toolbars available for Mail, Calendar and Contacts: TOOLBAR
ITEM Mail Standard Advanced Calendar Standard Advanced Contacts Standard Advanced
Navigation Pane The Navigation Pane is located on the left side of the Outlook Main Window. Outlook provides this view for quick access to all the folders. The one click access buttons at the bottom of the navigation pane can also be access by the keyboard.
Follow-Up Flags
Follow-up Flags are used as reminders to follow up on issues, or to indicate a request for someone else. Once the message has been followed up on, then the flags can be marked as completed, as indicated by a check mark (9). For example following is a diagram of the Inbox with messages marked for follow-up:
SHORTCUT KEYS Ctrl + 1 Ctrl + 2 Ctrl + 3 Ctrl + 4 Ctrl + 5 Ctrl + 6
Use the six colored message flags to manage your incoming e-mail items. For example, the red flag can be used to mark messages that require immediate attention, and the blue flag for messages to read later.
Ctrl + 7 Configure Buttons
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Outlook − Email EZ Start Card Mailbox Limits
Address Book The Outlook Address Book is available from the Standard Toolbar as well as from a new mail message or appointment window. The Address book provides access to the Global addresses, Contacts, and Distribution Groups, both global and personal. Global Address List: Displays names for all users in the network Contacts: Displays personal contact names that the user has created All Groups: Displays all personal and network distribution groups All Users: Displays all user names only, not groups
The default mailbox limit is 200 MB. If the mailbox goes over the limit, then messages will not be able to be received or sent. The best means of keeping the mailbox below the maximum level is by cleaning it out on a regular basis: Delete unwanted emails
Archive important emails
Save attachments to the network
Remove attached files that are saved
Link attachments, wherever possible
HOW TO CHECK FOLDER SIZE
RESULTS
1. RIGHT-CLICK on the Mailbox, from the Navigation Pane. 2. Select Properties. 3. CLICK
.
ADDRESS BOOK TOOLBAR New Entry Search Folders
Find Items
Search Folders, are created using a specific set of search criteria that Outlook applies to messages. The messages that Outlook finds based on the criteria will automatically be stored in the Search Folder. Outlook can be setup to automatically sort messages by sender, priority, Subject line, and more.
Properties Delete
In All Mail Folders, in the Navigation Pane, there are three default Search Folders— For Follow Up, Large Mail, and Unread Mail. Any email item with a flag appears in the For Follow Up Search Folder. Email items that are larger than 100 kilobytes (KB) appear in the Large Mail Search Folder. All unread e-mail items appear in the Unread Mail Search Folder.
Add to Contacts New Message
Selecting Items Multiple items can be selected at one time in Outlook. Let’s say that several mail messages had to be moved from one folder to another, they can all be selected first then dragged to the destination folder at one time. SELECTION METHOD Continuous Selection
Non-Continuous Selection
HOW TO To select continuous items: 1. CLICK on the first item to be selected 2. SHIFT-CLICK the last item to be selected
NOTE: WHEN MESSAGES ARE DELETED FROM FOLDERS IN THE FAVORITE FOLDERS PANE, THEY ARE DELETED FROM THE MAILBOX. HOWEVER, IF A FOLDER IS REMOVED FROM THE FAVORITE FOLDERS PANE, THE FOLDER WILL STILL REMAIN IN ITS ORIGINAL LOCATION IN THE
MAIL PANE.
To select non-continuous items: 1. CLICK on the first item to be selected. 2. CTRL-CLICK each additional item to be selected
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Outlook − Email Course Reference Card — OR—
Creating Messages 1.
CLICK
CLICK
, from the Standard toolbar.
(The Untitled Message window appears.)
2.
CLICK in the To text box of the message header.
3.
Type the e-mail address of the recipient.
, to reply to everyone included in the email.
(The Reply email window appears, and the message is addressed with all recipient addresses from the original message.)
NOTE: IF YOU ARE SENDING TO MORE THAN ONE PERSON, TYPE A SEMICOLON(;) BETWEEN THE E-MAIL ADDRESSES. — OR— on the Untitled Message header.
