Outlook 2003 User Guide
April 15, 2004
PURPOSE OF THE DOCUMENT ... 2
NAVIGATE OUTLOOK... 3
Toolbars ... 3
Menu Toolbar... 4
Standard Toolbar... 5
Outlook Bar... 6
Navigation Pane ... 7
USING THE MAIL OPTION... 8
Compose a Mail Message ... 8
Message Options... 11
Message Settings... 11
Voting and Tracking Options... 11
Delivery Options... 12
Attaching a Document ... 12
RESPOND TO MESSAGES ... 13
Responding to Received Messages... 13
USE CALENDAR VIEWS... 14
Calendar Views... 14
SCHEDULING OPTIONS ... 16
Scheduling an Appointment... 16
Scheduling a Meeting ... 18
Scheduling an Event ... 22
Appointment Recurrence ... 24
USING THE CONTACT OPTION ... 25
Add a Contact ... 25
USING THE TASKS OPTION ... 26
Add a Task ... 27
USING THE NOTES OPTION ... 28
Using Outlook Notes... 28
CHANGE OUTLOOK OPTIONS... 29
Brief Description... 29
Delegates Tab... 29
USING OTHER MICROSOFT OFFICE APPLICATIONS... 33
CREATE NEW FOLDERS ... 34
Creating New Folders ... 34
OUT OF OFFICE ASSISTANT... 36
Using the Out of Office Assistant... 36
PUBLIC FOLDERS... 37
Open a Public Folder ... 37
Post to a Public Folder ... 37
PURPOSE OF THE DOCUMENT
The purpose of this document is to help the user become fundamentally acquainted with the Microsoft Outlook product. Various advanced subjects are not covered in this document.
This quick reference is written as a how-to document. Step-by-step instructions will lead you through the basic function of this product. This is not a reference for the full functionality of the Microsoft Outlook product.
NAVIGATE OUTLOOK
In Outlook, information is organized in folders. When you first start Outlook, the Inbox folder is opened. This folder is the default. The Inbox is used to read and send e-mail messages, meeting requests, and task requests. All incoming messages will display in the Inbox pane and the content will display in the Reading pane.
Toolbars
The toolbars and various panes are the navigational tool used in Outlook. In this section the basic toolbars common to all screens will be covered.
Menu Toolbar
• File This feature enables the user to create a new mail message, open a message/folder, print, save, exit and so on. It is a file management tool.
• Edit The edit feature is used, basically, to manipulate data using commands such as undo, cut, copy, paste and delete. These are only a few of the available commands.
• View The user can control the placement of reading pane, turn the autopreview feature on or off, enable or disable the navigation pane and control which toolbars are displayed and other tasks.
• Go Use this feature to go directly to the Mail, Calendar, Contacts, Tasks, Notes, Folder List, Shortcuts, Journal and Folder (displays all folders) options.
• Tools Allows the user to send/receive mail, access the Global Address Book, setup rules, customize toolbars and menus, change Outlook options, and other tasks.
• Actions Allows the user to create a new mail message, flag a message,
reply/forward messages, set follow-up flags, and manage junk e-mail.
• Help Navigate help files or ask the Office Assistant a question.
• Type a question for help box Search for a specific word, phase or question.
Standard Toolbar
This toolbar changes depending on the option selected (i.e. Mail, Calendar, Contacts and etcetera.). In this section, only the selections common to all options are covered.
• New This selection can be used in two different ways. First, click the drop- down arrow to display a list of options. Allows the user to create a new message, folder, appointment, meeting, contact, and etcetera by clicking the desired option. The second method is to click directly on the word 'New'. This action will always default to the folder that you have open.
For example, if the Inbox is open, select 'New', and a new mail message will be created, if the calendar is open, a new appointment screen will display and so on.
• Printer Icon Allows the printing of the active document to the default printer.
• Delete Icon Allows the user to send any selected item to the trash folder.
• Find This tool allows the user to quickly find messages, appointments or tasks using a Web-style search to specify the desired information.
• Address Book Allows the user to browse the global address book.
• Type a Contact to Find This is basically a way to search the address book.
• Microsoft Outlook Help Navigate help files.
• Toolbar Options Used to manipulate the buttons on the toolbar.
Outlook Bar
This toolbar changes depending on the option selected (i.e. Mail, Calendar, Contacts and etcetera). In this section, only the selections common to all options are covered.
