Microsoft Exchange 2010
Email Training
Microsoft Outlook 2007
Outlook Web App
Table of Contents
INTRODUCTION
1.1 What Does Microsoft Exchange Do?
1.2 Advantage/Disadvantage
1.3 Outlook 2007 vs. Outlook Web App 1.4 Light Version of Outlook Web App
vs. Full Version
SENDING/RECEIVING EMAIL
2.1 Sending an Email Message in Local Outlook 2.2 Check Your Spelling or Grammar
2.3 Reply to or Forward a Message
2.4 Reply to the Sender and all Recipients of a Message
2.5 Attach a File or other Item to an Email Message
2.6 Turn on or off the Out of Office Assistant
EXPORT AND ARCHIVAL
3.1 Export up Your Personal Folders 3.2 Archive Items Manually
USING THE ADDRESS BOOK
4.1 Add a Contact from a Message that You Receive
4.2 Creating a Local Distribution List USING CALENDARS
5.1 Using the Outlook Scheduling Assistant 5.2 Sharing Your Calendar
5.3 To Stop Sharing Your Calendar 5.4 Create an Appointment
5.5 To see Another Person’s Calendar FAQ
6.1 Create a Signature from Outlook
6.2 Create a Signature from Outlook Web App
What Does Microsoft Exchange Do?
1. Hosts email
2. Provides central address books and personal
address books
3. Multiple calendars management
4. Allows users to share email, address books,
and calendars with co‐workers
Advantages / Disadvantages
• Users can check email
from any computer
connected to the
Internet
• Easy way to setup Out
of Office messages
• Easy way to use Global
Group Address Books
• User lists are always
updated
• When User is Removed
All his/her data is
removed from the
server
• Email processed by
Mobile devices are
treated as read email by
Outlook
• Email boxes have
storage limit
1.2 INTRODUCTION
Outlook 2007 vs. Outlook Web App
• Requires Outlook 2007 or
above.
• Needs to have your
account setup.
• Stays on until you close
the program.
• Local account can access
Archive files.
• Backup email, Contacts
and Calendar
• Access email everywhere
as long as you have
Internet Access
• No local profile setup.
• Can not Backup email,
Contact and Calendar
• If you don’t check “This is
a private computer”
Security will log off
automatically in 5
minutes.
Light Version of Outlook Web App
vs. Full Version
• The light version provides fewer features and
is faster for some operations.
• Popup windows to read email messages in full
version
• Subfolders don’t show automatically on the
light version
• Right‐click opens full Outlook menu in full web
app. Not in light version.
1.4 INTRODUCTION
Sending an Email Message
in local Outlook
• Start a new message
• On the File menu, point to New, and then click Mail Message.
• In the Subject box, type the subject of the message.
• Add recipients
• Enter the recipients' names in the To , Cc, or Bcc box (To, Cc, and Bcc
boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message;
however, the names of the recipients in the Bcc box aren't visible to other recipients.). Separate the names with a semicolon (;).
• To turn on the Bcc box for this and all future messages, on the Message Options tab, in the Fields group, click Show Bcc.
• To select recipients' names from a list in the Address Book, click the To , Cc, or Bcc button.
• Before sending you can check your text spelling and grammar (see next slide)
• Click on the Send button
Check Your Spelling or Grammar
• By default, Outlook checks spelling and grammar
automatically as you type. Wavy red underlines
indicate possible spelling problems, and wavy green
underlines indicate possible grammatical problems.
• If you want to check for all errors when you finish
composing your message, do the following:
• On the Format tab, in the Proofing group, click
Proofing, and then click Spelling & Grammar.
• NOTE If you type a word incorrectly but the result is
not a misspelling (for example, "from" instead of
"form" or "there" instead of "their"), the spelling
checker will not flag the word.
2.2 SENDING/RECEIVING EMAIL
Reply to or Forward a Message
• When you want to reply only to the sender of an email message, do
one of the following:
– When the message is selected but not opened in its own
window On the Standard toolbar, click Reply. (Applies to Web App full and local Outlook)
• When the message is open and you see the contents On the
Message tab, in the Respond group, click Reply. (All outlooks)
• Compose your message.
