Outlook - Introduction

Outlook 2003
Introduction
Outlook 2003 Introduction
Introduction
Screen Layout ............................................................................................................................. 7
The Title Bar .....................................................................................................................................7
The Menu Bar ...................................................................................................................................7
Disabling Personalised Menus .........................................................................................................8
Ask a Question .................................................................................................................................8
Additional Menu Text........................................................................................................................9
The Standard Toolbar.......................................................................................................................9
The Advanced Toolbar ...................................................................................................................10
The Web Toolbar ............................................................................................................................10
The Navigation Pane ......................................................................................................................11
The Information Viewer ..................................................................................................................12
The Status Bar................................................................................................................................13
Ask a Question .......................................................................................................................... 13
The Inbox ................................................................................................................................... 15
Displaying New Messages .............................................................................................................15
Inbox Information ............................................................................................................................15
The Reading Pane ..................................................................................................................... 17
AutoPreview .............................................................................................................................. 18
Inbox Views ............................................................................................................................... 18
Choosing a View.............................................................................................................................18
For Example: ..................................................................................................................................19
Reading a Message ................................................................................................................... 21
HTML Emails ..................................................................................................................................21
Junk Mail.................................................................................................................................... 22
Setting Junk Options ......................................................................................................................22
Replying to a Message.............................................................................................................. 23
Forwarding a Message.............................................................................................................. 25
Reply and Forward Options ..................................................................................................... 26
Deleting Messages .................................................................................................................... 26
Selecting Messages .................................................................................................................. 27
Message Flags........................................................................................................................... 28
Flagging a Message before you Send............................................................................................29
Printing Messages .................................................................................................................... 29
Printing Messages ..........................................................................................................................30
Print Styles ................................................................................................................................ 31
Contact Styles.................................................................................................................................31
Calendar Styles ..............................................................................................................................31
Modifying Print Styles .....................................................................................................................32
New Mail Notification ................................................................................................................ 33
Outlook Today ........................................................................................................................... 34
Outlook Today Setup......................................................................................................................35
Viewing Web Pages .................................................................................................................. 35
Preparing a Message ................................................................................................................ 37
Entering the Subject .......................................................................................................................37
Something Else to Try... .................................................................................................................38
© Hewlett-Packard 2004 Page 2 of 143

Message Formats...................................................................................................................... 39
Changing the Format of a Message ...............................................................................................39
Addressing a Message ............................................................................................................. 40
AutoComplete Addressing ....................................................................................................... 42
Distribution Lists....................................................................................................................... 43
Creating a Distribution List .............................................................................................................43
Using Distribution Lists ...................................................................................................................44
Expanding Distribution Lists ...........................................................................................................44
Message Options ...................................................................................................................... 45
Message Importance ......................................................................................................................45
Message Sensitivity ........................................................................................................................45
Message Tracking ..........................................................................................................................46
Sending Receipts............................................................................................................................47
Voting Buttons ................................................................................................................................47
Tracking Votes................................................................................................................................48
Delivery Options .............................................................................................................................48
For Example: ..................................................................................................................................49
Message Categories.......................................................................................................................49
Assigning Categories......................................................................................................................49
Creating New Categories ...............................................................................................................50
Typing Message Text ................................................................................................................ 51
Selecting Text............................................................................................................................ 51
Using the Mouse.............................................................................................................................51
Formatting Text ......................................................................................................................... 53
The Formatting Toolbar ..................................................................................................................53
Additional Formatting......................................................................................................................53
Checking Spelling ..................................................................................................................... 54
Automatic Message Spelling ..........................................................................................................54
Attaching Files .......................................................................................................................... 55
Attachment Options ........................................................................................................................56
Blocked Files ..................................................................................................................................57
Inserting Hyperlinks.................................................................................................................. 58
Signatures.................................................................................................................................. 59
Using Multiple Signatures...............................................................................................................60
Sending Messages .................................................................................................................... 61
Resending a Message....................................................................................................................61
Creating Folders........................................................................................................................ 62
Moving and Copying ................................................................................................................. 63
Copying Text...................................................................................................................................63
The Folder List .......................................................................................................................... 64
Navigating Folders..........................................................................................................................64
Standard Outlook Folders...............................................................................................................64
Creating Shortcuts .................................................................................................................... 66
Outlook Items..................................................................................................................................66
Adding Non-Outlook Files or Folders as Shortcuts ........................................................................66
Shortcut Groups..............................................................................................................................67
Search Folders .......................................................................................................................... 68
Removing File Attachments ..................................................................................................... 69

Choosing Fields to Display ...................................................................................................... 71

Creating Rules........................................................................................................................... 72
Disabling a Rule..............................................................................................................................73
Creating Personal Folders (PSTs) ........................................................................................... 74
Creating Personal Folders..............................................................................................................74
Opening and Closing Personal Folders .................................................................................. 76
Managing Personal Folders ..................................................................................................... 77
Personal Folder Deleted Items .......................................................................................................77
Compacting Personal Folders ........................................................................................................78
Checking the Size of a Personal Folder .........................................................................................79
Saving Mail Messages .............................................................................................................. 80
Controlling Reply and Forward................................................................................................ 81
Creating the Custom Form .............................................................................................................81
Using the Custom Form..................................................................................................................84
Mailbox Cleanup........................................................................................................................ 85
Finding Items to Clear ....................................................................................................................85
Clearing your Deleted Items ...........................................................................................................86
Managing Deleted Messages ................................................................................................... 87
The Out of Office Assistant ...................................................................................................... 88
Arranging Messages ................................................................................................................. 88
Finding Messages ..................................................................................................................... 89
Calendar Introduction ............................................................................................................... 90
Types of Activities...........................................................................................................................90
AutoDates .................................................................................................................................. 91
Creating Appointments............................................................................................................. 92
Time Displays .................................................................................................................................93
Creating Events......................................................................................................................... 93
Annual Events.................................................................................................................................93
Recurring Appointments .......................................................................................................... 94
Editing Appointments ............................................................................................................... 96
Moving or Copying Appointments...................................................................................................96
Deleting Appointments ...................................................................................................................97
Calendar Colours ...................................................................................................................... 97
Assigning Colour Manually .............................................................................................................98
Assigning Colour Automatically ......................................................................................................98
Reminders.................................................................................................................................. 99
Calendar Views........................................................................................................................ 101
Additional Views ...........................................................................................................................101
Choosing a View...........................................................................................................................101
For Example: ................................................................................................................................102
Importing Holidays.................................................................................................................. 102
Time Zones .............................................................................................................................. 103
Scheduling Meetings .............................................................................................................. 104
Finding a Suitable Meeting Time ..................................................................................................105
Receiving Meeting Invitations................................................................................................ 106

Processing Meeting Requests Automatically....................................................................... 107

Proposing New Meeting Times .............................................................................................. 108
Viewing Proposed Meeting Times ................................................................................................109
Prohibiting Proposals....................................................................................................................109
Checking the Meeting Status ................................................................................................. 109
Creating Contacts ................................................................................................................... 110
Additional Contact Details ............................................................................................................111
Duplicate Contacts .......................................................................................................................112
Something Else to Try... ...............................................................................................................112
Contact Email Format ............................................................................................................. 113
Contact Views.......................................................................................................................... 114
Choosing a View...........................................................................................................................114
For Example: ................................................................................................................................115
Finding Contacts ..................................................................................................................... 115
Forwarding Contacts .............................................................................................................. 116
Adding a Contact to your List .......................................................................................................116
Sending Messages to Contacts ............................................................................................. 117
Contacts with Multiple Email Addresses ......................................................................................117
Assigning Contacts ................................................................................................................ 118
Viewing Contact Assignments ......................................................................................................119
Creating Tasks ........................................................................................................................ 120
Editing Tasks........................................................................................................................... 121
Setting Task Reminders ...............................................................................................................121
Recurring Tasks ...................................................................................................................... 123
Creating Tasks from Other Items........................................................................................... 124
Scheduling Tasks in the Calendar ......................................................................................... 126
Assigning Time to Work on Tasks ................................................................................................126
Assigning Tasks...................................................................................................................... 127
Receiving an Assigned Task ........................................................................................................128
Task Views............................................................................................................................... 128
Choosing a View...........................................................................................................................129
For Example: ................................................................................................................................130
Creating Notes......................................................................................................................... 131
Editing a Note ...............................................................................................................................132
Changing the Note Colour ............................................................................................................132
Note Options............................................................................................................................ 132
Distributing Notes ................................................................................................................... 134
Forwarding Notes .........................................................................................................................134
Attaching Notes ............................................................................................................................135
Saving Notes ................................................................................................................................136
Placing Notes on the Desktop ......................................................................................................136
Creating Journal Entries......................................................................................................... 137
Recording an Outlook Item in the Journal ....................................................................................137
Recording a File in the Journal.....................................................................................................138
Recording Other Activities ............................................................................................................139
Automatic Journal Entries...................................................................................................... 139

Setting Journal Options.......................................................................................................... 140

Journal Views and Symbols................................................................................................... 140
Choosing a View...........................................................................................................................141
For Example: ................................................................................................................................141
Journal Symbols ...........................................................................................................................142
Keyboard Shortcuts ................................................................................................................ 143

Screen Layout
The Title Bar
The title bar is positioned at the top of the screen and displays the name of the application as well as
the folder you are currently viewing.
The standard Windows controls appear at the end of the Title Bar:
Click on Minimise to hide the window and place it on the Task Bar. Click on the Task Bar button to restore the
window.
Click on Maximise to enlarge the window so that it fills the entire screen.
Click on Restore to return the window to its original size.
Click on Close to close Outlook 2002.
The Menu Bar
The menu bar is positioned under the Title Bar and is used to access all of the available commands of Outlook.
Outlook's menus are personalised - they show only the commands used most often. When Outlook is launched,
the most popular options display in each menu - these can be selected as follows:
X Click on the required menu name to display a list of available commands then click on the
required command.
X Alternatively, hold [Alt] and press the underlined letter in the menu name. To open the File
menu, for example, press [Alt F]. Once the menu is open, press the underlined letter of the
command you wish to run.
X To cancel a menu without running a command, click anywhere in the main part of the screen.

To select an option not displayed in the menu by default:
X Click on the menu in the menu bar.

X Click on the menu again to display the full menu or click on the arrow at the bottom of the menu
to expand it.
Once you have selected a menu item from the full menu, it will appear automatically in the Personalised menu.
Disabling Personalised Menus
Personalised menus can be disabled so that all menu items display when the menu is activated:
X Choose Tools, Customize

X Click on the Options tab.
X Check Always Show Full Menus
X Click on Close
Ask a Question
The "Ask a Question" box appears at the end of the menu bar. This box can be used to find help on any Outlook
topic.
X Click in the Ask a Question box and type the name of the Outlook feature you want to know
more about.
X Press [Enter] to display a drop-down list of related help topics.
X In the Results list, click on the the topic you want to read about
X The help topic will display in a new window. Click on the close button in the top-right corner of
the help window to close this when complete.

Additional Menu Text
Some menu commands display additional text. This can often provide clues on what will happen when the menu
command is selected.
X A menu command followed by three dots indicates that a dialog box will be displayed when the
menu command is selected. The dialog box will offer further choices and selections.
X A menu command followed by a right arrow-head indicates that a sub-menu will be displayed
when the command is selected.
X A tick in front of the menu command indicates that the option can be either on or off, and is
currently on.
X An icon in front of the menu command indicates that there is a toolbar shortcut for the menu
command. To run the command without using the menu, click on the icon on the toolbar.
X A key combination after the name of the command indicates that there is a keyboard shortcut
for the menu command. To run the command without using the menu, press the given
keystroke combination.
X If a command is greyed out, this means that the command cannot be used at present. For
example, the Edit, Copy command will be greyed out if no text is currently selected.
The Standard Toolbar
The standard toolbar contains shortcuts for frequently used tasks such as creating new items, printing and
deleting. The following diagram shows the icons of the Standard Toolbar.
If you have more than one toolbar showing on the same line, the most frequently used icons are
placed on the toolbars, with less frequently used icons hidden from view.

To choose an icon not currently in view:
X Click on the right arrow at the end of the toolbar.

X Click on the button you wish to use. The button will be added to the toolbar automatically.
The Advanced Toolbar
The advanced toolbar contains additional shortcuts to view and arrange messages on screen. This toolbar can
be displayed by choosing View, Toolbars and Advanced.
The Web Toolbar
This toolbar is used when connected to the World Wide Web and contains shortcuts for navigating web pages.
This toolbar displays automatically when you click on a hyperlink in a file, and can also be displayed by choosing
View, Toolbars and Web.

