PolyU Staff Email Service User Manual (MS Outlook 2007) Version 1.4 Last Update: 18 March 2013
PolyU Staff Email: www.polyu.edu.hk/email ITS HelpCentre Support: www.polyu.edu.hk/HOTS ITS HelpCentre Support Hotline: 2766
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Table of Content Introduction ......................................................................................................................................4 The Official Web Site................................................................................................................................. 4 The Main Features .................................................................................................................................... 4 Minimum System Requirements .............................................................................................................. 5 What's difference between GW and Outlook? ......................................................................................... 5 What is user's login name, password and the actual e-mail address? ..................................................... 5 Chapter 1: The Basics .........................................................................................................................6 Setup Outlook Profile ................................................................................................................................ 7 Quick Steps on Setup Outlook to Download Messages from Campus Email ......................................... 12 Start and Log into Outlook ...................................................................................................................... 13 Recommended Settings in Outlook client .............................................................................................. 14 Layout and Interface of Outlook 2007 .................................................................................................... 16 The Ribbon Panel in Office and Outlook ................................................................................................. 19 Different Views in Outlook...................................................................................................................... 21 Chapter 2: Email............................................................................................................................... 23 Basic Email Operations............................................................................................................................ 23 Forward as Attachment .......................................................................................................................... 24 Download Attachment ............................................................................................................................ 25 Contact List/Address Book ...................................................................................................................... 26 Recall Message ........................................................................................................................................ 27 Message Tracking.................................................................................................................................... 28 Previewing Messages .............................................................................................................................. 29 Email Notification.................................................................................................................................... 30 Messages Priority .................................................................................................................................... 31 Follow-up Messages................................................................................................................................ 31 Preview Attachment ............................................................................................................................... 32 Signature ................................................................................................................................................. 33 Categorize Message Item........................................................................................................................ 34 E-mail with Voting Buttons ..................................................................................................................... 35
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Custom Voting Button............................................................................................................................. 36 Search/Find ............................................................................................................................................. 37 Rules ........................................................................................................................................................ 38 Chapter 3: Calendar ......................................................................................................................... 41 Scheduling Assistant ............................................................................................................................... 43 Recurring Appointment .......................................................................................................................... 44 Proposing New Meeting Time................................................................................................................. 45 Change Items as another Message Types ............................................................................................... 49 Optional Attendee .................................................................................................................................. 50 Chapter 4: Tasks, Contacts & Notes .................................................................................................. 51 To-Do List (Tasks) .................................................................................................................................... 51 Assigning Task to a Contact .................................................................................................................... 53 Notes ....................................................................................................................................................... 54 Chapter 5: Advanced Features of Outlook ......................................................................................... 55 Folder Sharing ......................................................................................................................................... 55 Delegation ............................................................................................................................................... 60 Checking the Mail Box Size ..................................................................................................................... 65 Chapter 6: Frequently Used Keyboard Shortcut................................................................................. 66 Chapter 7: Accessing the System with a Browser............................................................................... 67 Chapter 8: Mobile Device Connection Setup ..................................................................................... 69 Steps to setup Staff Email in iPhone/iPad............................................................................................... 69 Steps to setup PolyU Staff Email in mobile device running Android OS Ver. 2.3 ................................... 71 Steps to setup PolyU Staff Email in mobile device running Android OS Ver. 2.3.2 ................................ 73 Steps to setup PolyU Staff Email in Windows Mobile 6.5....................................................................... 76 Steps to setup PolyU Staff Email in Windows Phone 7 ........................................................................... 79 Steps to setup PolyU Staff Email in BlackBerry OS 6 or 7 ....................................................................... 81
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Introduction The Official Web Site The University has partnered with Microsoft to introduce the New Staff Email service to our staff. Staff Email will replace the existing Novell GroupWise E-mail and Campus E-mail service.