• Tip To add an attachment, see Attach a file or other item to an
email message.
• Click Send.
• Note By default, when you reply to an email message, the original
message is included in the message body.
Reply to the Sender and all Recipients
of a Message
• When you want to reply only to the sender of an
email message, do one of the following:
– When the message is selected but not opened in its
own window On the Standard toolbar, click Reply.
(Doesn’t apply to light version)
• When the message is open and you see the
contents On the Message tab, in the Respond
group, click Reply.
• Compose your message.
• Click Send.
2.4 SENDING/RECEIVING EMAIL
• Reply to the sender and all recipients of a message
• You can reply to the sender of an email message, or you can include
anyone else listed in the To and Cc fields.
• Exercise discretion when you use Reply All, especially when there
are a large number of recipients or distribution lists on your reply.
• Reply is a better choice when you only need to communicate with
the message sender. Or, delete the names of people and
distribution lists that don't need to read your reply.
• Do one of the following:
– When the message is selected but not opened in its own
window On the Standard toolbar, click Reply All. (Doesn’t apply to the light version.)
– When the message is open On the Message tab, in the Respond group, click Reply All.
Continued.
Attach a File or other Item to an Email
Message
• On the File menu, click New, and then click
Mail Message.
• Once in the compose Message screen find the
paper clip icon. Click on it to Attach File.
• In the Open dialog box, browse and select the
file that you want to attach, and then click
Open.
2.5 SENDING/RECEIVING EMAIL
Turn on or off the Out of Office
Assistant
FOR LOCAL OUTLOOK:
• On the Tools menu, click Out of Office Assistant.
• If the Out of Office Assistant command does not appear call Tech Support for assistance
• Click Send Out of Office auto‐replies.
• Select the Only send during this time range check box to schedule when your out of office replies are active. If you do not specify a start and end time, auto‐replies will be sent until you click Do not send Out of Office auto‐replies.
• On the Inside My Organization tab, type the response that you want to send while you are out of the office. This will only be sent to crjustice.org email addresses.
• To send auto‐replies to people outside of your organization go to the Outside My Organization tab, select the Auto‐reply to people outside my organization check box, and then type the response that you want to send while you are out of the office.
Export up Your Personal Folders
EXPORT CAN ONLY BE ACCOMPLISHED USING LOCAL OUTLOOK
• On the File menu, click “Import and Export”.
• Click “Export to a file”, and then click Next.
• Click “Personal Folder File” (.pst), and then click Next.
• Select Mailbox ‐ your name and check “Include
subfolders” option then click Next.
• You need to specify the path and file name of the .pst file
you want to export
• Click on “Replace duplicates with items imported” .
• Click “Finish”.
3.1 EXPORT AND ARCHIVAL
Archive Items Manually
ARCHIVE CAN ONLY BE ACCOMPLISHED USING LOCAL OUTLOOK
AUTOARCHIVING
• Outlook can be programmed to automatically autoarchive all your
Outlook data periodically. However, extreme care should be applied
or your data can also be purged periodically. Please work with your
tech support rep if you want to set this feature on.
ARCHIVING MANUALLY
• On the File menu, click Archive.
• Select the Archive this folder and all subfolders option, and then
specify a date under Archive items older than.
• Under Archive file, click Browse to specify a new file or location if
you do not want to use the default file or location.
Add a Contact from a Message that
You Receive
• Open or preview the message that contains
the name that you want to add to your
contacts.
• Right‐click the name of the sender who you
want to make into a contact, and then click
Add to Contacts on the shortcut menu.
(Doesn’t apply to light version. You can’t add a
contact from email in light version.)
4.1 USING THE ADDRESS BOOK
Creating a Local Distribution List
THIS SECTION DOESN’T APPLY TO THE LIGHT VERSION
• On the File menu, point to New, and then click Distribution List.
