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Library & ITS Wiki

Using Outlook

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== Mail Basics in Outlook 2003<br>  ==
+
== Using Microsoft Outlook <br>  ==
  
 
Access to your Outlook account is controlled by your username and password. You can set your password using the '''Activate''' utility. To use Activate type '''go/activate '''in the Address field of your browser and press '''Enter'''. You must know your 8-digit College ID number and your 6-digit BannerWeb PIN to identify yourself to Activate.<br>
 
Access to your Outlook account is controlled by your username and password. You can set your password using the '''Activate''' utility. To use Activate type '''go/activate '''in the Address field of your browser and press '''Enter'''. You must know your 8-digit College ID number and your 6-digit BannerWeb PIN to identify yourself to Activate.<br>
 
 
<br>
 
<br>
  
==== Signing In And Out; Opening And Closing Your Inbox ====
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== Basic Tasks in Outlook 2010 ==
 +
Outlook software allows you to perform a variety of tasks, such as:
 +
* send and receive email
 +
* work with calendars to create appointments or schedule meetings
 +
* add contact information
 +
* set up task reminders
 +
and much more. For help with basic functions, please visit [http://office.microsoft.com/en-us/outlook-help/basic-tasks-in-outlook-2010-HA101829999.aspx?CTT=5&origin=HA010370219 Basic Tasks in Outlook 2010].
  
<br>'''Opening Your Inbox, Allowing You To Send And Receive Mail'''
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== How To Add Another Mailbox to your Outlook 2010 Folder List  ==
 
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:*Click [[Image:Start button.PNG]], point to '''Programs''', then point to '''Microsoft Office''', then click '''Microsoft Office Outlook 2003'''.
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:'''or'''
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:*Click [[Image:Outlook icon.PNG]] on the quick launch bar.
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+
'''Note: '''If your computer is shared by others, Outlook will be configured with multiple user '''profiles'''. When you start Outlook a '''Choose Profile''' window will open. You must choose a profile from the '''Profile Name''' drop-down menu.
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<br>'''Signing Out Of Outlook Mail'''
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:*Click [[Image:Close x button.PNG]] in the upper right corner of the Outlook window.
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:'''or'''
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:*Select '''Exit''' from the '''File''' menu.
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<br>
+
 
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=== The Outlook Window  ===
+
 
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The Outlook window looks like this:
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[[Image:Outlook window.PNG|600px|Outlook window.PNG]]<br>
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Click on a folder in the '''Folder List '''pane on the left to display its contents in the pane on the right. The folder you are currently viewing is indicated in three places:
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#On the left end of the '''Title Bar''' (top of window).
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#On the bar just below the '''Toolbar'''.
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#In the '''Folder List''' where is it highlighted.
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New messages appear in the '''Inbox''' folder, each displayed with the '''From, Subject''' and '''Received '''fields and an icon that indicates whether the message has been read and your level of response, if any.
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:*Unread messages appear in bold type with a closed envelope icon.
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:*Messages which have been read are preceded with an open envelope icon.
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:*Messages to which you have responded have an open envelope icon with purple, left-facing arrow.
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:*Messages which you forwarded have an open envelope icon with a blue, right-facing arrow.
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<br>
+
 
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==== Viewing And Sorting Outlook Objects  ====
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There are two ways to effectively change the way Outlook objects are displayed.
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:*Using the '''View''' menu: Click the '''View''' menu, point to '''Arrange By''', point to '''Current View''', then select other views from the submenu.
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:*Sort using column headers: Click on the column header to sort by the column contents. Click again to reverse the contents.
+
 
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<br>
+
 
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==== Reading Messages  ====
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:*Double-click on the message.
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:'''or'''
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:*Select a message and press [[Image:Key Enter.PNG]].
+
 
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<br>
+
 
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==== Deleting A Message  ====
+
 
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:*To delete an open message, click [[Image:Delete icon.PNG]].
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:*To delete a closed message, select a it and click [[Image:Delete icon.PNG]].
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<br>
+
 
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==== Keeping A Message  ====
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Click the '''Close''' box in the upper-right corner of the open message. The message stays in the selected folder.
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<br>
+
 
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==== Sending Messages  ====
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#While viewing any mail folder, click [[Image:New button.PNG]] or press '''[[Image:Key Ctrl.PNG]] + '''[[Image:Key N.PNG]]. An '''Untitled – Message '''window will open.
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#Insert addresses in one of the following ways.
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#*'''Automatic Name Checking'''
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##Begin typing the surname of the recipient in the '''To '''or '''Cc '''field.
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##As you do so, a list of recently-used addresses appears below the field. Usually after you’ve typed only a few letters, the list compresses to one address which is selected. Simply press '''[[Image:Key Tab.PNG]]''' or '''[[Image:Key Enter.PNG]] '''to enter the recipient into the address field.
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#*'''Manual Name Checking '''As you type names into the '''To '''or '''Cc '''field, you may find that some names do not automatically resolve.
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##In the '''To '''or '''Cc '''field, type the surname of the recipient.
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##Use a semicolon (;) to separate multiple addresses, and accept those addresses that automatically resolve.
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##Press '''[[Image:Key Ctrl.PNG]] '''+ '''K '''if any names remain unresolved, such as in this example [[Image:Unresolved names.PNG]].<br>
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##Unique surnames are expanded to the full name in the address field. If any surnames are not unique, a '''Check Names''' window opens - double-click on the correct name to add it to the address field.
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#*'''Selecting Recipients From An Address List'''
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##Click '''To '''or '''Cc'''; the '''Select Names''' window with the address book opens.
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##Select the address book to use from the '''Show Names from the''' drop-down list, such as the '''Global Address List''' (for college addresses) or '''Contacts '''(your personal entries).
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##Type the surname into the '''Type Name or Select From List''' field; when the recipient’s name becomes highlighted in the large address list below, click '''To''', '''Cc''', or '''Bcc '''to add the address to the recipient list.
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##Type additional names in the '''Type Name or Select From List''' field for additional recipients.
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##Click '''[[Image:OK xp button.PNG]] '''when all addresses have been added.
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#*'''Providing An Address That Is Not Stored Anywhere'''
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##Type the full Internet address into the address field, such as '''news@addisonindependent.com'''.
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#'''[[Image:Key Tab.PNG]]''' to the '''Subject''' field and type in a subject line. The title bar of the message window will change to reflect your subject line once you leave the '''Subject''' field.
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#[[Image:Key Tab.PNG]] to the message field and type your message.
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#Click '''[[Image:Send button.PNG]]''' to send the message. If you decide not to send the message, click the '''Close '''icon. Outlook will display the message '''Do you want to save changes?'''.
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#*[[Image:Yes2 button.PNG]] to save the message in your '''Drafts '''folder.
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#*Click '''[[Image:No button.PNG]]''' to discard the message.
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<br>
+
 