The following table gives descriptions of the buttons on the toolbar:
Button Description
Back Used to navigate back through the sites visited in the current session.
Forward Used to re-display sites you have navigated back from with the Back button.
If the wrong page has been accessed or you feel the page is taking too long to download,
Stop Downloading
you may want to stop the download.
Used to reload the current page - showing any changes or items that did not load correctly
Refresh Page
the first time.
Home Page Displays the home page as set in your default browser.
Displays the home page of Lycos search engine so that you can find information on the
Search Web
Web.
Favourites Lists any favourites set in Internet Explorer 4, allowing you to access these pages
Displays a drop-down menu of options, allowing you to open a web page manually and set
Go
options such as the home and search defaults.
Hide all other Hides all toolbars except the Web Toolbar. When clicked again, the toolbars will be
Toolbars redisplayed.
The Navigation Pane
The navigation pane provides links to all of the standard folders and components of Outlook. The
pane is split into the following sections:
X Favourite folders
X All mail folders
Under these sections are links to the Inbox (mail), calendar and contacts list. The following shortcuts
are also available:
Icon Used to...
Create personal tasks, or tasks that you can assign to colleagues and track the progress of
Create and view notes
Show all folders in a single pane
Show shortcuts in a single pane

Track email messages, meetings, tasks and other items such as Word documents or telephone
conversations

If any of these icons are not showing, you can customise the navigation pane by clicking on the drop-down arrow
to the right of the icons.
The Information Viewer

The Information Viewer displays the contents of the folder or Outlook component currently selected in
the navigation pane.
A bar is displayed at the top of the Information Viewer area that can be used to sort the contents of
the folder into different orders:
X On the grey bar, click on the icon by which you wish to sort the contents of the folder - this will
sort into ascending order.
X To sort into descending order, click again on the same icon.

The Status Bar
The status bar is positioned along the bottom of the screen, and displays the number of items in the
current folder. The number of unread messages in the current folder is also displayed.
Choose View, Status Bar to hide or display the status bar.
Ask a Question
The "Ask a Question" box appears at the end of the menu bar. This box can be used to find help on any Outlook
topic.
X Click in the Ask a Question box and type the Outlook feature you want to know more about.
X Press [Enter]
The Search task pane will display with a list of all matching help topics.

You can change the source of Outlook help by clicking on the drop0down arrow of the Search box at the bottom
of the search task pane:
Close the help window by clicking on the button in the top-right corner of the window.

You can show the help task pane at any time by clicking on the Outlook Help button on the Standard Toolbar.
The Outlook Help button
The Inbox
Mail is delivered to the Inbox which displays messages in the order in which they were received, with the most
recent at the top of the list.
The Inbox can be displayed in one of the following ways:
X Click on the Mail button in the Navigation Pane.

X Choose Go, Mail
X Press [Ctrl 1]
Displaying New Messages
If new messages are not displayed, the Inbox can be updated in one of the following ways:
X Press [F9].
X Click on the Send and Receive button on the Standard Toolbar.
The Send and Receive button
Inbox Information
The sender's name, subject of message, date/time at which it was received and message size are displayed in
the Information Viewer. Unread messages appear in bold.

Different icons or symbols are also used to display additional information about the message. The following table
shows the mail symbols used in Outlook 2003:
Symbol Description
High Importance
Low Importance
Message has a file attachment
Message flag
Read message
Unread message
Forwarded message
Replied to message
Saved or unsent message
Notification of delivered message

Notification of read message
Notification of message that was not delivered

The Reading Pane

The reading pane is displayed by default and shows a portion of the message currently selected in
the Inbox. This pane allows you to follow any hyperlinks in the message or show message properties
without having to open the message.
To hide the Reading Pane, choose View, Reading Pane, Off or click on the Reading Pane button on
the Advanced Toolbar.
The Reading Pane button
You can change the position of the reading pane by choosing View, Reading Pane and Bottom.
You can show the properties of the sender of a message if you wish to view more information about them e.g.
their full email address. To do this, right click over the sender's name in the reading pane or position the mouse
over the smart tag that appears when the sender's name is selected. Click on the drop-down arrow to show
options:
It is possible to view the first few lines of every message in your Inbox using AutoPreview.

AutoPreview
If this feature is enabled, you will also be able to see the first three lines of all messages in your Inbox.
To enable or disable this feature:
X Choose View, AutoPreview or

X Click on the AutoPreview button on the Advanced Toolbar to enable or disable this feature.
The AutoPreview button
The Inbox with AutoPreview enabled:
Inbox Views
All Outlook components can be viewed in a variety of ways to ensure you can see only the information required.
A view is a combination of the following definitions:
Fields - only the required columns are displayed, all others are hidden.
Sort order - data is sorted in order of a specific column, in either ascending or descending order.
Grouping - data can be grouped by a specific column or combination of columns.
Filtering - only data that matches specific criteria can be displayed, all other data can be hidden.
Choosing a View
One of Outlook's default views can be displayed using the View, Arrange By, Current View command. If the
Advanced Toolbar is displayed, use the Current View box to choose the view to display:

The following default views are available for the Inbox:
View Description
Messages A list of all read and unread messages, showing the sender, subject and
date/time that the message was received
Messages with AutoPreview A list of all read and unread messages, including the first three lines of any
unread messages
Last Seven Days Only messages that were received within the last week are displayed
Unread messages Only messages that have not yet been read are displayed
Sent To All messages are displayed, including the names of all message recipients
Message Timeline This shows all messages as icons arranged on a timeline according the date
on which they were received
By Conversation Topic All messages are displayed, grouped by subject
For Example:
This shows the Messages with AutoPreview list, sorted in order of the date the message was received. Note that
in this view, AutoPreview only applies to unread messages:
This shows unread messages in this folder:

This shows messages on a time line:

Reading a Message
Once the Inbox is displayed, messages can be read as required. Double click on the message you wish to read –
a new window containing the message text will open.
The following Message Toolbar is displayed.
X Click on the Next Message button on the Message toolbar to display the next message.
X Click on the Previous Message button to display the previous message.
X Click on the drop-down arrow of the Next Message or Previous Message button to display the
next or previous message of a particular type e.g. next or previous urgent message.
X Click on the Font Size button to cycle through the different text sizes that the message can be
displayed in
Choose File, Close or click on the close button on the Title Bar to close the message.
HTML Emails
If you receive a message in HTML format that contains images, these images will be hidden for security reasons.
To view the images in the message:
X Click on the banner at the top of the message

X Choose Download Pictures from the menu displayed
If you want images to be downloaded by default, click on the banner and choose Change Automatic
Download Settings. Uncheck the Don't Download option, then click on OK.

Junk Mail
Outlook 2003 has a junk email filter that will automatically move junk messages into the Junk Email folder.
Whenever a message is received in your Inbox that Outlook thinks is Junk Mail, you will get the following
message:
X Click on Close to close the message

X To view your junk mail, click on the Junk E-Mail folder in the navigation pane
Setting Junk Options
You can set the junk filter level, to determine how Outlook handles your incoming mail:
X Choose Tools, Options

X On the Preferences tab, click on the Junk E-mail button
X Choose the level you wish to use for junk filtering (see table below)
X Click on OK
The following levels can be set:
Level Description
No protection The junk email filter will be turned off, but any names in the Blocked Senders tab will have their
messages moved to the Junk Email folder
Low Only the most obvious junk messages will be moved to Junk Email

Level Description
High Any suspected junk messages will be moved to Junk Email. You will need to check this folder
from time to time to ensure no messages from your colleagues have been moved there in error.
Safe Lists Only Any messages sent from someone other than people in the Safe Senders tab will be moved to
Junk Email
Replying to a Message
This option will automatically address a new message to the person from whom you received the original
message. All of the text from the original message will be included in the reply but attachments will not be
returned to the sender.
It is possible to reply to a message directly from the Inbox, or from the message itself.
X Select or open the message you wish to reply to.

X Choose Actions, Reply or Reply to All (see note below) or click on the Reply or Reply to All
buttons on the Standard or Message Toolbar.
The Reply button
The Reply to All button
A new message is created containing the original text:

Press [Ctrl Return] or click on the Send button on the toolbar to send the reply when complete.
The Send button
Choose the Reply option when you wish to reply to the send of the message only. Reply to All will send the
reply to every person in the To and CC boxes of the original message.
X Press [Ctrl R] to reply to the sender of the selected or open message.

X Press [Ctrl Shift R] to reply to all names in the selected or open message.

Forwarding a Message
It is possible to send a copy of a message to someone else, either as it is or with extra notes. When a message is
forwarded, any attachments will also be sent.
X Select or open the message you wish to forward.

X Choose Actions, Forward or click on the Forward button on the Standard or Message Toolbar.
The Forward button
A new message is created containing the original text:
When complete, press [Ctrl Return] or click on the Send button on the toolbar to send the message.
The Send button
Press [Ctrl F] to forward the selected or open message.

Reply and Forward Options

By default, all original text will be included when you reply to a message or forward the message to another user.
It is possible to change this default if you do not want original text to be included in forwarded messages or
replies.

X Ensure the Preferences tab is selected and click on the Email Options button.
X Set the required options in the lower part of the dialog box and click on OK to set these options.
X Choose OK to return to Outlook.
Deleting Messages
A single message can be deleted by clicking on the Delete button on the Standard Toolbar when the message is
selected, or the Message Toolbar when the message is open.
The Delete button
It is also possible to delete multiple messages:
X Select the messages you wish to delete.

X Press [Delete] or click on the Delete button on the Standard Toolbar.

Selecting Messages
Messages in the Inbox can be selected in one of the following ways:
X To select a single message, click once on the message.

X To select multiple messages in a continuous list, click once on the first message and hold [Shift]
while clicking on the last message in the list:
X To select multiple messages that are not listed continuously, click once on the first message
and hold [Ctrl] while clicking on each remaining message.
All messages in the Inbox or active folder can be selected by choosing Edit, Select All or
pressing [Ctrl A].

Message Flags
When a message is flagged, a flag icon will appear in front of the message in the Inbox.
When the message is opened, an information panel will be displayed giving details of the flag:
You can mark the flag as complete by clicking on the flag icon on the message line in the Inbox:
Click To... Example

Once Highlight the flag and copy the message into the For Follow Up folder
Twice Clear the flag and mark it as complete
You can change the colour of the message flag to categorise your messages e.g. a red flag for urgent work, or a
blue flag for work for a specific project.
X Right-click over the flag icon at the end of the message header in the Inbox
X Choose the colour you wish to display

Flagging a Message before you Send
To set a message to appear flagged in the recipient's Inbox:
X Click on the Message Flag button on the Message Toolbar.
The Message Flag button
X Choose the flag you wish to use e.g. Follow Up or No Response Necessary.
X If the flag should be actioned by a particular date, select this from the Due By list
X Choose OK.
Printing Messages
Print Preview is used to preview the document before printing.
X Choose File, Print Preview or click on the Print Preview button on the Advanced Toolbar.
The Print Preview button
The Print Preview toolbar will be displayed.
X Click anywhere on the page to magnify that area. Click again to return to full page view.
X To view more than one page, click on the Multiple Pages button - all pages of the item will be
displayed.

X Click on One Page to return to viewing a single page at a time.

X Click on Close or press [Esc] to exit Print Preview and return to Outlook.
Printing Messages
The Print icon on the Standard or Message Toolbar will send one copy of the selected message(s) to print
without any further options being displayed.
The Print button
The File, Print command can be used to set exactly what should be printed.
X Choose File, Print to display the Print dialog box

X Choose the required print options and click on OK to print the pages.
Press [Ctrl P] to display the Print dialog box.

Print Styles
Each Outlook component can be printed in a number of different ways. To choose the required style:
X On the navigation pane, choose the component you wish to print.

X Choose File, Page Setup and the required style from the submenu:
When printing messages, the following styles are available:
X The Table Style will print a table of all messages in the Inbox, as they are currently displayed
on screen
X The Memo Style will print the selected message only
After selecting the style you wish to use, click on the Preview button to show how the item will print.
Contact Styles
The following print styles are available when using the Address Card or Detailed Address Card view of the
Contacts list:
Style Description
Card All cards one at a time from top to bottom on the page, two columns wide, with six blank cards
printed at the end, and with letter tabs and headings
Small Booklet All cards on two sides of a sheet of paper with 8 pages per sheet, landscape orientation. This
can be cut to make a booklet
Medium Booklet All cards on two sides of a sheet of paper with 4 pages per sheet, portrait orientation. Again,
can be cut to make a booklet
Phone Directory Names and phone numbers for all contact items from top to bottom on the page, and with letter
tabs and headings
Memo Style Prints all contacts in a memo style, each showing the name of the user that created the contact
Calendar Styles
The following print styles are available when using the Day/Week/Month view of the Calendar:
Style Description
Daily One day per page with tasks and notes
Weekly One week per page without tasks and notes

Style Description
Monthly One month per page without tasks and notes areas
Tri-fold One day, one month, and the TaskPad displayed as three separate sections on one page for
folding into three parts.
Calendar Prints all appointments in a report style, grouped by date with all details for each appointment
Details
Modifying Print Styles
It is possible to modify the preset print styles to change the format as required.
X Choose File, Page Setup and Define Print Styles.