CLICK
3.
Type the desired reply.
4.
CLICK
.
(The Address Book appears.)
Forwarding a Message 1.
Open or select the message that is to be forwarded.
2.
CLICK
.
(The FW: Message window appears.)
4.
Type the recipient’s name in the Type Name or Select from List textbox. (The selection bar jumps to the recipient’s name in the address book.)
5.
CLICK OK.
(The Select Name dialog box closes.)
6.
CLICK in the Subject text box.
7.
Type the desired subject.
8.
CLICK in the Message text box.
9.
Type the desired message.
10. CLICK
3. 4.
CLICK in the To text box. Type the desired e-mail address. NOTE: IF YOU ARE SENDING TO MORE THAN ONE PERSON, TYPE A SEMICOLON(;) BETWEEN THE E-MAIL ADDRESSES. — OR—
. Replying to a Message
1.
Open the message that is to be responded to.
2.
CLICK
, to reply to the sender only.
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CLICK on the Untitled Message header. (The Address Book appears.) Type the recipient’s name in the Type Name or Select from List textbox. 5 of 22
Outlook − Email Course Reference Card (The selection bar jumps to the recipient’s name in the address book.)
MESSAGE OPTIONS OPTION
CLICK OK.
DESCRIPTION provided such as, Approve - Reject, Yes -No and Yes – No – Maybe. The chosen voting button icons appear at the top of the recipient’s email.
(The Select Name dialog box closes.)
5.
CLICK in the Message text box.
6.
Type the desired message.
7.
CLICK
. Setting Options
1.
Create and address a new message as desired.
2.
CLICK
.
Tracking: Tracking options for Delivery Receipt or Read Receipt Messages sends a return email to the sender’s Inbox once the message has been delivered or read.
(The Options dialog box appears.) 3.
Select the desired options.
Delivery Options
Delivery Options determine how the message is going to be handled once it is sent. Creating Follow Up Flags
1.
4.
CLICK CLOSE.
5.
CLICK
RIGHT-CLICK on the message that is to be flagged.
(The shortcut menu appears.)
(The mail message window reappears.) . MESSAGE OPTIONS OPTION
DESCRIPTION
Message Settings
Importance: High importance emails are marked with a RED exclamation icon, indicating that they should be responded to right away. Normal importance emails are sent as usual, nothing changes.
2.
Select Follow Up.
3.
Select the desired color.
(A message flag appears and the background color of the Flag Status column changes for that message.) NOTE: WHEN MESSAGES ARE FLAGGED THE MESSAGE AUTOMATICALLY APPEARS IN THE FOLLOW UP SEARCH FOLDER.
Low importance emails are marked with a BLUE arrow, indicating that they do not need to be responded to immediately. Sensitivity: Sensitivity options include Personal, Private, and Confidential. The selected option displays text at the top of the Message area of the recipient’s email when they read the message.
Voting and Tracking
Voting: Voting buttons are used to take a poll on a decision that needs to be made. Options are
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Outlook − Email Course Reference Card Adding Follow Up Reminders 1.
RIGHT-CLICK on the message that is to have a follow up reminder set.
Opening Attached Files 1.
(The shortcut menu appears.)
2.
RIGHT-CLICK on the message to view the attached file.
(The shortcut menu appears.)
Select Follow Up Æ Add Reminder.
(The Flag for Follow Up dialog box appears.)
3.
Set the desired options.
4.
CLICK OK. Inserting Files
1.
Create and address a new message as desired.
2.
CLICK
2.
Select View Attachments.
3.
Select the file that is to be opened.
(The file opens in the associated program [i.e. Word, Excel].)
. — OR—
(The Insert File dialog box appears.) 1. 2.
3.
Select the desired file.
4.
CLICK INSERT.
Open the email that has the attached file to be viewed.
(The attached file appears as an icon in the message header.) RIGHT-CLICK on the attached file name.
(A Shortcut menu appears.)
(The file is inserted in the Attach text box of the message header.)
3.
5.
Type the desired message in the Message text box.
6.
CLICK
Select Open.