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==== Disabling The Spell Checker<br>  ====
+
 
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By default the '''Spell Checker''' will run before sending a message. To change this setting:
+
 
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#From the '''Tools '''menu, select '''Options'''.<br>
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#Click on the '''Spelling''' tab.<br>
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#Click to remove the check from '''Always check spelling before sending'''.<br>
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#Click '''[[Image:OK button.PNG]]'''.<br>
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<br>
+
 
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==== Adding Contacts<br>  ====
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The '''Contacts''' folder is your email address book and information storage for the people and businesses with which you want to communicate. Use it to store the email address, street address, multiple phone numbers, web page address, and any other information that relates to the contact. The two ways to develop your Contacts folder follow.
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'''Right-click Method'''<br>
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#&nbsp;With a message window open, right-click the email address of the desired contact and select '''Add to Outlook Contacts '''from the pop-up menu. The '''Contact '''dialog box opens with the name and email address of this contact completed.
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#&nbsp;Add any other information you have on the contact using the appropriate fields.
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#&nbsp;Click&nbsp;[[Image:Save_and_close_button.PNG when you have finished.
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'''Manual Entry'''<br>
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#&nbsp;Click on '''Contacts''' in your '''Folder List'''.
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#&nbsp;Click '''New'''. The '''Contact '''dialog box opens.
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#&nbsp;Record the information desired.
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#&nbsp;Click '''[[Image:Save and close button.PNG]]'''.<br>
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<br>
+
 
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==== Message Options<br>  ====
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To alter settings for an individual message, click '''Options''' in the new message window.
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{| cellspacing="1" cellpadding="1" width="600" border="1"
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|-
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| '''Message Settings'''<br>
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|
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From the '''Importance '''drop-down list, select '''Low''', '''Normal''', or '''High''' importance.Low and High importance messages are listed in the message folder preceded by [[Image:Low importance.PNG]] or [[Image:High importance.PNG]] icons.<br>
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From the '''Sensitivity '''drop-down list, select '''Normal''', '''Personal''', '''Private''', or '''Confidential'''. Note: the last three options generate a banner on the mail message indicating its sensitivity level
+
 
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|-
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| '''Voting and Tracking Options'''<br>
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|
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To configure a voting option to track replies to a message, click to check '''Use voting buttons'''. Select a voting option from the drop-down list or supply text for the voting buttons separated by semicolons.<br>
+
 
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Select '''Request a read receipt for this message''' to receive a return message with notification that the message was opened. <br>Note: Recipients may opt not to allow return receipt responses.<br>
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Select Request a delivery receipt for this message to receive a return message with notification that a message was delivered. This is useful to confirm that a delayed delivery request has been executed.
+
 
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|-
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| '''Delivery Options'''<br>
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|
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To redirect replies to a message, click to check Have replies sent to and click Select Names to browse for the address.<br>
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To save a copy of the message to a specific folder (it is saved in the Sent Items folder unless you specify otherwise), click Browse to the right of Save sent message to and select another message folder.<br>
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To specify when a message should be delivered, click to check Do not deliver before and select a date from the drop-down calendar. The date will appear in the field with a 5:00 PM delivery time. Select and retype the time to adjust it or use the drop-down list of times.<br>
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To configure a message with an expiration date and time, click to check Expires after and select a date from the drop-down calendar. The date will appear in the field with a 5:00 PM expiration time. Select and retype the time to adjust it or use the drop-down list of times. The message is removed from the recipient’s Inbox if it is unread on the expiration date and time.
+
 
+
|}
+
 
+
<br>
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==== Replying And Forwarding<br>  ====
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To reply to a message:
+
 
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:*Click '''Reply''' or '''Reply to All''' while the message is open.
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:*Click once to select a closed message, then click '''Reply''' or '''Reply to All'''.
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Your message is automatically addressed to the sender, or the sender and other recipients if you use '''Reply to All''', and the subject appears with the format '''RE: ''original subject line'''''. There is expandable blank space for your response at the top of the message field and the original message is appended.
+
 
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To forward a message click '''Forward'''. You must address the message manually. The subject appears in the format '''FW: ''original subject line''.'''
+
 
+
<br>
+
 
+
==== Attachments (Enclosures)  ====
+
 
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Messages may contain attachments from other applications such as Word or Excel.
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+
'''To Read And Save Attachments'''<br>A message with an attachment has a small paper clip icon next to it in the '''Inbox''' window. First, open the message containing the attachment by double-clicking on it. You may work with the attachment in the following ways:
+
 
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:*Double-click on the attachment icon to view it. The '''Opening Mail Attachment '''dialog box opens and asks “'''Would you like to open the file or save it to your computer?'''” The safest option is to click '''Save'''. If you choose '''Open''', the program that created the file will start and the attachment will appear in the program window.
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:*From the '''File''' menu in the open message window, select '''Save Attachments''' to save the attachment on disk.
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:*Right-click the attachment icon then select '''Remove '''from the pop-up menu. This is handy if you want to save the message but not the attachment.
+
 
+
'''To Send An Attachment Created By Another Application'''
+
 
+
#Open an new mail message and address it.
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#Click '''Attach '''(a paperclip icon); a window will open allowing you to navigate through your folders to select a file for attachment.
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#Select a file and click '''Insert'''.
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#Repeat this process for additional attachments.
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#Type the body of the message, then send it.
+
 
+
<br>
+
 
+
==== Viewing And Sorting Outlook Objects  ====
+
 
+
There are many options for changing the way you view your messages. A few of the options that people change most often are outlined below.
+
 
+
'''Relocate Or Close The Reading Pane'''<br>The '''Reading Pane '''allows you to preview items in your Inbox without opening them. Just click the message to display the text of the item. By default the '''Reading Pane''' appears on the right.
+
 