X Choose the style you wish to change. Click on the Copy button to ensure you do not change the
original style.
X In the Style Name box, enter a name for the modified style.
X On the Format tab, change the font for column headings and body text of the printout. This tab
can also be used to set formatting that is specific to the type of style you are changing e.g.
column settings for a contact booklet or whether to include the task-pad with the calendar.
X Click on the Paper tab and set the paper size, orientation and margins:

X Click on the Header/Footer tab and enter text to appear at the top and bottom of each page
printed. Use the following buttons to add text automatically:
X Click on OK when complete.

X Click on Close to return to Outlook.
New Mail Notification

If Outlook is open, a small envelope symbol will appear in your task bar tray whenever new mail is delivered to
your Inbox.
In addition, you can set Outlook 2003 to play a sound, display an alert or change the mouse cursor when new
mail is received.
To set your new mail notification:

X On the Preferences tab, click on the Email Options button
X Click on the Advanced Email Options button
X In the When new items arrive in my Inbox section, check the required options (see table
below)
X Click on OK
The following notification options are available:
Option Description
Play a sound This will play a sound when a message appears in your Inbox. The sound that will be
played is selected via the Sounds option in your Windows control panel
Change the mouse While the new message is being delivered to your Inbox, the mouse pointer will change
cursor shape to an envelope.

Option Description
Show an envelope This is the default setting which displays an envelope in the task bar tray when a new
message is received
Display a New Mail This option allows you to show a small message window on screen when a new email
Desktop alert message is received. Click on the Display Alert Settings dialog box to set how long
the message will show on screen, and how transparent the dialog box will appear
When you receive a mail alert, you will see the first line of text in the message:
Outlook Today
Outlook Today provides a summary of the current day's appointments, tasks and new messages.
X A list of all of the day's appointments is given - the current appointment is indicated with an
arrow while past appointments show in grey:
X A list of all current tasks is shown - check the task to mark it as complete:

X A list of all unread mail messages is given:
Outlook Today Setup
To set Outlook Today as the first page that shows when Outlook is started:
X Click on the Outlook Today icon on the Advanced Toolbar.
The Outlook Today button
X Click on Customise Outlook Today on the Outlook Today page.

X Check the box next to When starting, go directly to Outlook Today.
X Next to Messages, choose the folders you wish to show the count of messages from.
X Next to Calendar, choose the number of days you wish to show on Outlook Today.
X Next to Tasks, choose whether to show all tasks or only those for the current day. Specify how
tasks should be sorted.
X In the Styles area, choose a style to use to format Outlook Today.
X Click on Save Changes when complete.
Viewing Web Pages

You can view web pages in Outlook without the need to open a web browser such as Internet Explorer. To do
this, show the Web Toolbar:
X Choose View, Toolbars, Web or

X Right-click over a toolbar currently displayed on screen and choose Web from the menu
displayed

To view a web page:
X Type the URL of the web page in the long text box on the Web toolbar. The URL will usually
start with http://
X Press [Return] to display the page in Outlook
Use the Back button on the Web toolbar to return to the Outlook component or web page last viewed. Click on
this button until the required page or component is shown.
You can email a copy of the web page you are currently viewing to a colleague as follows:
X Choose Actions, Send Web Page by E-mail

X A new mail message will be displayed. The web page will appear as an attachment, and the
page title and URL will appear in the subject line.
X Click in the To box and type the email address of the person you wish to send the page to
X Click on Send or press [Ctrl S]
The Send button

Preparing a Message
A new mail message can be created in one of the following ways:
X Choose Actions, New Mail Message

X Press [Ctrl N]
X Double click in the blank area of the Inbox, under the last message header
X Click on the New Mail Message button on the Standard Toolbar.
The New Mail Message button
Entering the Subject
Click in the Subject box and type a subject for the message. Remember that the subject will appear in the
recipient's inbox and can help them to prioritise and organise their messages. Some useful ways to begin the
subject are listed below.
Prefix Meaning
FYI: For Your Information - follow with a brief description of the item sent.
Action: Action Requested - follow with a brief description of the task.
Feedback: Feedback Requested - follow with a brief description of the item sent.
Reply Req: Reply requested/needed
Appt Req: Request for Appointment
Mtg: Request for Meeting
You can add hyperlinks to the subject of your messages, so that recipients can just click on the message subject
to show a relevant web page on the Internet or your company intranet.
X Click in the subject line of the message and type the URL of the web page you wish to link to.
X Complete and send the message as normal.
The URL will show in the subject line of the recipient's Inbox. If they have the reading pane on display, they can
simply click on the subject to open their default web browser and show the page.

Something Else to Try...
Messages can also be created using pre-set stationary that contains text and background
formats. It is important to note that messages based on
stationary will be created in rich text format and, as such, may not be accessible by some email applications.
If you wish all recipients to see identical looking messages, regardless of the email application they are using,
stationary is best avoided. However, if you are sure that all recipients are using Outlook, stationary can be used
as follows:
X Choose Actions, New Mail Message Using and More Stationary

X Choose the required template from the dialog box displayed and click on OK
Be aware that as stationary contains background images, messages using stationary will be larger than plain
text messages

Message Formats
There are three formats for creating messages in Outlook:
Format Description
Plain Text Text will be typed in the Courier font and cannot be formatted in any way using fonts, sizes, colour,
bullets, etc.
HTML Text will be typed in the Arial font by default but can be changed to any font, size or colour as
required. Other formatting such as bullets can also be applied. Pictures and horizontal lines can be
inserted within the text of the document. This format can be used if sending to other Outlook users
or users accessing email via a website e.g. Hotmail.
Rich Text Text will be typed in the Arial font by default but can be changed to any font, size or colour as
required. Other formatting such as bullets can also be applied. This format is recognised by many
email applications but always check that the recipient of the message can read this format before
sending it.
Changing the Format of a Message
If in HTML Format:
X Choose Format, Plain Text to create the message in plain text format
X Choose Format, Plain Text and then Format, Rich Text to create the message in rich text
format
If in Rich Text Format:
X Choose Format, Plain Text to create the message in plain text format
X Choose Format, Plain Text and then Format, HTML to create the message in HTML format
You can see which format your message is using by the text on the title bar:
You can decide which format to use for a message as you create it:
X Choose Actions, New Mail Message Using

X Choose the format of the message you wish to create

Addressing a Message
A message can be addressed by typing the recipient names or choosing them from the directory. To address a
message manually:
Click in the long, white text box next to the To button and type the name of the person to whom you wish to
send the message. Use the Surname,Name syntax and separate multiple names with semi-colons (;).
Click in the long, white text box next to the CC button and type the names to receive a courtesy copy of your
message.
Click in the long, white text box next to the BCC button and type the names to receive a blind courtesy copy.
This will ensure they receive a copy of the message but their name will not appear in the recipient list.
Outlook can automatically complete email addresses that you have used in messages before.
Messages can be sent to external internet addresses by typing the full internet email address e.g.
jsmith@compuserve.com
If the BCC line does not display automatically, choose View, Bcc Field.

Messages can also be addressed by clicking on the To, CC or BCC buttons and choosing the recipients from the
directory list.
X Ensure the correct Address Book is selected in the Show Names From box
X Type the each letter of the recipients name to scroll the list automatically
X When the name has been located, click on To, CC or BCC as required
X When all addresses have been added, click on OK
The following directories can be selected from the Show Names From list in the Select Names dialog box:
Directory Description
Global Address List This is a list of all members of your organisation that can be accessed via email
Personal Address This can contain personal distribution lists and is usually stored locally on your computer's
Book hard drive
Contacts These are names that have been added to the Contacts component of Outlook - you can
only send messages to contacts that have a valid email address

AutoComplete Addressing
Outlook 2003 remembers all of the email addresses you type manually into your email messages. When you start
to type an email address that is similar to one you've used previously, Outlook will suggest names that you may
want to use.
You can accept the address that Outlook has entered for you by clicking on the name in the list, or by pressing
[Return]. If you do not want to use the suggested address, simply continue typing the new address over this.
Outlook's AutoComplete option can be disabled if you do not want email addresses to be suggested as you type
them:
X From the Outlook Inbox, choose Tools, Options.

X From the Preferences tab, click on the Email Options button.
X Click on Advanced Email Options.
X Uncheck the Suggest names while completing... box.
X Click on OK three times to return to the Inbox.

If a name is shown in the AutoComplete list that you will never need to use again, you can remove the name so
that only relevant names are shown. Use the up or down arrow key to select the name you no longer need, then
press [Delete].
Distribution Lists
A distribution list is used to address a message to many different people in one step. Rather than adding each
address separately, you can simply enter the distribution list. The message will always be sent to each name on
the list.
Creating a Distribution List
Distribution lists are created through the Address Book, which is viewed by clicking on the Address Book button
on the Standard Toolbar of the Inbox window.
The Address Book button
The following Toolbar is used to create and amend distribution lists:
X To create a new list, click on the New Entry button or choose File, New Entry.
X Choose New Distribution List and click on OK.
X Type a name for the distribution list and click on Select Members.
X Choose each name to be added to the distribution list, clicking on the Add button after each
name. Choose OK when the list is complete.
X Click on the Save and Close button when complete.
The Save and Close button

To edit a list, click on the Address Book button and select the list you wish to amend. Click on the Properties
button and amend as required.
Using Distribution Lists
Messages can be sent to all members of the list by clicking in the To field and typing the name of the list. If the
name is accepted, it will be displayed in bold & underlined after a few seconds. Press [Ctrl K] to speed up the
process of checking your distribution list name.
If you unsure of the distribution list name:
X In the new message, click on the To button.

X Click on the drop-down arrow of the Show Names From box and choose Contacts.
X Choose the name of the distribution list and click on To.
X Choose OK.
Expanding Distribution Lists
When you address a message to a distribution list, a + symbol will appear in front of this name. You can click on
this to expand the list and show all members. You can then remove specific members who you do not wish to
send the message to.
When you expand the list, you will be warned that you won't be able to collapse the list again. Click on OK to
accept this message.

Message Options
Message Importance
The importance of a message can be set to high or low using the Urgent or Low Importance buttons on the
Message Toolbar. The message will be flagged with an exclamation mark if high importance is given, or with a
down-arrow if low importance is given.
The Urgent button
The Low Importance button
Messages in the Inbox with different priorities:
Message Sensitivity
Messages that are set with a sensitivity level other than Normal will be flagged to show their sensitivity.
Messages with sensitivity set to Private cannot be changed by the recipient.
X Click on the Options button on the Message Toolbar:
The Options button
X Click on the drop-down arrow of the Sensitivity box and choose the required option (see table
below).
X Choose Close when complete.
The following sensitivity settings are available:
Setting Description
Normal The default setting indicating this is a regular message
Personal This indicates the message is not work related
Private This indicates a work related message that should only be opened by the recipient. It cannot
be changed by the recipient in any way
Confidential This indicates a message that should only be opened by the recipient but that can be altered

Message Tracking
There are two options that can be set to allow you to track the progress of your message:
Option Description
Request a Delivery
This will send you a notification when this message has been delivered successfully
Receipt
This will send you a notification when the message has been opened by each
Request a Read Receipt
recipient
When opened, the Read Message confirmation would appear as such:
Tracking options are set as follows:

X Check the tracking option(s) you wish to set.

Sending Receipts
If you receive a message in your Inbox that has the option set to request a read receipt, you will be asked if you
wish to send the receipt to the sender of the message.
Voting Buttons
When voting buttons are added to a message, a new toolbar is displayed at the top of the message on receipt.
This toolbar contains buttons that are clicked to vote for a choice. When a vote has been made, the sender of the
message will receive a message of notification.
Standard voting button labels are:
Approve / Reject
Yes / No
Yes / No / Maybe
It is possible, however, to display any text as voting button labels.

X Check the Use Voting Buttons box.
X In the text box next to this check box, enter the labels you wish to appear as voting buttons,
separated by semi-colons.
The following Voting options:

Would result in the following being displayed at the top of the received message:
Click on a voting button to submit your vote. Click on Send The Response Now then on OK to submit your
vote to the sender of the message.
Tracking Votes
You can see a summary of votes at any time by opening the original message in the Sent Items folder and
clicking on the Tracking tab of the message.
Delivery Options
The following delivery options are available:
Option Description
Have Replies Sent Automatically sends replies to the message to another user.
to…
Save Sent Changes the folder in which copies of sent messages are saved.
Messages To
Do not deliver Sets a date and time at which the message will be delivered.
before
Expires After When the message has expired, a line is placed through the message so that the recipient
can see that it is no longer valid.
These options are set as follows:

X Check the Delivery Options you wish to enable.
X If Do Not Deliver Before is checked, click on the drop-down arrow next to this option and
choose the date on which you wish to deliver the message. Amend the time as required.
X If Expires After is checked, click on the drop-down arrow next to this option and choose the
date on which the message will expire. Amend the time as required.

