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Page 1: Outlook – Emailsharedhealthmb.learnflex.net/.../CTS/Outlook-email.pdf · Outlook − Email EZ Start Card Computer Training Solutions 4 of 22 Address Book The Outlook Address Book

OOuuttllooookk –– EEmmaaiill

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Page 2: Outlook – Emailsharedhealthmb.learnflex.net/.../CTS/Outlook-email.pdf · Outlook − Email EZ Start Card Computer Training Solutions 4 of 22 Address Book The Outlook Address Book
Page 3: Outlook – Emailsharedhealthmb.learnflex.net/.../CTS/Outlook-email.pdf · Outlook − Email EZ Start Card Computer Training Solutions 4 of 22 Address Book The Outlook Address Book

OOuuttllooookk −− EEmmaaiill CCoouurrssee OOuuttlliinnee

Computer Training Solutions 1 of 17

1. Getting Started with Outlook

An Overview of Outlook Exploring the Main Window

2. Working with Mail Messages

Create and Sending Messages Acting on Messages Working with Attachments Working with Address Books

3. Handling Messages

Working with Message Handling Options Checking Folder Size Creating Signatures Working with Out of Office Assistant

4. Organizing the Mailbox

Creating Folders Moving Items to Folders Sorting/Filtering Messages

5. Working with Contacts

Working with Contacts Working with Distribution Lists Organizing Contacts

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Computer Training Solutions 2 of 17

Outlook Main Window

The Main Outlook window provides several options to users. The Content window changes depending on the item selected from the Navigation Pane. As an example, when the Mail item is selected from the navigation pane, the content window displays the sub item that has been selected from the Mail section.

General Shortcuts

New Mail Message Ctrl + Shift + M

New Appointment Ctrl + Shift + A

New Contact Ctrl + Shift + C

Insert File Alt + I + L

Print Ctrl + P Select All Ctrl + A

Spell Check F7

Delete an Item Ctrl + D

Permanently Delete Items Ctrl + Shift + D

Toggle Between Main Window F6

Go to Folder Ctrl + Y

Check for New Items F5

Flag for Follow Up Ctrl + Shift + G

Create a New Folder Ctrl + Shift + E

Insert a Hyperlink Ctrl + K

Formatting Shortcuts

Bold Ctrl + B

Underline Ctrl + U

Italics Ctrl + I

Add Bullets Ctrl + Shift + L

Undo Ctrl + Z

Switch Case Shift + F3

Clear Formatting Ctrl + Spacebar

Mail and Appointment Shortcuts

Reply Ctrl + R

Reply to All Ctrl + Shift + R

Forward Ctrl + F

Send/Save the Active Document Alt + S

Display the Address Book Ctrl + Shift + B

Navigation Pane

Standard Toolbar Advanced Toolbar

Reading Pane

Active Folder

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Computer Training Solutions 3 of 17

Toolbars

Outlook has several Toolbars to work with, the options available on each toolbar change based on the current item selected. Toolbars provide shortcuts to users for getting access to commonly used commands, such as Send/Receive Messages, Inserting Attachments, displaying the Reading Pane. Below is a list outlining the main toolbars available for Mail, Calendar and Contacts:

ITEM TOOLBAR

Mail Standard

Advanced

Calendar Standard

Advanced

Contacts Standard

Advanced

Navigation Pane

The Navigation Pane is located on the left side of the Outlook Main Window.

Outlook provides this view for quick access to all the folders.

The one click access buttons at the bottom of the navigation pane can also be access by the keyboard.

SHORTCUT KEYS

Ctrl + 1

Ctrl + 2

Ctrl + 3

Ctrl + 4

Ctrl + 5

Ctrl + 6

Ctrl + 7

Configure Buttons

Follow-Up Flags

Follow-up Flags are used as reminders to follow up on issues, or to indicate a request for someone else. Once the message has been followed up on, then the flags can be marked as completed, as indicated by a check mark ().

For example following is a diagram of the Inbox with messages marked for follow-up:

Use the six colored message flags to manage your incoming e-mail items. For example, the red flag can be used to mark messages that require immediate attention, and the blue flag for messages to read later.

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Computer Training Solutions 4 of 22

Address Book

The Outlook Address Book is available from the Standard Toolbar as well as from a new mail message or appointment window. The Address book provides access to the Global addresses, Contacts, and Distribution Groups, both global and personal.

