Outlook 2003 Quick Start Instructions

When using Outlook as your e-mail editor, the following directions apply. To see if you are using Outlook or Word as your e-mail editor, go to Tools>Options>Mail Format. If "Use Microsoft Office Word 2003 to edit e-mail messages" is checked, deselect it.

Outlook image

VIEWING/CREATING FOLDERS, NAVIGATION & READING PANES

View Folder List--click on at bottom of Navigation Pane or go to Go>Folder List (CTRL + 6)
Go to Folder--CTRL + Y and select folder
Create New Folder-- go to File>New>Folder (CTRL+SHIFT+E) or (right-click on folder and select New Folder)
View/Hide Navigation Pane--click on View>Navigation Pane (ALT + F1).
View Reading Pane--click on View>Reading Pane>Right, Bottom, Off—view messages safely using reading pane since malicious scripts or attachments are not activated or opened automatically
Enable AutoPreview—click on View>AutoPreview (read 1st three lines of unread messages)
Change View—go to View>Arrange By>From, Date, To, Show in Groups, etc. (or click on header “Arranged By” to select a different view (when reading pane is turned on); the field by which the list is sorted will be indicated by an arrow in the field column heading. To change the sort order based on the current arrangement, click the column heading).

RECEIVING/REPLYING TO MESSAGES

Read Message(s)--open (click on it in folder list) Inbox in Mail Pane. Double-click on message to open.
Reply to Message—click Reply or Reply to All (to reply to all recipients of original message) in Mail Message or main window—to include original message in reply go to Tools>Options>Preferences>E-mail Options.
Turn on Out of Office Response—go to Tools>Out of Office Assistant.
Remove Junk E-Mail—right-click message & choose Junk E-Mail or just drag message to junk folder (by holding down left mouse button).
Create Filtering Rules—go to Tools>Rules and Alerts on main menu while in Inbox or click the icon on the Advanced toolbar & complete Rules Wizard.
View Internet Headers—open message and choose View>Options

FOR FOLLOW-UP

Create a Reminder or Flag an item: right-click the icon beside message in Inbox and select Add Reminder (click once on flag beside message to flag an item—items automatically appear in For Follow Up search folder).

ARCHIVING OLDER ITEMS

AutoArchive—go to Tools>Options>Other to remove older items to an Archive folder on your local machine (it is turned on by default but you can change the settings)

COPYING/MOVING ITEMS

Copy—go to File>Copy to folder on message menu or press CTRL + C while dragging item to a folder
Moving—right-click on item and choose Move to Folder.

SENDING MESSAGES

Send message: click on while in Mail Pane, compose, and click on .
Address Mail: click on to see Global and personal drop-down address lists. Type names separated by semicolons or press the Enter key between names.
New Message to Contact: right-click contact and choose New Message to Contact.
Distribution List: go to File>New>Distribution List
Carbon Copy: click on to access address lists to choose name or type one in.
Blind Carbon Copy: click on to access address lists or just type the name(s) in.
Add Attachment: click on while in Mail Message window.
Create Signature: go to Tools>Options>Mail Format>Signatures.
Message Options: click on in New Message Form to set delivery options, voting/tracking, and importance level

CONTACTS

Add Contact: right-click sender address in open message and choose Add to Outlook Contacts.
Create New Contact: click the icon while in Contact folder or use drop-down list on New button while in other folders.
Move Contacts to another computer: go to File>Import and Export. Click Export to a file and then click Next. Select Personal Folder File (.pst), and click Next. Click the Contacts folder. Under Save exported file as, Click Browse and specify location. Click Finish. To import, go to File>Import and Export, Import from another program or file, Next, click Personal Folder File (.pst), Next, specify the path and file name of the file to import.

CALENDAR

Create Calendar Appointment: choose while in Calendar folder or use New list in other folders.
Edit Existing Appointment: double-click the appointment in any Calendar view.
Recurring Appointment: click on Recurrence on Appointment form or open an appointment series and click Recurrence.
Turn Appointment into Meeting: double-click on appointment and click on .
Schedule New Meeting: click on on New button drop-down list while in Calendar folder or CTRL + SHIFT + Q in any folder.
Share Calendar: click Share My Calendar link in Navigation Pane in Calendar folder.
Open Shared Calendar: click Open Shared Calendar link in Navigation pane in Calendar folder.
Add Holidays: go to Tools>Options>Calendar Options. Click Add Holidays.
Create a New Calendar: right-click on Calendar folder and create a new folder.