For Example:
An expired message in the Inbox:
When opened, the following flag will appear at the top of the message:
Message Categories
Categories can be used to group and identify Outlook items such as messages, appointments, contacts and
tasks. It is possible to view these items by category, so that all items with the same category appear together in
the list:
For example, appointments viewed by category:
Assigning Categories
Categories can be assigned to appointments, contacts and tasks simply by clicking on the Categories button at
the bottom of the window. Categories are assigned to messages by clicking on the Options button on the
Message Toolbar:
The Options button
X Click on the Categories button.

X Check the categories you wish to assign to the message.
X Choose OK to return to the Options dialog box and OK again to return to the message.

Creating New Categories
New, custom categories can be created as follows:
X If in a message, click on the Options button on the Message Toolbar.

X Click on Categories.
X Click on Master Category List.
X Type the name of the category in the New Category box and click on Add to List.
X Choose OK when all categories have been added.
It is also possible to remove categories from this list. Click on the category you no longer need and then on
Delete. The list can be reset to the original by clicking on Reset.

Typing Message Text

To enter text in the message, simply type it! Text will appear at the cursor position - the flashing vertical line in the
message area. As you reach the end of the line, text will automatically wrap onto the next line. To end a
paragraph, press [Return].
Unwanted text can be deleted in one of the following ways:
X To remove the character to the right of the cursor, press [Delete]

X To remove the character to the left of the cursor, press [Backspace]
X To remove all text from the cursor to the end of the word, press [Ctrl Delete]
X To remove all characters from the cursor position to the beginning of the word, press [Ctrl
Backspace].
The following cursor movement keys can be used to move around the message area.
Keystroke Moves the Cursor...

Left or Right arrow One character to the left or right
Up or Down arrow One line up or down
Ctrl + Left arrow To the beginning of the current or previous word
Ctrl + Right arrow To the beginning of the next word
Ctrl + Up arrow To the beginning of the current or previous paragraph
Ctrl + Down arrow To the beginning of the next paragraph
Home To the beginning of the current line
End To the end of the current line
Ctrl + Home To the top of the message
Ctrl + End To the bottom of the message
Web page URLs can be added to a message by typing the URL in full e.g. http://www.webpage.com. When the
recipient clicks on the URL, their default browser will be launched and page displayed.
Selecting Text
Text must be selected before an action can be performed on that text, or a format can be applied. Text can be
selected using the mouse or keyboard.
Using the Mouse
X Drag the mouse over a block of text to select it or

X Click at the beginning of the block and hold [Shift] while clicking at the end of the block.

The following shortcuts can be used to select text with the mouse:
Select Action
A word Double click over the word
A paragraph Triple click over the paragraph
It is also possible to select large areas of text using the keyboard:
Keystroke Will Select

Shift Home All text from the cursor position to the beginning of the current line
Shift End All text from the cursor position to the end of the current line
Shift Ctrl Home All text from the cursor position to the beginning of the message
Shift Ctrl End All text from the cursor position to the end of the message
Ctrl A The entire message

Formatting Text
The Formatting Toolbar
The Formatting Toolbar is displayed automatically when a message is created and can be used to format
selected text.
The Format, Style option is only available only when using HTML format. Styles are collections of pre-set
formatting that can be applied to your text to format it quickly and easily. The following table shows some of the
styles available when using HTML formatting:
Style Formatting
Heading 1 Times New Roman, size 24, bold
It is not possible to create your own styles in Outlook - you can only use these pre-set HTML styles to format
your text.
Additional Formatting
Character formatting can also be applied as follows:
X Select the text to be formatted.

X Choose Format, Font.
X Select the Font, Style and Size for the text, as well as any Effects and Colour.
X Choose OK when complete.
Paragraph formatting can be applied as follows:
X Choose Format, Paragraph.

X Choose the required Alignment option and check the Bullets box if bullets are required.
X Choose OK when complete.

Checking Spelling
Choose Tools, Spelling to check the spelling of the message. When an error is found, the following options are
available:
X Click on a replacement word in the Suggestions list or edit the red text as required. Choose
Change to change this occurrence of the word or Change All to change all occurrences
X Click on Ignore to ignore this occurrence of the word.
X Click on Ignore All to ignore all occurrences of the word.
X Click on Add to add the word to the custom dictionary - this is useful for names of people, etc.
that do not appear in the standard dictionary.
Press [F7] to check the spelling of the message.
Automatic Message Spelling
Outlook can be set so that messages are automatically spell checked before they are sent.
X Choose Tools, Options.

X Click on the Spelling tab.
X Under General Options, check the box for Always Check Spelling before Sending.
X Choose OK.

Attaching Files
Files can be attached to a message in the following way:
X Choose Insert, File or click on the Insert File button on the toolbar.
The Insert File button
The following buttons appear on the left of the dialog box:
Button Area Description
My Recent Documents Displays the last 20-50 documents access on the computer
Desktop Shows all files stored on the desktop
Activates your My Documents folder - the default Windows folder for

My Documents
storing documents
My Computer Allows access to all drives on your computer
My Network Places Allows you to access documents stored on your network
To insert a file in a location other than those listed above:
X Click on the drop-down arrow in the Look In box and select the drive and folder in which the file
is stored.
X Select the name of the document from the list displayed and choose Insert.
The following toolbar buttons appear at the top of the Attach dialog box:
X The Back button is used to trace recently opened folders.

X The Tools menu contains housekeeping options e.g. Add the current folder to Favourites.
X The Views button contains options to display files in the various ways e.g. as large icons or with
details such as the file size and modification date.

To attach more than one file at the same time, hold [Ctrl] and click on each of the files in turn. Choose OK when
complete.
Files can be inserted in one of the following ways, using the drop-down arrow on the Insert button.
Type Description
Insert A copy of the file is attached to the message as a separate item - any changes made by the
recipient will not be reflected in your original file. This is the default option for inserting files.
Insert as Text The text of the file is inserted into the message body - useful if the recipient does not have the
application in which the file was created.
Insert as A text link is added to the message which the recipient can click to open the original file. There are
Hyperlink a number of benefits to using hyperlinks - if any changes are made the file after the shortcut has
been sent, these changes will still be available when the recipient opens the file. Also, as the file
itself is not being sent, only a link to the file, the size of the message will be significantly smaller
than with an attachment.
Attachment Options
When you attach files in Outlook 2003, the Attachment Options task pane will show to offer additional
attachment choices.
If you are sending an image file, the Options pane will allow you to resize the image to make the message
smaller.

Blocked Files
By default, Outlook blocks potentially dangerous attachments that could be used to spread viruses. When you
attempt to attach a file with one of the following extensions, you will be asked if you wish to attach this type of file.
If you click on Yes, the file will be sent, but may not be accessible by the person you are sending it to.
The following are some of the more common file types blocked by Outlook:
File Type Description

BAT Batch file
COM MS DOS program file
EXE Program file
HLP Help file
INF Windows setup information
MDB Access database
SCR Screen saver file
It is also possible to copy and paste files into a message:
X In the Windows Explorer or My Computer, select the file you wish to attach to a message.
X Choose Edit, Copy or press [Ctrl C]
X In Outlook, open the message you wish to attach the file to.
X Choose Edit, Paste or press [Ctrl V].
Files can also be dragged from the Windows Explorer or My Computer into a message - this will add the file as
an attachment.

Inserting Hyperlinks
A hyperlink is a link to a file or website. Hyperlinks appear as underlined text and, when clicked, will activate the
target automatically. The following types of hyperlinks can be inserted into an Outlook message:
A link to a website
An email link to create a new Outlook mail message automatically.
A link to a file or a shared drive
Hyperlinks can be added to any message, whether created in plain text or HTML format. In HTML format, insert
hyperlinks as follows:
X Position the cursor where the link should appear.

X Choose Insert, Hyperlink.
X Choose the type of hyperlink e.g. http: if a website will be launched when the link is clicked, or
mailto: if a new, addressed email message should be created when the link is clicked.
X Type the URL or email address for the link.
X Click on OK.
You can insert a hyperlink simply by typing the target for the hyperlink, followed by a space or [Return]. This
method of inserting hyperlinks works in both
To Insert Type For Example

A hyperlink to a The full website URL http://www.company.com
website URL
An email hyperlink The word "mailto" followed by a colon and the full mailto:john_smith@company.com
email address. In HTML format, it is not necessary to
type the "mailto:" before the email address
A hyperlink to a file Two backslashes followed by the computer, folder and \\pc-one\data\test.doc
filename

Signatures
This feature can be used to add your name and/or standard text to the end of messages automatically before
they are sent.
X From the main Outlook window, choose Tools, Options - this cannot be selected from within a
message.
X Choose the Mail Format tab.
X Click on the Signatures button at the bottom of this dialog box.
X Any existing signatures will be displayed. To create a new signature, click on New.
X Enter a name for the signature and click on Next.
X Type the required signature text, clicking on Finish and OK when complete.
X Click on OK again to close the Options dialog box.
The signature will now automatically appear in each new message created. This text can be removed from
individual messages as normal - simply select the text and press [Delete].
To edit signature text, choose Tools, Options and the Mail Format tab. Click on Signatures and select the
signature you wish to change. Click on Edit and change as required.

Using Multiple Signatures
As more than one signature can be stored in Outlook, this feature can also be used to store frequently used
blocks of text that can be inserted quickly into a message. When multiple signatures have been created, the
default signature to be used in all mail messages is set as follows:
X Choose Tools, Options and click on the Mail Format tab.

X Click on the drop-down arrow of the Signature for New Messages box and choose the
signature to insert at the bottom of each new mail message.
X Choose OK.
To insert a different signature at the cursor position, choose Insert, Signature and the required signature.
If you are using Word as your email editor, you can change the signature that appears at the bottom of a
message simply by right-clicking over the signature.

Sending Messages
Messages can be sent in one of the following ways:
X Choose File, Send.

X Click on the Send button on the Message Toolbar.
X Press [Ctrl Enter].
The Send button
Resending a Message
It may be necessary to resend messages, either as they were originally sent or with changes.
X Click on the Sent Items folder in the navigation pane

X Double click on the message to open it.
X Choose Actions, Resend This Message
X Make any changes to the new version of the message and send as normal when complete

Creating Folders
Folders should be used to store messages temporarily. You can create a hierarchical folder structure in the same
way as in Windows Explorer or My Computer.
To create folders:
X In the navigation pane, choose the folder to be the parent of the new folder.
X Choose File, Folder, New Folder or press [Ctrl Shift E].
X Type a name for the folder and choose the type of content it will hold.
X Click on OK.
Folders can be removed by selecting the folder and pressing [Delete]. All messages in the folder will also be
removed.

Moving and Copying

Messages can be moved or copied between folders using drag-and-drop.
X If the folder list is not displayed, choose View, Folder List.

X Select the messages to be moved or copied
X To move the messages to a different folder, drag the selected messages to the correct folder in
the list and release the mouse button.
X To copy the messages, hold [Ctrl] while dragging the messages and release the mouse button
before releasing the [Ctrl] key.
Messages can also be moved to another folder using the Move to Folder option.
X Select or open the message to be moved or copied.

X Choose Edit, Copy to Folder or Edit, Move to Folder as required. If moving, the Move to
Folder button on the Standard or Message Toolbar can also be clicked.
The Move to Folder button

X Choose the folder you wish to move or copy the selected messages to.
X Choose OK.
Copies of all messages sent are stored in the Sent Items folder. Regularly remove unnecessary messages from
this folder to reduce the size of your mailbox.
Copying Text
Text from received messages can be copied and pasted into other applications as required.
X In the message, select the text you wish to copy

X Choose Edit, Copy or click on the Copy button on the Message Toolbar.
The Copy button

X Open the application and document you wish the text to appear in.
X Choose Edit, Paste to insert the text, or click on the Paste button if this is available
The Paste button
The following shortcut keys can be used to move and copy messages and text:
Keystroke Action
Ctrl C Copy
Ctrl X Cut
Ctrl V Paste

The Folder List

The folder list in the Navigation Pane displays a list of all folders, including the system folders such as the Inbox,
Outbox and Deleted Items.
If the folder list is not displayed:
X Choose View, Navigation Pane if the navigation pane is not showing

X Click on the Mail icon on the navigation pane to show the folder list
Navigating Folders
The Up One Folder Level button on the Advanced Toolbar can be used to move up to the previous folder level -
the parent folder of the current folder.
The Up One Folder Level button
Standard Outlook Folders
The following table shows the main Outlook folders:
Folder Description
Deleted Items Mail that has been deleted but may still be recovered
Drafts Draft messages that have not yet been sent
Inbox All incoming mail
Junk Email Email that Outlook thinks is junk mail / SPAM
Outbox Any mail that you have sent, but that has not yet been delivered to the server
Sent Items Outgoing mail that has been sent to the server
Search Folders Folders that show items in other areas that match specific criteria e.g. all unread messages

The Favourite Folders pane can be used to store folders that you access often. To add any folder to the
Favourites list:
X Right-click over the folder in the folder list

X Choose Add to Favourites Folder
The folder will be positioned at the bottom of the favourites list. You can move a folder up or down by right-
clicking over the folder in the Favorites list and choosing to Move Up List or Move Down List.
You can remove an item from the Favourites list by right-clicking over the item and choosing Remove from
Favourite Folders.

