Create email folders,

The Contacts element is used to record all the details relating to people and organisations that you correspond with. Choose Contacts from the Folder List to create, edit or delete a Contact. The buttons on the Standard and Advanced toolbar change to reflect the Contacts folder options.

The view displayed in the Preview Pane will depend on what Current view is selected on the Advanced toolbar.
· Click on New Contact button on the Standard toolbar. An Untitled Contact dialog box opens. Enter information in the General page/tab
· The Details page/tab is used to add more detailed information for your contact. Click the Save and Close button when details are completed.

Creating Distribution lists

Create a personal distribution list

1. On the File menu, point to New, and then click Distribution List.

2. In the Name box, type a name.

3. The distribution list is saved in your Contacts folder by the name you give it.

4. Click Select Members.

5. In the Show names from the list, click the address book that contains the e-mail addresses you want in your distribution list

6. In the Type name or select from list box, type a name you want to include or select the name that you want from the list below, and then click Add.

7. If you want to add a longer description of the distribution list, click the Notes tab, and then type the text.

8. Click Save and Close.

Copying names from an e-mail message and putting them into a distribution list

1. In the e-mail message you want to copy the names from, select the names in the To or Cc box.

2. On the Edit menu, click Copy.

3. Follow the steps above, and in the Select Members option, right click in the Add to distribution list, and then click Paste on the shortcut menu.

Using the Calendar

The calendar is very useful for planning appointments and meetings. It can be set up to perform the following functions:

· To schedule single appointments and recurring appointments.

· Reminders can be set to alert you at a specified time prior to the appointment.

· Public holidays can be added, and

· Different time zones displayed in the calendar view.

Choose Calendar from the Folder List. The buttons on the Standard and Advanced toolbar change to reflect the Calendar options.

The view displayed in the Preview Pane will depend on what Current view is selected on the Advanced toolbar. Select the number of days to display from the Standard toolbar.

· Click on New Appointment button on the Standard toolbar. An Untitled Appointment dialog box opens

· Type all the details relating to your appointment. Set an appropriate Reminder and adjust Show time as: to reflect correct setting

· Click the Save and Close button

Filing Mail

To put a mail message in a folder, simply open mailbox and folder that the message is in. The easiest way to do this is by opening the Folder List (view, folder list) and then dragging the mail into the folder that you want it stored in. You can also right click on the mail and select move to folder and then select the folder that you want and click OK.

If you have moved it to the wrong location, undo you action by selecting the

or edit, undo or Ctrl Z if you have only just moved it into the wrong location. Otherwise, simply repeat the process and move the mail back to the original folder by following the steps above.

Creating Email Folders

To create email folders in Outlook, all you need to do is right click on the Mailbox that you want to create the folder in.

Select New Folder.

Enter the name of the folder that you want to create in the

Name section.

Select what you want the folder to contain in the Folder

Contains section. You can choose from:

· appointment items

· contact items

· journal items

· mail items

· note items

· task items

Then select where to place the folder. This is done by selecting the folder that you want to place it in. You can place it in a mailbox, or an existing folder within a mailbox.

Creating rules to organise email as it is received

How rules are applied in the Rules Wizard

There are three ways to control how rules are applied in the Rules Wizard:

· When you create a rule, you specify whether the rule is applied when the message arrives in the Inbox or when you send a message. You set these options for each rule.

· After you create multiple rules, you can move the rules up or down in the list to change the order in which they are applied. Rules are applied in the order they appear in the list. Rules that are marked "client only" are applied after all other rules.

· You can specify whether the rule runs automatically or manually. Running rules manually is useful when you want to apply rules to messages already delivered to your inbox or to another folder.

Examples of rules you can create

· Assign categories to messages based on the contents of the messages.

· Set up a notification, such as a message or a sound, when important messages arrive.

· Move messages to a particular folder based on who sent them.

· Delete messages in a conversation.

· Flag messages from a particular person.

· Assign categories to your sent messages based on the contents of the messages.

· Delay delivery of messages by a specified amount of time.

· Redirect a message to a person or distribution list.

· Ask the server to automatically reply to a certain type of message by using a message you've created.

How to Create a Rule

1. To create rules select Tools, Rules Wizard.

2. Select New rule.

3. Select the Type of rule that you want to create.

4. Select Next to choose the conditions that you want to check for in messages.

5. All the conditions that you specify must be met for the rule to apply.

6. Select Next to choose the exceptions to the rule.

7. Make sure that the exceptions don’t counteract any other rules that you have in place.

Dealing with attachments and virus precautions

What is a macro virus?

