Welcome to our very first Cooperative Conversations!

1. Welcome to our very first Cooperative Conversations! • Please open your Outlook program and minimize it, there will be an opportunity for you to try things during the training • If you have a question and don’t have a microphone, please use the text chat or call and we’ll pose your question for you. Remember, if you have a question, someone else may have that question too, so ask it and we’ll all learn something! • Jane Fenton 405-744-7847 Scott Wilson 405-744-4414 • Dwayne Hunter 405-744-5536 Kevin McAbee 405-744-9635 • We will be asking for volunteers during today’s presentation – don’t be shy! • Let’s learn and have fun!

2. Outlook 2003 A Closer Look at Outlook: The Basics and Beyond

3. A Closer Look at Outlook 2003 • Connecting • Exchange, VPN, and IMAP • The Navigation Pane • E-mail • Calendars • Contacts and the Address Book • Tasks and Notes • Junk Mail

4. Connecting With Outlook 2003 • How to get connected • Remember Password doesn’t work • How to see if you are connected • Error Messages and what they mean • Outlook is unable to connectto EXE2.ad.okstate.edu.This is a temporary situation and will happen occasionally, this is related to the server in Stillwater and is usually very brief.

5. Connecting With Outlook 2003

6. Exchange, VPN and IMAP • Exchange – advanced features • Deleted Items folder, recoverable once • Junk Mail filters work better • OSU address book (Global Address List) • Calendar/Contacts available online • Calendar sharing • VPN – was once required, no longer • IMAP – was how we connected to DASNR, requires “purge deleted messages” • Separate Inbox +mail.okstate.edu

7. The Look of Outlook • Reading Pane • (right, bottom, off) • Show in Groups • Groups items based on sort • Favorite folders list • Add To or Remove From with Right Click • Buttons in Navigation Pane • (adding, removing, resizing)

8. E-mail and Contacts • Your Contacts folders can be address books • If they don’t show up go to Contacts tab and right click the Contacts, choose Properties and in Outlook Address Book put Check in box • Addressing • To: (click here to get address book and to use cc: and bcc:) • OSU Address book (Global Address List) • Check Names (Checks default address book first)

9. Contacts and the Address Book • Setting the default Address Book • Open the Address Book • Tools/Options • Move Your Contacts to the top of the list with the arrow • Adding contacts • New – go to contacts, click new • From e-mails – right click address “add to outlook contacts” • Adding Distribution Lists • Go to contacts, click arrow beside card, new distribution list

10. E-mail • Creating folders for e-mail organization • Right click • Creating Message Rules • Tools/Rules and Alerts • Right click “Create Rule…” • Using Color Coding • Tools/Organize • Using Colors

11. Junk Mail • Different than SpamBlocker • Junk Mail options in Outlook • Actions/Junk E-mail/Junk E-mail Options • By default set to “low” • Recommended set to “high” • Also access Options by right clicking a message, choosing Junk e-mail / Junk E-mail Options • The Junk Mail folder in Outlook • Empty folder by Right Clicking and choosing “Empty Junk E-mail Folder” Spamblocker Junk Mail Filter E-mail Program Junk Mail Filter

12. Calendars • Creating Appointments • Creating Meeting Requests • E-mails recipients the details of the meeting • With Exchange recipients can add this directly to their calendar • Recurrences • Can be set to very specific recurring schedules (quarterly)

13. Multiple Calendars • Create a secondary calendar with right click • Share your calendar • Only your main calendar can be shared • Designate permissions for each user • User must open your calendar • View someone else’s calendar • View another calendar with checkboxes • Copy appointments to/from calendars • Use Ctrl to copy – very important if you have full rights to someone else’s calendar!

14. Tasks and Notes • What are they used for? • Notes are like post its • Tasks are “to do lists” you can make multiple to do lists for different projects • Create subfolders for tasks • Printable as a list • Printable as a “memo”

15. Resources • Technology Support Services Website http://dasnr.okstate.edu/support/training.htm • Junk Mail: What can I do about it? • Outlook Reference Manual • Outlook Quick Reference Card • Microsoft Website • http://office.microsoft.com/en-us/assistance/HA011161381033.aspx • SpamBlocker at OSU • http://www.dasnr.okstate.edu/support/faq.htm • https://spamblocker.okstate.edu:10010/enduser/login.cgi