Creating Shortcuts
The shortcut pane can be used to store shortcuts to frequently used Outlook folders, non-Outlook folders and
files for quick and easy access.
Outlook Items
To add an Outlook item to the Shortcut pane:
X In Outlook, click on the Shortcuts button on the Navigation Pane to view all shortcuts
X Click on the Add new Shortcut link on the Shortcut pane

X Choose the Outlook item you want to add a shortcut to
X Click on OK
You can remove an item from the Shortcuts pane by right-clicking over the item and choosing Delete Shortcut.
Adding Non-Outlook Files or Folders as Shortcuts
X Use My Computer or Windows Explorer to locate the file or folder to be added to the
navigation pane.
X Ensure the Explorer is not filling the entire screen - click on the Restore button at the end of the
title bar to make the window smaller.
X Select the file or folder in the Explorer or My Computer window, and drag this over the shortcut
group that you wish to hold the folder shortcut
X Release the mouse button to secure the item on the navigation pane.

If you have added a file or folder to the Shortcut pane, click once to open the folder or file.
Once you have a file or folder in the Shortcut pane, you can:
X Drag a file over the Tasks icon on the navigation pane to create a task from the file.
X Drag a file over the Inbox icon on the navigation pane to create a new message with the file as
an attachment.
X Drag a file over the Contact or Calendar icon on the navigation pane to create a new contact or
appointment that includes a shortcut to the file.
Shortcut Groups
If you have a lot of shortcuts on your navigation pane, you can organise these into groups:
X Click on the Add New Group link on the Shortcut pane

X Type a name for the new group, then press [Return]
You can now drag folders and files over the shortcut, or add Outlook items to the group as described above.

Search Folders
A search folder is a "virtual folder" that shows Outlook 2003 items that meet specific conditions. These items are
not stored in the search folder - the search folder simply provides a pointer to items in other folders.
There are three search folders in the Favourites list by default:
Folder Description
Any unread messages in you Inbox, or stored in folders within your Inbox
Any items in your Inbox or folders that are flagged for follow-up
Large messages over 500KB in size
You can create new search folders e.g. to show all messages from your manager, or all urgent messages:
X Choose File, New, Search Folder or press [Shift Ctrl P]

X Choose the type of message you wish the folder to hold e.g. Important Mail or Mail from
Specific People
X Choose any additional options for the search folder e.g. click on Choose to select the people
you wish mail from to be stored in the folder
X Click on OK
Click on a search folder to show all messages that match that folders criteria.

Removing File Attachments

If you need to keep a message in your Inbox or another Outlook folder, always consider whether it is also
necessary to keep any attachments. If you need to keep the attachment, you can save it to a local or network
drive, then remove it from the message to save mailbox space.
To save a message attachment:
X Open the message as normal

X Right click over the attachment and choose Save As
X Choose the drive and folder to store the attachment in.
X Click on Save
Once the attachment is saved, it can be removed from the message:
X Right click over the attachment

X If the message is in rich text format, choose the Clear option. If the message is plain text or HTML
format, choose the Remove option
In rich text format:

In HTML format:
X Choose File, Close to close the message

You'll be asked if you want to save the message without the attachment. Click on Yes to do this.
This is especially useful for reducing the size of your Sent Items folder. Remove any attachments from sent
items that are stored on a local or network drive.

Choosing Fields to Display

The Field Chooser gives a list of all fields that can be displayed in the current folder. This can be used to add the
Size field, so that you can see the size of messages e.g. in the Inbox and Sent Items folder.
X Right-click over any field heading on screen

X Choose Field Chooser from the menu displayed
A list of available fields is displayed:
X Choose the All Mail Fields or Frequently Used Fields category from the drop-down list at the
top of the Field Chooser
X Scroll down the field choose to find the Size field
X Drag the Size field to the required location in the field headings - red arrows indicate where the
field will be positioned
You can now sort messages in the folder by size.
X Click once on the Size field to show messages in ascending order of size with the smallest
message at the top.
X Click on the Size field again to show messages in descending order of size.

Creating Rules
Rules can be set so that specific actions are taken automatically when certain things occur in Outlook.
Some examples of where rules could be used are:
X To send a specific reply when a message is received from specific users.

X To move messages of a specific category into a specific folder as they are received.
X To delete messages sent to you as part of a specific distribution list.
X To forward all urgent messages to a different email address.
You can create as many rules as you like and can choose when to activate or de-activate each rule.
To create a rule:
X Select a message from the sender you wish to create the rule for.
X Click on the Create Rules button on the Standard Toolbar
The Create Rules button
X To apply the rule to all messages from the sender, check the From box
X To apply the rule to all messages containing specific subject text, check the Subject Contains
box and type the subject text in the box next to this
X To apply the rule if the message is sent only to you, check the Sent To box

X Set the actions to be carried out when such a message is received
X Click on OK
If you want to run the rule on messages already in your Inbox, check this option. Otherwise, click on OK to run
the rule on new mail as it arrives.
Disabling a Rule
If you want to stop running a rule that you've created:
X Choose Tools, Rules and Alerts

X In the top half of the pane, uncheck the rule you no longer wish to run
X Click on OK

Creating Personal Folders (PSTs)

Personal folders or Outlook data files have the .PST extension and are used to store messages and other
Outlook items on any local or network drive.
While personal folders are useful for moving old messages out of your mailbox to reduce its size, you should
keep the following points in mind when using personal folders:
X Personal Folders should never grow over 300 MB in size, as they are prone to corruption as they
get larger
X If your Personal Folders are saved on your C: drive, they will not be backed up automatically. Be sure to
implement a backup strategy to make sure that you do not lose valuable data if your hard drive fails.
It can be useful to set up a personal folder for historic sent items e.g. Sent Jan06, and to move items from the
current Sent Items folder each month to reduce your mailbox size.
Creating Personal Folders
To create a personal folder:
X Choose File, New and Outlook Data File

X Click on OK to create a new personal folder file (PST)
X Choose the drive and folder to store your personal folder in
X In the File Name box, type a name for the personal folder
X Click on OK

A dialog box will show after the personal folder has been created. This controls how the personal folder will be
displayed in Outlook:
X Type the name you would like to show in the Outlook folder list when this personal folder is open.
X Click on OK to create a new personal folder file (PST)
The personal folder will be created and will open automatically in Outlook.

Opening and Closing Personal Folders

Once you have created a personal folder and moved messages into it, it does not need to be open at all times.
You can close the folder if you no longer need to work on the items in it on a daily basis.
To close a personal folder:
X Right-click over the name of the personal folder in the navigation pane
X Choose the Close command
To open a personal folder again if you need to access the items stored inside it:
X Choose File, Open, Outlook Data File

X Choose the drive and folder the personal folder was stored in
X Click on the name of the personal folder (PST) file
X Click on OK

Once the personal folder is open, you can use the Find button on the Standard Toolbar to search for specific
messages within the folder.
Managing Personal Folders
Personal Folder Deleted Items
All personal folder contain a Deleted Items folder which cannot be removed. All items deleted from the personal
folder will be moved into this Deleted Items folder rather than the standard Deleted Items in your mailbox.
The deleted items folder can be emptied as follows:
X Expand the personal folder in the navigation pane, so that it's Deleted Items folder is visible.
X Right-click over the Deleted Items folder
X Choose Empty Deleted Items Folder
X Choose Yes to confirm the action.

Compacting Personal Folders
When you delete an item from a personal folder, the space that the item used to take up will not be made
available again automatically. You will need to compact your personal folders periodically to free up all unused
space in the folder.
To compact a personal folder:
X Open the personal folder using the File, Open, Outlook Data File command
X Right-click over the folder name in the navigation pane and choose Properties
X Click on the Advanced button
X Click on the Compact Now button
X Click on OK to return to the Properties dialog box

X Click on OK to return to Outlook

Checking the Size of a Personal Folder
Open the personal folder in Outlook to check the size of the folder:
X Open the personal folder using the File, Open, Outlook Data File command
X Right-click over the folder name in the navigation pane and choosing Properties
X Click on the Folder Size button to view the size of the personal folder

Saving Mail Messages

Incomplete mail messages can be saved without being sent.
X Choose File, Save or click on the Save button on the Message Toolbar.
The Save button

X Choose File, Close.
The message will be closed and saved in the Drafts folder. Double click on the message in this folder to re-
open and send it as necessary.
If you attempt to close a message without saving it, Outlook will ask if you wish to keep a draft copy:
The draft message is deleted when it is eventually sent. To create a permanent draft that can be re-used as
required:
X Create a sub-folder of Drafts using a name of your choice e.g. Templates

X After creating and saving the draft message, move it to the sub-folder created above.
X Each time you wish to use the draft, copy it to the main drafts folder and use as normal.

Controlling Reply and Forward

You can add restrictions on what recipients can do with your messages once they are received e.g. stop them
from replying to all, or from forwarding your message onto other users. This can help to reduce the amount of
email sent and help to keep everyone's mailboxes within the HP limit.
Creating the Custom Form
To do this, you will need to create a custom form for email. Although there are a number of steps to follow, these
will only have to be carried out once.
To create the custom form:
X Choose Tools, Forms and Design a Form

X Choose Message from the Standard Form Library, then click on Open
A new message form will be opened.
X Click on the (Actions) tab

X To disable the Reply to All button, double-click on the Reply to All line
X Uncheck the Enabled box
X Click on OK
X To disable the Forward button, double-click on the Forward line
X Uncheck the Enabled box
X Click on OK
X Click on the (Properties) tab

X Check the Send form definition with item box to ensure your custom form is sent to the
recipient so that the required buttons are disabled

To publish the new form:
X Choose Tools, Forms, Publish Forms As

X Ensure the Look In drop-down list is set to Personal Forms Library
X Enter a name for the new form in the Display Name box
X Click on Publish
X Choose File, Close to close the form
X When prompted to save changes, click on No as the form has already been published and saved

Using the Custom Form
Each time you want to use the new form to send a message that cannot be forwarded or replied to all:
X Choose Tools, Forms, Choose Form

X Click on the drop-down arrow of the Look In box and choose Personal Forms Library
X Choose the form created above
X Click on Open
You can now create and send the message as normal. When the message is opened by a recipient, the Reply to
All and Forward buttons will not be available.

Mailbox Cleanup
Mailbox limits are being set by many companies and departments in an effort to reduce the amount of storage
needed on email servers. It is in your own interest to keep your mailbox size down - it will save you time as your
mailbox becomes more manageable and easier to use.
Outlook has a Mailbox Cleanup facility that lets you view the size of your mailbox and find ways of reducing it.
X From the Outlook Inbox, choose Tools, Mailbox Cleanup.

X Click on the View Mailbox Size button to view the size of your mailbox:
X Click on Close to close the mailbox size window.

X Click on Cancel to return to your desktop.
Finding Items to Clear
As well as showing you the size of your mailbox, the Mailbox Cleanup window offers help in reducing your
mailbox size. One way to reduce your mailbox size is to delete all messages older that a certain date, or larger
than a certain size.

X Choose whether you wish to find items older or larger than a specific value, then enter this value
in the relevant box.
X Click on Find.

The results will be displayed in a Find window.
X To remove a specific message, click once on the message and press [Delete].
X To remove all messages, press [Ctrl A] to select all of the messages, then [Delete] to remove
them.
X Close the Find box using the button in the top-right corner when complete.
Clearing your Deleted Items
Whenever you delete an item from your Inbox or any other Outlook folder, a copy of the item is kept in the
Deleted Items folder. This allows you to undo a delete action should you realise you have made a mistake.
Clearing items from this folder can often restore much needed mailbox space.

X To see the size of your Deleted Items folder, click on the Click Here button at the bottom of the
window. Click on Close to return to the Mailbox Cleanup window.
X Click on the Empty button to clear the Deleted Items folder.
X Click on Yes to confirm this action.

Managing Deleted Messages

Any deleted messages are stored in the Deleted Items folder which is automatically cleared depending on your
company or department policy.
The deleted items folder can be emptied manually as follows:
X Right click on the Deleted Items folder in the navigation pane.

X Choose Empty Deleted Items Folder
X Choose Yes to confirm the action.
It is also possible to set Outlook so that deleted items are removed automatically each time you exit Outlook.

X Click on the Other tab.
X Check Empty the Deleted Items Folder upon Exiting and click on OK.
Messages in the Deleted Items folder can be moved to other folders so that they are not deleted on exit or
during the automatic clear.

The Out of Office Assistant

The Out of Office Assistant is used to reply automatically to messages sent to you in your absence.
X Choose Tools, Out of Office Assistant.