A macro virus is a type of computer virus that's stored in a macro within a message form script, template, or other custom item. When you open an item or perform an action that triggers a macro virus, the macro virus might be activated and transmitted to your computer.

Security levels in Microsoft Outlook

Outlook offers three levels of security:

· High You can run only macros that have been digitally signed (Outlook detects a digital signature which verifies the security of the macro) and that you confirm are from a trusted source. Before trusting a source, you should confirm that the source uses an appropriate virus scanner before signing macros, because Outlook opens the macro without any warning message if the source is trusted. Unsigned macros are automatically disabled.

· Medium Outlook displays a warning whenever it encounters a macro from a source that is not on your list of trusted sources. You can choose whether to enable or disable the macros when you open the item. If the item might contain a virus, it is recommended that you choose to disable macros.

· Low If you are sure that all the items and add-ins you open are safe, you can select this option. It turns off macro virus protection in Outlook, so macros are always enabled when you open items.

You can change the security level at any time.

Outlook can't scan your floppy disks, hard disks, or network drives to find and remove macro viruses, but your network should have adequate precautions in place to scan these.

To make sure that your machine is safe the best thing that you can take the following precautions:

· Always have your security level on High and never trust a source – you can never be too cautious.

· When you are prompted to either open or save to disk choose to save to disk, and put it on your network drive. This will give it the protection that all your other files have, and save you opening something that contains a virus.

Using Find and Advanced Find

Out of Office Assistant

Organise Feature

Understanding and Using Contacts

Creating Contacts

Mastering the Calendar

Meetings and Resources

Using TaskPad

Using AutoArchive to store old messages

About Archive and AutoArchive

You can quickly complete the same process in Outlook that you would normally do with large amount of paper files that have accumulated.

· You can manually transfer old items to a storage file by clicking Archive on the File menu,

· or you can have old items automatically transferred by using AutoArchive (Items are considered old when they reach the age you specify).

· With AutoArchive, you can either delete or move old items.

Outlook can archive all types of items, but it can only locate files that are stored in an email folder, such as a Microsoft Excel spreadsheet or Word document attached to an e-mail message. A file that is not stored in a e-mail folder cannot be archived.

AutoArchive is a two-step process.

First, you turn on AutoArchive.

· On the Tools menu, click Options, click the Other tab, and then click AutoArchive.

Second, you set the AutoArchive properties for each folder that you want archived.

· At the folder level, you can determine which items are archived, and how often they are archived. You can automatically archive individual folders, groups of folders, or all Outlook folders. The process runs automatically whenever you start Outlook. The AutoArchive properties of each folder are checked by date, and old items are moved to your archive file. Items in the Deleted Items folder are deleted.

Turn on AutoArchive

· On the Tools menu, click Options, and then click the Other tab.

· Click AutoArchive.

· To set AutoArchive to turn on when you start Outlook, select the AutoArchive every check box.

· To specify how often the AutoArchive process will run, enter a number in the days box.

· To be notified before the items are archived, select the Prompt before AutoArchive check box.

· In the Default archive file box, type a file name for the archived items to be transferred to, or click Browse to select from a list.

· Now that you have turned on AutoArchive, you must set AutoArchive properties for each folder to activate AutoArchive.

Turn off AutoArchive

1. On the Tools menu, click Options, and then click the Other tab.

2. Click AutoArchive.

Clear the AutoArchive every check box.

Several Outlook folders are set up with AutoArchive turned on.

These folders and their default aging periods are:

· Calendar (6 months),

· Tasks (6 months),

· Journal (6 months),

· Sent Items (2 months),

· Deleted Items (2 months)

· Inbox, Notes, Contacts, and Drafts do not have AutoArchive activated automatically.

The difference between exporting and archiving

· When you archive, the original items are copied to the archive file, and then removed from the current folder.

· When you export, the original items are copied to the export file, but are not removed from the current folder.

· You can only archive one file type, a personal folder file, but you can export many file types.

· When you archive, your existing folder structure is maintained in your new archive file. If there is a parent folder above the folder you chose to archive, the parent folder is created in the archive file, but items within the parent folder are not archived.

· Folders are left in place after being archived, even if they are empty.

Set AutoArchive properties for a folder

· Right-click the folder you want to AutoArchive, and then click Properties on the shortcut menu.

· Click the AutoArchive tab.

· To enable automatic archiving of this folder, select the Clean out items older than check box.

· To specify when items should be automatically transferred to your archive file, enter a number in the months box.

· To specify a file for the archived items to be transferred to, click Move old items to.

· In the Move old items to box, type a file name for the archived items, or click Browse to select from a list.

