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Switching to Outlook

Exchange Server and Outlook has been chosen to be used for all staff within the faculty. We currently have a mixture of 3 email clients being used - Eudora, Mozilla Thunderbird and Outlook. This is not ideal for support within one faculty as each client stores mail differently and causes problems particularly in regards to attachments.

Some of the advantages to changing to outlook...

1. All mail (including out mail) is stored on the exchange server

2. All contacts / address books are stored on the exchange server

3. Integrated calendar which can be shared with groups and synchronized with PDA's. The calendar is also stored on the exchange server.

4. You can send mail using other languages such as Chinese, Arabic etc 5.The web interface looks the same as Outlook with full access to your calendar and contacts

Over the next few months Arts IT will contact you about arranging the change over of your email to Outlook and the Arts Exchange server.

 

Creating a Message

1. On the File menu, point to New, and then click Mail Message. The cursor will be in the To: field.

2. Enter in the email address you want to send the email to or click the To: button to select an address that already exists in your contacts list.

3. Other send options are Cc (carbon copy) which will send a copy to the address you put in this field, and Bcc (blind carbon copy) will send a copy, but the other recipients will not know that you have sent a copy to this other person. By default Bcc will not be shown. To always show Bcc as a send option, select options and select Bcc (click here to view snapshot)

4. In the Subject box, type the subject of the message.

5. In the message body, type the message.

6. Click the send button. (If there is a problem delivering your email, you will receive an error message. If you do not receive one - and assuming you have entered the correct email address, then your message has been delivered correctly).

7. All sent messages go in your Sent Items folder. You can also click the Save button to save your message in the Drafts folder to be completed later.

 

Including an Attachment

An attachment is a file, such as a word document which you can insert into your message. When you are writing your email, click on the attach icon , which produces the attach dialogue box.

Navigate to the file that you want to include with your message whether it be on your local drive or network drive, highlight it, then click Insert. Click Attach to add the file to the attachments list, and then Close to return to your message.

You can also attach more than one file, and you can mix file types, e.g. you can attach Word and
Excel files to the same message.

 

Setting up a Signature

1. From the main Microsoft Outlook window, on the Tools menu, click Options, and then click the Mail Format tab and at the bottome click the Signatures button. (click here to view snapshot)

2. In the Create Signature box click new and name your signature. Once you are in the Edit Signature screen you may paste an existing Signature block or create a new one, click Finish when done. (click here to view snapshot).

Once completed it is advisable to have your signature show for new messages only not for replys or forwards (click here to view snapshot)

If your signature is appearing double spaced and you want single spaced, do the following:

1. On the Tools menu, click Options.

2. Click the Mail Format tab.

3. Click Signatures.

4. In the Signature box, select the signature that you want to modify, and then click Edit.

5. Place the insertion point after the last character in the line.

6. Press DELETE, and then press SHIFT+ENTER

7. Repeat for all lines then press ENTER 2 times then press OK.

 

Outlook Calendar

In Outlook, an appointment or meeting is a time period you reserve on your calendar. Depending on the appointment's importance, you can choose how the time is categorized (Busy, Tentative, Free or Out of the Office) when others are checking your availability for meetings.

1. Right click on the starting time and select new appointment. (click here to view snapshot) In the Appointment box, type in name of appointment and select start and finishing time.

2. Check the Reminder box if you want Outlook to remind you the appointment is coming up.

3. Enter related information in the large box. Tip you can actually drag a message directly into the Calendar.

4. Click the Recurrence button on the toolbar and fill in the appropriate information if this appointment will be scheduled for future dates.

5. Make a selection from the "Show time as" menu to choose how the appointment time will appear to people scheduling meetings.

6. Click the Save and Close button at the top of the appointment window.

 

Out of Office Reply

With Outlook you can use the Out of Office Assistant to send automatic replies to e-mail messages while you are on vacation or out of the office. If you have already left your Office and the Outlook client is not available to you, you may set a simple vacation message using the Outlook Web Access interface using Internet Explorer with any Internet connection.

Follow the steps below to specify the text for automatic replies to e-mail messages when you're out of the office. Outlook will only reply once to any given sender for each period that the Out of Office Assistant is on, ie if the sender sends you another e-mail they will not get a reply.

1. Select the Exchange Server Inbox and choose Tools, Out Of Office Assistant. (click here to view snapshot)

2. In the Out Of Office Assistant dialogue box (click here to view snapshot), type the body of your automatic message reply in the AutoReply box.

While the Out Of Office Assistant is active, the Exchange Server uses this message to reply to incoming e-mail. You may also add a rule to have mail forwarded to someone else or placed in a selected folder. (click here to view snapshot)

 

Rules Wizard

This example shows the steps for using the Outlook Rules Wizard for filtering Junk E-mail.

1. From the menu bar select Tools and Rules and Alerts (click here to view snapshot)

2. Click on New Rule (click here to view snapshot)

3. Check the box marked "Move messages with specific words in the subject to a folder" Then click Next

(click here to view snapshot)

4. In the lower panel, Click on "specific words" (click here to view snapshot)

4. Enter the keyword you wish to block ie "SPAM" (without the quote marks) as seen below. Then click Add, then OK

(click here to view snapshot)

5. Next click "specified folder" (click here to view snapshot)

6. Select the folder that you wish such messages to be delivered ie "Junk E-mail" then click OK

(click here to view snapshot)

7. Click Next unless you have any exceptions then Finish to Exit.

 

Forwarding Mail

1. From the menu bar select Tools and Rules and Alerts (click here to view snapshot)

2. Click on New Rule. (click here to view snapshot)

3. Click Start from a blank rule and select when messages should be checked, click Check messages when they arrive, and then click Next. (click here to view snapshot)

4. Select condition(s) (step1), select the check box next to each condition that you want the incoming message to match.

5. Edit the rule description (step 2), click the underlined value that corresponds to the condition, and then select or type the necessary information. (click here to view snapshot)

6. Click Finish to Exit.

 

 

A more comprehensive guide with Microsoft Outlook can be found here or from the Microsoft Outlook Assistance web site.

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