X Check the Status box of the out of office rule you wish to switch on
X In the large text box, type the message you wish to be sent in reply to any messages. Always
advise when you will be back in the office.
X Click on OK
Outlook 2003 will prompt you to turn Out of Office Assistant off the next time you open it.
Arranging Messages
You can arrange the messages in your Inbox so that they are grouped by any field e.g. by From so that
messages from the same person appear together in the list. If your messages are not currently grouped,
choose View, Arrange By and Show in Groups to enable this feature.
To change the field your messages are grouped by
X Choose View, Arrange By

X Choose the field you wish to group by from the top of the menu
In the following example, messages are group by Date:
You can also expand or collapse groups via the menu:
X Choose View, Expand/Collapse Groups Expand this Group to show all messages in the
current group
X Choose View, Expand/Collapse Groups Expand All Groups to show all messages in all
groups
To ungroup fields, choose View, Arrange By and select Show in Groups again to remove the check next to
this menu option.

You can quickly arrange messages by right-clicking over the field headings of the Inbox:
Finding Messages
It is possible to find all messages containing certain keywords by clicking on the Find button on the Standard
Toolbar.
The Find Button
X Click in the Look For box and type the text you wish to find.
X Click on the drop-down arrow of the Search In box and choose the folder you wish to search, or
the type of messages you wish to look for the text in.
X Click on Find Now.
After clicking on Find Now, only messages containing the specified text will be listed in the Inbox. To return to
showing all messages, click on Clear at the end of the Find pane.

Calendar Introduction
The calendar allows you to organise appointments and to schedule meetings with other users.
To view the Calendar, click on the Calendar icon on the Navigation Pane.
The current date can be located by clicking on the Today button on the Toolbar.
To find a different date, choose View, Go To, Go To Date or press [Ctrl G]. Type or select the date to be found
and the view to use before clicking on OK.
Types of Activities
There are three different types of activities you can schedule in the calendar:
Activity Description
Appointments Activities in your calendar that does not involve other people
Meetings Appointments to which other people are invited using email
Events Activities which last longer than 24 hours

AutoDates
AutoDate is a natural language feature that allows you to type plain English text in a date field instead of a date in
the format dd/mm/yy. There are a number of AutoDates that can be used, for dates that fall on the same day
each year, and for dates in relation to the current date.
AutoDates can be entered in any date field e.g. when creating a meeting, appointment or task. AutoDates can
also be used to find a specific date in the calendar:
X In the Calendar, choose Go, Go to Date or press [Ctrl G]

X Enter the AutoDate in the Date field
X Choose OK to show the date in the calendar
Examples of AutoDates that can be entered in any Date field:
You Enter... This Date will be Recorded...

This Fri Friday of the current week
Next Fri Friday of the next week
Next week The same day of the next week
Two weeks ago The same day two weeks previous
Two months from today The same day in two months time
Yesterday The previous day
Tomorrow The next day
Christmas Day 25th of December this year
Christmas Eve 24th of December this year
Boxing Day 26th of December this year
New Years Day 1st of January next year
New Years Eve 31st of January this year
Valentines Day 14th of February this year
First of Jan The 1st of January this year

Creating Appointments
To create a new appointment, click on the Calendar button on the navigation pane, then display the date on
which the appointment should be scheduled.
X Double-click on the date you wish to create the appointment for or click on the New
Appointment button on the Standard Toolbar.
The New Appointment button
X Type a Subject and Location for the appointment.

X In the Start Time and End Time boxes, set the start and end date and time.
X If you wish to add an alarm to the appointment, check the Reminder box. Click here to find out
more about setting reminders.
X Choose the way in which the time should be displayed to other users on your network (see table
below).
X In the large text box, type any descriptive text about the appointment
X Click on the Save and Close button when complete

Time Displays
When other users invite you to meetings, the time in your diary can be displayed to them in one of four ways:
Display Example Description

Free Appears clear in your calendar and is available to other users
Busy Appears in blue in your calendar and the time is unavailable to other users
Tentative Appears in shaded blue in your calendar and is available to other users
Out of office Appears in purple
Creating Events
An event is an activity that lasts 24 hours or more. It will appear as a banner in your calendar and the time will
show as available to other users on the network.
X Choose Actions, New All Day Event.

X Type a Subject and Location for the event.
X Ensure All Day Event is checked.
X If you do not wish the time to be shown as free to other users, choose Busy or Out of Office
from the Show Time As box.
An event can also be created by double clicking on the date heading in Day/Week/Month view.
Annual Events
Annual events are anniversaries that occur on the same day each year.
X Choose Actions, New All Day Event.

X Type a Subject and Location for the event.
X Choose Actions, Recurrence or click on the Recurrence button on the toolbar.
The Recurrence button

X In the Recurrence Pattern box, choose Yearly.
X Choose OK and enter any additional details e.g. Show Time As.
To edit an event, double click on the event banner or press the right mouse button and choose Open.
Recurring Appointments
It is possible to create appointments that automatically repeat at fixed intervals e.g. every Friday or the second
Monday of every month.
To set a recurring appointment:
X Double-click on the date you wish to create the appointment for or click on the New Appointment
button on the Standard Toolbar.

X Type a Subject and Location for the appointment

X Enter the Start time, End time and Duration of the appointment.
X In the Recurrence Pattern box, select the frequency of the task (see table below).
X In the Range of Recurrence box, choose the start and end date of the appointments or the
number of occurrences to take place.
X Choose OK.
The following intervals can be used as the Recurrence Pattern:
Interval Description
Daily Allows you to repeat the appointment each day of the week, or every specified number of days
Allows you to repeat the appointment every specified number of weeks, on a specific day of the
Weekly
week
Allows you to repeat the appointment every specified number of months, on a specific day of the
Monthly month. Alternatively choose to repeat the appointment on a particular day e.g. the first Friday of the
month
Allows you to repeat the appointment on a specific day of the year, or as above e.g. the first Friday
Yearly
of April each year

Editing Appointments
Appointments are selected by clicking once to the left of the appointment in the calendar:
Appointments can be edited as follows:
X Double click on the coloured border of the appointment or press the right mouse button and
choose Open.
X Edit the details as required.
The start or end time of selected appointments can be changed by dragging the top or bottom border of the
appointment up or down:
Moving or Copying Appointments
X Select the appointment to be moved or copied by clicking once on the time of the appointment.
X Choose Edit, Copy or [Ctrl C] to copy the appointment or Edit, Cut or [Ctrl X] to move the
appointment.
X Click in the day on which the appointment is to appear and choose Edit, Paste or [Ctrl V] to
paste the appointment.
If an appointment is to be moved or copied in the same week on month, the drag and drop facility can be used.
X View the calendar by week or month.

X Click on the time of the appointment. If you wish to copy the appointment, hold the [Ctrl] key.
X Drag the appointment to the new date.
X Release the mouse button before releasing [Ctrl].

Deleting Appointments
Multiple appointments can be deleted by selecting the appointments first.
X Click on the time of the first appointment to be deleted.

X To select additional appointments, hold [Ctrl] and click on the time of each additional
appointment.
X Click on the Delete button on the toolbar or press [Delete].
The Delete button
If you are deleting an appointment that is part of a recurrence, you will be asked if you wish to delete this single
occurrence or all of the meetings:
Calendar Colours
Outlook 2003 allows you to assign colour codes to your calendar appointments - either manually or automatically
based on specific criteria. There are 10 colours that can be used, and these can be assigned labels that tell you
more about what they mean.
To set the label associated with each colour:
X Click on the Calendar icon in the navigation pane.

X Click on the Calendar Colouring button on the Calendar toolbar.
The Calendar Colouring button
X Click on the Edit Labels option from the drop-down menu.

X Change the label of each colour, using words or terms of your choice.
X Click on OK when complete.

Assigning Colour Manually
Colour can be assigned in Day/Week/Month view of the calendar. To assign colour manually:
X In the calendar, click on the appointment, event or meeting you wish to colour.
X Click on the Calendar Colouring icon on the Calendar toolbar.
X Choose the colour you wish to assign from the drop-down list.
Assigning Colour Automatically
You can create rules that will colour your appointments automatically e.g. if they contain a certain keyword or
have been scheduled by a particular person.
X In the calendar, click on the Calendar Colouring icon on the Calendar toolbar.
X Choose Automatic Formatting.
X Click on Add to add a new condition.
X Enter a name for the rule - this will make it easier to remove at a later stage if necessary.
X In the Label list, choose the colour you wish to assign when this rule runs.
X Click on the Condition button.
In this dialog box, set the condition that must apply for the colour to be set. You can specify certain words to be
contained in the appointment subject, or that the meeting should be organised or attended by a specific person.
X Click on OK when the condition has been set.

X Click on OK again to return to the calendar.

Reminders
A reminder can be set for any appointment, event or meeting in your calendar. If a reminder is set, a
window will display informing you that the activity is approaching.
X Double click on the calendar activity to open it.

X Check the Reminder box and set the amount of time before the appointment you would like the
reminder to show - the default is 15 minutes.
X If you wish to play a sound when the reminder window shows, click on the Reminder Sound
button.
X To set a sound other than the standard Outlook reminder sound, click on the Browse button.
Locate the sound you wish to play - the Windows\Media subfolder on the C: drive contains a
number of standard Windows sounds.
X Click on OK to set the sound.

X Click on the Save and Close button to close the calendar activity when complete.

At the specified time, the reminder will display a dialog box similar to that below:
You can show all current reminders by choosing the View menu and Reminders Window command.

Calendar Views
The Calendar Toolbar contains the following buttons that are used to view the Calendar in different ways:
Additional Views
Choosing a View
One of Outlook's default views can be displayed using the View, Current View command. If the Advanced
Toolbar is displayed, use the Current View box to choose the view to display:
The following default views are available for the Calendar:
View Description
Appointments, events, and meetings for one or more days, weeks or months. A
Day/Week/Month
list of today’s tasks is also displayed
Day/Week/Month View With
As above but with the first few lines of any meeting requests displayed
AutoPreview
Active Appointments A list of all appointments and meetings beginning today
Events A list of all events
Annual Events A list of events that happen once a year
Recurring Appointments A list of recurring appointments
By Category A list of all Calendar items grouped by category

For Example:
This shows all events:
This shows appointments grouped by recurrence pattern:
Importing Holidays
This feature is used to import standard events such as bank holidays into your calendar. You can import dates for
any other country or religion.
X Choose Tools, Options and ensure the Preferences tab is selected.

X Click on Calendar Options.
X Click on Add Holidays.
X Choose the country or type of religious holiday you wish to add - you may choose as many
countries or religions as required - and click on OK.
If your country appears ticked in this dialog box, you should still click on OK to ensure all holidays are added to
your calendar.

Holidays show as all day events, as follows:
Time Zones
If you work directly with people in other countries, you may wish to know their time when organising or scheduling
meetings. Additional time zones can be added to the calendar as follows:

X Click on Calendar Options.
X Click on Time Zone.
X Check the Show Additional Time Zone box.
X Enter a short heading for the time zone - this will appear in the calendar.
X Choose the required zone from the drop-down list.
X Choose OK.
The following time zone settings:
Would display in the calendar like this:

Scheduling Meetings
A meeting is an event to which other Outlook users are invited. Once the invitation has been received by other
users, it can be accepted or declined. Accepted invitations will be entered automatically into your calendar while
declined invitations will return a notice to the sender.
X Double-click on the date you wish to create the meeting for or click on the New Appointment
button on the Standard Toolbar.
X Type a Subject and Location for the meeting..

X In the Start Time and End Time boxes, set the start and end date and time.
To change the appointment to a meeting that includes other Outlook users, click on the Scheduling tab then on
Add Others. Click on Address Book to pick the attendees for the meeting.
X Choose the names of all attendees you wish to invite the to meeting. Set each attendee as
Required or Optional using the buttons in the middle of the dialog box
X Choose OK when all attendees have been added.
The availability of each attendee will be displayed, with Tentative, Busy and Out of Office time showing in shaded
blue, solid blue and purple respectively.
You can book resources such as meeting rooms by finding the resource in the address book and adding it to the
meeting in the same way as an attendee.
Icons appear next to each name to show the type of attendee. You can change this type by clicking on the icon
and choosing a different option from the drop-down list.
Icon Description
Meeting organiser
Required attendee
Optional attendee

Icon Description
Resource e.g. meeting room
Finding a Suitable Meeting Time
To find the next time slot when all attendees are free, click on the required AutoPick button. The meeting time
will move across the scheduler to show each suitable time during which all attendees are free.
After adding all attendees and confirming their availability, click on the Send button on the toolbar to send the
invitations.
The Send button
To cancel a meeting, select the meeting in the calendar and click on the Delete button on the toolbar.
You will be asked whether you wish to send a cancellation message to all attendees, or simply delete the
meeting without sending any notification.