(The file opens in the associated program [i.e. Word, Excel].)
.
NOTE: FILES CAN ALSO BE INSERTED BY DRAGGING THEM FROM YOUR COMPUTER TO AN OUTLOOK ITEM, OR BY COPYING AND PASTING A FILE INTO AN OUTLOOK ITEM AS AN ATTACHMENT.
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Outlook − Email Course Reference Card Inserting a Hyperlinked File 1.
Create and address a new message as desired.
2.
Select Insert Æ Hyperlink.
(The Insert Hyperlink dialog box appears.)
3.
Select the desired file.
4.
CLICK OK.
(The Hyperlink path is inserted in the message area.)
3.
Select Save As.
4.
Select the appropriate location to save the file, from the Save In list.
5.
Type the file name, in the File name text box.
6.
CLICK SAVE.
(The Save As dialog box appears.)
— OR— Select File Æ Save Attachments Æ All Attachments. 5.
CLICK
Removing Attached Files
. Opening a Hyperlinked File
1.
Open the email that has the Hyperlinked file to be viewed.
2.
CLICK on the hyperlink path in the email.
(The file opens in the associated program [i.e. Word, Excel].)
1. 2.
Open the email that contains the attached file that is to be removed. RIGHT-CLICK on the attached file name.
3.
Select Remove.
(A Shortcut menu appears.)
NOTE: TO DECREASE MAILBOX SIZE, ATTACHED FILES SHOULD BE REMOVED IF THEY ARE NO LONGER REQUIRED, OR IF THEY HAVE BEEN SAVED TO THE NETWORK. 4.
Close the email message.
5.
CLICK YES.
(An alert dialog box appears prompting to save the file.)
Saving Attached Files 1. 2.
Open the email that contains the attached file that is to be saved. RIGHT-CLICK on the attached file name.
(A Shortcut menu appears.)
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Outlook − Email Course Reference Card Resending Messages 1.
Select the Sent Items folder, from the Navigation Pane.
2.
Open the message that is to be resent.
3.
Select Actions Æ Resend This Message.
RECALL MESSAGE OPTIONS OPTION
(The message opens again in a second window.)
DESCRIPTION
Delete unread copies of this message
Deletes the message from the Inbox of any recipient that has not read the message or moved it to another folder.
Delete unread copies and replace with a new message
Deletes and replaces the message from the Inbox of any recipient that has not read the message or moved it to another folder. For each recipient on the email message, Outlook sends a reply email to the Sender’s Inbox identifying the status of the recall.
Tell me if the recall succeeds or fails for each recipient
Notice of Recall:
Notice of Failed Recall:
Restoring Deleted Items , from the Navigation Pane. (The Deleted Items folder appears.)
1.
Select
2.
Select the message(s) that are to be undeleted.
3.
DRAG the message to the appropriate folder.
(The item is moved from the Deleted Items folder to the identified folder.) NOTE: TO SELECT CONTIGUOUS MESSAGES, CLICK THE FIRST MESSAGE IN TO BE SELECTED, THEN SHIFT-CLICK THE LAST MESSAGE.
4.
Make the necessary changes.
5.
CLICK
TO SELECT NON-CONTIGUOUS MESSAGES, CLICK THE FIRST MESSAGE TO BE SELECTED, THEN CTRL-CLICK EACH ADDITIONAL MESSAGE TO BE INCLUDED. Creating Signatures
. Recalling Messages
1. 2. 3.
Select the Sent Items folder, from the Navigation Pane. Open the message that is to be recalled. Select Actions Æ Recall This Message.
4.
Select the desired option.
5.
CLICK OK.
1.
Select Tools Æ Options.
2.
Select the Mail Format tab.
(The Options dialog box appears.) (The Mail Format options appear.)
(The Recall This Message dialog box appears.)
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Outlook − Email Course Reference Card 3.
CLICK
.
9.
(The Create Signature dialog box appears.)
