Microsoft Outlook 2003
Quick Reference
Table of Contents
Creating Messages... 3
Using the Address book ... 3
Sending messages ... 3
Saving unfinished messages ... 4
Adding attachments... 4
Using automatic signatures ... 5
Reading messages... 6
Replying a message ... 6
Forwarding a message ... 7
Receiving attachments ... 7
Creating a new folder ... 7
Sorting and grouping messages ... 8
Using the Out of office assistant ... 8
Creating rules ... 9
Activating or deactivating rules ... 10
Archiving messages ... 10
Creating contacts in the Contacts list ... 11
Creating Contacts from an e-mail message... 11
Viewing contacts... 12
Sharing contacts... 12
Opening shared contacts... 12
Creating a distribution list ... 13
Using a distribution list... 13
Viewing the Calendar ... 14
Using different Calendar arrangements... 15
Creating an appointment ... 15
Editing an appointment... 16
Creating Events ... 16
Creating a meeting ... 17
Sharing a calendar ... 18
Opening a shared calendar ... 18
Sharing Folders ... 19
Opening a shared folder ... 19
Adding delegates... 20
Removing a delegate... 20
Using the Search bar... 21
Logging on to Outlook Web Access... 22
Using Outlook Web Access ... 23
General Information... 24
Creating Messages
• Click on the New Mail Message button in the Toolbar Type the address(es) of
the recipient(s) in the address box after To…
and Cc…
.
• Type the Subject in the Subject box after
.
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Type the message text in the message area.
Use the Formatting toolbar to format the message text.
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Using the Address book
• Click on the button in front of the address box.
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Type the first letters of the name in the top-left box in the Select Names window.
Use the slider at the right side of the names list to move through the list (if necessary)
Click on the name of the recipient.
Hold down the Ctrl – key to select more names at once.
Click on , or
to add the name to the message.
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Repeat this for other recipients.
Click on to return to the message.
Sending messages
• You can click on or to mark the message with high or low priority.
• Click on in the message toolbar to send the message.
Saving unfinished messages
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To save an unfinished message, select File Æ Save from the menu.
To see all unfinished messages, click on in the list of All Mail Folders in the Navigation pane at the left side of the window.
• To finish an unfinished message, double - click on the message in the Drafts folder.
Adding attachments
• To add a file as an attachment to a message, click on in the toolbar of the message window.
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Select the folder from the My locations bar at the left side of the Insert file window, or,
select the folder from the Look in: list at the top of the Insert file window.
Click on the file you wish to attach to the message. Hold down the Ctrl – key to select multiple files.
Click on to
attach the file(s) to the message.
• Leave the selection of Regular attachments in the Taskbar at the right side of the window as it is.
The maximum size for a message is 7 Mb,
attachments included. Larger messages cannot be sent or received.
A number of file types cannot be sent or received as an attachment. See General information.
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Using automatic signatures
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To create automatic signatures select Tools Æ Options… from the Outlook menu.
In the Options window, select the Mail Format tab.
Click on to open the
Create Signature window.
• Click on to create a new signature.
Type a new name in the textbox under 1. Enter a name for your signature Select Start with a blank signature if you want to create it from scratch,
or,
select Use this file as a template if you want to create a signature based on an existing file.
Click on to go to the next window.
Type the text of your signature in the large textbox.
Use the Enter – key to move to the next line or to insert blank lines.
Use the or
button to change the format of your signature.
• Click on to return to the Options window.
Select the Signatures for new messages and Signatures for replies and forwards from the lists.
Click on to return to the Outlook window.
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Reading messages
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To read a message using the reading pane, select View Æ Reading Pane .
Select Right to show the Reading pane at the right side of the Inbox
messages list.
Select Bottom to show the Reading pane underneath the Inbox messages list.
Select Off to hide the Reading pane.
Click on the message you wish to read.
To read a message without the Reading pane, double click on the message.
Close the message after reading it with File Æ Close, or by clicking on
• To delete a message, press the Delete key on the keyboard,
or,
Click on on the toolbar
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Replying a message
• Click on to send a reply to the sender.
• Click on to
send a reply to the sender and all other recipients.
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Type your reply at the top of the message.
