Académique Documents
Professionnel Documents
Culture Documents
Supplementary Materials
February – June 2006
Table of Contents
1. Using Outlook on Exchange will enable you to use your e-mail and calendar without a separate
password. The same password that you use to log in to Windows also logs you in to Outlook,
which will also handle calendaring. No more typing a separate password each for Windows,
Eudora, and Corporate Time (Oracle).
2. Outlook doesn’t have a “Check Mail” button. Use “Send/Receive” to check mail:
3. When you want to look up an e-mail address for and send e-mail to UCOP employee, do this:
a. In the message to be sent, click the “To” button.
b. In the Select Names box, type part or all of the name to find it on the list. Select the
name, click on the “To” button to add to addressing of your message, and click OK.
1.
c. You can add an individual to the CC or BCC field in the same manner.
4. You need to know that Outlook blocks certain attachments. It blocks files with the following
extensions: exe, com, mdb, pst, lnk, asp, bat, cmd, scr. For a complete list, see
http://office.microsoft.com/en-us/assistance/HA011402971033.aspx
5. You will no longer need to go to the UCOP Web site to set up an out-of-office reply.
Instead, in Outlook, select Tools menu>Out of Office Assistant. Click the circle for “I am
currently out of the office.” Type your away message. Click OK.
1
Quick Tips
How do I…
Request a receipt?
In the message window, Options button>click “Request a delivery receipt for this message”
Recall a message?
Open the sent message>Actions menu>Recall this message.
Turn off marking messages as read when viewed in the reading pane?
Tools menu> Options>Other tab>Reading Pane>uncheck “Mark items as read when viewed in
the reading pane.”
2
Comparing Word and Outlook E-mail Editors
In Outlook, you have a choice about how to compose messages. You can use Word and thereby
have a full-featured word processor in which to compose your message, or you can use the
Outlook message editor, a simpler editor that is adequate for most types of messaging. The
below table summarizes some of the differences.
Additional formatting options Bold, italic and underline; font size, type and
color; horizontal alignment; bullets and
numbering; horizontal line.
When you click the Save button, Word wants When you click the Save button, Outlook saves
to save the message as a document. the message to drafts.
Won’t be able to follow standard Outlook BCC setting under View menu
instructions for: HTML options under Format menu
BCCs (Use Options button) Signatures under Insert menu
HTML options (Use Options button) See below for information on creating
Signatures (Insert Auto-text) templates.
Creating templates
3
Junk Mail
Outlook handles junk mail by using a “safe senders list” and a “blocked senders list”. Safe senders are e-
mail addresses that are always okay to receive messages from; blocked senders are addresses for which
you never want to read the messages – addresses that you get junk from. Outlook knows which addresses
are safe and which should be blocked by having you specify whether an address is safe or blocked.
When you put an e-mail address on the safe senders list, Outlook will not put messages from that address
in the junk mailbox. Messages from addresses on the unsafe senders list, on the other hand, are always put
in the junk mailbox.
You can also have Outlook trust your contacts and people you mail by activating the checkboxes in
Tools menu>Options>”Junk E-mail…” button>”Safe Senders” tab.
4
Looking Up Addresses for Other Campuses
If you would like to send a message to an address at UCLA, UCSB, or Riverside, do this:
In the address book, click the drop down for “Show Names from the:” and select the appropriate item.
5
Type part or all of the name and click okay.
Double-click on the relevant name to add it to the addressee list for your message. Click OK.
6
Using Stationery and Templates
In Eudora, the word stationery referred to an e-mail message that was created with intent to reuse it –
basically a template. The stored stationery message could have a specified recipient, signature and body
text. In Outlook, the word stationery does not refer to this kind of template. Instead, the word stationery
refers to decorative backgrounds like you might see on paper stationery. Although you can add text to
Outlook stationery, it’s not advised that you use it as a message template. Instead, you should create an
Outlook Template. An Outlook template has all the capabilities that Eudora stationery does.
Outlook templates are used when you need to reuse a message text. The template enables you to start a
message with the specified text already entered into the body. As with Eudora, once a new message has
been created using a template, it can be edited as desired.