Global Address List: Displays names for all

users in the network

Contacts: Displays personal

contact names that the user has created

All Groups: Displays all personal

and network distribution groups

All Users: Displays all user

names only, not groups

ADDRESS BOOK TOOLBAR

New Entry

Find Items

Properties

Delete

Add to Contacts

New Message

Selecting Items

Multiple items can be selected at one time in Outlook. Let’s say that several mail messages had to be moved from one folder to another, they can all be selected first then dragged to the destination folder at one time.

SELECTION METHOD HOW TO

Continuous Selection

To select continuous items: 1. CLICK on the first item to be selected 2. SHIFT-CLICK the last item to be selected

Non-Continuous Selection

To select non-continuous items: 1. CLICK on the first item to be selected. 2. CTRL-CLICK each additional item to be

selected

Mailbox Limits

The default mailbox limit is 200 MB. If the mailbox goes over the limit, then messages will not be able to be received or sent. The best means of keeping the mailbox below the maximum level is by cleaning it out on a regular basis:

Delete unwanted emails

Archive important emails

Save attachments to the network

Remove attached files that are saved

Link attachments, wherever possible

HOW TO CHECK FOLDER SIZE RESULTS

1. RIGHT-CLICK on the Mailbox, from the Navigation Pane.

2. Select Properties.

3. CLICK .

Search Folders

Search Folders, are created using a specific set of search criteria that Outlook applies to messages. The messages that Outlook finds based on the criteria will automatically be stored in the Search Folder. Outlook can be setup to automatically sort messages by sender, priority, Subject line, and more.

In All Mail Folders, in the Navigation Pane, there are three default Search Folders— For Follow Up, Large Mail, and Unread Mail. Any e-mail item with a flag appears in the For Follow Up Search Folder. E-mail items that are larger than 100 kilobytes (KB) appear in the Large Mail Search Folder. All unread e-mail items appear in the Unread Mail Search Folder.

NOTE: WHEN MESSAGES ARE DELETED FROM FOLDERS IN THE FAVORITE FOLDERS PANE, THEY ARE DELETED FROM THE MAILBOX. HOWEVER, IF A FOLDER IS REMOVED FROM THE FAVORITE FOLDERS PANE, THE FOLDER WILL STILL REMAIN IN ITS ORIGINAL LOCATION IN THE MAIL PANE.

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Computer Training Solutions 5 of 22

Creating Messages

1. CLICK , from the Standard toolbar. (The Untitled Message window appears.)

2. CLICK in the To text box of the message header.

3. Type the e-mail address of the recipient.

NOTE: IF YOU ARE SENDING TO MORE THAN ONE PERSON, TYPE A SEMICOLON(;) BETWEEN THE E-MAIL ADDRESSES.

—— OORR—— CLICK on the Untitled Message header. (The Address Book appears.)

4. Type the recipient’s name in the Type Name or Select from List textbox. (The selection bar jumps to the recipient’s name in the address book.)

5. CLICK OK. (The Select Name dialog box closes.)

6. CLICK in the Subject text box.

7. Type the desired subject.

8. CLICK in the Message text box.

9. Type the desired message.

10. CLICK .

Replying to a Message

1. Open the message that is to be responded to.

2. CLICK , to reply to the sender only.

—— OORR——

CLICK , to reply to everyone included in the email. (The Reply email window appears, and the message is addressed with all recipient addresses from the original message.)

3. Type the desired reply.

4. CLICK .

Forwarding a Message

1. Open or select the message that is to be forwarded.

2. CLICK . (The FW: Message window appears.)

3. CLICK in the To text box. 4. Type the desired e-mail address.

NOTE: IF YOU ARE SENDING TO MORE THAN ONE PERSON, TYPE A SEMICOLON(;) BETWEEN THE E-MAIL ADDRESSES.

—— OORR——

CLICK on the Untitled Message header. (The Address Book appears.) Type the recipient’s name in the Type Name or Select from List textbox.

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(The selection bar jumps to the recipient’s name in the address book.) CLICK OK. (The Select Name dialog box closes.)

