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1.
AutoPreview
§
View – AutoPreview: Allows you to see up to 3
lines of each
§
View – Preview Pane: Allows you to read
§
Reply – replies only to the sender
§
Reply All – replies to the sender and all
addresses originally on the To and Cc lines Note: Reply and Reply all will not include any files that were attached
to the original
§
Forward – includes any files that were attached
to the original
§
You cannot add to entries to the GAB § Click New Message, then click the Address Book icon
i.
Select Address Books from the drop down
ii.
Select recipients from the na
4. Contacts/Distribution Lists § Contacts – Add personal contacts to your Address Book i. Click Contacts icon, then New ii. Enter the contact information, then click “Save and Close” iii. Click the New Message to Contact icon
iv.
To access contact under Address Book, create a
new mail message, click To, and select Contacts from the drop-down menu.
§
Distribution list – Group of individuals stored
under a single na Note: Stored under Contacts, not GAB
i.
File
ii.
New Distribution List
iii.
Give the list a na
iv.
Select Members
v.
Click the Members button then Ok
vi.
Save and Close
§
To send a contact or distribution list to a
co-worker, you may drag and drop it into the text of a new mail
5.
Attach
§
Click insert file button and browse to file
§
Do not open attach
o
If
an AV-Scan Report is attached to a file it
o
Contact
the IT Depart o Keep your anti-virus program up-to-date to prevent a viral infection.
6.
Signatures
– Use a signature to personalize your
§
Adding a signature:
i.
Tools Menu
ii.
Options
iii.
Mail Format
iv.
Click the Signatures button
v.
Click New
vi.
Type a na vii. Type the signature in the text box, and edit font and other settings
7.
Formatting
(html/text) – Outlook supports three formats: HTML, Plain Text, and Rich Text.
§
HTML format allows you to choose your own stationary
and the
§
To adjust your formatting selections to get the
most from Outlook:
i.
Go to Tools
ii.
Click Options
iii.
Go to the Mail Format tab
iv.
Select HTML under the drop down
v.
Click “Use Microsoft Word to edit e-mail
vi.
Click the Font button To select your favorite
font for each new
§
To select a the
i.
On the Format
ii.
Under the Choose a The
§
To set importance level of an e-mail
iii.
Create a new e-mail
iv.
Click Options from the
v.
In the Message Options box under Message
Settings, select the importance level from the Importance drop down
8. Archiving – See attached notes.
9.
Folder
list – Allows you to view the folder structure of your entire Outlook email
account
§
Go to the View
10.
Public
Folders – All shared Outlook folders; viewable under the Folder List.
i.
Right click on All Public Folders under the
Public Folders heading in the Folder List, and select New Folder.
ii.
Give the folder a na
iii.
From the “Folder Contains” drop down
iv.
Now right click on the new folder which you
created.
v.
Select Permissions tab.
vi.
Add vii. Under the Outlook Address Book tab, click “Show this folder as an email Address Book.” (For Contact type folders only.)
11.
Rules
Wizard – Create rules in Outlook to manage
i.
Go to the Tools
ii.
Click New.
iii.
Select “Move new
iv.
Select “With specific words in the subject”
check box.
v.
In the Rule Description box, click on “specific
words,” type the word, click Add, then Next.
vi.
Under the heading, what do you want to do to the
vii.
In the Rule Description box, click on
“specified.”
viii.
Select an existing folder or create a new one,
then click Next.
ix.
Add any exceptions (optional).
x.
Specify a name for the rule. xi. Check “Run this rule now on messages already in Inbox” and also check “Turn on this rule,” then click Finish.
12.
Out of
Office Assistant – Automatically sends an Out of Office email response when
someone attempts to email you
i.
Go to Tools, then Out of Office Assistant. ii. Enter in the message text, and select “I am currently Out of the Office.”
i.
Under the Sent item folder, double click the
ii.
On the actions
iii.
Select whether you want to delete unread copies,
or delete and replace unread copies with a new
1. Appointments
§
Create an appointment: i. Click calendar icon. ii. Click a day in the Date navigator. iii. Double click an appointment slot. a. In the appointment form, give the appointment a name. b. Select the end time and reminder time. § Recurrence – The interval by which an appointment occurs. i. In the appointment form click the recurrence button, and then set your recurrence pattern. § Color coding appointments to let other Outlook users know your availability: i. In the appointment form, select one of four options under the “Show Time as Busy” drop-down menu. a. Busy (blue) b. Free (white) c. Tentative (striped) d. Out of office (purple)
§ Under the actions menu, select Plan a Meeting. i. Click the Add Others button to invite members. ii. Select the names, then select Required or Optional, then click Ok. iii. Use the horizontal scroll bar in the Free/Busy area to view attendee availability. (See part one on how to interpret color coded time). iv. Click the Make Meeting button. v. In the meeting form, type a Subject, and select a reminder time. vi. Click the Send button. vii. All attendees will be sent an e-mail notification for the meeting which they can either accept or reject. § Users can propose a new time. § You will receive the acceptance or rejection response in your inbox. § Public Folders contains a public Meeting Room Calendar which can be used to sign up for meeting rooms
§ To view more than one day at a time in your Calendar, click the Week, Work Week, or Month button in the toolbar.
§ With your Calendar displayed, click the Print button. § In the Print Style list click either Daily, Weekly, Monthly, Tri-fold Style, or Calendar Details Style. |
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For problems or questions regarding this web contact
[mnazir@townofchapelhill.org]. |