www.polyu.edu.hk/email
The Main Features
Mailbox quota – 25GB NO periodical email purging, user need to do housekeeping Email Size – 25MB each with 18MB (max) attachments No. of Messages can be sent – Total messages can be sent contain < 1,500 recipients, per 24 hours. Each message contain maximum of 500 recipients only (each central pre-defined mailing group count as ONE only) (Note: Messages sent by Auto-reply rule(s) count into this figures EXCEPT using Out-Of-Office reply rule) Web-based – OWA (Outlook WebApp) Cache Mailbox - .ost (use Outlook Client) Archive Mailbox - .pst (use Outlook Client)
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Minimum System Requirements
Win XP SP3, Vista SP2, Office 2007 SP1, IE 8, Firefox 3.01, Chrome 3.0.195.27; or Mac OS X 10.5/10.6, Office 2008/2011 for Mac, Safari 3.1
What's difference between GW and Outlook? You may refer to the “What's different between Novell GroupWise and Outlook 2007” in the official web site.
What is user's login name, password and the actual e-mail address? Login Username
Password
For using web-based access (i.e. using Outlook WebApp)
NetID
NetPassword
For using Outlook client
@polyu.edu.hk
NetPassword
Official E-mail address
@polyu.edu.hk
Alternate Internal System User E-mail address
@polyu.edu.hk
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Chapter 1: The Basics By default, all new Outlook profile and the cache mailbox (OST/PST) are stored in c:\users\\AppData\Local\Microsoft\Outlook. However, it is not easy to locate and backup. User may un-aware of the growth of the size of the OST/PST files which may take up all the storage space of Windows’ system volume. Therefore, it is recommended to change the default path for these files to D: drive or E: drive, provided that there have enough free space. To do the changes, please download a pre-defined registry files from the user Guide section (select Additional Files link) of the Staff Email website and double-click on it. There are 4 registry files in the downloaded zip file: 1. SetStaffMailPath_D_2007.reg – Set the default path to D:\Staff Email Data, for Outlook 2007 client 2. SetStaffMailPath_E_2007.reg – Set the default path to E:\Staff Email Data, for Outlook 2007 client 3. SetStaffMailPath_D_2010.reg – Set the default path to D:\Staff Email Data, for Outlook 2010 client 4. SetStaffMailPath_E_2010.reg – Set the default path to D:\Staff Email Data, for Outlook 2010 client Please execute ONE of the above registry file ONLY.
In order to let user to have a better experience on using Outlook client when switching from GroupWise, a customized toolbar for Outlook 2007 (named “outcmd.dat” found in the downloaded zip file) was created. It puts all the commonly used functions in the toolbar easy access by user.
Before start up the Outlook client, please copy this “outcmd.dat” to: C:\Users\\AppData\Roaming\Microsoft\Outlook
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Setup Outlook Profile 1. Click the Start button and select Control Panel
2. Double click Mail
3. Click Show Profiles…
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4. Click Add…
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5. Type “StaffEmail” and click OK
6. Click Microsoft Exchange, POP3, IMAP, or HTTP and click Next
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7. Type Your Name, E-mail Address and Password for 2 times, click Next
[email protected]
8. You will see the screen with 3 ticks when finished successfully 9. Click Finish
[email protected]
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10. The account setting will return to the follow Mail screen 11. Select Always use this profile and select StaffEmail as the default profile
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Quick Steps on Setup Outlook to Download Messages from Campus Email Setup WebMail IMAP A/C in Microsoft Outlook 2007. The following steps are based on StaffEmail profile. You may follow the procedure to setup new profile on page 6 of this manual. 1. Startup Microsoft Outlook 2007 and login Staff Email. 2. From Tools, click Account Settings then New in E-mail. 3. Choose Microsoft Exchange, POP3, IMAP, or HTTP, click Next. 4. Choose Manually configure server settings or additional server types, click Next. 5. Choose Internet E-mail, click Next. 6. Fill in following information, then click More Settings. a. Your Name :
Your display name
b. E-mail Address :
@polyu.edu.hk
c. Account Type :
IMAP
d. Incoming mail server :
mail.polyu.edu.hk
e. Outgoing mail server (SMTP) : smtp.polyu.edu.hk f.
User Name :
g. Password :
NetPassword
h. Check Remember password 7. Click Advanced, enter 993 for Server Port Numbers and select SSL for type of encrypted connection of Incoming Server (IMAP), then click OK and Next. 8. Click Finish to close the setup wizard. 9. Click Close to exit the E-mail Accounts setup. 10. The user’s WebMail IMAP A/C will appear as @polyu.edu.hk in the Mail Folders pane. 11. Outlook 2007 will start to download the WebMail mails.