• Outlook Today Gives you a customizable quick overview of your e-mail, calendar, and task information in one place. Access this feature from the icon or display it as your default view when you start Outlook to quickly prioritize your work.
• Back Return to the previous screen.
• Forward Return to the next screen.
• Up One Level Jumps up one level to the folder preceding the current folder.
• Reading Pane Displays the selected e-mail on the right of the Inbox.
• Print Preview Displays a document as it will appear when printed.
• Undo Return to the previous action.
• Current View Specify how the data or screen will be viewed.
• Toolbar Options Used to manipulate the buttons on the toolbar.
Navigation Pane
The ‘Navigation Pane’ is the column on the left side of the Outlook window that includes panes such as Mail, Calendar, and etcetera.
This circled drop-down is called ‘Configure Buttons’.
This pane is helpful for navigating Outlook easily. It can be enabled or disabled using the
‘View’ option.
• Mail Opens the mail option.
• Calendar Opens the user’s personal calendar or a shared calendar.
• Contacts Opens the user’s personal contacts, here you will find it looks very similar to a rolodex.
• Tasks Set daily/weekly tasks, or reminders.
• Notes Keep those annoying post-it notes off of your desk and create them within Outlook.
• Folder List Lists all existing folders.
• Shortcuts Provides a quick route to Outlook Update on the internet and allows the addition of a new group or new shortcut.
• Journal The Journal can automatically track Office documents, and also e-mail associated with a contact.
• Configure Buttons This area allows the manipulation of the Navigation Pane’s appearance.
It is possible to add, delete or move buttons within the Navigation Pane.
USING THE MAIL OPTION
Compose a Mail Message
• From the Inbox, click the drop-down arrow on the ‘New’ button, and then select ‘Mail Message’. Another way to create a new mail message from the Inbox is to click the word
‘New’ not the drop-down arrow.
• In either case, an Untitled Message window will be displayed
• Click the ‘To…’ button. The ‘Select Names’ window will be displayed.
• The user will be able to select one or many recipients for the mail message.
• Select the person(s) name and designate whether they are to be in the ‘To’, ‘CC’, or ‘BCC’
field by clicking on your choice of the three.
** NOTE: The ‘BCC’ field doesn’t show on the Untitled Message screen until it is used on the
‘Select Names’ screen.
• Once the recipients have been selected and placed in a category, click ‘OK’ to return to the
‘Untitled Message’ window.
• In the Subject field place a brief description or a title for the of your mail message. Did you notice that the subject has become the name of the message? The message in no longer untitled.
** NOTE: The Subject should be descriptive about the mail message, not generic.
• Now, the body of the message can be created.
• Once the body of the mail message is complete, use the spell check function, found under
‘Tools’ on the standard toolbar. It’s a good habit to develop!
• At this point, the user could click the ‘Send’ button to send the message for delivery, but maybe there are other options to be included in this message.
• So, before sending the message, let’s make sure that it is complete.
Message Options
• From your mail message window, click the ‘Options’ button.
The ‘Message Options’ window will display. This window enables you to select many different criteria for your message.
Message Settings
Here the user is able to select the Importance of the message, whether it is high priority or low priority. Message Sensitivity is controlled from this screen, for example, the message may be personal or confidential.
Voting and Tracking Options Voting Options
When using the voting buttons the recipient can reply to your message using the available buttons on your message. For example, if you were working with a team and there was issue to be decided, your e-mail could contain voting buttons so that the issue could be decided without meeting person for a vote.
Tracking Options
The user can request a delivery or read receipt for this message. For example, when sending a time sensitive message, you can opt to receive confirmation that the message was delivered and/or read.
Delivery Options
This option allows the user to specify where replies to mail messages would be sent, save the sent message in a certain folder or tell the system to not send it before a specific date.
Attaching a Document
• Click on the paperclip icon.
• Select the file to be attached to the mail message and click ’Insert’.
• Now, to send the completed message, click the Send button.
RESPOND TO MESSAGES
Responding to Received Messages
• To respond to a message, open the message, then click the ‘Reply’ button to respond to the sender only. To respond to all parties included in the original message, click the ‘Reply to all’ button. Another option is ‘Forward’. This would be used to send the message to someone not listed on the original message.
• When generating your response you will notice that your typed response will be in a different color than the sender’s original message. This feature enables the recipient to decipher your response from their original message.
• The same features are available when responding to a message as when a mail message is composed.