DELEGATES

Give Delegate Access: go to Tools>Options>Delegates and click Add. Set Permissions level.
Open/View Delegated Calendar: Go>Calendar--click on link Open a Shared Calendar
Open/View Delegated Inbox: go to File>Open>Other User’s Folder (in the Name box, type the name or click the button to select name from list and click OK)
Set up Meeting on behalf of Someone Else: go to Go>Calendar (under Other Calendars, select the check box for other person’s calendar and select meeting time on that person’s calendar; right-click and click New Meeting Request—select names of people to invite and click Send)
Have Meeting Requests/Responses sent to Delegate: Tools>Options>Delegates –select the “Send meeting request and responses only to my delegates, not to me” checkbox

SHARING

Sharing Folders: right-click on the folder, select Sharing and click Add to select a person and select Permission level (you can’t share a subfolder without first sharing the folder the level above it). After the first time you access another person's folder, the shared folder is added to the Navigation Pane. The next time you want to view the other person's folder, you can select it in the Navigation Pane.
Share your mailbox: in folder list, right-click the mailbox, click Sharing and on the Permissions tab click Add—type the name of your delegate or select it from the Name list and click Add ->. Click OK to add the name to your permissions list. On the Permissions tab, next to Permission Level, select the desired permissions. Once you’ve shared your mailbox, you’ll need to set permissions for each of the folders you want to share.
Open a Shared Mailbox: go to Tools>E-Mail Accounts, click View or change existing e-mail accounts, and then click Next (in list click Exchange account type and click Change—click More Settings, and then click Advanced tab, click Add, type the mailbox name of person whose mailbox you want to add and then click OK). Click Next and click Finish (the other person’s mailbox should be visible below yours).

TASKS

Assign Task: click on drop-down list on button while in Tasks folder. Choose Task Request.

Return to Course Topics.