Note To activate AutoArchive, on the Tools menu, click Options, click the Other tab, and then click AutoArchive.

Retrieve archived items

You can retrieve items from an archive file either by importing the archive file or by opening the archive file. If you import the archive file, you move all the archived items back into your mailbox, into the folders from which they were archived. You can also choose to import the archived items into a new folder. If you open the archive folder, it is added to your folder list, and you can manually copy items into the appropriate folders.

Using a Hotmail or mail2web to check your email

If you are out of the office, it is quite simple to check your email using Hotmail or else mail2web.

Hotmail

To check your email on Hotmail, you need to have an existing Hotmail address. This can be set up quite simply by going to http://www.hotmail.com/ and following the prompts.

When you have set up your account, you log on using your password and then go to the Options area and selecting POPmail.

You then need to enter the details of your staff address as follows:

· POP Server Name – pophost.anu.edu.au

· POP User Name – u1234567 (your employee number)

· POP User Password – your HORUS password

- update password can be used later to change the password that you have entered.

· You then need to choose whether to download only new messages, or to leave all messages on the server.

· You can also change the icon that appears to indicate new messages.

Mail2web

Another option for checking your email is to go to: www.mail2web.com . The advantage of this is that you do not need an account to use it, and you can check any address. You just enter your email address and your password. mail2web will automatically guess your mail server address from the e-mail address you provided. This service is not an email service like Hotmail or Yahoo, but an email application which does not capture or store email messages or passwords.

Deleting e-mail messages when using the mail2web application will actually delete those selected messages from your mail server. These deleted messages are not retrievable after they have been deleted. Be very careful how you use this option.

Yahoo Mail User

You can access your Yahoo account (you@yahoo.com) with secure mail2web using your usual Yahoo password and increase your security drastically. Be sure that you set your Yahoo Mail preferences to allow POP3 access. (Go to Mail > Options > POP Access & Forwarding and select the Web & POP Access option.)

Hotmail User

Unfortunately, you can not access your Hotmail account as there is no POP3 access for Hotmail.

Set sharing permissions for a folder

If the Folder List is not visible, click the View menu, click Folder List, and then select the folder you want to share with another person.
Right-click the folder you want to share, and then click Properties on the shortcut menu.
Click the Permissions tab.
Click Add.
In the Type name or select from list box, type or select the name of the person you want to grant sharing permissions to.
Click Add, and then click OK.
In the Name box, click the name of the person you just added.
In the Roles box, click the permissions you want.

For Help on an option, click the question mark and then click the option.

Tip To set permissions for all your Outlook folders simultaneously, use the options on the Delegates tab (on the Tools menu, click Options).

Give permission to others to access my folders

You can give someone sharing permission to open and read the contents of your folders by selecting the reviewer permission when you share a folder. (For the Outlook Inbox folder, reviewer permission lets the other person delete your mail as well.) In addition, for Outlook, you can give another person sharing permission to schedule appointments and meetings for you in Calendar and to create and modify tasks for you in Tasks, depending on the permission level you specify for the person.
Outlook folder permissions

You can vary the permission that you give different people that you choose to give access to your folders. Different permissions let people perform different functions based on that permission, or the ‘role’ that you give them.

In this role	You can
Owner	Create, read, modify, and delete all items and files and create subfolders. As the folder owner, you can change the permission levels others have for the folder.
Publishing Editor	Create, read, modify, and delete all items and files, and create subfolders.
Editor	Create, read, modify, and delete all items and files.
Publishing Author	Create and read items and files, create subfolders, and modify and delete items and files you create.
Author	Create and read items and files, and modify and delete items and files you create.
Reviewer	Read items and files only.
Contributor	Create items and files only. The contents of the folder do not appear.
Custom	Perform activities defined by the folder owner.
None	Not open the folder; you have no permission.

Ways to share information in Outlook

There are many different ways to share information between Office programs. You can make your decision based on how you want the information to appear in the program, whether you want the information updated when the source changes, and who you want to share the information with.

Do this	To
Use copy and paste.	Make a copy of information that appears in one program and paste it into another program.
Use drag-and-drop editing.	Quickly copy or move information between two open files.
Use the import and export feature.	Use a file created in another program.
Type the hyperlink address in the text box of the message.	Create a hyperlink to a Web page in a mail message and represent it with coloured and underlined text.
Use a linked object.	Copy information from another file and keep the copied information up to date if the original data changes in the source file.
Use an embedded object.	Copy information from a file created in another program so that you can easily edit the data in the source program without leaving your current document.
Send a file as an attachment.	Send an entire file to others so they can review and make comments.
Insert the items.	Send items to others so they can copy the items to their private folders.