Format the signature using the Font, Paragraph, or Advanced Edit options. DESCRIPTION
OPTION
Displays the Font dialog box. Options available are Font, Style, Size, Effects and Color that can be applied to a selected area of the signature. Displays the Paragraph dialog box. Options available are Alignment and Bullet options that can be applied to a selected area of the signature. Launches the program that has been chosen as the Email Editor, in this case, Microsoft Word. 10. CLICK
. Modifying Signatures
1.
Create a new email and format as desired.
2.
RIGHT-CLICK the signature block located at the bottom of the email message.
(A shortcut menu appears.)
4.
CLICK
.
(The Create New Signature dialog box appears.)
3.
5.
Type a name for the new signature in the Enter a name for your new signature text box.
6.
Select the desired options.
7.
CLICK
Select E-mail Signature.
(The E-mail Options dialog box appears.)
.
(The Edit Signature dialog box appears.) 8.
Type the desired signature.
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4.
Select the email address that is to be modified.
5.
Make the desired changes.
6.
CLICK OK.
(The content of the email address appears in the ‘Create your e-mail signature’ text box.)
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Outlook − Email Course Reference Card (The signature is modified, but the email still contains the old signature.) 7.
RIGHT-CLICK the signature block located at the bottom of the email message.
8.
Select the name of the signature that should appear at the bottom of the email message.
2.
Select New Folder.
(The Create New Folder dialog box appears.)
(A shortcut menu appears.)
(The revised signature should replace the old signature at the bottom of the email.) Out of Office Assistant 1.
Select Tools Æ Out of Office Assistant.
(The Out of Office Assistant dialog box appears.)
3.
Type the name for the folder in the Name text box.
4.
CLICK OK. NOTE: TO MOVE ITEMS TO A FOLDER SELECT THE ITEM(S) TO BE MOVED AND DRAG THEM TO THE DESIRED FOLDER. Creating Contacts
2.
Select I am currently Out of the Office and type the desired AutoReply text.
3.
CLICK OK. NOTE: AS SOON AS OK IS SELECTED, THE OUT OF OFFICE ASSISTANT IS ACTIVE. WHEN A SENDER SENDS A MESSAGE TO THE RECIPIENT’S INBOX, THE SENDER WILL AUTOMATICALLY RECEIVE AN AUTOREPLY EMAIL.
1.
Select Contacts, from the Navigation Pane.
2.
CLICK
(The contents of the Contacts folder appears.)
ONCE THE OUT OF OFFICE ASSISTANT IS TURNED ON AND OUTLOOK IS EXITED, WHEN THE USER SIGNS BACK INTO OUTLOOK A OUT OF OFFICE ALERT DIALOG BOX APPEARS.
Creating Folders 1.
RIGHT-CLICK on the folder that the new folder is to be created below.
(e.g. If the new folder is to be created below the Inbox, then Right-Click on the Inbox folder. A shortcut menu appears.)
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, to create a new contact entry.
(The Untitled Contact window appears.) 3.
Fill in the details on the contact card as desired.
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Outlook − Email Course Reference Card Sending an Email from Contacts 1.
RIGHT-CLICK on the contact card to send an email to that contact.
(A shortcut menu appears.)
4.
CLICK
.
(The contact card is filed in alphabetical order.) Adding Contacts from an Email 1.
Open the email that the contact is to be added from.
2.
RIGHT-CLICK on the desired name, from the Message Header area.
(A shortcut menu appears.)
2.
Select New Message to Contact.
3.
Complete and send the message as desired.
(A new message window appears, addressed to the contact accordingly.)
Creating Distribution Lists
3.
1.
CLICK
2.
CLICK
3.
Select New Distribution List.
4.
CLICK OK.
5.
Type the name for the distribution list in the Name text box.
.
(The Address Book window appears.) .
(The New Entry dialog box appears.)
Select Add to Outlook Contacts.
(A contact card appears, with the details of the contact.)
4.
Fill in the required information.
5.
CLICK
(The Untitled - Distribution List dialog box appears.)
.
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Outlook − Email Course Reference Card 6.
CLICK
7.
Select the names of individuals that are to become part of the distribution list.
8.
CLICK
.
(The Select Members window appears.)
.
(The names of the members appear in the Members text box.) 9.
CLICK OK.