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Start and Log into Outlook
1. Double Click on the Outlook icon to startup Outlook. 2. Enter your User name @polyu.edu.hk and Password NetPassword in the log in box.
3. You will see the following screen after successfully logged in and startup.
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Recommended Settings in Outlook client o
Download of Messages:
At bottom right corner – click Connected to Microsoft Exchange
Select Download Headers and then Full Items
Select On Slow Connections Only Download Headers also
Make sure the Work Offline DOES NOT selected, otherwise you has to click Send/Receive button manually to get new messages or send new items
o
Select Tools > Options
In Preferences tab
Click E-mail Options, select o
Save copies of messages in Sent Items Folder; and
o
Automatically save unsent messages;
o
Click Advanced E-mail Options Under Save messages section, select
AutoSave items in: 3 minutes (can adjust to shorter period, if necessary);
In When sending a message section, select
Allow comma as address separator;
Automatic name checking;
Suggest names while completing To, Cc, and Bcc fields and click OK
Click Junk E-mail… o
Click Safe Senders tab, select
Check Also trust e-mail from my Contacts and click OK
In Mail Setup tab
In Send/Receive section, select o
Send immediately when connected option
Click Send/Receive…, select o
Include this group in send/received (F9)
o
Schedule an automatic send/receive every 5 minutes
o
Perform an automatic send/receive when exiting
Under When Outlook is Offline section, select o
Include this group in send/receive (F9)
o
Schedule an automatic send/receive every 15 minutes and click Close
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In Spelling tab, select
In Others tab,
o
Always check spelling before sending
Click AutoArchive, select o
Run AutoArchive every 60 days (maximum value)
o
Clean out items older than 12 Months (recommended value)
o
Move old items to: “D:\Staff Email Data\Archive.pst” (or other meaningful name)
o
Click OK
Turn on Bcc field when composing new messages
Click New Mail Message or File > New > Mail Message
In composing new message dialog box, click Options > Show Bcc
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Layout and Interface of Outlook 2007
Email Screen of Outlook (Keyboard shortcut: Ctrl + 1)
Calendar Screen of Outlook (Keyboard shortcut: Ctrl + 2)
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Contacts Screen of Outlook (Keyboard shortcut: Ctrl + 3)
Tasks Screen of Outlook (Keyboard shortcut: Ctrl + 4)
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Notes Screen of Outlook (Keyboard shortcut: Ctrl + 5)
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The Ribbon Panel in Office and Outlook The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected.
Ribbon
Quick Access Toolbar
Group
New Email Screen of Outlook (Keyboard shortcut: Ctrl + N when Mail is selected in Navigation Pane)
New Appointment Screen of Outlook (Keyboard shortcut: Ctrl + N when Calendar is selected in Navigation Pane)
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New Contact Screen of Outlook (Keyboard shortcut: Ctrl + N when Contacts is selected in Navigation Pane)
New Task Screen of Outlook (Keyboard shortcut: Ctrl + N when Tasks is selected in Navigation Pane)
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Different Views in Outlook
Weekly Calendar View in Outlook
Phone List view for Contacts in Outlook
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To change different view, simply click on the radio button on the Current View on the Contacts on the left hand side.
Business Cards view for Contacts in Outlook
Detailed Address Cards view for Contacts in Outlook
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Chapter 2: Email Basic Email Operations To create new email message, 1. Click File menu, New and Mail Message 2. You may click on the New button or Ctrl + N for keyboard shortcut.
To reply email, 1. Select an email item. 2. Right click on mouse and select Reply. 3. You may click on the Reply button or Ctrl + R for keyboard shortcut. To forward email, 1. Select an email item. 2. Right click on mouse and select Forward. 3. You may click on the Forward button or Ctrl + F for keyboard shortcut.
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Forward as Attachment 1. Select an email item. 2. Press shortcut keys: Ctrl + Alt + F OR; 1. 2. 3. 4.