5. CLICK in the Message text box.

6. Type the desired message.

7. CLICK .

Setting Options

1. Create and address a new message as desired.

2. CLICK . (The Options dialog box appears.)

3. Select the desired options.

4. CLICK CLOSE. (The mail message window reappears.)

5. CLICK .

MESSAGE OPTIONS

OPTION DESCRIPTION

Message Settings

Importance: High importance emails are marked with a

RED exclamation icon, indicating that they should be responded to right away.

Normal importance emails are sent as

usual, nothing changes.

Low importance emails are marked with a

BLUE arrow, indicating that they do not need to be responded to immediately.

Sensitivity: Sensitivity options include Personal, Private,

and Confidential. The selected option displays text at the top of the Message area of the recipient’s email when they read the message.

Voting and Tracking

Voting: Voting buttons are used to take a poll on a

decision that needs to be made. Options are

MESSAGE OPTIONS

OPTION DESCRIPTION

provided such as, Approve - Reject, Yes -No and Yes – No – Maybe. The chosen voting button icons appear at the top of the recipient’s email.

Tracking: Tracking options for Delivery Receipt or

Read Receipt Messages sends a return email to the sender’s Inbox once the message has been delivered or read.

Delivery Options

Delivery Options determine how the message is going to be handled once it is sent.

Creating Follow Up Flags

1. RIGHT-CLICK on the message that is to be flagged. (The shortcut menu appears.)

2. Select Follow Up.

3. Select the desired color. (A message flag appears and the background color of the Flag Status column changes for that message.)

NOTE: WHEN MESSAGES ARE FLAGGED THE MESSAGE AUTOMATICALLY APPEARS IN THE FOLLOW UP SEARCH FOLDER.

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Adding Follow Up Reminders

1. RIGHT-CLICK on the message that is to have a follow up reminder set. (The shortcut menu appears.)

2. Select Follow Up Add Reminder. (The Flag for Follow Up dialog box appears.)

3. Set the desired options.

4. CLICK OK.

Inserting Files

1. Create and address a new message as desired.

2. CLICK . (The Insert File dialog box appears.)

3. Select the desired file.

4. CLICK INSERT. (The file is inserted in the Attach text box of the message header.)

5. Type the desired message in the Message text box.

6. CLICK .

NOTE: FILES CAN ALSO BE INSERTED BY DRAGGING THEM FROM YOUR COMPUTER TO AN OUTLOOK ITEM, OR BY COPYING AND PASTING A FILE INTO AN OUTLOOK ITEM AS AN ATTACHMENT.

Opening Attached Files

1. RIGHT-CLICK on the message to view the attached file. (The shortcut menu appears.)

2. Select View Attachments.

3. Select the file that is to be opened. (The file opens in the associated program [i.e. Word, Excel].)

—— OORR——

1. Open the email that has the attached file to be viewed. (The attached file appears as an icon in the message header.)

2. RIGHT-CLICK on the attached file name. (A Shortcut menu appears.)

3. Select Open. (The file opens in the associated program [i.e. Word, Excel].)

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Inserting a Hyperlinked File

1. Create and address a new message as desired.

2. Select Insert Hyperlink. (The Insert Hyperlink dialog box appears.)

3. Select the desired file.

4. CLICK OK. (The Hyperlink path is inserted in the message area.)

5. CLICK .

Opening a Hyperlinked File

1. Open the email that has the Hyperlinked file to be viewed.

2. CLICK on the hyperlink path in the email. (The file opens in the associated program [i.e. Word, Excel].)

Saving Attached Files

1. Open the email that contains the attached file that is to be saved.

2. RIGHT-CLICK on the attached file name. (A Shortcut menu appears.)

3. Select Save As. (The Save As dialog box appears.)

4. Select the appropriate location to save the file, from the Save In list.

5. Type the file name, in the File name text box.

6. CLICK SAVE.

—— OORR——

Select File Save Attachments All Attachments.

Removing Attached Files

1. Open the email that contains the attached file that is to be removed.

2. RIGHT-CLICK on the attached file name. (A Shortcut menu appears.)

3. Select Remove.

NOTE: TO DECREASE MAILBOX SIZE, ATTACHED FILES SHOULD BE REMOVED IF THEY ARE NO LONGER REQUIRED, OR IF THEY HAVE BEEN SAVED TO THE NETWORK.