(The Distribution List dialog box appears.)
10. CLICK 11. CLICK OK.
.
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Outlook − Email Appendix Creating an Archive File 1.
Select File Æ New Æ Outlook Data File.
(The New Outlook Data file dialog box appears.)
8.
Type the password.
9.
CLICK OK.
(The Personal Folder window appears.)
Adding Items to an Archive File
2.
CLICK OK.
1.
Select the items that are to be archived.
2.
DRAG them to the archive folder in the All Mail Folders area of the Navigation Pane.
(The Create or Open Outlook Data File dialog box appears.)
Opening an Archive File 1.
3.
Select the location for the .pst file to be saved.
4.
Type the desired name for the .pst file.
5.
CLICK OK.
6.
Select the appropriate options.
7.
Select File Æ Open Æ Outlook Data File.
(The Open Outlook Data File dialog box appears.)
(The Create Microsoft Personal Folders dialog box appears.)
2.
Select the appropriate location and file name.
3.
CLICK OK.
(The Personal Folders window appears.)
CLICK OK.
(If a password was typed for the Personal Folders, then the Password dialog box appears.)
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Outlook − Email Appendix Logging into Outlook Web Access 1.
Type the following link into the Internet Explorer Address Bar: https://webmail.manitoba-ehealth.ca/exchange/
(The Outlook Web Access login window appears.)
Sharing Outlook Main Folders The items in Outlook main folders (such as Inbox, Calendar, Contacts, Tasks, and Notes) can be viewed by others once a shared access has been set up. There are two ways that this can be accomplished: Sharing - OR
Assigning Delegate Permissions
For example in order to grant access for someone to view the contents in your Inbox or Contacts items; follow the instructions below: Sharing Inbox
2.
1.
RIGHT-CLICK Inbox from the Navigation Pane.
2.
CLICK Sharing. (The Inbox Properties dialog box appears).
3.
CLICK Add. (The Add Users dialog box appears).
4.
Select the desired name.
5.
CLICK Add. (The user’s name is added to the Add User text box).
6.
CLICK OK.
7.
Select the user’s name from the Name list.
8.
Set the desired permissions. Note: Refer to the table below for permission role and the access associated with each role.
9.
CLICK OK.
Type in the username and password that is used to log into the network.
(The Outlook Web Access window appears.)
Working with Web Access Options 1.
CLICK
, from the Navigation Bar.
(The Options window appears.) 2.
3.
Set the desired Options; such as, a.
Out of Office Assistant
b.
Signatures
c.
Calendar Options
d.
Reminder Options
e.
Change Password
CLICK
.
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Outlook − Email Appendix Sharing Contacts
Opening Shared Contacts
1.
CLICK Contacts ICON from the Navigation Pane. Note: Outlook changes to Contacts view.
2.
RIGHT-CLICK Contacts from the Navigation Pane.
3.
CLICK Sharing.
1.
Select OPEN SHARED CONTACTS, from the Navigation Pane. (The Open Shared Contacts dialog box appears).
(The Contact Properties dialog box appears). Note: Clicking Share My Contacts link in the Navigation Pane will give the same result.
2.
CLICK
4.
CLICK Add.
3.
Select the name of the user, for the contact that is to be viewed.
5.
Select the desired name.
4.
CLICK OK.
6.
CLICK Add.
7.
CLICK OK.
5.
CLICK OK.
8.
Select the user’s name from the Name list.
9.
Set the desired permissions. Note: Refer to the table below for permission role and the access associated with each role.
(The Add Users dialog box appears).
(The user’s name is added to the Add User text box).
.
(The Select Name dialog box appears).
(The Open Shared Contacts dialog box re-appears with the selected name). (The selected user’s Contact appears under Other Contacts. The items in the user’s Contacts are displayed as well).
Removing Shared Contacts Access 1.
Ensure that Contacts view is displayed
2.
Select SHARE MY CONTACTS, from Navigation Pane (The Contacts Properties dialog box appears).
3.
Select the name of the user who is to have rights removed.
4.
CLICK
.
