AHS Computing. Outlook Seminar Series Session #2

AHS Computing

Outlook Seminar Series

Session #2

Introduction

Email Templates

• File with predesigned, customized format and structure that is ready to use and be filled in whenever you need to use it

• Useful if you find you are sending the same type of email out over and over

• Instead of typing same thing again,

copying/pasting, searching for information from old sent items

Email Templates

• Open the New email window as you

would normally

• Enter the message you want to use for the

template  You can still use all the same

features as you would in a regular email

such as hyperlinks, adding items,

Email Templates

• In the File tab, click Save As

• In the dialog box, select Outlook Template

from the Save as type list

Sending an email from a

template

• In Outlook, click New

Items, open the

More Items menu

and select Choose

Form

Sending an email from a

template

• In the dialog box,

select User Template

in File System from

the Look In drop down list

• You will find a list of your saved templates here

• Select the template you wish to use and click Open

Archiving

Email

Archiving Email???

– To be in compliance, organizations must establish archiving systems to retain electronic communications and assure that requested materials can be retrieved and presented in a timely manner.

• Legal discovery and investigations:

– Organizations must be able to retrieve relevant messages in the event of legal discovery, audits, and business or personnel investigations. • Storage management

– As the volume of messages continues to increase, an archiving solution lets organizations offload message storage from their corporate servers. – This reduction in stored messages helps to ensure that server

performance is maintained, minimizes storage costs, and greatly simplifies restore operations in the event of a server failure.

Before Archiving…

• Before Archiving, it is always best to do a tidy up of your email • Delete whatever

messages you can from the folder that you are going to

archive

• Use the folder Clean

The Clean Up Tool

• How many times do you get a lot of back and forth emails that are completely unnecessary to keep? • Clean Up

– Deletes redundant messages in a conversation – Keeps only the most recent.

• Why? The most recent email contains the thread of all of the quoted replies in it.

– Therefore, there is no need to keep all of the other emails, when their contents are quoted in the last email

Archive Email

• Why would you archive email?

Archiving

• Select the folder, the prior to date and the location of the created archive

Auto-Archive Settings

• Archiving can happen automatically

• Different schedules for different folders

• An alternative method to deleting old

Creation of Archive

• Saving to the N: drive is the best option for your archive

Open the Archive

• Opening the Archive can be done through the File menu

• The archive is

considered a data file with the extension of *.pst

• Once opened it will appear as a folder

Close the Archive

• When done

referencing the

archive, close it to avoid confusion

• The file will remain on your N: drive for

Alternative to Archiving

• With the full version of Adobe Acrobat, you can create an indexed pdf of a folder

Converting to PDF

• Adobe will convert each email to a pdf file and compile them into a single file

Basics of Rules

• A rule is an action that Outlook performs

automatically on incoming or outgoing

messages based on conditions that you

have specified.

• Rules are useful for organizing your emails

• Can be created from a template, from a

Examples of using Rules

• Move calendar items to a calendar folder

• Move messages from a specific mailing list

• Move messages with a specific word in the

subject line

• All messages sent to a specific person

saved in separate folder

Creating Rules

• Select the message you’d like to base the rule on

• Outlook will generate rules based on the message you

selected

• If you selected this, a window will pop up asking you to finish customizing the rule.

• The Create Rule dialog box will

automatically fill in some of the options by pulling

information from the email you had

selected when you clicked Create Rule

Rules Wizard

• Rules Templates

for common rules

• In the File tab,

select Manage

Rules and Alerts

Rules Wizard-Select a template

organized or Stay Up to Date • Ex. Play a sound when I get a

message from someone

• Step 2- Edit the rule

description by clicking any

underlined values

• Ex. people or public group/A

Rules Wizard-Select conditions

• Select condition(s), select the conditions that you want the messages to meet for the rule to apply. • Ex. Messages addressed

to only me

• Step 2:

• Edit the rule description, click an underlined value for any condition that you added, and then specify the value.

Rules Wizard-Select actions

• Select action(s), select the action that you want the rule to take when the specified

conditions are met.

• Ex. Move it to a specific folder • Step 2:

• You can once again edit the rule description based on any new conditions you may have added

Rules Wizard-Select exceptions

• Add any exceptions to the rule

• Ex. Except if marked as

important

• Step 2:

• Ability to edit rule description again

Rules Wizard-Finish rule setup

• Name the rule

• Ex. Messages from AHS Help • Step 2:

• Setup rule options • Turn on the rule

• Run the rule on messages already in the inbox

• Step 3:

• Review rule description

• This description will include all underlined values in the rule for you to review a final time before saving

Automatic Replies

• Familiarity with Out of

Office

• Other options

including when the message is sent

Using a Rule to Create an

Automatic Reply

• Draft the message • Go the File tab and

select Save As • Select Outlook

Using a Rule to Create an

Automatic Reply

• Create a blank rule • Select the options

– Sent only to me

– Reply Using a Specific Template (the one that you saved)

Using a Rule to Create an

Automatic Reply

• Edit the rule description

– Can be extremely granular

Using a Rule to Create an

Automatic Reply

• When would this be useful?

– If you have sent out a message to a large

number of people and they will be replying to your subject line

Junk Email Settings

• The junk email filter evaluates incoming

messages to determine whether or not it is

spam

• Looks at when the message was sent and

the content, the sender etc.

Junk Email Settings

• You can add safe senders to you safe senders list to ensure they won’t ever be sent to the junk email folder

• You can also select ‘Never Block Sender’ to ensure a sender won’t be sent to junk email folder

Junk Email Settings

• You can add email addresses to the blocked senders list that you have

identified as spam senders. You can do this from the junk email options window by clicking add and entering the address

• or you can select the message you’d like to block the sender of and click Block Sender

Junk Email Settings

• With the

International tab, you can block domains from specific

countries/regions (Top Level Domain) or emails which

include specific languages

Next Seminar

• Join us on March 21

• Topics

– Booking Resources – Booking Colleagues