4. Close the email message. (An alert dialog box appears prompting to save the file.)

5. CLICK YES.

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Resending Messages

1. Select the Sent Items folder, from the Navigation Pane.

2. Open the message that is to be resent.

3. Select Actions Resend This Message. (The message opens again in a second window.)

4. Make the necessary changes.

5. CLICK .

Recalling Messages

1. Select the Sent Items folder, from the Navigation Pane. 2. Open the message that is to be recalled. 3. Select Actions Recall This Message.

(The Recall This Message dialog box appears.)

4. Select the desired option.

5. CLICK OK.

RECALL MESSAGE OPTIONS

OPTION DESCRIPTION

Delete unread copies of this message

Deletes the message from the Inbox of any recipient that has not read the message or moved it to another folder.

Delete unread copies and replace with a new message

Deletes and replaces the message from the Inbox of any recipient that has not read the message or moved it to another folder.

Tell me if the recall succeeds or fails for each recipient

For each recipient on the email message, Outlook sends a reply email to the Sender’s Inbox identifying the status of the recall.

Notice of Recall:

Notice of Failed Recall:

Restoring Deleted Items

1. Select , from the Navigation Pane. (The Deleted Items folder appears.)

2. Select the message(s) that are to be undeleted.

3. DRAG the message to the appropriate folder. (The item is moved from the Deleted Items folder to the identified folder.)

NOTE: TO SELECT CONTIGUOUS MESSAGES, CLICK THE FIRST MESSAGE IN TO BE SELECTED, THEN SHIFT-CLICK THE LAST MESSAGE.

TO SELECT NON-CONTIGUOUS MESSAGES, CLICK THE FIRST MESSAGE TO BE SELECTED, THEN CTRL-CLICK EACH ADDITIONAL MESSAGE TO BE INCLUDED.

Creating Signatures

1. Select Tools Options. (The Options dialog box appears.)

2. Select the Mail Format tab. (The Mail Format options appear.)

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3. CLICK .

(The Create Signature dialog box appears.)

4. CLICK .

(The Create New Signature dialog box appears.)

5. Type a name for the new signature in the Enter a name for your new signature text box.

6. Select the desired options.

7. CLICK .

(The Edit Signature dialog box appears.) 8. Type the desired signature.

9. Format the signature using the Font, Paragraph, or Advanced Edit options.

OPTION DESCRIPTION

Displays the Font dialog box. Options available are Font, Style, Size, Effects and Color that can be applied to a selected area of the signature.

Displays the Paragraph dialog box. Options available are Alignment and Bullet options that can be applied to a selected area of the signature.

Launches the program that has been chosen as the Email Editor, in this case, Microsoft Word.

10. CLICK .

Modifying Signatures

1. Create a new email and format as desired.

2. RIGHT-CLICK the signature block located at the bottom of the email message. (A shortcut menu appears.)

3. Select E-mail Signature. (The E-mail Options dialog box appears.)

4. Select the email address that is to be modified. (The content of the email address appears in the ‘Create your e-mail signature’ text box.)

5. Make the desired changes.

6. CLICK OK.

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(The signature is modified, but the email still contains the old signature.)

7. RIGHT-CLICK the signature block located at the bottom of the email message. (A shortcut menu appears.)

8. Select the name of the signature that should appear at the bottom of the email message. (The revised signature should replace the old signature at the bottom of the email.)

Out of Office Assistant

1. Select Tools Out of Office Assistant. (The Out of Office Assistant dialog box appears.)

2. Select I am currently Out of the Office and type the desired AutoReply text.

3. CLICK OK. NOTE: AS SOON AS OK IS SELECTED, THE OUT OF OFFICE

ASSISTANT IS ACTIVE. WHEN A SENDER SENDS A MESSAGE TO THE RECIPIENT’S INBOX, THE SENDER WILL AUTOMATICALLY RECEIVE AN AUTOREPLY EMAIL.

ONCE THE OUT OF OFFICE ASSISTANT IS TURNED ON AND OUTLOOK IS EXITED, WHEN THE USER SIGNS BACK INTO OUTLOOK A OUT OF OFFICE ALERT DIALOG BOX APPEARS.

Creating Folders

1. RIGHT-CLICK on the folder that the new folder is to be created below. (e.g. If the new folder is to be created below the Inbox, then Right-Click on the Inbox folder. A shortcut menu appears.)