10. CLICK OK.
SHARED FOLDER – PERMISSION LEVEL ROLES Role
Read items and Files
Create Items and Files
Modify Items and Files
Delete Items and Files
Create Subfolders
Change Folder Permission Levels
None
no
no
no
no
no
no
Owner
yes
yes
yes
yes
yes
yes
Publishing Editor
yes
yes
yes
yes
yes
no
Editor
yes
yes
yes
yes
no
no
Publishing Author
yes
yes
your own only
your own only
yes
no
Author
yes
yes
your own only
your own only
no
no
Non-editing Author
yes
yes
no
your own only
no
no
Reviewer
yes
no
no
no
no
no
Contributor
no
yes
no
no
no
no
Custom
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Outlook − Email Appendix Assigning Delegate Permissions In the following example, both Calendar and Contacts folders are being shared with different permissions. 1.
Select TOOLS Æ OPTIONS…
2.
Select DELEGATES tab.
(The Options dialog box appears.) (The Delegates page appears.)
Note: The permissions apply ONLY to the main folder listed above. Subfolders will need to be individually shared.
Note: Check box “Send meeting requests and responses only to my delegates, not to me” will be available when the check box “Delegate receives copies of meeting-related messages sent to me” is checked. .
3.
CLICK
4.
Enter the name of the delegate
5.
CLICK
(Add Users dialog box appears.) .
(The user’s name is added to the Add User text box.)
6.
CLICK OK.
7.
Select the desired permission for a specified folder Note: Refer to the table below for permission level roles.
8.
CLICK OK.
DELEGATE PERMISSIONS – CHECK BOX OPTIONS Option Description Delegate receives all copies of Delegate receives copies of meeting requests and responses meeting related messages sent to owner. sent to me Delegate receives an email Automatically send a outlining the exact permissions message to delegate granted to them. summarizing these permissions Delegate can see my private Delegate can view any item they items have permissions to see that the owner marked as private.
DELEGATE ACCESS - PERMISSION LEVEL ROLES Role
Read items and Files
Create Items and Files
Modify Items and Files
Delete Items and Files
Reviewer
yes
no
no
no
Author
yes
yes
your own only
your own only
Editor
yes
yes
yes
yes
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Outlook − Email Appendix Sharing Mailbox Subfolders To share any other folder other than the Inbox, Contacts, Calendar, or Notes, you must share permissions on the folder you want to share and each folder that is higher in the folder hierarchy. In other words, to grant access to a subfolder, you must first grant access to the folder that contains that subfolder. For example, to give another person access to a folder that is under Inbox in your mailbox, you must grant permissions to the Mailbox, Inbox, and the subfolder. Even though it might appear you're granting the other person access to more folders than you want, only the items in the Inbox subfolder will be available.
Sharing an Inbox Subfolder 1.
RIGHT-CLICK Mailbox.
2.
CLICK Sharing.
8.
Add the appropriate user’s name to grant folder visible access to.
9.
Check Folder visible option in the Permissions section.
10. CLICK OK. 11. RIGHT-CLICK Inbox Subfolder. 12. CLICK Sharing…
3.
Add the appropriate user’s name to grant folder visible access to.
4.
Check FOLDER VISIBLE option in the Permissions section.
13. Add the appropriate user’s name to assign permissions to. 14. Check appropriate options in the Permissions section.
5.
CLICK OK.
6.
RIGHT-CLICK Inbox folder
7.
CLICK Sharing… 15. CLICK OK. Note: To view the inbox subfolder to which you’ve been granted access, add the other person’s mailbox to your folder list (see instructions below).
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Outlook − Email Appendix Sharing a Contact Subfolder
10. CLICK OK.
1.
RIGHT-CLICK Mailbox.
11. RIGHT-CLICK Contact Subfolder
2.
CLICK Sharing.
12. CLICK Sharing…
3.
Add the appropriate user’s name to grant folder visible access to.
4.
Check FOLDER VISIBLE option in the Permissions section.
13. Add the appropriate user’s name to assign permissions to. 14. Check appropriate options in the Permissions section.
15. CLICK OK. 5.
CLICK OK.
