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Go Outlook!

The UCOP Migration to a New E-Mail and Calendar Program

Information Resources and Communications


presents

Outlook® Training for UCOP Employees

Supplementary Materials
February – June 2006
Table of Contents

Getting Started: Useful Information about Outlook ......................................... 1


Quick Tips ........................................................................................................... 2
Training Modules
Comparing Word and Outlook E-mail Editors ..............................................................3
Junk Mail .......................................................................................................................4
Looking Up Addresses for Other Campuses .................................................................5
Using Stationery and Templates ....................................................................................7
Sharing an E-mail Folder ...............................................................................................8
Sharing Your Calendar ..................................................................................................9
Creating a Distribution List .........................................................................................10
The Activity Tab ..........................................................................................................11
Functions That Are Unavailable in Outlook Web Access ...........................................12
Data Files .....................................................................................................................13
Special Topics
Setting up LDAP Servers.............................................................................................15
The Organize Tool .......................................................................................................17
Favorites, Shortcuts, Categories, Flags, and Voting....................................................20
Getting Started: Useful Information about Outlook

1. Using Outlook on Exchange will enable you to use your e-mail and calendar without a separate
password. The same password that you use to log in to Windows also logs you in to Outlook,
which will also handle calendaring. No more typing a separate password each for Windows,
Eudora, and Corporate Time (Oracle).
2. Outlook doesn’t have a “Check Mail” button. Use “Send/Receive” to check mail:
3. When you want to look up an e-mail address for and send e-mail to UCOP employee, do this:
a. In the message to be sent, click the “To” button.
b. In the Select Names box, type part or all of the name to find it on the list. Select the
name, click on the “To” button to add to addressing of your message, and click OK.

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c. You can add an individual to the CC or BCC field in the same manner.
4. You need to know that Outlook blocks certain attachments. It blocks files with the following
extensions: exe, com, mdb, pst, lnk, asp, bat, cmd, scr. For a complete list, see
http://office.microsoft.com/en-us/assistance/HA011402971033.aspx
5. You will no longer need to go to the UCOP Web site to set up an out-of-office reply.
Instead, in Outlook, select Tools menu>Out of Office Assistant. Click the circle for “I am
currently out of the office.” Type your away message. Click OK.

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Quick Tips

How do I…

Turn on the BCC field?


In the Outlook message window, View>Bcc Field. In Word, Options button>Bcc Field.

Set an absence message?


Tools menu>Out of Office Assistant

Turn off message grouping?


View menu>Arrange By>Show in Groups

Turn off the notification window?


Tools menu>Options>E-Mail Options>Advanced E-Mail Options>uncheck “Display a New
Mail Desktop Alert”

Delay delivery of a message?


In the message window, Options button>click “Do not deliver before” and select desired time.

Request a receipt?
In the message window, Options button>click “Request a delivery receipt for this message”

Recall a message?
Open the sent message>Actions menu>Recall this message.

Turn off marking messages as read when viewed in the reading pane?
Tools menu> Options>Other tab>Reading Pane>uncheck “Mark items as read when viewed in
the reading pane.”

Allow automatically downloading pictures from the Internet?


Tools menu>Options>Security tab>”Change automatic download settings”

Have Outlook check an e-mail address against my address book?


Press Ctrl-K.

Close the Navigation Pane?


Press Alt-F1

Open the Find toolbar?


Press F3

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Comparing Word and Outlook E-mail Editors

In Outlook, you have a choice about how to compose messages. You can use Word and thereby
have a full-featured word processor in which to compose your message, or you can use the
Outlook message editor, a simpler editor that is adequate for most types of messaging. The
below table summarizes some of the differences.

Word as E-mail Editor Outlook Editor

In-line spell check Check on send

Additional formatting options Bold, italic and underline; font size, type and
color; horizontal alignment; bullets and
numbering; horizontal line.

When you click the Save button, Word wants When you click the Save button, Outlook saves
to save the message as a document. the message to drafts.

Won’t be able to follow standard Outlook BCC setting under View menu
instructions for: HTML options under Format menu
BCCs (Use Options button) Signatures under Insert menu
HTML options (Use Options button) See below for information on creating
Signatures (Insert Auto-text) templates.
Creating templates

You may sometimes receive error messages


about Word when closing Outlook; Outlook
takes slightly longer to start.

Sometimes users get confused about being in


Word while editing. They might click Word in
the taskbar with the intention of editing
something else. When nothing happens, they
don’t realize it’s because they’re already in
Word.

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Junk Mail

Outlook handles junk mail by using a “safe senders list” and a “blocked senders list”. Safe senders are e-
mail addresses that are always okay to receive messages from; blocked senders are addresses for which
you never want to read the messages – addresses that you get junk from. Outlook knows which addresses
are safe and which should be blocked by having you specify whether an address is safe or blocked.