USE CALENDAR VIEWS
Calendar Views
There are 4 different views in which to view the calendar. These views are as follows:
1 Day 5 Day 7 Day 31 Day
From any view in the calendar, double-click on a date or an open time period to add new appointments/events.
1 Day – enables the user to view the schedule for a specific day. This view displays all appointments, meetings and events, by time, in the Notepad type window
5 Day – enables the user to view a normal 5-day work week. This view displays all appointments, meetings and events, by time and date, in the Notepad type window.
7 Day – enables the user to view a normal 7 day calendar week. This view displays all appointments, meetings and events, date only, in the Notepad type window.
• Appointments/events will be displayed on the date on which they occur.
31 Day – enables the user to view an entire month. Similar to the 7 Day View, this view displays all appointments, meetings and events, by date only, in the Notepad type window.
SCHEDULING OPTIONS
Scheduling an Appointment
The appointment selection would be used for your own personal schedule. You would not invite other people or use any resource, such as a conference room.
• From within the Calendar option, click on the drop-down arrow next to ‘New’, and then select Appointment.
• An Untitled Appointment window will be displayed. The default tab displayed will read
‘Appointment’.
Enter the desired information.
Appointment Tab
Subject: Enter the subject of the appointment.
Location: Specify the location of the appointment.
Start and End Time: To specify the appointment duration, select the desired start and end dates for the appointment, then enter the start and end time. This can be done using one of two
methods. Either enter the information manually or use the provided drop-down boxes.
Label: Use this drop-down box as an identifier to describe the appointment (i.e. doctor appt., important, business, phone call and etcetera.).
Reminder: Use this check box to set a reminder for the appointment.
NOTE: Double-click this icon to change to sound for the reminder.
Body: The blank white space will be used to briefly describe the purpose of the appointment.
Show Time as: There are four different options available to set this option when scheduling the appointment. The option selected, will be shown to others attempting to schedule appointments when you are unavailable.
Private: This check box, found in the lower right corner, is used to make an appointment private.
Scheduling a Meeting
The meeting selection would be used when inviting other attendees and/or scheduling a resource, such as a conference room.
To create a meeting request, either click the ‘New’ button pull-down, then select ‘Meeting Request’ or click the ‘Invite Attendees’ button located on the ‘Appointment’ window.
• An Untitled Meeting window will be displayed.
Click the button to select the other attendees and/or resources to be invited to the
The ‘Select Attendees and Resources’ window will be displayed.
In this window there are three options: Required, Optional and Resources. The ‘Required’ field is for attendees that are required to attend this meeting. The ‘Optional’ field is to invite attendees who have a choice of whether or not they will attend. The ‘Resources’ field is used to invite any resources that you made need. Resources would include, meeting/conference rooms, projectors, computers and etcetera.
Appointment Tab
To: Allows the user to select attendees and resources for the meeting.
Subject: Enter the subject of the meeting.
Location: Specify the location of the meeting.
Label: Use this drop-down box as an identifier to describe the meeting (i.e. must attend, important, business, phone call and etcetera.).
Start and End Time: To specify the appointment duration, select the desired start and end dates for the meeting, then enter the start and end time. This can be done using one of two methods.
Either enter the information manually or use the provided drop-down boxes.
Reminder: Use this check box to set a reminder for the meeting.
NOTE: Double-click this icon to change to sound for the reminder.
** NOTE: Any reminder that you set in outlook will only appear if Outlook is up and running on your Taskbar.
Show Time as: There are four different options available to set this option when scheduling the meeting. The option selected, will be shown to others attempting to schedule meetings when you are unavailable.
After the names and resources have been added, check to insure that the attendees and resources are available for the proposed date and time. Let’s check scheduling.
• Select the tab, to check the free/busy time for all attendees and resources.
Scheduling Tab
Zoom: Select the desired layout of the schedule view displayed in the Window.
All Attendees: Lists all attendees and resources that are invited to the meeting.
Window: This is the schedule viewing area.
Add Others: Allows the ability to add other attendees and resources to be invited to the proposed meeting.
Options: Select the level of detail to display in the viewing Window.
AutoPick Next: Click this button to automatically display the next available date and time for the proposed meeting.
Start and End Time: To specify the meeting duration, select the desired start and end date for the meeting, then enter the start and end time. This can be done using one of two methods.
Either enter the information manually or use the provided drop-down boxes.
Scheduling an Event
An event is an activity that lasts all day.