6.
RIGHT-CLICK Contacts folder.
7.
CLICK Sharing…
Note: To view a contact subfolder to which you’ve been granted access, add the other person’s mailbox to your folder list (see instructions below). Working with Another Person’s Mailbox Adding Another Person’s Mailbox to the Folder List 1.
Select TOOLS Æ EMAIL ACCOUNTS…
2.
Select VIEW OR CHANGE EXISTING EMAIL ACCOUNTS
3.
CLICK
.
4.
CLICK
. .
5.
CLICK
6.
CLICK Advanced tab
7.
CLCIK
8.
Enter username account that you want access to
9.
CLICK OK.
.
10. CLICK OK. 8.
Add the appropriate user’s name to grant folder visible access to.
9.
Check Folder visible option in the Permissions section.
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11. CLICK
.
12. CLICK
.
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Outlook − Email Appendix Removing Another Person’s Mailbox from the Folder List 1.
Select TOOLS Æ EMAIL ACCOUNTS…
2.
Select VIEW OR CHANGE EXISTING EMAIL ACCOUNTS
3.
CLICK
.
4.
CLICK
.
5.
CLICK
6.
CLICK Advanced tab
7.
Select the Mailbox account to be removed.
8.
CLICK
9.
Click Yes.
.
.
10. CLICK OK. 11. CLICK
.
12. CLICK
.
Microsoft Office Website Links: NOTE: The links applies to Microsoft Office Outlook 2003. Printer-friendly version of the procedures is available for each topic. Share and Open Other People’s Folder http://office.microsoft.com/en-us/outlook/HA011134811033.aspx?pid=CH062556151033
Manage Meetings and Emails For Someone Else http://office.microsoft.com/en-us/outlook/HA012072771033.aspx
Delegate Access Permissions http://office.microsoft.com/en-us/outlook/HP052421431033.aspx?pid=CH063566511033
Delegate Access: Let Someone Else Mind Your Busyness http://office.microsoft.com/training/training.aspx?AssetID=RC010329611033&pid=CR061832721033 Note: includes a Printable Quick Reference Card at the end of the Lesson.
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Outlook − Email Exercises Exercise 1
1. Create a new mail message and address it to the student one number higher than you. Use the following: Subject:
Age Project
Text:
Attached is the Ageing Spreadsheet for your review.
Attach File: Priority:
Ageing High
Classification:
Confidential
2. Create a new mail message and address it to the student one number higher than you. Use the following: Subject: Text:
Coffee Club If you wish to contribute to the coffee fund, please do so by Friday.
Expiration Date:
2 days
3. Create a new mail message and address it to the student one number higher than you. Use the following: Subject: Text: Classification:
Salary Review Meeting The time of the meeting has been changed to 1:00 PM. Top Secret
4. Read all new messages in your Inbox. 5. Reply to the message "Salary Review Meeting" with the following: Text:
Since I have a conflict at 1:00 PM, I will arrive late at the meeting.
6. Forward the message "Coffee Club" to the student two numbers higher than you and add the following message: Text:
Did you send in your money yet?
7. Sort your message by Subject and then by Date. Exercise 2 – Create a New Address Book
1. Create a new address book and name it Personal. 2. Select your address and your mailing partners address from the Novell GroupWise Address book and copy them to your Personal Address book. 3. Share the Personal Address book with your mailing partner. Exercise 3 – Create a Mail Group
1. Select the Personal Address book. 2. Create a new mail group and name it Coffee Club. 3. Add yourself and your mailing partner to the new group. 4. Send a new message the Coffee Club group, inviting them to coffee tomorrow at 10:00 AM in the cafeteria. Computer Training Solutions
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Outlook − Email Exercises Exercise 4 – Creating Folders, Moving and Deleting Items
1. In the Folder List, create a new folder called Committee Notes. 2. Create another folder called Coffee Club. 3. Rename the Coffee Club folder to Java Club. 4. Sort the folders in alphabetical order. 5. Move any 2 messages from your Inbox to the Java Club folder. 6. Move 1 message from the Java Club folder to the Committee Notes folder.
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