+
#Click the '''View '''menu, and then point to '''Reading Pane'''.
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#Select the desired option from submenu. Your choices are '''Right''', '''Bottom''', and '''Off'''.
+
 
+
<br>
+
 
+
'''The Show In Groups Option'''<br>When you view your messages in groups, you can expand or contract a group by clicking the '''+''' or '''–''' button preceding the group name.
+
 
+
#Click the '''View''' menu, and then point to '''Arrange By'''.
+
#Select '''Show in Groups '''from the submenu to turn this feature on or off.
+
 
+
<br>
+
 
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'''Rearranging Messages'''<br>There are some useful viewing, filtering, and sorting options under the '''View''' menu.
+
 
+
#Click the '''View''' menu, and then point to '''Arrange By '''to expand a submenu.
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#Point to '''Current View''', and then select one of the options in its submenu.
+
 
+
<br>
+
 
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'''Sorting Messages By Header Options'''<br>
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:*Click any of the header buttons in the content pane to sort by that element.
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:*Click the header button again to reverse the order of the sort.
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<br>
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==== Folders  ====
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You will probably want to store your messages in folders.
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'''To create a new folder'''<br>
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#Right-click the existing folder you wish to contain your new subfolder. If you select your name, the new folder will appear in the main list.
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#Select '''New Folder''' from the pop-up menu; the '''Create New Folder''' window will open.
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#Type the name for the new folder in the '''Name''' field.
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#Click '''OK'''.
+
 
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'''To Move A Message To A Folder'''<br>
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#Click on the message to be moved and hold down the mouse.
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#Drag the message to the desired folder in the folder list.
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#Release the mouse button to ‘drop’ the message into the folder.
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'''Tip: '''If you drag using the right mouse button, a menu will give you a choice to '''Move''', '''Copy''', or '''Cancel'''.
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'''To Move Several Messages To A Folder'''<br>
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#Select the messages to be moved:
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#*Hold down '''Ctrl''' and click on individual, non-adjacent messages to select them.
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#*Hold down '''Shift''' and click the first and last messages in a series to select all of them.
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#Release '''Ctrl''' or '''Shift''' and then click and drag on any of the highlighted messages.
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#Drop the block of messages onto the desired folder.
+
 
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'''Deleting Messages And Folders'''<br>
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#Select or open the message to be deleted.
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#Click '''Delete'''&lt;span style="background-color: navy; color: white;" /&gt;; the message is moved to the &lt;/nowiki&gt;'''Deleted Items''' folder.
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'''To Delete A Message Folder'''
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#Click on the folder to select it.
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#Click the '''Delete '''button; the folder and the messages it contains will be moved to the '''Deleted Items''' folder.
+
 
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'''Empty The Deleted Items Folder'''<br>Items that you delete are not gone until the '''Deleted Items''' folder is emptied. There are two methods of emptying it.
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*Manually:
+
 
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#Right-click on the '''Deleted Items '''folder.<br>
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#Select '''Empty Deleted Items '''from the pop-up menu.
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*Automaticly:<br>
+
 
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#From the '''Tools '''menu, select '''Options'''.<br>
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#Click the '''Other '''tab.<br>
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#Click the checkbox for '''Empty the Deleted Items folder upon exiting'''.<br>
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#Click '''OK'''.
+
 
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'''To Recover A Deleted Message'''<br>
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#Click on the '''Deleted Items '''folder to open it.
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#From the '''Tools '''menu, select '''Recover Deleted Items'''.
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#Select one or more messages. You will not be able to open them at this stage.
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#Click '''Recover Selected Items'''. The selected messages will be restored to the '''Deleted Items '''folder. They can be moved or opened, as needed.
+
 
+
<br>
+
 
+
==== Distribution Lists<br>  ====
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Distribution lists contain multiple recipient mailing addresses and allow you to send identical messages to more than one person simultaneously.
+
 
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'''To Create A Distribution List'''<br>
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#Click the down arrow beside '''New''' in the top-left of the Outlook window and then select '''Distribution List '''from the submenu or press '''Ctrl''' + '''Shift''' + '''L'''. The '''Distribution List '''dialog box opens.
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#Type a name for the distribution list in the '''Name''' field.
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#Click '''Select Members'''. The '''Select Members '''window opens.
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#Add addresses to the distribution list:
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#*'''To add a Middlebury College recipient:'''
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##From the '''Show Names''' from the drop-down list, select '''Global Address List'''.
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##In the '''Type Name or Select from List''' field, begin to type the surname of the person to be selected or use the scroll bar to find them on the list.
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##When the correct name is highlighted, click '''Members '''or press '''Enter '''to add the selection to the distribution list.
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#*'''To add an off-campus recipient:'''
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##From the '''Show Names from the''' drop-down list, select '''Contacts'''.
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##In the '''Type Name or Select from List''' field, begin to type the name of the person to be selected.
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##When the correct name is highlighted, click '''Members '''or press '''Enter '''to add the selection to the distribution list.
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#When all list members have been added, click '''OK''' to be returned to the '''Distribution List '''window.
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#Click '''Save and Close'''.
+
 
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<br>'''To Use A Distribution List'''<br>
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#&nbsp;Use desired method to open a new message window.
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#&nbsp;Type the name of the distribution list in the '''To''' field.
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#&nbsp;Press '''Tab'''.
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#&nbsp;The distribution list name becomes underlined when found in the '''Address Book'''.
+
#&nbsp;Complete your message and click '''Send'''.
+
 
+
<br>
+
 
+
'''To Review The Members Of A Group'''<br>There are departmental groups in the '''Global Address List '''that you may find useful - lists appear in bold face type in the list.
+
 
+
#Open a new mail message.
+
#Click '''To''' to access the '''Address Book''' in the '''Select Names''' window.
+
#Right-click on the desired group and then select '''Properties '''from thepop-up menu.
+
 
+
<br>
+
 
+
==How to Add Another Mailbox to your Outlook Folder List ==
+
=== How To Add Another Mailbox to your Outlook 2003 Folder List  ===
+
 
+
If you have permissions to view another e-mail mailbox and/or calendar, you can add the mailbox to your Folder List in Outlook to facilitate access to it. This document tells you how to add another mailbox to your Folder List.
+
 