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	Outlook 2003 Quick Start Instructions When using Outlook as your e-mail editor, the following directions apply. To see if you are using Outlook or Word as your e-mail editor, go to Tools>Options>Mail Format. If "Use Microsoft Office Word 2003 to edit e-mail messages" is checked, deselect it. VIEWING/CREATING FOLDERS, NAVIGATION & READING PANES View Folder List--click on at bottom of Navigation Pane or go to Go>Folder List (CTRL + 6) Go to Folder--CTRL + Y and select folder Create New Folder-- go to File>New>Folder (CTRL+SHIFT+E) or (right-click on folder and select New Folder) View/Hide Navigation Pane--click on View>Navigation Pane (ALT + F1). View Reading Pane--click on View>Reading Pane>Right, Bottom, Off—view messages safely using reading pane since malicious scripts or attachments are not activated or opened automatically Enable AutoPreview—click on View>AutoPreview (read 1st three lines of unread messages) Change View—go to View>Arrange By>From, Date, To, Show in Groups, etc. (or click on header “Arranged By” to select a different view (when reading pane is turned on); the field by which the list is sorted will be indicated by an arrow in the field column heading. To change the sort order based on the current arrangement, click the column heading). RECEIVING/REPLYING TO MESSAGES Read Message(s)--open (click on it in folder list) Inbox in Mail Pane. Double-click on message to open. Reply to Message—click Reply or Reply to All (to reply to all recipients of original message) in Mail Message or main window—to include original message in reply go to Tools>Options>Preferences>E-mail Options. Turn on Out of Office Response—go to Tools>Out of Office Assistant. Remove Junk E-Mail—right-click message & choose Junk E-Mail or just drag message to junk folder (by holding down left mouse button). Create Filtering Rules—go to Tools>Rules and Alerts on main menu while in Inbox or click the icon on the Advanced toolbar & complete Rules Wizard. View Internet Headers—open message and choose View>Options FOR FOLLOW-UP Create a Reminder or Flag an item: right-click the icon beside message in Inbox and select Add Reminder (click once on flag beside message to flag an item—items automatically appear in For Follow Up search folder). ARCHIVING OLDER ITEMS AutoArchive—go to Tools>Options>Other to remove older items to an Archive folder on your local machine (it is turned on by default but you can change the settings) COPYING/MOVING ITEMS Copy—go to File>Copy to folder on message menu or press CTRL + C while dragging item to a folder Moving—right-click on item and choose Move to Folder. SENDING MESSAGES Send message: click on while in Mail Pane, compose, and click on . Address Mail: click on to see Global and personal drop-down address lists. Type names separated by semicolons or press the Enter key between names. New Message to Contact: right-click contact and choose New Message to Contact. Distribution List: go to File>New>Distribution List Carbon Copy: click on to access address lists to choose name or type one in. Blind Carbon Copy: click on to access address lists or just type the name(s) in. Add Attachment: click on while in Mail Message window. Create Signature: go to Tools>Options>Mail Format>Signatures. Message Options: click on in New Message Form to set delivery options, voting/tracking, and importance level CONTACTS Add Contact: right-click sender address in open message and choose Add to Outlook Contacts. Create New Contact: click the icon while in Contact folder or use drop-down list on New button while in other folders. Move Contacts to another computer: go to File>Import and Export. Click Export to a file and then click Next. Select Personal Folder File (.pst), and click Next. Click the Contacts folder. Under Save exported file as, Click Browse and specify location. Click Finish. To import, go to File>Import and Export, Import from another program or file, Next, click Personal Folder File (.pst), Next, specify the path and file name of the file to import. CALENDAR Create Calendar Appointment: choose while in Calendar folder or use New list in other folders. Edit Existing Appointment: double-click the appointment in any Calendar view. Recurring Appointment: click on Recurrence on Appointment form or open an appointment series and click Recurrence. Turn Appointment into Meeting: double-click on appointment and click on . Schedule New Meeting: click on on New button drop-down list while in Calendar folder or CTRL + SHIFT + Q in any folder. Share Calendar: click Share My Calendar link in Navigation Pane in Calendar folder. Open Shared Calendar: click Open Shared Calendar link in Navigation pane in Calendar folder. Add Holidays: go to Tools>Options>Calendar Options. Click Add Holidays. Create a New Calendar: right-click on Calendar folder and create a new folder. DELEGATES Give Delegate Access: go to Tools>Options>Delegates and click Add. Set Permissions level. Open/View Delegated Calendar: Go>Calendar--click on link Open a Shared Calendar Open/View Delegated Inbox: go to File>Open>Other User’s Folder (in the Name box, type the name or click the button to select name from list and click OK) Set up Meeting on behalf of Someone Else: go to Go>Calendar (under Other Calendars, select the check box for other person’s calendar and select meeting time on that person’s calendar; right-click and click New Meeting Request—select names of people to invite and click Send) Have Meeting Requests/Responses sent to Delegate: Tools>Options>Delegates –select the “Send meeting request and responses only to my delegates, not to me” checkbox SHARING Sharing Folders: right-click on the folder, select Sharing and click Add to select a person and select Permission level (you can’t share a subfolder without first sharing the folder the level above it). After the first time you access another person's folder, the shared folder is added to the Navigation Pane. The next time you want to view the other person's folder, you can select it in the Navigation Pane. Share your mailbox: in folder list, right-click the mailbox, click Sharing and on the Permissions tab click Add—type the name of your delegate or select it from the Name list and click Add ->. Click OK to add the name to your permissions list. On the Permissions tab, next to Permission Level, select the desired permissions. Once you’ve shared your mailbox, you’ll need to set permissions for each of the folders you want to share. Open a Shared Mailbox: go to Tools>E-Mail Accounts, click View or change existing e-mail accounts, and then click Next (in list click Exchange account type and click Change—click More Settings, and then click Advanced tab, click Add, type the mailbox name of person whose mailbox you want to add and then click OK). Click Next and click Finish (the other person’s mailbox should be visible below yours). TASKS Assign Task: click on drop-down list on button while in Tasks folder. Choose Task Request. Return to Course Topics.
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