Select an email item. Double click on it (OR right click on it and select Open) to open the email item. Select Other Actions, in Message tag under Actions group. Select Forward as Attachment.
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Download Attachment 1. Select an email item. 2. Right click on the attachment and select Save As… 3. Select the desired location to be saved.
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Contact List/Address Book Outlook has one global address list and personal contact by default.
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Recall Message It use the term “Recall” instead of “Retract”. It allows recalling the message but the recipients would know the recall has been made. 1. Double click on the email of Sent Items to be recalled. 2. On the Message menu, click on Other Actions button and select Recall This Message… 3. Select either Delete unread copies of this message or Delete unread copies and replace with a new message option.
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Message Tracking Sent items with tracking feature which shows the delivered and read time, 1. Double click on the email of Sent Items to be viewed. 2. On the Office menu, click on Properties to view the details.
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Previewing Messages Reading Pane automatically displayed on the right hand side. (It can be switched off or displayed at the bottom of the screen) 1. On the View menu, click on Reading Pane. 2. You may select Right, Bottom or Off.
Reading Pane at the Bottom
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Reading Pane on the Right
Email Notification Email notification is turned on by default. It appears at the lower right corner of the screen when new item is received.
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Messages Priority High priority message appears as red exclamation point and low priority as a blue down arrow.
Follow-up Messages Flag message items as follow-up by clicking its flag.
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Preview Attachment Message attachment can be previewed by live previewer.
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Signature It allows setting multiple signatures 1. On the Tools menu, click on Options. 2. On the Mail Format tab, click the Signatures… button. 3. Click New… and type a name. 4. Type in the information and click Save when finished. 5. Click OK
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Categorize Message Item You can categorize a message by: 1. Double click on an email item. 2. On the Message tab, click on Categorize in the Options group.
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E-mail with Voting Buttons This feature requires you to use a Microsoft Exchange Server account. Most home and personal accounts DO NOT use Microsoft Exchange. It is easy to create a poll in Microsoft Outlook by including voting buttons in an e-mail message. 1. 2.
On the Options tab, in the Tracking group, click Use Voting Buttons. Click one of the following: Yes;No: When all you need is either a yes or a no, this is a good way to take a quick poll. Yes;No;Maybe: When you don't want to limit the choices to yes and no, this voting option offers an alternative response Custom: Click this command to create your own custom voting button names. For example, you can ask your colleagues to choose among three days of the week for a recurring weekly staff meeting.
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Custom Voting Button The following is an example for Custom buttons. Every selection has a semi-colon (;) with no spaces.
Wan Chai;Shatin;Mongkok;Yuen Long
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Search/Find Outlook can highlight the search items in the message. Simply type the search criteria and the results are highlighted in yellow instantly.
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Rules Outlook has Rules Wizard for user to easily defining rules. A rule is an action that Microsoft Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule. You can choose many conditions and actions by using the Rules and Alerts Wizard. Rules do not operate on message that has been read, only on those that are unread. 1. In the Navigation Pane (The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view.), click Mail. 2. On the Tools menu, click Rules and Alerts.
3. Click New Rule.
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4. Under Stay Organized in Step 1: Select a template, select Move messages from someone to a folder. 5. Click people or distribution list and specified in Step 2: Edit the rule description (click an underlined value) to state the sender’s name/email and the destination folder to be moved to. 6. Click Finish.
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Chapter 3: Calendar
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To Create Appointment, 1. Switch to the Calendar View by click on the Calendar on Navigation Pane or Ctrl + 2 for keyboard shortcut. 2. Double click on the desired day or right click on the desired day and select New Appointment. 3. Click Save & Close when finished
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Scheduling Assistant Outlook 2007's Scheduling Assistant is capable of taking a great number of variables into account when helping you to schedule a meeting. 1. 2. 3. 4. 5. 6.
On the Navigation pane, click Calendar. From the File menu, select New, Meeting Request. Under the Meeting tab, in the Show group, click Scheduling Assistant. To select attendees from an Address Book, click Add Attendees… Move the vertical bar (left or right) for available time slot. Click Send.
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Recurring Appointment Outlook has fixed pattern (pre-defined) setting in recurring appointment. 1. While making appointment. 2. Click on the Recurrence button. 3. Define the pattern for recurrence.