2. Select New Folder. (The Create New Folder dialog box appears.)

3. Type the name for the folder in the Name text box.

4. CLICK OK.

NOTE: TO MOVE ITEMS TO A FOLDER SELECT THE ITEM(S) TO BE MOVED AND DRAG THEM TO THE DESIRED FOLDER.

Creating Contacts

1. Select Contacts, from the Navigation Pane. (The contents of the Contacts folder appears.)

2. CLICK , to create a new contact entry. (The Untitled Contact window appears.)

3. Fill in the details on the contact card as desired.

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4. CLICK .

(The contact card is filed in alphabetical order.)

Adding Contacts from an Email

1. Open the email that the contact is to be added from.

2. RIGHT-CLICK on the desired name, from the Message Header area. (A shortcut menu appears.)

3. Select Add to Outlook Contacts. (A contact card appears, with the details of the contact.)

4. Fill in the required information.

5. CLICK .

Sending an Email from Contacts

1. RIGHT-CLICK on the contact card to send an email to that contact. (A shortcut menu appears.)

2. Select New Message to Contact.

(A new message window appears, addressed to the contact accordingly.)

3. Complete and send the message as desired.

Creating Distribution Lists

1. CLICK . (The Address Book window appears.)

2. CLICK . (The New Entry dialog box appears.)

3. Select New Distribution List. 4. CLICK OK.

(The Untitled - Distribution List dialog box appears.)

5. Type the name for the distribution list in the Name text box.

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6. CLICK . (The Select Members window appears.)

7. Select the names of individuals that are to become part of the

distribution list.

8. CLICK . (The names of the members appear in the Members text box.)

9. CLICK OK. (The Distribution List dialog box appears.)

10. CLICK . 11. CLICK OK.

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Creating an Archive File

1. Select File New Outlook Data File. (The New Outlook Data file dialog box appears.)

2. CLICK OK. (The Create or Open Outlook Data File dialog box appears.)

3. Select the location for the .pst file to be saved.

4. Type the desired name for the .pst file.

5. CLICK OK. (The Create Microsoft Personal Folders dialog box appears.)

6. Select the appropriate options.

7. CLICK OK.

(If a password was typed for the Personal Folders, then the Password dialog box appears.)

8. Type the password.

9. CLICK OK. (The Personal Folder window appears.)

Adding Items to an Archive File

1. Select the items that are to be archived.

2. DRAG them to the archive folder in the All Mail Folders area of the Navigation Pane.

Opening an Archive File

1. Select File Open Outlook Data File. (The Open Outlook Data File dialog box appears.)

2. Select the appropriate location and file name.

3. CLICK OK. (The Personal Folders window appears.)

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Logging into Outlook Web Access

1. Type the following link into the Internet Explorer Address Bar:

https://webmail.manitoba-ehealth.ca/exchange/ (The Outlook Web Access login window appears.)

2. Type in the username and password that is used to log into the network. (The Outlook Web Access window appears.)

Working with Web Access Options

1. CLICK , from the Navigation Bar. (The Options window appears.)

2. Set the desired Options; such as,

a. Out of Office Assistant

b. Signatures

c. Calendar Options

d. Reminder Options

e. Change Password

3. CLICK .

Sharing Outlook Main Folders

The items in Outlook main folders (such as Inbox, Calendar, Contacts, Tasks, and Notes) can be viewed by others once a shared access has been set up. There are two ways that this can be accomplished:

Sharing

-- OORR --

Assigning Delegate Permissions

For example in order to grant access for someone to view the contents in your Inbox or Contacts items; follow the instructions below:

Sharing Inbox

1. RIGHT-CLICK Inbox from the Navigation Pane.

2. CLICK Sharing. (The Inbox Properties dialog box appears).

3. CLICK Add. (The Add Users dialog box appears).

4. Select the desired name.

5. CLICK Add. (The user’s name is added to the Add User text box).

6. CLICK OK.

7. Select the user’s name from the Name list.

8. Set the desired permissions. Note: Refer to the table below for permission role and the access associated with each role.

9. CLICK OK.

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Sharing Contacts

1. CLICK Contacts ICON from the Navigation Pane. Note: Outlook changes to Contacts view.

2. RIGHT-CLICK Contacts from the Navigation Pane.

3. CLICK Sharing. (The Contact Properties dialog box appears). Note: Clicking Share My Contacts link in the Navigation Pane will give the same result.