+
#Click [[Image:Start button.PNG]] and trace the menu path '''Settings / Control Panel / Mail'''. The '''Mail Setup – MS Exchange Settings '''dialog box opens.
+
#Click [[Image:E-mail accounts button.PNG]].
+
#The '''E-mail Accounts '''wizard opens. Under the '''E-mail '''heading select the '''View or change existing e-mail accounts '''radio button, and then click [[Image:Next button.PNG]].
+
#Verify that the '''Microsoft Exchange Server '''is selected, then click '''Change'''.
+
#Click '''More Settings'''. The '''Microsoft Exchange Server '''dialog box opens.
+
#Click the '''Advanced '''tab.
+
#Click [[Image:Add button.PNG]].
+
#The '''Add Mailbox '''dialog box opens. In the blank field, type the last name or department name of the mailbox you want to add, then click [[Image:OK button.PNG]].
+
#If there are duplicate names, the '''Check Name '''dialog box opens. Select the person desired and then click [[Image:OK button.PNG]].
+
#Click [[Image:Next button.PNG]].
+
#Click [[Image:Finish button.PNG]].
+
 
+
<br>
+
 
+
=== How To Add Another Mailbox to your Outlook 2007 Folder List  ===
+
 
+
If you have permissions to view another e-mail mailbox and/or calendar, you can add the mailbox to your Folder List in Outlook to facilitate access to it. This document tells you how to add another mailbox to your Folder List using Outlook 2007.
+
 
+
#Start Outlook.
+
#From the '''Tools '''menu select '''Account Settings'''. The '''Account Settings '''dialog box opens.
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#On the '''E-mail '''tab select '''Microsoft Exchange '''and then click '''Change'''. The '''Change E-mail Account '''dialog box opens.
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#Click '''More Settings'''. The '''Microsoft Exchange '''dialog box opens.
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#Select the '''Advanced '''tab.
+
#Click [[Image:Add button.PNG]]. The '''Add Mailbox '''dialog box opens.
+
#In the '''Add mailbox '''field type the last name or department name of the mailbox you want to add.
+
#Click [[Image:OK button.PNG]].
+
#If there are duplicate names, the '''Check Name '''dialog box opens. Select the person desired and then click [[Image:OK button.PNG]].
+
#Click [[Image:OK button.PNG]] on the '''Microsoft Exchange '''dialog box.
+
#On the '''Change E-mail Account '''dialog box click [[Image:Next button.PNG]] then click [[Image:Finish button.PNG]].
+
#On the '''Account Settings''' dialog box click [[Image:Close button.PNG]].
+
 
+
<br>
+
 
+
=== How To Add Another Mailbox to your Outlook 2010 Folder List  ===
+
 
If you have permissions to view another e-mail mailbox and/or calendar, you can add the mailbox to your Folder List in Outlook to facilitate access to it. This document tells you how to add another mailbox to your Folder List using Outlook 2010.
 
If you have permissions to view another e-mail mailbox and/or calendar, you can add the mailbox to your Folder List in Outlook to facilitate access to it. This document tells you how to add another mailbox to your Folder List using Outlook 2010.
 
#Start Outlook.
 
#Start Outlook.
Line 387: Line 27:
 
#On the '''Account Settings''' dialog box click [[Image:Close button.PNG]].
 
#On the '''Account Settings''' dialog box click [[Image:Close button.PNG]].
 
<br>
 
<br>
 +
== How to Shut Off Cached Mode for Shared Folders ==
  
== <br>How to Create an Automatic Reply to ALL Incoming Messages Using Outlook 2003 ==
+
In general “cached mode” should always be turned on. An exception is for users who connect to multiple accounts – even if they are not large ones – particularly when calendaring is involved as “oddities” often result (such as appointments only visible to select users). In these cases we recommend leaving cached mode turned on for the person’s main account, but turning it off for the shared folders. See [http://mediawiki.middlebury.edu/wikis/LIS/images/b/b3/Turn_off_Cached_Mode-Shared_Folders.pdf Turn_off_Cached_Mode-Shared_Folders.pdf]
 
+
The '''Out Of Office''' wizard helps you create an automated reply to messages while you’re away. Those messages are not delivered to anyone off-campus, however. The procedure below helps you create an automated reply to ALL incoming messages.
+
 
+
'''NOTE: You must unsubscribe from all news groups or listservs to prevent sending automated responses to the lists!'''
+
 
+
==== '''Creating An Automatic Reply To All Incoming Messages'''<br>  ====
+
 
+
#Launch Outlook.
+
#From the '''Tools '''menu, select '''Rules and Alerts'''.
+
#Click '''New Rule'''.
+
#Click the '''Start from a blank rule '''radio button to bullet it. '''Check messages when they arrive''' should be highlighted. Click [[Image:Next button.PNG]].
+
#Do not make any selection in the'''Which condition(s) do you want to check?''' area. Click [[Image:Next button.PNG]].
+
#The following warning message displays: '''This rule will be applied to every message you receive. Is this correct?''' Click '''Yes'''.
+
#In the '''What do you want to do with the message?''' area, click the check box for '''have server reply using a specify message'''. You may also wish to scroll down and check '''stop processing more rules '''as well, depending on your rule setup.
+
#In the '''Edit the rule description''' section of the Rules Wizard, click on the blue underlined text (a specific message).
+
#A new message window opens. Supply a subject line and type the text for the automated reply you wish to have sent out. Leave the '''To''' field blank.
+
#Click '''Save and Close'''. You are returned to the '''Rules Wizard''' window.
+
#Click [[Image:Next button.PNG]].
+
#Click [[Image:Next button.PNG]] again to bypass the exceptions screen.
+
#Specify a name for the rule, then click [[Image:Finish button.PNG]]. The rule is effective immediately.
+
#Click [[Image:OK button.PNG]].
+
 
+
==== '''Turning Off Automatic Replies'''<br>  ====
+
 
+
#Launch Outlook.
+
#From the '''Tools '''menu, select '''Rules and Alerts'''.
+
#Click in the check box for the automatic reply rule to deselect it.
+
#Click [[Image:OK button.PNG]].
+
  
 
== <br>How to Create an Automatic Reply to ALL Incoming Messages Using Outlook 2007  ==
 
== <br>How to Create an Automatic Reply to ALL Incoming Messages Using Outlook 2007  ==
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<br>
 
<br>
  
== How to Share a Distribution List Using Outlook 2003, 2007, or 2010  ==
+
== How to Share a Distribution List Using Outlook 2007 or 2010  ==
  
 
==== Send A Distribution List  ====
 
==== Send A Distribution List  ====
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==== Archiving Outlook Data  ====
 
==== Archiving Outlook Data  ====
  
To learn more about archiving Oultook data, please see the following document: [http://mediawiki.middlebury.edu/wikis/LIS/images/6/65/Archiving_E-Mail_in_Outlook_2007.rtf Archiving E-Mail in Outlook 2007].
+
To learn more about archiving Outlook data, please see the following document: [http://mediawiki.middlebury.edu/wikis/LIS/images/6/65/Archiving_E-Mail_in_Outlook_2007.rtf Archiving E-Mail in Outlook 2007].
  
