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Outlook 2003 Quick Guide

Overview of Client. Navigation Pane. . . View Pane. . . Reading PaneTip: Turn off pane or move to bottom, by going to View>Reading Pane.. . . Tip: Click on Folder List to display all folders in navigation pane.. . Sending/Receiving e-mail. To read mail, Select Inbox folder from Navigation Pane. Mail can be sorted by using the toolbar:To send mail, while in the

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Outlook 2003 Quick Guide

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    1. Outlook 2003 Quick Guide Table of Contents: Overview of client, Sending/Receiving e-mail, Using the address book................1-4 Sent Items..4-5 Using the calendar, Sending/Receiving appointments (including busy search).5-6 Tasks and Notes......7 Creating New Folders and the Find feature.8 Archiving.8-9 Setting Rules (i.e. Out-of-Office Rule), Signatures, and using spell check......10 Delegating (Proxy Rights)/Accessing others accounts..11-12 Notify....12

    3. Sending/Receiving e-mail To read mail, Select Inbox folder from Navigation Pane. Mail can be sorted by using the toolbar: To send mail, while in the Mail view, click on button. Can also click on File ? New ? Mail Message. Can also access the address book from icon on main window:

    4. Requesting a Delivery/Read Receipt In order to be notified that an e-mail has been delivered and/or read, a receipt must be requested. If requested, an e-mail will be sent to the sender upon delivery and/or opening. Note: Recipient must approve the receipt before it is sent. Request receipt by clicking on Options within the message:

    5. Using the address book Select recipient from list. Can type in name to search by last name. Show names in different lists/groups by selecting the drop-down. Contacts will automatically be listed under the Outlook Address Book.

    6. Address Book Transition

    7. Adding other contacts to Outlook Address Book

    8. Sent Items Folder Click on Sent Items folder to view all sent items. Will show recipient, subject, date/time:

    9. Recalling & Resending Recall or resend a message by opening the sent item, then go to Actions Recall This Message or Resend This Message If recalling, the following message will appear:

    10. Using the Calendar

    11. Sending Meeting Request and busy search To send appt., while in the Calendar view, click on drop-down of button, then Meeting Request. Can also click on File ? New ? Meeting Request. Fill in appropriate information. To perform Busy Search click on Scheduling tab:

    12. Accepting/Declining meeting requests After opening meeting request, recipients will accept or decline:

    13. Viewing accepted/declined status When an appointment is accepted, an e-mail will be sent to the meeting organizer:

    14. Tasks & Notes To view tasks, click on Tasks from Navigation pane. Use button for new tasks:

    15. Creating New Folders 1. Click the drop down on New & select Folder:

    16. Opening your archive To open your archive for the FIRST time, go to File>Open>Outlook Data File. After your archive is opened, click on folder to view your messages and drag and drop messages to manually archive messages.

    17. Archiving: Setting archive schedule Click Tools Options Other Tab. Then AutoArchive

    18. Archiving: Setting archive schedule (Cont.) Set schedule depending on preferences. Note: After conversion is completed 90-day rule will go back into effect.

    19. Setting Rules Go to Tools Rules and Alerts The following box will appear. Select New Rule to create new rule.

    20. Setting Out of Office Rule This rule function is under Out of Office Assistant Click on Tools Out of Office Assistant Enter text for auto-reply message Select I am currently Out of the Office to activate rule.

    21. Spell Check & Signature The spell check function works the same as it does in MS Word. It checks for spelling that is in your MS Word Dictionary. You can update the settings for the spell checking of emails by selecting Tools>Options>Spelling Tab

    22. Delegating Use the Delegates function to provide recipients with rights Click on Tools>Options Choose Delegates tab To grant permission to certain folders, modify Properties for each folder. Note: Granting permission using Delegates tab will provide others with Send on behalf of rights, even if only noted as Reviewer. To grant permission for specific folders or calendar, without Send on behalf of rights, choose folder and share those rights or choose Share My Calendar while in the calendar view.

    23. Accessing others accounts For inbox or other folder, go to File > Open > Other Users Folder:

    24. Notify To modify notify settings, click Tools Options and Choose E-mail Options then Advanced E-mail Options:

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