4. CLICK Add. (The Add Users dialog box appears).

5. Select the desired name.

6. CLICK Add. (The user’s name is added to the Add User text box).

7. CLICK OK.

8. Select the user’s name from the Name list.

9. Set the desired permissions. Note: Refer to the table below for permission role and the access associated with each role.

10. CLICK OK.

Opening Shared Contacts

1. Select OPEN SHARED CONTACTS, from the Navigation Pane. (The Open Shared Contacts dialog box appears).

2. CLICK . (The Select Name dialog box appears).

3. Select the name of the user, for the contact that is to be viewed.

4. CLICK OK. (The Open Shared Contacts dialog box re-appears with the selected name).

5. CLICK OK. (The selected user’s Contact appears under Other Contacts. The items in the user’s Contacts are displayed as well).

Removing Shared Contacts Access

1. Ensure that Contacts view is displayed

2. Select SHARE MY CONTACTS, from Navigation Pane (The Contacts Properties dialog box appears).

3. Select the name of the user who is to have rights removed.

4. CLICK .

SHARED FOLDER – PERMISSION LEVEL ROLES

Role Read items and Files

Create Items and Files

Modify Items and Files

Delete Items and Files

Create Subfolders

Change Folder Permission Levels

None no no no no no no

Owner yes yes yes yes yes yes

Publishing Editor yes yes yes yes yes no

Editor yes yes yes yes no no

Publishing Author yes yes your own only your own only yes no

Author yes yes your own only your own only no no

Non-editing Author yes yes no your own only no no

Reviewer yes no no no no no

Contributor no yes no no no no

Custom specified by owner

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Assigning Delegate Permissions

In the following example, both Calendar and Contacts folders are being shared with different permissions.

1. Select TOOLS OPTIONS… (The Options dialog box appears.)

2. Select DELEGATES tab. (The Delegates page appears.)

Note: Check box “Send meeting requests and responses only to

my delegates, not to me” will be available when the check box “Delegate receives copies of meeting-related messages sent to me” is checked.

3. CLICK . (Add Users dialog box appears.)

4. Enter the name of the delegate

5. CLICK . (The user’s name is added to the Add User text box.)

6. CLICK OK.

7. Select the desired permission for a specified folder Note: Refer to the table below for permission level roles.

8. CLICK OK.

DELEGATE ACCESS - PERMISSION LEVEL ROLES

Role Read items and Files

Create Items and Files

Modify Items and Files

Delete Items and Files

Reviewer yes no no no

Author yes yes your own only

your own only

Editor yes yes yes yes

Note: The permissions apply ONLY to the main folder listed above.

Subfolders will need to be individually shared.

DELEGATE PERMISSIONS – CHECK BOX OPTIONS Option Description

Delegate receives copies of meeting related messages sent to me

Delegate receives all copies of meeting requests and responses sent to owner.

Automatically send a message to delegate summarizing these permissions

Delegate receives an email outlining the exact permissions granted to them.

Delegate can see my private items

Delegate can view any item they have permissions to see that the owner marked as private.

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Sharing Mailbox Subfolders

To share any other folder other than the Inbox, Contacts, Calendar, or Notes, you must share permissions on the folder you want to share and each folder that is higher in the folder hierarchy. In other words, to grant access to a subfolder, you must first grant access to the folder that contains that subfolder. For example, to give another person access to a folder that is under Inbox in your mailbox, you must grant permissions to the Mailbox, Inbox, and the subfolder. Even though it might appear you're granting the other person access to more folders than you want, only the items in the Inbox subfolder will be available.

Sharing an Inbox Subfolder 1. RIGHT-CLICK Mailbox. 2. CLICK Sharing.

3. Add the appropriate user’s name to grant folder visible access to.

4. Check FOLDER VISIBLE option in the Permissions section.

5. CLICK OK.

6. RIGHT-CLICK Inbox folder 7. CLICK Sharing…

8. Add the appropriate user’s name to grant folder visible access to.

9. Check Folder visible option in the Permissions section.

10. CLICK OK. 11. RIGHT-CLICK Inbox Subfolder. 12. CLICK Sharing…

13. Add the appropriate user’s name to assign permissions to.

14. Check appropriate options in the Permissions section.

15. CLICK OK. Note: To view the inbox subfolder to which you’ve been

granted access, add the other person’s mailbox to your folder list (see instructions below).