Receiving Meeting Invitations

Invitations to meetings appear in your Inbox with normal messages. They can be identified by the icon at the
beginning of the message:
If you are sent an invitation to a meeting, you can respond to it in the following way:
X Open the meeting request by double clicking on the message in the Inbox. A banner will ask you to
respond to the meeting using the voting buttons:
X Click on Accept to accept the meeting, or Tentative to accept the meeting tentatively. The meeting will
be added to your calendar and the following dialog box displayed.
X Choose Edit the response before sending if you wish to add comments to the message that will be
returned to the meeting organiser.
X Choose Send the response now to send the message without additional text.
If you click on Decline, the meeting will not appear in your calendar. A message will be sent to the meeting
organiser advising them that you have declined.

Processing Meeting Requests Automatically

You can set Outlook to accept or decline all meeting requests automatically. If you set Outlook to accept all
meetings automatically, you will not see meeting invitations in your Inbox. All invitations will be accepted by
default, and be moved to your calendar automatically.

X On the Preferences tab, click on the Calendar Options button
X Click on the Resource Scheduling button
X To set Outlook to accept meeting invitations automatically, check the first box
X Click on OK when complete

X Click on OK, then OK again to return to Outlook

Proposing New Meeting Times

If you would like to accept the meeting but the meeting time does not suit you, you can propose a new time to the
meeting organiser and all attendees.
X Click on the Propose New Time button at the top of the meeting window.
X The meeting scheduler will be shown with all attendees' free and busy time clearly marked.
Choose a new date and time for the meeting.
X When you have set the new meeting time, click on Propose Time.
A new email message will be created to the meeting organiser, advising them of the proposed new meeting time.
Add any explanatory text to the message, then click on the Send button to submit your request.
If you double click on the meeting in your calendar, a banner will show when you proposed the new meeting time:
When a new meeting time has been proposed, all attendees will receive an update message in their Inbox. To
accept the proposed time, click on the Accept Proposal button.

Viewing Proposed Meeting Times
As the organiser of a meeting, you can view all proposed new meeting times and choose the time most suitable
for all.
X In the calendar, double click on the meeting.

X Click on the Scheduling tab.
X In the Proposed Date and Time box, click on the meeting time you wish to accept.
X Click on the Send Update button on the toolbar to send the new time to all attendees.
The Send Update Button
Prohibiting Proposals
If you do not want meeting invitees to propose new meeting times, and you prefer to have total control over the
meeting, you can set Outlook so that proposals are prohibited.

X Click on Calendar Options on the Preferences tab.
X Uncheck the Allow Attendees to Propose New Times box.
X Click on OK twice to return to Outlook.
Checking the Meeting Status

The status of a meeting can be viewed at any time so that you can see which users have accepted or declined
the invitation.
X In the Calendar, double click on the meeting appointment. The appointment will be flagged to
show how many responses have been received to the invitations.
X Choose the Tracking tab to show the current status of each meeting attendee:

To cancel a meeting, select the meeting in the calendar and click on the Delete button on the toolbar.
You will be asked whether you wish to send a cancellation message to all attendees, or simply delete the
meeting without sending any notification.
Creating Contacts
The contact list is fully integrated with the other Outlook components. For example, you can email your contacts
through the Inbox and their birthdays will show in the calendar.
To create a new contact:
X Click on the Contacts button in the Navigation pane.

X Choose Actions, New Contact or click on the New Contact button on the Toolbar.
The New Contact button
X Enter the name and address details for the contact:

X Enter the email address of the contact with care as this will be used when sending messages to
the contact.
If you enter the MSN Messenger address of the contact and have MSN Messenger running, you will be able to
see if that contact is online.
You can add a photo of your contact by clicking on the Add Contact Picture button on the
General tab of the contact window.
X Choose the file that contains the image - many image formats are supported
included bitmap and JPEG files
X Click on OK
Additional Contact Details
Additional details such as birthdays and anniversaries can be entered into the Details tab of the contact window.
If a date is entered for the contact's Birthday or Anniversary, it will be added to the calendar and shown as a
calendar event on that day.

Duplicate Contacts
If you add a new contact with the same name as an existing contact, Outlook will display a message box to
inform you that the name already exists:
Something Else to Try...
To create a new contact from the same company as an existing contact:
X Click on the existing contact at the company.

X Choose Actions, New Contact from Same Company.
X All business details such as address, telephone and fax number will be added to the new
contact. Amend these details and new information as required.
To create a new contact from the sender of a message:
X Open the message

X Click on the icon in front of the sender's name - a menu will be displayed
X Choose Add to Outlook Contacts

X Amend the contact screen as required, adding any other information that is known about the
contact.
X Click on Save and Close when complete.
Contact Email Format

You can set the format that Outlook will use when sending messages to a specific content - either as rich text,
plain text, or the format in which the original message was sent.
To set the email format for a contact:
X In the Contact window, double click on the contact's E-mail address.

X Click on the drop-down arrow of the Internet Format list and choose the format you want to use
when sending messages to this contact.
X Click on OK.
X Continue creating the contact as normal or click on the Save and Close button to close the
contact window.

Contact Views
Choosing a View
Use the View list in the navigation pane to show a different Journal view:
The following default views are available for Contacts:
View Description
Address Cards All contacts have an individual cards showing their business address as well as their
business and home phone numbers
Detailed Address All contacts have an individual card showing their business and home addresses, phone
Cards numbers and additional details such as email address
Phone List A table showing all contacts with their company name and all contact numbers - phone, fax
and mobile
By Category All contacts are displayed - grouped by categories assigned to the contact
By Company All contacts are displayed - grouped by the company they work for
By Location All contacts are displayed - grouped by the country in which they are located
By Follow-up Flag All contacts are displayed - grouped by flag type and displaying the date on which the action
is due

For Example:
This shows simple address cards:
This shows contacts grouped by company:
Finding Contacts
The Find Contact box appears on the Standard Toolbar in any view of Outlook. This enables you to call up
contact details without leaving the current view or category.
X Click in the Find Contact box on the Standard Toolbar.

X Enter any part of the name of the contact you wish to view.
X Press [Enter].

If a contact matching the text is found, the contact's details will be opened on screen. If not, a message will
display to inform you that a match was not found.
Once a contact is found and opened, it can be edited as required. Click on the Save and Close button when
complete.
Forwarding Contacts
It is possible to forward contact details to colleagues, rather than copying the details to an email address
manually.
X Select the contact you wish to forward.

X Choose Actions, Forward or press [Ctrl F].
A new message will be created with the contact details as an attachment:
X Address the message as required.

X Click on the Send button on the Message Toolbar to send the details.
The Send button
Adding a Contact to your List
If you are forwarded information about a new contact, this can be added to your contact list as follows:
X Open the message containing the contact information.

Ensure the message is not maximised so that the
navigation pane is visible in the background.
X Click on the contact detail attachment.
X Drag the attachment over the Contacts icon on the
navigation pane
X Amend the contact details as required, clicking on Save and
Close when complete.

Sending Messages to Contacts

Email messages can be sent to contacts without the need to activate the Inbox first.
X Select the contact you wish to send the message to.

X Choose Actions, New Message to Contact.
The contact's email address will be entered automatically. Type the message as normal and click on the Send
button on the Message Toolbar to send the message.
The Send button
Messages can also be created by dragging a contact over the Inbox icon on the navigation pane.
Contacts with Multiple Email Addresses
If you send a message to a contact with multiple email addresses in the above way, all of their addresses will be
added to the address line of the message. Remove any addresses you do not wish to use as follows:
X In the To line, click once on the address you do not wish to use.
X Press [Delete].
If you create a new mail message and enter the name of a contact with multiple email addresses, you will be
prompted to choose the address you wish to send the message to:

One way to avoid duplicate email addresses for contacts is to use the Display As field in the Contact window.
When adding each email address, enter a variation of the contact name in the Display As field. When creating a
message to the contact, type the display name in the To box of the message to ensure Outlook knows exactly
which email address to use.
Assigning Contacts
Calendar appointments and tasks can be assigned to specific contacts.
To assign an item to a contact:
X Open the calendar entry or task you wish to assign to a contact.

X Click on the Contacts button at the bottom of the screen.
X Make any other required changes to the task or appointment.


Viewing Contact Assignments
To view all items assigned to a contact:
X Double click on the name of the contact you wish to view items for.
X Click on the Activities tab.
X In the Show list, choose the type of item you wish to display.

Creating Tasks
The Task feature of Outlook allows you to keep track of activities that are not specific meetings or appointments.
Tasks can be viewed by clicking on the Tasks icon on the navigation pane and can also be seen in the Calendar.
To set a new task:
X Ensure the Task option is selected on the navigation pane.

X Choose Actions, New Task or click on the New Task button on the Toolbar.
The New Task button
X Enter all details of the task:

Editing Tasks
task is edited by double clicking on the task and changing the details as required. A task can have one of the
following statuses that can be changed at any time:
Status Notes
Not Started The % Complete field should indicate 0
In Progress The % Complete box should be changed to indicate the progress of the task
The Details tab of the Task window can be used to add extra information such as Total
Completed
Work and Billing Information
Waiting on Someone A reminder should be set to contact the other person to check the task status (see
Else below)
The start and end date of the task should be changed so that the task no longer appears
Deferred
active
To mark the task as complete, change the % Complete box to show 100 or check the Complete box if viewing a
simple task list:
Setting Task Reminders
A reminder can be set for a task, so that a dialog box is displayed a set amount of time before the
task is due.
X Double click on the task to open it.

X Check the Reminder box and set the date and time at which the reminder should be shown.

The reminder will display a dialog box similar to that below.

Recurring Tasks
To set a recurring task:
X Create a new task as normal

X Type a Subject, Due Date and Start Date for the task.
X In the Recurrence Pattern box, select the frequency of the task e.g. Monthly and the First
Monday of every 1 month(s).
X In the Range of Recurrence box, choose the start and end date of the range of tasks or the
number of occurrences to take place.
X Choose OK then Save and Close.
The following intervals can be used as the Recurrence Pattern:
Interval Description
Daily Allows you to repeat the task each day of the week, or every specified number of days
Weekly Allows you to repeat the task every specified number of weeks, on a specific day of the week
Allows you to repeat the task every specified number of months, on a specific day of the month.
Monthly
Alternatively choose to repeat the task on a particular day e.g. the first Friday of the month
Allows you to repeat the task on a specific day of the year, or as above e.g. the first Friday of April
Yearly
each year

Creating Tasks from Other Items

A task can be created from any Outlook item e.g. a mail message or contact. This allows you to assign time to
work on the item, and to monitor its status.
X Click once on the item you wish to create a task from - this can be a note, message, contact or
appointment.
X Drag the item over the Tasks button on the navigation pane.
A new task will be created with the text of the item showing in the Comments box. Enter the details of the task:

It is possible to access files from Outlook and create tasks from these files. A link to the folder
containing the files can be added to the shortcuts area of the navigation pane as follows:
X In Outlook, click on the Shortcuts button on the Navigation Pane to view all shortcuts
X Use My Computer or Windows Explorer to locate the folder to be added to the navigation
pane.
X Ensure the Explorer is not filling the entire screen - click on the Restore button at the end of the
title bar to make the window smaller.
X Select the folder in the Explorer or My Computer window, and drag this over the shortcut group
that you wish to hold the folder shortcut
X Release the mouse button to secure the folder on the navigation pane.
Clicking on the folder icon on the navigation pane will display all files in the folder.
X Double click on a file to open it.

X Drag a file over the Tasks icon on the navigation pane to create a task from the file.
X Drag a file over the Inbox icon on the navigation pane to create a new message with the file as
an attachment.
X Drag a file over the Contact or Calendar icon on the navigation pane to create a new contact or
appointment that includes a shortcut to the file.

Scheduling Tasks in the Calendar

By default, a task pad will display in any calendar view - showing the current date's tasks only.
This can be changed by choosing View, TaskPad View and the required option.
Option Description
All Tasks View all tasks, regardless of their due or starting date
Today's Tasks View tasks that are due on or start on today's date
Active Tasks for Selected Days View tasks only for the days that can currently be seen in the calendar
Tasks for Next Seven Days View tasks that are due on or start on a day within the next week
Overdue Tasks View all tasks that are overdue
Tasks Completed on Selected View tasks that were marked complete on days that can currently be seen in
Days the calendar
Assigning Time to Work on Tasks
Tasks can be dragged from the TaskPad to a date on the calendar so that time is assigned to work with the task.
X Ensure the Calendar option is selected on the navigation pane

X If the taskpad is not displayed, choose View, TaskPad View and All Tasks.
X Drag the task to the relevant date on the calendar. A new appointment will be created.
X Edit the End Time to show when the task will be complete.

Assigning Tasks
Task requests are tasks that you assign to another Outlook user. You can be informed by email when the task
has been completed, and view the task in your own version of Outlook to check its progress.
To create a task request.
X Ensure the Task option is selected on the navigation pane.