When you put an e-mail address on the safe senders list, Outlook will not put messages from that address
in the junk mailbox. Messages from addresses on the unsafe senders list, on the other hand, are always put
in the junk mailbox.

To add a sender to one of these lists,


right click on the message, select “Junk E-mail” and “Add Sender to [Blocked / Safe] Senders List.

You can also have Outlook trust your contacts and people you mail by activating the checkboxes in
Tools menu>Options>”Junk E-mail…” button>”Safe Senders” tab.

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Looking Up Addresses for Other Campuses

If you would like to send a message to an address at UCLA, UCSB, or Riverside, do this:

From your e-mail message window, click the “To…” button.

In the address book, click the drop down for “Show Names from the:” and select the appropriate item.

Click the Advanced button>Find

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Type part or all of the name and click okay.

Double-click on the relevant name to add it to the addressee list for your message. Click OK.

For other campuses, use web lookup.

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Using Stationery and Templates

In Eudora, the word stationery referred to an e-mail message that was created with intent to reuse it –
basically a template. The stored stationery message could have a specified recipient, signature and body
text. In Outlook, the word stationery does not refer to this kind of template. Instead, the word stationery
refers to decorative backgrounds like you might see on paper stationery. Although you can add text to
Outlook stationery, it’s not advised that you use it as a message template. Instead, you should create an
Outlook Template. An Outlook template has all the capabilities that Eudora stationery does.

Outlook templates are used when you need to reuse a message text. The template enables you to start a
message with the specified text already entered into the body. As with Eudora, once a new message has
been created using a template, it can be edited as desired.
To create an Outlook template,
a) Start a new message in Outlook. (Ctrl-Shift-M)
b) Enter the recipient addresses if desired.
c) Type the text that you want to reuse.
d) Select File menu>Save As. A dialog box appears.

e) At the bottom of the dialog box, type a name for your template.
f) Change the “Save As Type” dropdown to “Outlook Template (*.oft)”.
g) Click Save.

A background (stationery) can be added to a message by clicking Format


menu>Background>Picture… Select a background from the dropdown and select okay.

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Sharing an E-mail Folder

To allow others to see a particular folder in Outlook, right-click and select


“Sharing…” Then follow steps b and c above to select who you want to
share with and how you want to share.

If you share a folder with others, you can post messages to


the folder without sending them through e-mail. Click the
“New” button and select “Post to This Folder,” or use Ctrl-
Shift-S.

Type your message and click


Post.

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Sharing Your Calendar

If you want someone else to be able to keep your calendar for you, or you want others to be able to check
when you are busy, do this:
a) In Calendar view, click “Share my calendar…” in the left pane. A dialog box comes up.
b) Click the Add button to specify the user or group that you want to share with.
c) Type part or all of the name of the person you want to share with. Select the name and click the
Add button to include them in sharing. Click OK.

Select the rights that you want the person to have. Click OK.

With this permission


level (or role) You can
Owner Create, read, modify, and delete all items and files, and create subfolders. As
the folder owner, you can change the permission levels others have for the
folder.
Publishing Editor Create, read, modify, and delete all items and files, and create subfolders.
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items and files, create subfolders, and modify and delete items
and files you create.
Author Create and read items and files, and modify and delete items and files you
create.
Contributor Create items and files only. The contents of the folder do not appear.
Reviewer Read items and files only.
Custom Perform activities defined by the folder owner.
None You have no permission. You can't open the folder.

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Creating a Distribution List

Click New>Distribution List OR Ctrl-Shift-L. The Distribution List window appears.

Type a name for your list in the “Name” field. Click the
“Select Members…” button.

Double-click the names of the people who


should be included in your list. Click OK.

If you need to include an


address that is not present
in the directory, click the
“Add New…” Button.

Complete the Display


Name and E-mail address
fields. Click OK.

In the Distribution List


Window, click “Save and
Close”.

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The Activity Tab

Checking activity with a particular contact:


Open a contact>Click the Activities tab.

Outlook displays all messages and their folder locations for the selected contact.

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Functions That Are Unavailable in Outlook Web Access

Auto-complete function for e-mail addresses not available


Global Address List is not browsable
Recall message function not available
Signatures created on desktop computer not available
Tracing attendee meeting acceptance not available

Favorite folders Message templates


Outlook Today Categories
Item grouping Side-by-side calendar views
Toolbar customization Notification of conflicting appointments
Auto preview Mail merge
Voting buttons Contact activity tracking
Plain text or RTF editing Tasks timeline view
Color coding File import and export
Deferred delivery

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Data Files

Although Exchange allows you to access your e-mail from any internet connection, there is not
an unlimited amount of space on the Exchange server. UCOP employees will need to store some
of their mail locally if they need to keep more than the quota allows. The PST data file is the
method that Outlook provides for doing this.