Click on . Attachments will not be automatically included.
Forwarding a message
• Click on to send the message to one or more recipients who were not included in the original list of recipients.
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Type the address(es) of the recipients or select these from the Address book.
Type, if necessary, your own comments at the top of the message.
Click on . Attachments will be automatically included.
Receiving attachments
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Right-click on the attachment in the header of the message window or in the header of the Reading pane.
Click on Open to open the attachment directly in the program connected to the file type.
Opening an attachment directly may carry the risk of activating viruses.
Click on Save As… to save the attachment on a disk.
Creating a new folder
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Right-click in the All mail folders list on the folder where you whish to create a new folder.
Select .
• Type the name of the new folder in the textbox under .
• Select the type of folder from the list under
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Click on the folder in the folders list, to which this new folder should be a subfolder.
Click on .
Sorting and grouping messages
Click on the Arranged by:
header on top of the Inbox.
Click on one of the fields in the menu to arrange the list in a different way.
Click on the header next to the Arranged by: header to change the order from ascending to descending and vice versa.
Click again on the Arranged by: header.
Click on Show in Groups to group or ungroup the messages according to the field to which the list has been arranged.
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Using the Out of office assistant
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Select in the Inbox Tools Æ Out of Office Assistant.
Click on .
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Type your auto reply text in the textbox under: AutoReply only once to each sender…
To add a rule click on .
Fill in the conditions for the received messages or leave them blank to refer to all messages.
Select the actions you want to be performed.
To automatically forward your mail to a colleague or an assistant, click on
and fill in the address at .
• Click twice on .
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Creating rules
With a rule you can automate actions like forwarding mail to a colleague or moving mail to specified folders.
• Select Tools Æ Rules and Alerts from the menu in the Inbox.
Click on .
• Click on .
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Select whether this rule should apply to received or sent messages.
Click on .
Click on the condition you want to add, for instance:
.
• Click in the second box on the blue text to edit the description, for
instance: and
select the name from the Address book.
• Click on .
Select the action you wish to perform on the message, for instance:
.
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Click in the second box on the blue text to edit the description.
Move in the same way through the entire wizard clicking on
,
and complete the rule at the end by clicking on
.
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Activating or deactivating rules
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Select Tools Æ Rules and Alerts from the menu in the Inbox.
Click on the checkbox 5 before the rule to activate or deactivate it.
Click on to remove a rule.
• Click on .
Archiving messages
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Select File Æ Archive…
Click on
.
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Click in the folders list on the folder you whish to archive.
If necessary change the date for by clicking on .
• If necessary change the name and the location for the archive file in the
box under .
• Click on .
Information about Auto Archiving can be found at General Information
Creating contacts in the Contacts list
• Click on
.
• Click on .
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Type the information of the contact in the proper textboxes.
Click on buttons like to get an extra dialog with more details.
• Click on if you whish to select the e-mail address from the address book.
• Click on the
‘photograph’
to add a picture.
Click on any of the other tabs to see more fields.
Click on .
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Creating Contacts from an e-mail message
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Open a message or view the message in the Reading pane.
Right-click on the address of the sender or one of the recipients,
or click on .
• Click on
.
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Fill in the missing information in the contact window.
Click on .
Viewing contacts
• Click on
.
• Click once on every one of the options under
.
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Click on Phone List to get a table view.
Click on one of the fieldnames above the list to sort the list.
Click on one of the last four views to get a grouped view.
Sharing contacts
• Click on
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If necessary, click on the tab Permissions.
Click on .
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Select from the address book the person(s) who you want to share your contacts with.
Select a permission level from the list, or,
select the permissions from the option underneath the list.
• Click on .
Remember to inform everyone in question about this share.
Opening shared contacts
• Click on
• Click on .
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Select the name of the person who shared his/her contacts with you.
Click on
Creating a distribution list
• Click on the small black arrow
of .
• Click in the menu on
Type the name of the distribution list in the box after .
• Click on .
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Select the names of the
members from the address book by double-clicking on their names.
Click on
• Click on .
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Using a distribution list
• Click on
• Create a new e-mail with .
• Click on .
• Select in the address book the Contacts.