• In the Name box, type the name of your distribution list. (For example,
“Managers")
• On the Distribution List tab, click Select Members.
• In the Address Book drop‐down list, click the address book that contains the email addresses you want to include in your distribution list.
• In the Search box, type a name that you want to include. When the name you're searching for appears in the list below, click it, and then click
Members.
• Do this for each person whom you want to add to the distribution list, and then click OK.
Using the Outlook Scheduling
Assistant
• Note that to use this feature you don’t need to have shared calendars turned on.
• Click on Calendar
• Click on the menu "Action" and select "Plan a Meeting“
• Under "All Attendees" enter the correct email addresses of the team members.
• Enter the date and times you plan to meet under Meeting Start and Meeting end.
You will see the blocks the users are Busy, Tentative, Out of Office, or with No information. If a time block is not available to all, you can click on
"AutoPick Next", you will see suggested times when all are available.
You can then click on "Make meeting" and the meeting scheduling windows will open.
At that time you can send "Invitations" to your team members for the proposed scheduled time.
5.1 USING CALENDARS
Sharing Your Calendar
• In the navigation pane, find My Calendars, and then right‐click on
the calendar you want to share then select and click Share
Calendar. (You cannot share a calendar from the light version)
• A new window will open, in the To box select an account from the
address book if within CRJ or type in a known email address if from
outside the agency. “Allow recipients to view your calendar”
should be checked.
• At the same time or separately you could request to view calendars
from the same people in your email list. To do this simply check the
“Request permission to view recipient's Calendar” check box.
• Click Send.
To Stop Sharing Your Calendar
DOESN’T APPLY TO LIGHT VERSION
• In the Outlook navigation pane, click Calendar.
• Under My Calendars, right‐click the calendar that
you are sharing, and then click Change Sharing
Permissions.
• In the Calendar Properties dialog box, on the
Permissions tab, click the user name of the
person with whom you want to stop sharing.
• Click Remove, and then click OK.
5.3 USING CALENDARS
Create an Appointment
THIS APPLIES TO OUTLOOK LOCAL AND FULL VERSION
• On the File menu, point to New, and then click Appointment.
• In the Subject box, type a description.
• In the Location box, type the location.
• Enter the start and end times.
• To make the appointment recurrent, on the Appointment tab, in
the Options group, click Recurrence .
• Click the frequency (Daily, Weekly, Monthly, Yearly) with which the
appointment recurs, and then select options for the frequency.
• Click OK.
• To setup a reminder of your appointment click on the bell icon and
select when to be reminded.
• Click Save & Close.
To See another Person’s Calendar
• After you have received permission to view another person’s
calendar, the calendar should appear in the Calendar navigation
pane under People’s Calendars. Select the calendar check box to
open it. If the calendar is not listed, follow the remaining steps.
• In the Office Outlook 2007 navigation pane, click Calendar, and
then click Open a Shared Calendar.
• In the Open a Shared Calendar dialog box, in the Name box, do one
of the following:
– Type the person’s name.
– Click Name to select it from the Address Book.
• Click OK.
5.5 USING CALENDARS
Create a Signature from Outlook
• Have the text of the statement ready (you can select and copy the text above and then paste it into the Outlook signature area).
• Open Outlook
• Click on Tools
• Click on Options (if you don't see this option, click on the double down arrow to extend the menu)
• Click on Mail Format then click on Signature
• Click on New (you can also click on Edit if you already have a signature and want to make changes)
• Enter a name for the new signature: "Confidentiality“
• Please make sure that in the area that says "Choose default signature", under
• New Messages you pull down the menu and select the signature you
Create a Signature from Outlook Web
App
• Click on “Options” (upper right corner). Then
click on “See All Options” You will see the
options Message Options.
• Click on right hand side panel “Settings” .
• You will see “email Signature”.
• You can copy CRJ standard signature txt or
create your own signature in the txt field.
• Click “Save” on your right hand side corner.
6.2 FAQ