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Proposing New Meeting Time When you receive a meeting request for a time that is not preferable but you want to attend the meeting, you can propose a new meeting time. The meeting organizer can accept or decline your proposal. 1. In the open meeting request, on the Message tab, in the Respond group, click Propose New Time. 2. Click either Tentative and Propose New Time or Decline and Propose New Time. 3. Click a time when all invitees are available. 4. Click Propose Time. 5. Click Send.
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Publish the Calendar on Web You can use the Microsoft Office Outlook Calendar Sharing Service to publish and share and calendars on Microsoft Office Online with other people. You have control over who can view the calendar and who can remove the calendar at any time. 1. In the Calendar, click Publish My Calendar…
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2. Click Sign in and type the Windows Live ID and Password. 3. Click Finish.
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4. Select the desired option and Click OK.
5. Click Yes to confirm to publish your calendar on internet.
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Change Items as another Message Types Use drag and drop by mouse. The following example shows the result of changing an email as a calendar appointment.
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Optional Attendee Outlook has optional attendee in the meeting request.
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Chapter 4: Tasks, Contacts & Notes To-Do List (Tasks) Tasks are displayed in three locations in Microsoft Office Outlook 2007 — in the To-Do Bar, in Tasks, and in the Daily Task List in Calendar.
To-Do List View in Outlook
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Tasks in Simple List View in Outlook
Tasks in Task Timeline View in Outlook
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Assigning Task to a Contact To assign a task, you first create the task, and then send it as a task request to someone. The person who receives the task request becomes the temporary owner of the task. This person can decline the task, accept the task, or assign the task to someone else. If the task is declined, it is returned to you. 1. On the File menu, point to New, and then click Task Request. 2. In the To, enter the name or e-mail address of the person to whom you want to assign the task. 3. In the Subject, type a name for the task. 4. Select the Start date, Due date and the Status options that you want. 5. Select or clear the Keep an updated copy of this task on my task list and the Send me a status report when this task is complete. 6. If you want the task to repeat, on the Task tab, in the Options group, click Recurrence, select the options that you want, and then click OK. 7. In the body of the recurring task, type any information that you want to include in the task. 8. Click Send.
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Notes Notes are very simple and easy to read reminder which can be read at any time. The default color is yellow. To change the color of individual notes, you need to assign a color category to each note. The notes will acquire the color that is associated with the assigned color category, which overrides the default color of the note.
Tip:
You can leave the note open while you work. When you change the note, the changes are saved automatically.
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Chapter 5: Advanced Features of Outlook Folder Sharing Assigner should do the following. 1. Right click on “Mailbox – Your Name” 2. Select Change Sharing Permissions…
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3. Click Add… and select desired sharing recipient. 4. Under the Read group, select Full Details. The Permission Level is then changed to Reviewer and Folder visible is checked under the Other group automatically. 5. Click OK.
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6. Right click on the folder to be shared. In this example, the folder named For sharing is selected. 7. Select Change Sharing Permissions…
8. Click on Add… and select desired sharing recipient.
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9. Under the Read group, select Full Details. The Permission Level is then changed to Reviewer and Folder visible is checked under the Other group automatically. 10. Under the Other group, select Folder visible. 11. Click OK.
IMPORTANT Remember to uncheck the “Folder Visible” option every time you create new folder. Otherwise every folder you’ve created will be visible to others.
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Assignee should do the following. 1. Click on Tools and select Account Settings… 2. On the Data Files tab and click Settings…
3. Click the Advanced tab and then click Add… 4. Type in the name of the desired user to be opened 5. Click OK and Close
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Delegation Assigner should do the following. 1. Tools > Options… and select Delegates tag. 2. Click Add… to select desired delegate. 3. Click OK.
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4. Select the desired action for the delegate. The following example selected Reviewer for Inbox. 5. Click the check box Automatically send a message to delegate summarizing these permissions to send an email and notify the delegate.
6. Click OK.
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Assignee should do the following. To compose new message on behalf of the person who’s authorized the delegation 1. File > New > Mail Message 2. On the Options tab, click Show From and you type the person’s name.