• Drag the slider until you find the distribution list or type the name in the box:
• Click on the distribution list and then click
on .
• Click on .
Viewing the Calendar
• Click on one of the View buttons to change the view of the Calendar .
• Click on to see the appointments of one day.
• Click on a date in the Calendar block to view a different date.
• Hold down the Ctrl-key and click on one or more other dates to view several days at the same time.
Click on or on the header the view a different month.
• Click on to view an entire week, except the non-working days (usually the weekend).
• Click in the Calendar block to select another workweek.
In this view non-working days will never be shown, even if you click on one.
Click on to view an entire month.
• Click on or on the header the view a different month.
• Click on a date in the Calendar block to switch over to a 1-Day view.
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Using different Calendar arrangements
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Select Æ View Æ Arrange By Æ Current View .
Select one of the Views to see a different presentation of your calendar.
Repeat this for every view.
Creating an appointment
• Click on or double- click in the calendar to create a new appointment.
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Fill in the Subject, which will be shown in the calendar.
Select the Start date and time by typing or by choosing from a list
• Select the End date and time by typing or by choosing from a list
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Click on the Reminder
checkbox to switch it on or off.
If on, select the reminding period by typing or by choosing from a list.
• To draw some extra attention, select a colour from
• To mark the appointment as busy, or free, or not present, select the right marking form
• Click on .
Editing an appointment
• Open the appointment window by double-clicking on the coloured bar to the left.
• Make the changes and save these with
• Change the duration of the appointment by dragging the bottom line.
By dragging you can only change the duration by fixed steps, which is less accurate then changing it in the appointment window.
• Move the entire appointment by dragging the coloured bar up or down or to an other date.
Creating Events
An event is an appointment, which lasts the entire day or several days. (no start or end time)
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Create a new appointment.
Fill in all necessary information.
Click on .
• Check for the correct colour marking at
As a default the time for an event will be shown as Free.
In this way events will not show up when someone is scheduling you for a meeting.
• Click on .
Creating a meeting
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Create a new appointment or open an existing one.
Click on on
the toolbar.
• Click on .
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Select one or more attendees from the address book.
Click on .
• Click on the tab .
Change the Meeting start and end time by choosing from the lists underneath
, or,
• Change the Meeting start and end time by dragging the green and red line
, or,
• Change the Meeting start and end time automatically by
• Click on .
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Sharing a calendar
• Click on
• Click on .
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Select one or more addresses from the address book.
Click on .
• Select a Permission level from , or,
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Select the permissions by clicking on the checkboxes underneath the list.
Click on .
Remember to inform everyone in question about this share.
Opening a shared calendar
• Click on
• Click on .
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Select the name of the person who shared his/her calendar with you.
Click on
Sharing Folders
By sharing you can give other people access to items in the shared folder, for instance sharing a folder with a
colleague, in which the messages are stored of a joined client.
• Click on .
• Right-click on the folder, for instance:
.
• Select .
• Click on .
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Select one or more addresses from the address book.
Click on .
• Select a Permission level from , or,
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Select the permissions by clicking on the checkboxes underneath the list.
Click on .
Remember to inform everyone in question about this share.
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Opening a shared folder
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Select File Æ Open Æ Other user’s folder…
Click on .
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Select the name of the person who shared his/her contacts with you.
Click on
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Adding delegates
By making someone a delegate, you can give this person access to your mail, calendar, etc., even during your absence. A delegate can also be permitted to add appointments or send mail.
Select Tools Æ Options from the menu.
Click on the tab .
• Click on .
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Select one or more addresses from the address book.
Click on .
• Click on .
Change the permissions for the various items by selecting from the list
.
• To inform the new delegates and existing delegates about changes, click on
…
• To allow delegates to see mail and appointments which have been marked as Private, click on
.
• Click on .
Delegation will only be available if your
computer is connected to an Exchange server.
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Removing a delegate
Select Tools Æ Options from the menu.
Click on the tab .
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Click on the name of the delegate.
Click on .
• Click on .
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Using the Search bar
• Click on in the toolbar.
• Type one or more words in .
• Click on to start the search.
Click on to select the folders in which you wish to search for items.
• Click on to view subfolders.
• Click on the checkboxes to include or exclude folders into or from the search.