In order to schedule an Event, from the ‘Appointment’ window, on the appointment tab, check the ‘All day event’ box.
** NOTE: Remember, from any view in your calendar, you can double-click on a date or an open time period to add new appointments/events.
An Untitled Event window will be displayed.
Enter desired information.
Appointment Tab
Subject: Enter the subject of the appointment.
Location: Specify the location of the appointment.
Start and End Time: To specify the appointment duration, select the desired start and end dates for the appointment, then enter the start and end time. This can be done using one of two
methods. Either enter the information manually or use the provided drop-down boxes.
Label: Use this drop-down box as an identifier to describe the appointment (i.e. doctor appt., important, business, phone call and etcetera.).
Reminder: Use this check box to set a reminder for the event.
NOTE: Double-click this icon to change to sound for the reminder.
Body: The blank white space will be used to briefly describe the purpose of the event.
Show Time as: There are four different options available to set this option when scheduling the event. The option selected, will be shown to others attempting to schedule events when you are unavailable.
Private: This check box, found in the lower right corner, is used to make an event private.
After the names and resources have been added, check to insure that the attendees and resources are available for the proposed date and time. Let’s check scheduling.
• Select the tab, to check the free/busy time for all attendees and resources.
Scheduling Tab
Zoom: Select the desired layout of the schedule view displayed in the Window.
All Attendees: Lists all attendees and resources that are invited to the event.
Window: This is the schedule viewing area.
Add Others: Allows the ability to add other attendees and resources to be invited to the proposed event.
Options: Select the level of detail to display in the viewing Window.
AutoPick Next: Click this button to automatically display the next available date and time for the proposed event.
Start and End Time: To specify the event duration, select the desired start and end date for the event, then enter the start and end time. This can be done using one of two methods. Either enter the information manually or use the provided drop-down boxes.
Appointment Recurrence
The Recurrence option would be used when an appointment, meeting or event will take place at the same time and place on a regular or repetitive basis.
The ‘Appointment Recurrence’ window is displayed whether the ‘Recurrence’ button is selected from the ‘Appointment’ window, the ‘Meeting’ window or the ‘Event’ window.
From this window you can designate the recurrence of the appointment, meeting or event and how long the recurrence should last.
USING THE CONTACT OPTION
Contacts can be used as your personal address book. Notice that the window looks similar to a Rolodex. When you add new contacts they will appear in alphabetical order in the screen below.
Add a Contact
From within the Contacts folder, click on the ‘New’ button.
The following window will appear where you will be able to add your new Contact information.
USING THE TASKS OPTION
Tasks are just like a ‘To Do List’. New tasks can be added for personal use or for work related issues, for example projects within your division. All tasks will be displayed in the ‘Tasks’
window below.
Add a Task
From the Task pane, double-click on located below Subject.
The Untitled Tasks window is displayed.
Here you will add the information about your new Task. Notice that you have similar options as in Scheduling an Appointment/Meeting.
Outlook enables the assignment of tasks by clicking on the ‘Assign Task’ button.
A ‘To’ field appears in your Task window. Click on the ‘To’ button and select the desired person or persons to which the task is assigned.
USING THE NOTES OPTION
Using Outlook Notes
Outlook provides a feature called ‘Notes’. These notes look like post it notes and act the same way. You can generate notes and set reminders for each individual note. Notes can even be pasted to your desktop.
To create a new note, click on the Notes icon in your Outlook Bar.
Now click the ‘New’ button.
A yellow post-it note will appear with a flashing cursor in the upper left-hand corner. Type your desired text, when finished; click the ‘X’ in the upper right-hand corner.
For example:
Once the note has been created you can right-click on your note and change the color.
** NOTE: Any reminder that you set in outlook will only appear if Outlook is up and running on your Taskbar.
CHANGE OUTLOOK OPTIONS
Brief Description
There are many options available to you through Outlook. Below you will see the ‘Options’
window and all of the options available to you. In this document, only the ’Delegates’ tab will be addressed.
Delegates Tab
The process of granting someone permission to open your folders, read and create items, and respond to requests for you is called ‘Delegate’ access.
This feature enables you to select a specific user(s) to have specific access rights to your Inbox and any other Outlook folder of your choice.
The levels of permission that a delegate can be granted are as follows:
- Author – Read and create items, modify and delete items that you create.
- Editor – Same rights as Author, plus the ability to modify and delete items the manager created.
- Reviewer – Read only.