To create an Outlook template,
a) Start a new message in Outlook. (Ctrl-Shift-M)
b) Enter the recipient addresses if desired.
c) Type the text that you want to reuse.
d) Select File menu>Save As. A dialog box appears.
e) At the bottom of the dialog box, type a name for your template.
f) Change the “Save As Type” dropdown to “Outlook Template (*.oft)”.
g) Click Save.
7
Sharing an E-mail Folder
8
Sharing Your Calendar
If you want someone else to be able to keep your calendar for you, or you want others to be able to check
when you are busy, do this:
a) In Calendar view, click “Share my calendar…” in the left pane. A dialog box comes up.
b) Click the Add button to specify the user or group that you want to share with.
c) Type part or all of the name of the person you want to share with. Select the name and click the
Add button to include them in sharing. Click OK.
Select the rights that you want the person to have. Click OK.
9
Creating a Distribution List
Type a name for your list in the “Name” field. Click the
“Select Members…” button.
10
The Activity Tab
Outlook displays all messages and their folder locations for the selected contact.
11
Functions That Are Unavailable in Outlook Web Access
12
Data Files
Although Exchange allows you to access your e-mail from any internet connection, there is not
an unlimited amount of space on the Exchange server. UCOP employees will need to store some
of their mail locally if they need to keep more than the quota allows. The PST data file is the
method that Outlook provides for doing this.
13
Type the name you want to display in the
Outlook folders list and click OK.
You can drag and drop items into the new Outlook data file.
14
SPECIAL TOPICS
LDAP servers can provide a way to look up e-mail addresses. If you configure a client to use
LDAP servers, the user can look up e-mail addresses at these servers from within Outlook and
then have Outlook insert them into an e-mail message without copying and pasting. The
following campuses have LDAP servers: UCLA, UCR, and UCSB. To configure LDAP servers
for use within Outlook, follow the steps below.
15
Type in one of the server
names specified in the
following list.
UCLA: ldap.ucla.edu
UCR: ldap.ucr.edu
UCSB: directory.ucsb.edu
Click OK.
Click Next.
Click Finish.
16
The Organize Tool
A couple of the simplest rules that you might want to use are already built in to Outlook. If you
would like to build your own color rule, click the Automatic Formatting button.
17
Use the filter dialog to
describe to Outlook when you
want your color rule to be
used. In this example, the
color rule will be used for all
items that have been read.
18
The rule is applied to your mailbox.
The Organize tool can also be used as an alternate method for adjusting the view.
19
Favorites, Shortcuts, Categories, Flags, and Voting
Favorites
In Outlook there is a difference between a favorite and a shortcut. Favorites are the folders that
can be seen at the top of the Outlook folders list in Mail view. The user can select which folders
appear there; they can be normal folders or search folders. By default, the following folders are
selected as favorites:
If this is an unsatisfactory set of favorites, people can add or remove folders. For example,
someone who does not use Outlook’s flags may wish to remove the flag folder “For Follow Up.”
To remove a favorite, right-click and select “Remove from favorite folders.”
To add a mail folder to favorites, right-click on the relevant folder and select “Add to favorite
folders.” One example that some people may want to add is the Drafts folder.
Shortcuts
Shortcuts are links to any folder within outlook. To see your shortcuts, go to the
Navigation bar and click the shortcuts window button. The Shortcuts window button is
found on the Navigation bar with the Mail, Contacts, Calendar and so on.
Categories
20
Flags
Flags are used for marking, categorizing or calling attention to particular messages. They are
similar to labels in Eudora, but are can be used in some ways that Eudora labels cannot. For
example, you can associate a due date with a flag.
To add a flag to a message, right-click the flag column > select the flag
color or the Add Reminder option.
21
Voting
Outlook provides a way to run a quick one-question survey on a topic. To use the feature,
address a message to the survey recipients. Then explain your topic in the body of the message.
Click the Options button. (In Word, click the Options button and select Options.) The following
dialog appears. Turn the “Use voting buttons” checkbox on and select one of the answer options
from the dropdown list.
Notice the other options that you can choose while you are setting up this message.
Close when finished and send the message.
The reply totals are shown at the top of the list; each
response is listed.
22