X Choose Actions, New Task Request or click on drop-down arrow of the New Task button on
the Toolbar and choose Task Request.
The New Task button
X Click on the To button and choose the name of the person you are assigning the task to. Click
on OK when the name has been entered.
X Add all details of the task:
X Check Keep an Updated Copy of this Task on my Task List if you wish the task to be
updated in your task list as it is edited by the assigned person.
X Check Send me a Status Report when this Task is Complete if you wish to receive an email
message when the assigned person has completed the task
X Click on the Send button on the Message Toolbar when complete.
The Send button

Receiving an Assigned Task
If a task is assigned to you by another user, you will receive a message in your inbox with the task's subject.
When you double click on the task, a toolbar will appear at the top of the task window:
Button Description
Accept the task and take ownership. The task will appear in your task list
Decline the task, returning ownership to the sender
Assign the task to a colleague, passing on ownership
After clicking on the Accept or Decline button, a further dialog box will display asking if you wish to add comment
text before sending your reply to the sending of the task.
X Choose Edit the response before sending to add extra text to the reply.
X Choose Send the response now to send the reply with no extra text.
If you accept the task, it will be added to your task list with a different icon to a normal task created yourself:
Task Views

Choosing a View
The following default views are available for the Tasks component:
View Description
Simple List This shows a simple list of all tasks, including a box that can be checked with the task is
complete
Detailed List This gives a detailed list of all tasks, showing additional information such as percentage
complete
Active Tasks All incomplete and overdue tasks are displayed
Next Seven Days Only tasks that are due in the next seven days are displayed
Overdue Tasks Only overdue tasks are displayed
By Category All tasks are displayed - grouped by category and sorted by the date on which the task is
due
Assignment Only tasks that have been assigned to other users are displayed
By Person All tasks are displayed - are grouped by task owner and sorted by the date on which the
Responsible task is due
Completed Tasks Only completed tasks are displayed
Task Timeline This shows all tasks as icons arranged on a timeline. Tasks without a start date are
arranged by due date

For Example:
This shows the simple task list, sorted in order of due date:
This shows the same task list grouped by category:
This shows the same tasks on a time line:

Creating Notes
A note can be created in the Notes folder or from any other view in Outlook. Notes are used to hold information
that may be needed at a later stage.
X Ensure the Notes option is selected on the navigation pane.

X Choose Actions, New Note or click on the New Note button on the Toolbar.
The New Note button
X On the first line of the note, type a heading or subject - this will remain displayed when the note
is closed.
X Press [Return] and type any remaining text for the note.
X Click on the close button in the top-right corner of the note when complete.
The above note would display as follows in the Information Viewer.
The above note would display as follows in the Information Viewer.
You can control how notes are displayed in the Information Viewer by right-clicking on a blank area of the
screen and choosing Large Icons, Small Icons or List.

Editing a Note
Notes can be viewed and edited any time after they have been created:

X Double click on a note to edit its text.
X Click on the close button in the top-right corner of the note when complete.
Changing the Note Colour

X Right click on the note to display the shortcut menu.
X Click on Color then on the required colour for the note.
Note Options
The default colour, size and font for all new notes can be set as follows:

X Click on the Note Options button.
X Click on the drop-down arrow of the Color box and choose the colour for new notes.
X Click on the drop-down arrow of the Size box and choose the size for new notes (see below).
X To change the default font used, click on the Font button and choose the required settings
before clicking on OK.

X Choose OK to return to the Options dialog box.

X Choose OK again to return to Outlook.
The following note sizes can be used:

Distributing Notes
Notes can be distributed to other users in any of the following ways:
The note can be forwarded via email.

The note can be attached to any other Outlook item e.g. an appointment or task.
The note can be saved in rich text format so that it can be opened in any word processing application.
The note can be copied from Outlook and placed on the desktop, after which it can be copied to any other
location.
Forwarding Notes
Notes can be forwarded to other Outlook users as follows:
X Right click on the note to display the shortcut menu.

X Choose Forward.
X Type the name of the recipient for the note or click on To and choose the name from the
directory displayed.
X Edit the subject of the message if required.
X Press [Ctrl Return] or click on the Send button on the toolbar to send the reply when complete.
The Send button
The recipient of the note can double click on the note to read it, or drag it from the open mail message over the
Notes icon of their navigation pane to add it to their own Notes folder.

Attaching Notes
A note can be added to any Outlook component as follows:
X Open the component you wish to attach the note to e.g. a task, event or appointment.
X Choose Insert, Item.
X Choose the Notes folder from the top pane, and the required note from the bottom pane.
Choose OK when complete.

Saving Notes
Notes can be saved in rich text format to be opened in a word processing application e.g. Word, or in plain text
format to be opened in any application e.g. Excel or PowerPoint.
X Double click on the note to open it, or right-click over the note icon and choose Open.
X Click on the menu in the top-left corner of the note.
X Choose Save As.
X Click on the drop-down arrow of the Save In box and choose the drive and folder you wish to
save the file in.
X Click in the File Name box and enter a name for the note file.
X Click on the drop-down arrow of the Save as Type box and choose the required format for the
file.
X Click on Save when complete.
Placing Notes on the Desktop
When a note is placed on the Windows Desktop, it can be opened and read without the need to open Outlook
first.
Ensure Outlook is not filling the entire screen - click on the Restore button at the end of the title bar to make
the window smaller.

X Click on the icon of the note you wish to move and drag this to the desktop in the background of
the Outlook window.
X Release the mouse button to secure the note on the desktop.
The note will be given the .msg extension and can be double clicked any time to open the note and view its text.
Creating Journal Entries

A journal entry can be created manually from a mail message, task or other Outlook component. It is also
possible to create a journal entry for any other type of file or activity, even non-computer related activities such as
phone calls or travelling. This allows you to assign these items to a contact, making it possible to view all items
associated with a specific contact in a single place - the Journal.
Before adding items, ensure the Journal appears on your navigation pane. If not, follow these steps:
X Click on the arrow at the bottom-right of the navigation pane

X Choose Add or Remove Buttons
X Choose Journal
Recording an Outlook Item in the Journal
Any item can now be added to the Journal as follows:
X Click once on the item you wish to add to the Journal - this can be an email message,
appointment, event, meeting, contact or note.
X Drag the item over the Journal button on the navigation pane.
A new Journal entry will be created automatically, containing a shortcut to the item. Enter the details of the entry,
clicking on the Save and Close button when complete.

Recording a File in the Journal
If a file is recorded in the Journal, the journal entry will contain a shortcut to that file. This allows you to create a
central store of all files associated with your contacts.
X Use My Computer to locate the file to be recorded.

X Click once on the file to select it, then choose Edit, Copy or press [Ctrl C].
X Ensure the Journal icon of the Navigation Pane has been selected.
X Choose Edit, Paste or press [Ctrl V].
A new Journal entry will be created, containing a copy of the file. Edit the details of the entry and click on Save
and Close when complete.

Recording Other Activities
Other, non-computer related items such as phone calls, conversations or travel time can be added to the Journal
as follows:
X Ensure the Journal icon is selected on the navigation pane.

X Choose Actions, New Journal Entry or click on the New Journal Entry button on the Toolbar.
The New Journal Entry button
X Type a Subject for the entry

X In the Entry Type box, choose the category under which the entry should appear in the journal
e.g. Phone Call or Conversation.
X To associate the entry with a contact, click on the Address Book icon at the end of the Contact
box and choose the required contact from the list displayed. Click on Add and OK
X Enter the Start Time and/or Duration of the activity if required
Automatic Journal Entries

The journal is used to track your activities in Outlook and Microsoft Office. It can be used to document your
correspondence with contacts, record your daily activities and log phone calls. All of this information is available
in one place and can be viewed and printed as required.
The following activities can be recorded automatically in the Journal:
E-mail messages
Meeting requests
Meeting responses
Tasks
Files created in any Microsoft Office application
The following journal shows Excel and Word files created, emails sent to contacts, and a phone call:

Setting Journal Options

To set the actions that are automatically recorded in the Journal.

X Ensure the Preferences tab is selected and click on Journal options.
X Check the items you wish to record in the journal and click on OK.
Journal Views and Symbols


Choosing a View
The following default views are available for the Journal:
View Description
By Type All entries are shown as icons on a timeline, grouped by the type of item e.g. Word document,
Phone Call
By Contact All entries are shown as icons on a timeline, grouped by the contact the entry is associated with
By Category All entries are shown as icons on a timeline, grouped by the category assigned to the item
Entry List All entries are displayed textually in a table
Last Seven All entries created during the last seven days are displayed in a table
Days
Phone Calls All entries with the Phone Call entry type are displayed in a table
For Example:
The following shows entries by type:

While the following shows the Entry List:
Journal Symbols
All journal entries are preceded by a symbol showing the type of entry. The following table shows the Journal
symbols used in Outlook 2003:
Symbol Type of Activity

Document
Email message
Fax
Letter
Meeting
Meeting cancellation
Meeting request
Meeting response
Microsoft Access
Microsoft Excel
Microsoft PowerPoint
Microsoft Word
Note
Phone call
Remote session
Task
Task request or response

Keyboard Shortcuts
Creating Items
New Contact Ctrl Shift C New Appointment Ctrl Shift A

New Task Ctrl Shift K New Folder Ctrl Shift E
New Meeting Request Ctrl Shift Q New Note Ctrl Shift N
Message Options
New Mail Message Ctrl Shift M Open Address Book Ctrl Shift B
Mark as Read Ctrl Q Check Names Ctrl K
Reply to Message Ctrl R Reply to All Ctrl Shift R
Forward Message Ctrl F Delete Message Ctrl D
Flag for Follow Up Ctrl Shift G Print Message Ctrl P
Save Message Ctrl S Send Message Ctrl Enter
Next Message Ctrl > Previous Message Ctrl <
Cursor Movements
Top of Message Ctrl Home Bottom of Message Ctrl End

Start of Line Home End of Line End
Next Word Ctrl Left Previous Word Ctrl Right
Next Paragraph Ctrl Up Previous Paragraph Ctrl Down
Rich Text Formatting
Bold Ctrl B Italics Ctrl I

Underlining Ctrl U Remove Formatting Ctrl Space
Centre Paragraph Ctrl E Left Align Paragraph Ctrl L
Increase Indent Ctrl T Decrease Indent Shift Ctrl T
Toggle Case Shift F3 Spelling F7

Outlook - Introduction

Diunggah oleh

Informasi Dokumen

Deskripsi Asli:

Hak Cipta

Format Tersedia

Bagikan dokumen Ini

Bagikan atau Tanam Dokumen

Opsi Berbagi

Apakah menurut Anda dokumen ini bermanfaat?

Apakah konten ini tidak pantas?

Hak Cipta:

Format Tersedia

Outlook - Introduction

Diunggah oleh

Hak Cipta:

Format Tersedia

Outlook 2003

© Hewlett-Packard 2004 Page 2 of 143

© Hewlett-Packard 2004 Page 3 of 143

Choosing Fields to Display ...................................................................................................... 71

© Hewlett-Packard 2004 Page 4 of 143

Processing Meeting Requests Automatically....................................................................... 107

© Hewlett-Packard 2004 Page 5 of 143

Setting Journal Options.......................................................................................................... 140

© Hewlett-Packard 2004 Page 6 of 143

The Title Bar

The Menu Bar

© Hewlett-Packard 2004 Page 7 of 143

To select an option not displayed in the menu by default:

X Click on the menu in the menu bar.

Disabling Personalised Menus

X Choose Tools, Customize

© Hewlett-Packard 2004 Page 8 of 143

Additional Menu Text

The Standard Toolbar

© Hewlett-Packard 2004 Page 9 of 143

To choose an icon not currently in view:

X Click on the right arrow at the end of the toolbar.

The Advanced Toolbar

The Web Toolbar

© Hewlett-Packard 2004 Page 10 of 143

The following table gives descriptions of the buttons on the toolbar:

The Navigation Pane

Icon Used to...

Create and view notes

Show all folders in a single pane

Show shortcuts in a single pane

© Hewlett-Packard 2004 Page 11 of 143

The Information Viewer

© Hewlett-Packard 2004 Page 12 of 143

The Status Bar

Choose View, Status Bar to hide or display the status bar.

© Hewlett-Packard 2004 Page 13 of 143

© Hewlett-Packard 2004 Page 14 of 143

The Outlook Help button

The Inbox can be displayed in one of the following ways:

X Click on the Mail button in the Navigation Pane.

Displaying New Messages

The Send and Receive button

© Hewlett-Packard 2004 Page 15 of 143

Saved or unsent message

Notification of delivered message

© Hewlett-Packard 2004 Page 16 of 143

The Reading Pane

The Reading Pane button

© Hewlett-Packard 2004 Page 17 of 143

To enable or disable this feature:

X Choose View, AutoPreview or

The AutoPreview button

The Inbox with AutoPreview enabled:

© Hewlett-Packard 2004 Page 18 of 143

The following default views are available for the Inbox:

This shows unread messages in this folder:

© Hewlett-Packard 2004 Page 19 of 143

This shows messages on a time line:

© Hewlett-Packard 2004 Page 20 of 143

The following Message Toolbar is displayed.

X Click on the banner at the top of the message

© Hewlett-Packard 2004 Page 21 of 143