To show the folder of the person who’s authorized the delegation 1. File > Open and select Other User’s Folder...
2. Type in the name of the person who’s authorized the delegation. (Or click Name… to search and fill in) 3. Click OK.
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To grant someone to access to your calendar: 1. Click on the Calendar view, and then click on Share My Calendar… 2. Type in the recipient’s name or email. 3. He/she will be notified by an email. 4. You may also be able to view the recipient’s calendar by selecting the check box of “Request permission to view recipient’s Calendar”.
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To access someone’s shared calendar: 1. Click on the Calendar view, and then click on Open a Shared Calendar… 2. Type in the recipient’s name or email and click OK.
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Checking the Mail Box Size Outlook offers several ways to check the folder and personal folder file (.pst) size. 1. Right Click on the Outlook Today icon (Usually Your Name). 2. Select Properties for “Your Name”. 3. Click Folder Size… to check the size of every objects/folders.
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Chapter 6: Frequently Used Keyboard Shortcut General CTRL + 1 Switch to Mail
Mail CTRL + N Create a new message
Calendar CTRL + N Create a new appointment
CTRL + 2 Switch to Calendar CTRL + 3 Switch to Address Book
CTRL + F Forward a message CTRL + K Check names in address book
CTRL + F Forward an appointment CTRL + G Go to a date
CTRL + 4 Switch to Tasks
CTRL + SHIFT + B Open the Address Book
ALT + = Switch to Month view
CTRL + 5 Switch to Notes F3 or CTRL + E Go to the Search box CTRL + Z Undo CTRL + P Print ALT + F2 Show or hide the To-Do Bar.
ALT + S Send a message F9 Check for new messages
ALT + minus sign Switch to Week view
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Chapter 7: Accessing the System with a Browser 1. Start up an Internet Browser 2. Type www.polyu.edu.hk/email On the address bar 3. Click Staff Email Login
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4. Type your NetID and NetPassword and click Sign in.
5. The main functions are located on the left hand side.
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Chapter 8: Mobile Device Connection Setup Steps to setup Staff Email in iPhone/iPad The following illustrations are based on iPhone 4 running iOS 4.3 or later. 1. Click the Settings icon, then click Mail, Contacts, Calendars section
2. Click Add Account
3. In Add Account page, select Microsoft Exchange
4. In the Exchange page a. Enter your PolyU Staff Email Login Username (i.e. @polyu.edu.hk ) in Email field; b. Skip the Domain field c. Enter your PolyU Staff Email Login Username again in Username field; d. Enter your NetPassword in Password field e. Enter a descriptive wording in Description field, say “PolyU Staff Email”
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[email protected]
[email protected]
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5. Press Next button to continue and it will start verifying your provided information 6. If there is no problem in the verification process, it will return to Exchange page with the Server information shown 7. Press Next button to continue
[email protected]
[email protected]
pod51012.outlook.com
[email protected]
[email protected]
Staff Email Staff Email
8. Select what you would like to synchronize your PolyU STAFF EMAIL account to this mobile device. This include Mail, Contacts and Calendars 9. Press Save button when finish.
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Steps to setup PolyU Staff Email in mobile device running Android OS Ver. 2.3 The following illustrations are based on a mobile device using Android OS Ver. 2.3. 1. Press Email application; 2. Click the Account manager and click Add account button 3. In the Set up email page, enter your PolyU Staff Email Login Username @polyu.edu.hk and the NetPassword in the respective fields 4. Click Manual Setup button
[email protected]
5. In Add email account page, select Exchange account as the type of account
6. In Exchange server settings page, enter @polyu.edu.hk in the Domain\Username field 7. Overwrite the Exchange Server field with “pod51012.outlook.com” 8. Select both “Use secure connection (SSL)” and “Accept all SSL certificates” options 9. Click Next button to continue
[email protected]
pod51012.outlook.com
10. Select your preferred options in the Account options page and click Next button to continue
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11. Finally, enter a description wording to identify this new e-mail connection, say PolyU Staff Email, in the Set up email page. Click the Done button to finish the setup and it will then open the Inbox.