 
==== Archiving Message Folders  ====
 
==== Archiving Message Folders  ====
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<br>
 
<br>
 
== Moving the Flag Status Column in Outlook 2003  ==
 
 
The new follow-up flags for Microsoft Office Outlook 2003 messages appear on the right side of a mail folder view, instead of on the left side with the other icons, such as the icon for attachments. Is there a way to move the Flag Status column to the left side of the mail folder view?
 
 
The '''Flag Status''' column is a special column with its own functionality. If you right-click it, you don't see the typical context menu with the Open, Print, Reply, and other commands but rather a menu containing the six flag colors and commands for '''Flag Complete''', '''Add Reminder''', '''Clear Flag''', and '''Set Default Flag'''. Another special characteristic of the Flag Status column is that you can't drag the column heading right or left to reposition it in the view.
 
 
'''It is possible to relocate the Flag Status column, but you'll lose the context menu with its flag commands. '''That menu is available only when the Flag Status column appears in its special position on the right. '''''Note: You can still right-click on the message itself, then use the Follow-up option to get to the flag choices, so the functionality IS there, just not as accessible.'''''
 
 
To reposition the '''Flag Status''' column, you must remove it from the view, then restore it in the desired position.
 
 
To remove the Flag Status column do the following:
 
 
#On the '''View''' menu, point to '''Arrange By''', then to '''Current View''', and finally to '''Customize Current View''' on the cascading menus. The '''Customize View '''dialog box opens.
 
#Click '''Fields'''. The '''Show Fields '''dialog box opens.
 
#Under '''Show these fields in this order''', select '''Flag Status''', and then click '''Remove'''.
 
#Click '''OK''' once to return to the '''Customize View''' dialog box.
 
#Click '''OK''' to return to Outlook.
 
 
To restore the column in its new location, do the following:
 
 
#On the '''View''' menu, point to '''Arrange By''', then to '''Current View''', and finally to '''Customize Current View''' on the cascading menus. The '''Customize View '''dialog box opens.
 
#Click '''Fields'''. The '''Show Fields '''dialog box opens.
 
#In the '''Show Fields''' dialog box, drag '''Flag Status''' from the '''Available Fields''' list into the '''Show these fields in this order list''', positioning it as you want it to appear in the view.
 
#Click '''OK''' once to return to the '''Customize View''' dialog box.
 
#Click '''OK''' to return to Outlook.<br>
 
  
 
== Disabling (or enabling) Desktop Alerts  ==
 
== Disabling (or enabling) Desktop Alerts  ==

Revision as of 17:17, 14 October 2013

Contents

Using Microsoft Outlook

Access to your Outlook account is controlled by your username and password. You can set your password using the Activate utility. To use Activate type go/activate in the Address field of your browser and press Enter. You must know your 8-digit College ID number and your 6-digit BannerWeb PIN to identify yourself to Activate.

Basic Tasks in Outlook 2010

Outlook software allows you to perform a variety of tasks, such as:

  • send and receive email
  • work with calendars to create appointments or schedule meetings
  • add contact information
  • set up task reminders

and much more. For help with basic functions, please visit Basic Tasks in Outlook 2010.

How To Add Another Mailbox to your Outlook 2010 Folder List

If you have permissions to view another e-mail mailbox and/or calendar, you can add the mailbox to your Folder List in Outlook to facilitate access to it. This document tells you how to add another mailbox to your Folder List using Outlook 2010.

  1. Start Outlook.
  2. From the Filemenu click the Account Settings button and select ‘’’Account Settings’’’ from the pop-up menu. The Account Settings dialog box opens.
  3. On the E-mail tab select Microsoft Exchange and then click Change. The Change Account dialog box opens.
  4. Click More Settings. The Microsoft Exchange dialog box opens.
  5. Select the Advanced tab.
  6. Click Add button.PNG. The Add Mailbox dialog box opens.
  7. In the Add mailbox field type the last name or department name of the mailbox you want to add.
  8. Click OK button.PNG.
  9. If there are duplicate names, the Check Name dialog box opens. Select the person desired and then click OK button.PNG.
  10. Click OK button.PNG on the Microsoft Exchange dialog box.
  11. On the Change E-mail Account dialog box click Next button.PNG then click Finish button.PNG.
  12. On the Account Settings dialog box click Close button.PNG.


How to Shut Off Cached Mode for Shared Folders

In general “cached mode” should always be turned on. An exception is for users who connect to multiple accounts – even if they are not large ones – particularly when calendaring is involved as “oddities” often result (such as appointments only visible to select users). In these cases we recommend leaving cached mode turned on for the person’s main account, but turning it off for the shared folders. See Turn_off_Cached_Mode-Shared_Folders.pdf


How to Create an Automatic Reply to ALL Incoming Messages Using Outlook 2007

The Out Of Office wizard helps you create an automated reply to messages while you’re away. Those messages are not delivered to anyone off-campus, however. The procedure below helps you create an automated reply to ALL incoming messages.


NOTE: You must unsubscribe from all news groups or listservs to prevent sending automated responses to the lists!