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Sharing a Contact Subfolder 1. RIGHT-CLICK Mailbox. 2. CLICK Sharing.

3. Add the appropriate user’s name to grant folder visible access to.

4. Check FOLDER VISIBLE option in the Permissions section.

5. CLICK OK.

6. RIGHT-CLICK Contacts folder. 7. CLICK Sharing…

8. Add the appropriate user’s name to grant folder visible access to.

9. Check Folder visible option in the Permissions section.

10. CLICK OK. 11. RIGHT-CLICK Contact Subfolder 12. CLICK Sharing…

13. Add the appropriate user’s name to assign permissions to.

14. Check appropriate options in the Permissions section.

15. CLICK OK. Note: To view a contact subfolder to which you’ve been

granted access, add the other person’s mailbox to your folder list (see instructions below).

Working with Another Person’s Mailbox

Adding Another Person’s Mailbox to the Folder List

1. Select TOOLS EMAIL ACCOUNTS… 2. Select VIEW OR CHANGE EXISTING EMAIL ACCOUNTS

3. CLICK .

4. CLICK .

5. CLICK . 6. CLICK Advanced tab

7. CLCIK . 8. Enter username account that you want access to

9. CLICK OK. 10. CLICK OK.

11. CLICK .

12. CLICK .

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Removing Another Person’s Mailbox from the Folder List

1. Select TOOLS EMAIL ACCOUNTS… 2. Select VIEW OR CHANGE EXISTING EMAIL ACCOUNTS

3. CLICK .

4. CLICK .

5. CLICK . 6. CLICK Advanced tab 7. Select the Mailbox account to be removed.

8. CLICK . 9. Click Yes. 10. CLICK OK.

11. CLICK .

12. CLICK .

Microsoft Office Website Links:

NOTE: The links applies to Microsoft Office Outlook 2003. Printer-friendly version of the procedures is available for each topic. Manage Meetings and Emails For Someone Else http://office.microsoft.com/en-us/outlook/HA012072771033.aspx Delegate Access Permissions http://office.microsoft.com/en-us/outlook/HP052421431033.aspx?pid=CH063566511033 Delegate Access: Let Someone Else Mind Your Busyness http://office.microsoft.com/training/training.aspx?AssetID=RC010329611033&pid=CR061832721033 Note: includes a Printable Quick Reference Card at the end of the Lesson.

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Exercise 1

1. Create a new mail message and address it to the student one number higher than you. Use the following:

Subject: Age Project

Text: Attached is the Ageing Spreadsheet for your review.

Attach File: Ageing Priority: High

Classification: Confidential

2. Create a new mail message and address it to the student one number higher than you. Use the following: Subject: Coffee Club Text: If you wish to contribute to the coffee fund, please do so by Friday. Expiration Date: 2 days

3. Create a new mail message and address it to the student one number higher than you. Use the following: Subject: Salary Review Meeting Text: The time of the meeting has been changed to 1:00 PM. Classification: Top Secret

4. Read all new messages in your Inbox.

5. Reply to the message "Salary Review Meeting" with the following: Text: Since I have a conflict at 1:00 PM, I will arrive late at the meeting.

6. Forward the message "Coffee Club" to the student two numbers higher than you and add the following message:

Text: Did you send in your money yet?

7. Sort your message by Subject and then by Date. Exercise 2 – Create a New Address Book

1. Create a new address book and name it Personal.

2. Select your address and your mailing partners address from the Novell GroupWise Address book and copy them to your Personal Address book.

3. Share the Personal Address book with your mailing partner.

Exercise 3 – Create a Mail Group

1. Select the Personal Address book.

2. Create a new mail group and name it Coffee Club.

3. Add yourself and your mailing partner to the new group.

4. Send a new message the Coffee Club group, inviting them to coffee tomorrow at 10:00 AM in the cafeteria.

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Exercise 4 – Creating Folders, Moving and Deleting Items

1. In the Folder List, create a new folder called Committee Notes.

2. Create another folder called Coffee Club.

3. Rename the Coffee Club folder to Java Club.

4. Sort the folders in alphabetical order.

5. Move any 2 messages from your Inbox to the Java Club folder.

6. Move 1 message from the Java Club folder to the Committee Notes folder.