In the following example, a user has been selected and given permission to access another person’s calendar, tasks and contacts.
To access Outlook Options, select the ‘Tools’ menu, then select ‘Options’.
When the following window is displayed, click the ‘Delegates’ tab.
• Click the ‘Add’ button – The ‘Add Users’ screen is displayed. This screen opens the address book.
• Type the name for your delegate or select it from the name list.
• Under Add Users, click Add->.
• Once all desired users have been selected, click ‘OK’, and the ‘Delegate Permissions’
window will be displayed.
** NOTE: The selected user’s name appears on the title line of the window.
• From this window you can select the type of permissions the designated user(s) can have per specific folder (Calendar, Tasks, Inbox, and etcetera.).
• Once all desired options have been assigned, click’ OK’ to exit the ‘Delegate Permissions’ window.
• The system will return to the ‘Options’ window and display the user(s) selected on the
‘Add Users’ screen.
• Once a user has been assigned, you can remove that user, change that user’s permissions and view the properties associated with that user.
• After all desired additions and changes have been made, click ‘OK’, to exit the ‘Options’
window.
USING OTHER MICROSOFT OFFICE APPLICATIONS
Using other Office Application with Outlook
Microsoft Outlook and the other Microsoft Office applications (Word, Excel, Access,
PowerPoint, and Internet Explorer) work together. When using Microsoft applications, other than outlook, and you are working on a document or viewing an Internet webpage, you can send the document via your email through Outlook without even opening the Outlook application.
• From the document you are working on, click the ‘File’ menu and select ‘Send To’.
• From here select “Mail Recipient”.
A new Outlook mail message window will display.
Enter the information the same as you would to compose a new mail message within Outlook.
By taking these steps Outlook already has attached the document in your mail message.
CREATE NEW FOLDERS
Creating New Folders
• New folders can be created to better organize mail messages
• To create a new folder, click on the ‘File’ menu.
• Select ‘New’, then ‘Folder’.
The ‘Create New Folder’ window will display.
• Name: Specify a name for the new folder.
• Folder contains: Select the type of item(s) that will be stored in the folder, such as:
‘Mail and Post Items’.
• Select where to place the folder: Select where you would like to create the folder by single clicking on any other folder or mailbox in the scroll list.
• Once you have finished, click ‘OK’.
OUT OF OFFICE ASSISTANT
Using the Out of Office Assistant
Allows you write a brief message explaining why you are out of the office, when you expect to return, and/or who to contact while you are gone. When activated, the Out of Office Assistant will auto reply with a copy of your message to anyone who sends you a message.
• Select ‘Tools’, then ‘Out of Office Assistant’.
• To enable this feature, select ‘I am currently Out of the Office’.
• In the ‘Auto Reply only once to each sender with the following text:’ box, type the message that you would like sent to people who send you messages while you are out.
• Click ‘OK’.
• The Out of Office Assistant will now send your message to anyone who sends you a message between now and the point in which you turn off this feature. Ideally, when you return to the office.
• To disable the ‘Out of Office Assistant’ feature, select ‘Tools’, then ‘Out of Office Assistant’.
• Select ‘I am currently In the Office’.
• Your message will no longer be sent to anyone.
• Click ‘OK’.
PUBLIC FOLDERS
Open a Public Folder
Public folders are an easy and effective way to collect, organize, and share information with others on your team or across your organization. Public folders can be used to store any type of file or Outlook item. Public folders may, also, be used as electronic bulletin boards for online discussions or as file repositories for sharing files.
• As with most of the features of Outlook, there is more than one method to access Public Folders. The easiest way is to select the ‘Folder List’ icon from the ‘Navigation Pane’.
Another method would be from the Menu toolbar, select the ‘Go’ menu, and click ‘Folder List’ (‘Folder List’ displays all folders available in your mailbox.).
• Whichever method that you choose, scroll to the bottom of the ‘Folder List’ (in the
‘Navigation Pane’), expand ‘Public Folders’, then expand ‘All Public Folders’. Finally select DAS or any other folder that you may need to access.
• Double-click the folder that you want to open.
Post to a Public Folder
• From the Standard Toolbar, select the ‘File’ menu, select ‘New’, then click ‘Post in This Folder’.
• Enter the subject or topic of your Conversation (be specific).
• Enter your question or message in the body of the form.
• Click ‘Post’.
Your message will be posted to the public folder. Other users can now view and/or respond to this posting.