Creating An Automatic Reply To All Incoming Messages

  1. Launch Outlook.
  2. From the Tools menu, select Rules and Alerts.
  3. From the E-mail Rules tab, click the New Rule button.
  4. In the Start from a blank rule section, click on Check messages when they arrive then click Next button.PNG.
  5. Do not make any selection in the Which condition(s) do you want to check? area. Click Next button.PNG.
  6. The following warning message displays: This rule will be applied to every message you receive. Is this correct? Click Yes.
  7. In the What do you want to do with the message? area, click the check box for have server reply using a specific message. You may also wish to scroll down and check stop processing more rules as well, depending on your rule setup.
  8. In the Edit the rule description section of the Rules Wizard window, click on the blue underlined text (a specific message).
  9. A new message window opens. Supply a subject line then type the text for the automated reply you wish to have sent out. Leave the To field blank.
  10. Click Save and Close. You are returned to the Rules Wizard window.
  11. Click Next button.PNG.
  12. Click Next button.PNG again to bypass the exceptions screen.
  13. Specify a name for the rule, then click Finish button.PNG. The rule is effective immediately.
  14. Click OK xp button.PNG .


Turning Off Automatic Replies

  1. Launch Outlook.
  2. From the Tools menu, select Rules and Alerts.
  3. Click in the check box for the automatic reply rule to deselect it.
  4. Click OK xp button.PNG .

How to Keep your Off-campus Messages Separate from Campus Mail in Outlook

The Outlook Rules Wizard will allow you to create a wide variety of rules (criteria) to filter your messages; for instance, you may want all messages from a specific individual or group placed in a separate folder. When a message arrives for you (from on- or off-campus), your Outlook rules are checked against the parameters of the message and any rule that fits is applied. This document will help you create a rule to keep messages from off-campus in a separate folder and out of your Outlook Inbox.

Creating the Rule

  1. Start Outlook.
  2. From the Tools menu, select Rules Wizard, the Rules Wizard dialog box will open.
  3. Click New to create a new rule, the Rules Wizard will display the text boxess on the right.
  4. Under Which type of rule do you want to create?, select Check messages when they arrive, if it is not already selected. The Rule description in the lower text box should read Apply this rule after the message arrives
  5. Click Next button.PNG.
  6. Under Which conditions(s) do you want to check?, click to select with specific words in the sender’s address. The selected text will be added to the Rule description text box below.
  7. In the Rule description text box, click on the text specific words; the Search Text dialog box will open.
  8. In the Search Text dialog box, type an @ in the text box.
  9. Click OK button.PNG, you will be returned to the Rule Wizard. The command line will change to with @ in the sender’s address.
  10. Click Next button.PNG.
  11. Under What do you want to do with the message?, click move it to the specified folder.
  12. In the Rule description text box, click on the text specified; another Rules Wizard dialog box will open and display your Outlook folder structure.
  13. In this step, you will specify a folder to hold your off-campus messages. You must select a “container” one level above where you want the new folder to appear. If you want the new folder to be at the same level as your Inbox, .select your main Mailbox. Your Mailbox is named Mailbox – lastname, firstname where your name is substituted for lastname, firstname.
  14. Click New, the Create New Folder dialog box will open.
  15. In the Name text box, type a name for the folder.
  16. Click OK button.PNG, you will be returned to the Rules Wizard (Choose a folder) dialog box.
  17. Click OK button.PNG, you will be returned to the Rules Wizard
  18. Click Next button.PNG.
  19. Under Add any exceptions, click to select except with specific words in the sender’s address, this text will appear in the Rule description text box below.
  20. In the Rule description text box, click on specific words; the Search Text dialog box will open.
  21. In the Search Text dialog box, type middlebury.
  22. Click OK button.PNG.
  23. The Rule description should look like the one on the right, except for variations in the preferred folder name.
  24. Click Finish button.PNG.
  25. Click OK button.PNG to close the Rules Wizard.


Filtering Mail Using Outlook 2003

The Rules Wizard in Outlook 2003 can help you filter messages using Rules and perform specified actions upon them automatically, such as delete them, or file them in specified folders. You define the messages to be selected based upon the conditions and exceptions you specify, and the actions to be taken upon them using the Rules Wizard dialog box as a guide.


Using the Rules Wizard to Edit Rules

Basic rule editing is covered in this section. As an example, we will create a rule that checks all messages arriving for you and moves those flagged for Follow Up to a folder called To Do unless you are on the Cc list.

  1. Start Outlook and verify that your Inbox is displayed.
  2. From the Tools menu, select Rules and Alerts. The Rules and Alerts dialog box opens.
  3. Click New Rule.
  4. Click the Start from a blank rule radio button.
  5. In the Select when messages should be checked field, select Check messages when they arrive. The text Apply this rule after the message arrives appears in the Edit the rule description field.
  6. Click Next button.PNG.
    NOTE:
    Any text in a rule being edited that is blue and underlined must be replaced with the precise wording required to perform the function you want. To replace the generic text, click the text; another window opens allowing you to take any of several actions depending upon the condition you have selected:
    • Enter or browse for an address.
    • Type text for selection criteria.
    • Use pop-up menus to make selections.
      NOTE: You can select more than one condition. The conditions will be tested with an AND in between the conditions (the selected messages must satisfy both conditions). For instance, you could select the conditions which has an attachment andreceived after November 4, 2005 and before February 1, 2006. A rule with these conditions would appear in the Rules description field as:
      Apply this rule after the message arrives
      which has an attachment
      and received after Friday, November 4, 2005 and before Wednesday, February 01, 2006br> followed by some, unselected action.
  7. Click the check box for the selection criteria you wish; it will be added to the Edit the rule description field. In the example at right, the text flagged for action is added to the Edit the rule description field.
  8. Click on the word action in the Edit the rule description field. The Flagged Message dialog box opens.
  9. For our example, in the Flagged Message dialog box, select the message flag to check for in the Flag drop-down list, the example to the right shows the selection Follow up.
  10. Click OK button.PNG; you are returned to the Rules Wizard.
  11. Click Next button.PNG. The Rules Wizard displays options for disposition of messages.
  12. For our example, in the What do you want to do with the message field, click move to the specified folder. The Rules Wizard will look like the one on the right.
  13. Click on the text specified to select a folder. NOTE: You can select an existing folder or create a new one. To create a new folder, see the next section of this document Creating New Folders While Editing Rules.
  14. For our example, select the To Do folder (you will have to create it, if it doesn’t already exist – see next section).
  15. Click Next button.PNG.
  16. Click Next button.PNG.
  17. The Rules Wizard displays exception options. Click except where my name is in the Cc box.
  18. Click Next button.PNG.
  19. In the Specify a name for this rule field, type a name for the rule if you don’t want the default name.
  20. Click Finish button.PNG.  The rule is displayed in the Rule (applied in the order shown) field at the top of your list of rules with the name Follow Up – the name comes from the first edited field in the rule. Click in the check box preceding the rule to activate it, if it is not checked.
  21. Click OK button.PNG. The Rules Wizard closes.