To create a PST file, click the New button>Outlook Data File…

Make sure “Outlook Personal


Folders File (.pst) is selected and
click OK.

Type a name for your file


and click OK.

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Type the name you want to display in the
Outlook folders list and click OK.

Your new folder appears on the Outlook list of folders.

You can drag and drop items into the new Outlook data file.

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SPECIAL TOPICS

Setting Up LDAP Servers

LDAP servers can provide a way to look up e-mail addresses. If you configure a client to use
LDAP servers, the user can look up e-mail addresses at these servers from within Outlook and
then have Outlook insert them into an e-mail message without copying and pasting. The
following campuses have LDAP servers: UCLA, UCR, and UCSB. To configure LDAP servers
for use within Outlook, follow the steps below.

Click Tools menu>E-mail Accounts… The account wizard appears.

Select “Add a new


directory or address book”
and click Next.

Make sure Internet Directory


Service is selected and click Next.

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Type in one of the server
names specified in the
following list.

UCLA: ldap.ucla.edu
UCR: ldap.ucr.edu
UCSB: directory.ucsb.edu

Click the More Settings


button.

You may receive a message


warning you that the new
settings won’t take effect until
you restart Outlook.

Type the name of the directory as you would like


it to display on the address book list.

For UCSB only, click the Search tab.

For UCSB only, set the Search base to:


o=ucsb.

Click OK.

Click Next.

Click Finish.

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The Organize Tool

The Organize tool provides an easy way to change the look


and feel of messages in a folder. You can use it to move
messages, create new folders, adjust the views, or customize
the way Outlook presents different kinds of messages.

To start the Organize tool, click the Tools menu>Organize.

To customize colors, click Using Colors.

A couple of the simplest rules that you might want to use are already built in to Outlook. If you
would like to build your own color rule, click the Automatic Formatting button.

Click the Add Button.

Type a name for your rule.

Click the Condition button.

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Use the filter dialog to
describe to Outlook when you
want your color rule to be
used. In this example, the
color rule will be used for all
items that have been read.

When you have finished


making your choices, click
OK.

Next, click the Font button.

The Font dialog will appear.

Set the font, style, size and color that


you want to see under the conditions
that you specified in the Filters
dialog. Check the sample to be sure it
looks correct. Click OK.

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The rule is applied to your mailbox.

The Organize tool can also be used as an alternate method for adjusting the view.

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Favorites, Shortcuts, Categories, Flags, and Voting

Favorites
In Outlook there is a difference between a favorite and a shortcut. Favorites are the folders that
can be seen at the top of the Outlook folders list in Mail view. The user can select which folders
appear there; they can be normal folders or search folders. By default, the following folders are
selected as favorites:

If this is an unsatisfactory set of favorites, people can add or remove folders. For example,
someone who does not use Outlook’s flags may wish to remove the flag folder “For Follow Up.”
To remove a favorite, right-click and select “Remove from favorite folders.”

To add a mail folder to favorites, right-click on the relevant folder and select “Add to favorite
folders.” One example that some people may want to add is the Drafts folder.

Shortcuts
Shortcuts are links to any folder within outlook. To see your shortcuts, go to the
Navigation bar and click the shortcuts window button. The Shortcuts window button is
found on the Navigation bar with the Mail, Contacts, Calendar and so on.

To create a new shortcut, click the New button>Navigation Pane Shortcut.

Categories

You can use categories to sort messages in


mailboxes or to find them during searches. To assign
a category to a message, right-click and select
Categories. This box comes up Æ

Select the Categories that you want and click okay.

Click the Master Category List to edit the categories


available.

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Flags
Flags are used for marking, categorizing or calling attention to particular messages. They are
similar to labels in Eudora, but are can be used in some ways that Eudora labels cannot. For
example, you can associate a due date with a flag.

To add a flag to a message, right-click the flag column > select the flag
color or the Add Reminder option.

If you select the Add Reminder


option, you can select the flag
color from the Flag for Follow Up
dialog. Select a date and time and
click OK.

Flagged items will show up in the


“For Follow Up” built-in search
folder.

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Voting
Outlook provides a way to run a quick one-question survey on a topic. To use the feature,
address a message to the survey recipients. Then explain your topic in the body of the message.
Click the Options button. (In Word, click the Options button and select Options.) The following
dialog appears. Turn the “Use voting buttons” checkbox on and select one of the answer options
from the dropdown list.

Notice the other options that you can choose while you are setting up this message.
Close when finished and send the message.

To see a compilation of the responses received,


open the sent message and click the tracking tab.

The reply totals are shown at the top of the list; each
response is listed.

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