• Click on to include or exclude subfolders into or from the search.
• Click on .
• Click on to start the search.
Click on to return to the complete list.
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Logging on to Outlook Web Access
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Activate your Web browser.
Type http://mymail.sgs.com in the Address bar.
• Type your domain and username (network-id) in
• Type your password in
• Click on for more information about the Client and Security options
Click on Basic if your connection is slow, otherwise use Premium.
Click on Public or shared computer if you are using a computer in, for instance, an Internet Café.
Click on .
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Using Outlook Web Access
• Select a folder from
or from
Browse through your items by clicking on
Check the toolbar for the various options which are available using Web Access.
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General Information
• Data location All data will be stored on the server
Available space 150 MB
Maximum size e-mail An e-mail message can be 7 MB at maximum, either for sending or receiving mail. Larger mail will not be transferred.
Blocked attachments
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Extension File type
.ade Microsoft Access project extension .adp Microsoft Access project
.app Visual FoxPro Application .asx Windows Media Audio / Video .bas Microsoft Visual Basic class module .bat Batch file
.chm Compiled HTML Help file
.cmd Microsoft Windows NT Command script .com Microsoft MS-DOS program
.cpl Control Panel extension .cer Public key certificates .crt Security certificate .exe Program
.fxp Visual FoxPro Compiled Program .hlp Help file
.hta HTML program .inf Setup Information .ins Internet Naming Service .isp Internet Communication settings .js JScript file
.jse Jscript Encoded Script file .lnk Shortcut
.mda Microsoft Access add-in program .mdb Microsoft Access program .mde Microsoft Access MDE database .mdt Microsoft Access workgroup information .mdw Microsoft Access workgroup information .mdz Microsoft Access wizard program .msc Microsoft Common Console document .msi Microsoft Windows Installer package .msp Microsoft Windows Installer patch
Extension File type
.mst
Microsoft Windows Installer transform;
Microsoft Visual Test source file .ops Office XP settings
.pcd Photo CD image; Microsoft Visual compiled script
.pif Shortcut to MS-DOS program .prf Microsoft Outlook profile settings .prg Visual FoxPro Program
.pst Microsoft Outlook personal storage file .reg Registration entries
.scf Windows Explorer command .scr Screen saver
.sct Windows Script Component .shb Shell Scrap object
.shs Shell Scrap object .url Internet shortcut .vb VBScript file
.vbe VBScript Encoded script file .vbs VBScript file
.wsc Windows Script Component .wsf Windows Script file
.wsh Windows Script ost Settings file H
(Auto)
Archive Your Microsoft Outlook mailbox grows as you create and receive items. To keep your mailbox manageable, you need another place to store the old mails that are important but not frequently used. This is called an archive. You also need a way to
automatically move those old mails to t archive location and to discard items whose content have expired and are no longer valid. Auto Archive takes care of these processes for you.
he
Auto Archive runs automatically at scheduled intervals (every 14 days), moving old and expired items from mailbox to your Archive. Expired items are mail and meeting items whose content is no longer valid after a certain date, such as a meeting you had four months ago that still appears on your calendar. Although an expiration date is optional, you can define it at the time you create the item or at a later date. When the item expires, it's unavailable and has a strike-out mark through it.
Your Mailbox = Your Archive =
As soon as your mailbox reaches 80% of the 150 MB limit, the system will send you an e-mail warning. If you reach 90% and higher you can’t send messages anymore, but you still receive messages. Now you have to archive manually before you can send new messages.
Archiving Desktop
For desktops connected to a Local Network with a File Server, the Archive of your mailbox will be placed on your personal home drive. (e.g. P:\ or Z:\Æ Personal Home Drive).
Archiving Laptop
To allow users with laptops to access their archive messages during travel, an archive file will be created on the local hard disk (e.g. C :\). To prevent data loss in case of a hard disk failure or if someone has his laptop stolen or lost, an Outlook 2003 Add-In called “Personal Folders Backup” will be
installed.
This Add-In will backup your locally saved Archive Folders to your personal home drive. (e.g. P:\ or Z:\Æ Personal Home Drive).
You will be prompted when to backup.
This document has been created for SGS by In cooperation with