The rule is finished. See the following sections for guidance on creating folders during rule editing and managing your list of rules.


Creating New Folders While Editing Rules

There are two ways to create message folders when preparing a new Rule requiring movement of messages to a folder.

You can create the folder before beginning to configure a new Rule:

  1. On the Outlook File menu, point to New, and select New Folder from the submenu. The Create New Folder window opens.
  2. Type a name for the folder in the Name field; To Do in this example.
  3. Click on an existing folder to select it as the container for the subfolder.
  4. Click OK. The folder is created under the selected container folder.

When you select an option from the Rules Wizard with the text specified folder in it, such as move it to the specified folder or move a copy to the specified folder, you are given the opportunity to create a new folder using the Rules Wizard.

  1. Click to check move it to the specified folder or move a copy to the specified folder.
  2. In the Edit the rule description field, click the text specified. A new window opens.
  3. Click New. The Create New Folder window opens.
  4. Enter the name of the folder in the Name field.
  5. In the Select where to place the folder field, click on an existing folder to select it as the container for the subfolder.
    NOTE:  Folders preceded by a + icon contain subfolders. You can click on the + icon to reveal a layer of subfolders under a folder.
  6. Click OK.


Managing Rules

Changing the Execution Order of Your Rules List

Rules execute from top to bottom as they are listed in the Rule (applied in the order shown) field of the Rules and Alerts dialog box. If you notice that a rule is not working the way you think it should, it may be that a preceding rule has priority and the order of execution must be changed. To change the order of execution:

  1. From the Tools menu, select Rules and Alerts. The Rules and Alerts dialog boxopens.
  2. Click once to select the rule to be moved.
  3. Click the Move Up arrow or the Move Down arrow to place the rule in the preferred execution order.
  4. Click OK.


Disabling and Re-enabling a Rule

  1. From the Tools menu, select Rules and Alerts. The Rules and Alerts dialog boxopens.
  2. Click the check box for a rule to disable or re-enable it.
  3. Click OK.


Modifying a Rule

  1. From the Tools menu, select Rules Wizard. The Rules Wizard opens.
  2. Select the rule to be modified.
  3. Click Change Rule and select Edit Rule Settings from the drop-down list. The Rules Wizard opens.
     -  Select new rule types, conditions, message disposition options, or exceptions by moving through the dialog boxes using Next and Back.
     -  To change any of the underlined text in the Edit the rule description field, click on it to be guided through the process.
  4. Click OK when finished.


Renaming a Rule

  1. From the Tools menu, select Rules and Alerts. The Rules and Alerts dialog boxopens.
  2. Select the rule to be renamed.
  3. Click Change Rule and select Rename Rule from the drop-down list. The Rename rule dialog box opens.
  4. Type the new name in the New name of rule field.
  5. Click OK.
  6. Click OK to close the Rules and Alerts dialog box.


Deleting a Rule

  1. From the Tools menu, select Rules and Alerts. The Rules and Alerts dialog boxopens.
  2. Select the rule to be deleted.
  3. Click Delete.
  4. Click Yes to confirm the deletion request.
  5. Click OK to close the Rules and Alerts dialog box.


Recovering Deleted Items in Outlook

We have all, at one time or another, wished we had not deleted an email message, a contact entry, or an appointment on our calendar. In many cases you can recover a deleted item yourself without assistance from the Helpdesk. To do so, follow the procedure below.

  1. Start Outlook.
  2. Click Deleted Items in the Folder List to open the Deleted Items folder.
  3. Select Recover Deleted Items.
    -  In Outlook 2007: From the Tools menu select Recover Deleted Items. The Recover Deleted Items From Deleted Items dialog box opens.
    -  In Outlook 2010: On the Folder tab, click the Recover Deleted Items button. The Recover Deleted Items From Deleted Items dialog box opens.
  4. Select the items you want to recover using one of the following methods.
    -  Use Shift + Click to select contiguous items.
    -  UseCtrl + Click to select non-contiguous items.
    -  Use the Select All button to select all items.
  5. Indicate the disposition of the selected items(s).
    -  Click Recover Selected Items to move the items back to your Deleted Items folder.
    -  Click Purge Selected Items to permanently and irrevocably delete the items.
  6. Click the Close box to close the Recover Deleted Items From – Deleted Items dialog box.


How to Share a Distribution List Using Outlook 2007 or 2010

Send A Distribution List

  1. Open a new message; address it to the intended recipient; supply a Subject line, if you desire.
  2. Click the message body.
  3. Do one of the following to insert the distribution list into a message:
    If Microsoft Word is your e-mail editor:
          a.  Click the distribution list in your Contacts list.
          b.  Drag to hover over the Taskbar button for your message.
          c.  When the message opens you can drop the list into the message.
    If Outlook is your e-mail editor:
          a.  From the Insert menu, select Item.
          b.  In the Look in list, click the folder that contains the distribution list that you want to send. Distribution lists are saved in the Contacts folder by default.
          c.  In the Items list, click the distribution list that you want to send, and then click OK.
  4. Send the message.

Move A Distribution List From A Message To Contacts

  1. Open the message that contains the distribution list.
  2. Click the attached distribution list and drag it to the Contacts folder. Note that the distribution list is now independent from the list made by the sender. If the sender updates the original list, the duplicate list does NOT reflect the update.


Using Outlook To Manage Your Mailbox Size

Your Exchange/Outlook Mailbox has a size limit (quota) imposed upon it to remind you to manage your messaging system. The size limits are 30 MB for student messaging accounts and 100 MB for faculty and staff messaging accounts.

When you reach the size limitation, the System Administrator sends an email message to you indicating your mailbox has exceeded its size limit. You may not be able to send or receive mail until you reduce your mailbox size.