PolyU Staff Email
12. After a few seconds, you may receive a Notification message. It requests you to Update the Security Settings. You have to open the notification message and click Activate to do so. Otherwise, it cannot receive new updates from your PolyU STAFF EMAIL account.
PolyU Staff Email
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Steps to setup PolyU Staff Email in mobile device running Android OS Ver. 2.3.2 The following illustrations are based on a mobile device using Android OS Ver. 2.3.2. 1. Press Email application; 2. In the Set up email page, enter your PolyU Staff Email Login Username @polyu.edu.hk and NetPassword in the respective fields 3. Click Manual Setup button
[email protected]
4. In Add new email account page, select Exchange Active Sync as the type of account
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5. In Server settings page, enter @polyu.edu.hk in the Username field 6. Overwrite the Server field with “pod51012.outlook.com” 7. Select both “Use secure connection (SSL)” and “Accept all SSL certificates” options 8. Click Next button to continue
[email protected]
pod51012.outlook.com
9. Click OK button to continue
10. Select your preferred options in the Account options page and click Next button to continue
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11. Finally, enter a description wording to identify this new e-mail connection, say PolyU Staff Email, in the Set up email page. Click Done button to finish the setup and it will then open the Inbox.
PolyU Staff Email
12. Click Activate to complete the configuration.
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Steps to setup PolyU Staff Email in Windows Mobile 6.5 The following illustrations are based on a mobile device using Windows Mobile OS Ver. 6.5. 1. If this is the first e-mail account you've set up on the phone, tap the E-mail tile on the phone's home screen.
2. Enter your PolyU Staff Email Login Username @polyu.edu.hk and NetPassword and tap Next, and then tap Next again to let Windows Phone configure your e-mail account automatically.
[email protected]
polyu.edu.hk
3. Tap Finish to complete the setup and the Outlook E-mail Inbox will show.
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4. Exchange ActiveSync will ask you if you want to enforce policies on your phone. Press OK and it will start to sync the folders.
pod51012.outlook.com
5. Close the ActiveSync and tap Yes if you see update notification, then the updated inbox will show.
6. If your PolyU Staff Email e-mail account can't be configured automatically, tap Start on the home screen, then tap E-mail, Menu, Options and select Outlook Email. You'll need to enter the following information if applicable :
[email protected] [email protected]
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a. Email address is your PolyU Staff Email Login Username @polyu.edu.hk, for example
[email protected] b. Server address is “pod51012.outlook.com”. c. Password is your NetPassword. d. User name is your PolyU Staff Email Login Username, for example
[email protected] e. Leave the Domain as blank.
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Steps to setup PolyU Staff Email in Windows Phone 7 The following illustrations are based on a mobile device using Windows Phone 7 1. If this is the first e-mail account you've set up on the phone, tap the E-mail Setup icon on the phone's home screen (or click Settings > email & accounts > add an account).
2. Select Outlook in the ADD AN ACCOUNT page
3. Enter your PolyU Staff Email Login Username @polyu.edu.hk and NetPassword and tap sign in, Windows Phone will configure your e-mail account automatically.
[email protected]
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4. If you have trouble to do the setup, you can do the setup manually by using the advanced setup function: a. Click advanced setup in the ADD AN ACCOUNT page; b. In the ADVANCED SETUP page, enter your PolyU Staff Email Login Username @polyu.edu.hk and NetPassword and tap next; c. Choose Exchange ActiveSync as the account type; d. Change the user name same as PolyU Staff Email Login Username; e. Leave the Domain as blank; f. Enter “pod51012.outlook.com” in the Server field; g. Click sign in to continue; h. After a while, all the settings and configuration will be completed
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Steps to setup PolyU Staff Email in BlackBerry OS 6 or 7 Users have to contact and consult ITS before using Blackberry service. ITS staff needs to do the setting in server side before you start using it. The following illustrations are based on a mobile device using BlackBerry OS 6 or 7 1. Click All > Setup.
2. Click Email Accounts.
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3. Click Enterprise Account.
4. Enter your PolyU Staff Email Login Username (i.e. @polyu.edu.hk), system generated Activation Key > Continue. BlackBerry will configure your e-mail account automatically.
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