Outlook 2003 Quick GuideTable of Contents:Overview of client, Sending/Receiving e-mail, Using the address book………..………..............1-4Sent Items………………………………………………………………………………………………..4-5Using the calendar, Sending/Receiving appointments (including busy search)………………….5-6 Tasks and Notes……………..………………………………...………………………………………….7Creating New Folders and the Find feature…………………………………………………………….8Archiving……………………………………………………………………………………………….…8-9Setting Rules (i.e. Out-of-Office Rule), Signatures, and using spell check……………………......10Delegating (Proxy Rights)/Accessing other’s accounts…………………………………………..11-12Notify………………………………………………………………………………………………...…….12

Last updated: September 12, 2005

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Need to change your Outlook password? All password changes are done through Campus Connection.

For more information on Project Outlook, please visit:http://is.depaul.edu/communication/outlook/

For questions/comments regarding using Outlook or on this quick guide, please e-mail projectoutlook@depaul.edu.

Overview of Client

Navigation Pane

View Pane

Reading Pane

Tip: Turn off pane or move to bottom, by going to View>Reading Pane.

Tip: Click on Folder List to display all folders in navigation pane.

Sending/Receiving e-mail• To read mail, Select Inbox folder from Navigation Pane. • Mail can be sorted by using the toolbar:

• To send mail, while in the “Mail” view, click on button. Can also click on File → New → Mail Message.

• Can also access the address book from icon on main window:

Click on paperclip to attach a file.Click on To: to access the address book.

Requesting a Delivery/Read Receipt• In order to be notified that

an e-mail has been delivered and/or read, a receipt must be requested. If requested, an e-mail will be sent to the sender upon delivery and/or opening.

• Note: Recipient must approve the receipt before it is sent.

• Request receipt by clicking on Options within the message:

Using the address book

• Select recipient from list. Can type in name to search by last name.

• Show names in different lists/groups by selecting the drop-down. Contacts will automatically be listed under the “Outlook Address Book”.

• Click on Find Items icon to search by First name, Last name, Department, etc.

Address Book Transition All address books (with the exception of the Novell GroupWise

Address Book will be moved to the “Contacts” portion of Outlook.

Note the “Your Name” address book becomes “Contacts” in Outlook.

Adding other contacts to OutlookAddress Book “Contacts” will automatically be added as one of the options in the Outlook Address

Book menu. To add other books, such as Frequent Contacts, Click on Contacts, then: 1. Right click on Contact folder you wish to add (such as Frequent Contacts),

2. Select Properties, 3. Select Outlook Address Book Tab,

4. Check Show this folder as an e-mail address book.

Sent Items Folder• Click on “Sent Items” folder to view all sent

items. Will show recipient, subject, date/time:

Recalling & Resending• Recall or resend a message by opening the sent item, then go to

Actions Recall This Message or Resend This Message…

If recalling, the following message will appear:Tip using Recall Vs. Resend:

Recall allows you to “retract” or delete unread copies (if the recipient accepts).

Resend sends the same message again, without retracting.

Using the Calendar

Click on Calendar to view calendar.

Use icons above calendar to switch to work week, month, etc.

Double-click to add appointments.

Sending “Meeting Request” and busy search• To send appt., while in the “Calendar” view, click on drop-down of

button, then Meeting Request. Can also click on File → New → Meeting Request.

• Fill in appropriate information. To perform “Busy Search” click on “Scheduling” tab:

Tip to send “Out of Office Note”:

Send an All day event to recipients and Show time as: Free to allow your Out of Office Note to appear on their calendar.

Accepting/Declining meeting requests

• After opening meeting request, recipients will accept or decline:

Viewing accepted/declinedstatus• When an appointment is accepted, an e-mail will

be sent to the “meeting organizer”:

Tasks & NotesTo view tasks, click on Tasks from Navigation pane.

Use button for new tasks:To view notes, click on Notes from Navigation

pane. Use button for new notes:

Creating New Folders1. Click the drop down on New & select Folder:

3. Folder Added

2. Create Folder Name and select Location

Find featureThe find feature is available by clicking the corresponding button:

You will be presented with the Find Tool Bar:

Opening your archive• To open your archive for the FIRST time, go to File>Open>Outlook

Data File.• After your archive is opened, click on folder to view your messages

and drag and drop messages to manually archive messages.

Archiving: Setting archive schedule

• Click Tools Options Other Tab. Then “AutoArchive…”

Archiving: Setting archive schedule (Cont.)

• Set schedule depending on preferences.

• Note: After conversion is completed 90-day rule will go back into effect.

Setting Rules• Go to Tools Rules and Alerts… The

following box will appear. Select New Rule… to create new rule.

Setting Out of Office Rule

• This rule function is under “Out of Office Assistant”– Click on Tools Out of Office Assistant – Enter text for auto-reply message– Select “I am currently Out of the Office” to activate rule.

Note: This rule will ONLY reply to those senders with @depaul.edu e-mail.

Spell Check & Signature• The spell check function works the same as it

does in MS Word.

• It checks for spelling that is in your MS Word Dictionary.

• You can update the settings for the spell checking of emails by selecting Tools>Options>Spelling Tab

• To add signature, go to Tools>Options>Mail Format tab

Delegating• Use the “Delegates” function to provide recipients with rights

– Click on Tools>Options

– Choose “Delegates” tab

– To grant permission to

certain folders, modify

Properties for each folder.

– Note: Granting permission using

Delegates tab will provide others

with “Send on behalf of” rights,

even if only noted as Reviewer.

– To grant permission for specific

folders or calendar, without “Send

on behalf of” rights, choose folder

and share those rights or choose

“Share My Calendar” while in the

calendar view.

IMPORTANT:To provide “Send As” (Instead of just “Send on behalf of” rights) to another user, requests will need to go to NETADMIN.

Detailed instructions on delegating and managing resources can be found at:

Is.depaul.edu/communication/outlook

Accessing other’s accounts• For inbox or other folder, go to File > Open > Other User’s

Folder…:

To open a shared calendar, while in the calendar view, select “Open a Shared Calendar…”:

Notify• To modify notify settings, click Tools Options and Choose “E-

mail Options” then “Advanced E-mail Options…”:

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