How To Reduce Your Use Of Mailbox Space

You must remove messages from your Mailbox system to reduce the amount of space your messages consume. You can do this by:

  • Deleting messages manually.
    Note:
    To free space quickly, clean out your Sent Items and Deleted Items folders, then check all folders for large messages and messages with attachments.
    Caveat:
    You must remember to empty the Deleted Items folder after performing manual deletions to free the space.
  • Automatically archiving message folders.
    Caveat:
    This stores the messages in a space you choose, either your hard drive or your server space. Be aware of space limitations for alternate storage units!


Determining The Source Of Excessive Message Storage

You can consult a list that totals the space used by your Exchange folders. This will help you determine which folders have excess message storage and require attention. To do so:

  1. If your Folder List is not visible, click the Folder icon.
  2. In the Folder List, right-click your main mailbox folder and then select Properties for [your name] from the pop-up menu.
  3. Click Folder Size. The Folder Size window displays with each of your folders listed followed by Size (the size of the folder) then Total Size (the size of the folder and all of its subfolders). This should help you determine where large blocks of data are stored.


Deleting Messages Manually

  1. Click a message folder to open it.
  2. Select items to be deleted.
    • To select non-contiguous items, hold down Ctrl and click the items.
    • To select contiguous items, click the first item, then hold down Shift and click the last item to be selected.
    • To select the entire contents of a folder, press Ctrl + A.
  3. Click Delete.

Note: Message deletions simply move messages to the Deleted Items folder. You MUST empty the Deleted Items folder to truly regain space. To do so, right-click on Deleted Items in the Folder List and select Empty Deleted Items from the pop-up menu.


Determining the Size of Messages

Deletion of larger-sized messages quickly frees space. To determine message sizes:

  1. Right-click on the Field View Bar (where is says From, Subject and Received) displayed above the list of messages.
  2. From the pop-up menu, select Field Chooser. The Field Chooser dialog box opens.
  3. Click and drag Size from the Field Chooser to the Field View Bar, dropping it between two existing fields (red arrows appear above and below the junction of two fields when the Size field is positioned correctly.)
  4. You may click on Size, this sorts messages by size to help you find the largest messages easily.



Archiving Outlook Data

To learn more about archiving Outlook data, please see the following document: Archiving E-Mail in Outlook 2007.

Archiving Message Folders

You can archive messages on a per folder basis. The process stores messages in a space you choose, either your hard drive or your server space. We strongly urge you to use the method described above, instead. Regardless, if you choose to autoarchive, please archive to your network folder, NOT your hard drive! Be aware of space limitations for alternate storage units!

  1. In the Folder List, right-click the folder you want to archive and select Properties from the drop-down list. The Properties window for the folder displays.
  2. Click the Auto Archive tab.
  3. To turn on Auto Archiving click the Archive items in this folder using the default settings radio button.
  4. To set more parameters click the Default Archive Settings button.  Another dialog box opens that allows you to control the interval between archiving sessions, whether you are prompted before archiving, the age at which to archive, and where to move items to.  If you choose to archive using settings of your own do the following:
    • Adjust the age limit of messages to retain in the folder using the scrolling and drop-down lists below the radio button.
    • Click to bullet the Move old items to radio button.
    • Click Browse to select the location for storage of the messages. We recommend archiving to a network file server (such as the home drive, also known as the U drive).
  5. Click OK to close the dialog boxes.


How to Hide the Identities of E-Mail Recipients

To send an email without allowing recipients to know who else is getting the email, do the following.

  1. Start Outlook and open a new mail message (click New or press Ctrl + N).
  2. Click To to open the Select Names dialog box.
  3. From the Show Names from the drop-down list, select the address book you want to use.
  4. In the Type Name or Select from List field, type the name of the intended recipient.
  5. Select the recipient in the list below and click Bcc. The name will be moved to the Bcc field.
  6. From then on, you should be able to simply type names in the Type Name or Select from List field and then press Enter when the name is highlighted and it will be added to the Bcc field.
  7. When you are finished selecting names, click OK to close the Select Names dialog box. You are returned to your mail message.
  8. Finish your message and send.


Creating a Message Template in Outlook

  1. If you have chosen Word as your message editor, you must turn it off temporarily. To turn off Word as your message editor, do the following:
    1. On the Tools menu, select Options.
    2. Click the Mail Format tab.
    3. Deselect the Use Microsoft Office Word 2003 to edit e-mail messages check box.
    4. Click Apply and then click OK.
  2. Create a folder named Templates on your Desktop.
    1. Right-click on the Desktop and point to New on the pop-up menu, then click on Folder in the submenu. A new folder appears with the name New Folder highlighted.
    2. Type a name for the folder. The text replaces the highlighted text.
  3. Open a new message window in Outlook and type all the ext that will be the same each time. You can specify a subject line and/or recipients if these will not change.
  4. When finished, do NOT send the message. Instead, from the File menu, select Save As. The Save As dialog box opens.
  5. In the Save as type drop-down list, select Outlook Template (.oft).
  6. In the File name field, type a name for the template.
  7. Navigate to the folder your created on your Desktop.
  8. Click Save.
  9. Close the message window without saving it (it is already saved in the Desktop folder).
  10. To restore Word as the message editor do the following:
    1. On the Tools menu, select Options.
    2. Click the Mail Format tab.
    3. Deselect the Use Microsoft Office Word 2003 to edit e-mail messages check box.
    4. Click Apply and then click OK.


Using The Outlook Template

File new choose form

  1. On the File menu, point to New and then select Choose Form from the submenu. The Choose Form dialog box opens.
  2. From the Look In drop-down list, select User Templates in File System.
  3. Click Browse. The Browse For Folder dialog box opens.
  4. Browse to the Templates folder (near the bottom of the list), select it, and then click OK. You are returned to the Choose Form dialog box.
  5. Select the template desired and then click Open. A new message opens using the template.
  6. Finish the message and then click Send.


Disabling (or enabling) Desktop Alerts

These are the alerts that tell you when new mail has arrived. 

  1. Click on the Tools menu, then to Options
  2. Click on the E-mail Options button
  3. Click on the Advanced E-mail Options button
  4. Select/De-select options under "When new items arrive in my Inbox"
  5. Click OK three times to return to Outlook.

Importing and Exporting Outlook Data

Please see Import and Export Outlook Data.

How do I find Outlook version information?

See How do I find Outlook version information?