Outlook Training

Microsoft Outlook 2003®: Introduction to Exchange E-Mail AccelFrontline Ltd.

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Starting Outlook and Adjusting the Appearances Begin by opening Outlook:

From the desktop or taskbar: Click From the menu bar: Start > Programs > Microsoft Outlook

Outlook 2003 opens by default in the Mail component. This screen is actually divided into three areas—the Navigation Pane, the Inbox, and the Reading Pane. Navigation Pane The Navigation Pane is located on the left side of the window. The default setting is to show the Mail component divided into two segments—Favorite Folders and All Mail Folders. Listed below this open component are individual banners for the more commonly used Outlook items—the currently open Mail as well as Calendar, Contacts, Tasks and Notes. At the bottom of this pane a button banner with two shortcut icons—Folders and Shortcuts—and the option to customize the pane. Navigation Pane Inbox Reading Pane



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Clicking the Folders icon in the bottom banner button provides a view reminiscent of the former Outlook Folder List—all folders and components are listed together in one area.

Folder Icon The current application or folder is highlighted while showing the treed structure of folders and sub-folders (looks similar to Windows Explorer). Folders with additional information (subfolders) are opened or closed by clicking the “+” or “-“ in the box immediately to the left of the item selected. Clicking the Shortcuts icon changes the Navigation Pane into two areas—My Shortcuts and Other Shortcuts. My Shortcuts links to update links, while Other Shortcuts directs the user to My Documents.



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Clicking the Mail banner returns the default view. Selecting the arrow next to the Shortcut icon reveals additional menu options for the bottom banner.

One can arrange the order of the button banners by selecting Navigation Pane Options. In the displaying window, click an item to select it and then use the Move Down or Move Up button to change the order of the buttons. One also may determine which button banners are shown by checking or unchecking the boxes next to the item as well.

One can have fewer button banners showing on the Navigation Pane yet still have active access to the button banners by selecting and clicking Show Fewer Buttons. Each click




reduces the number of button banners and replacing the item with an icon on the bottom banner.

Another method to remove or add buttons from the Navigation Pane is by clicking the icon to toggle the option on or off. Those items with the rectangle around them will appear on the Pane.




On the right side of the window is the Information Viewer, which displays items within the selected folder or feature. Depending on the selected view there may be an area is called the Reading Pane which displays the selected message.

Reading Pane This feature replaces the Preview Pane of previous Outlook versions. To change the location of the Reading Pane or to turn the pane off, from the menu bar select View and trace down and over to Reading Pane. Moving to the right will reveal the three options.

NOTE: A message highlighted in the Reading Pane is considered to be open. To

preview a message before deletion without opening it, use AutoPreview. There are other options which affect the Reading Pane and how it handles Inbox message; refer to the Tools and Options section under the General tab for Reading Pane Options.



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AutoPreview Using AutoPreview displays the first three lines of a message, but does not OPEN the message. To activate this toggle on/toggle off feature start from the menu bar and trace to View and then scroll down to click AutoPreview. If there is a box around the item, it is selected and active.

It is recommended to use AutoPreview to screen a questionable message received in the Inbox after one has turned off the Reading Pane.




Desktop Message Alert In addition to notifying the user with sound and the envelope appearance in the system tray, Outlook 2003 has an added another means of providing new message notification. This is the Desktop Alert, which appears in the lower right corner of the user’s screen as a temporary window.

This window displays the sender’s name, a signature—if one has been inserted—subject, first line of the message, importance level, and if there is an attachment. The user is given several options—delete the message immediately, flag it for further action, open the message from the temporary window, or to close the temporary window immediately. The default time for this Alert message is 7 seconds; however it can be shorted to 3 or expanded to 29 by the user. The transparency of the message may also be adjusted beyond the default 20%. How to adjust these features or temporarily disable them (a good practice before starting PowerPoint presentations!) are covered under the Tools and Options section.



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E-Mail Features Inbox E-mail is received through the Inbox. This Inbox frame provides information information about each e-mail through text and symbols. Messages may be grouped in different arrangements; the default setting is Arranged by: Date with Newest on top. While each message always will have a Message type symbol, additional items—Importance, Attachment, or a Flag—may have been added by the sender to supply more information regarding a particular message.

Importance symbol Flag symbol Message type symbol Subject Line Shown in Reading Pane Attachment symbol

Reading Pane Signature of sender Attached file



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Arrangement of Mail Views To better assist the user in finding message, Microsoft has developed some additional ways of arranging mail. Arrangment One may change the way messages are grouped. This may be done by clicking the selection from the Inbox shortcut menu (displayed after right-clicking the column title, Arranged by:) or by using View from the menu bar. As is seen, there are a number of ways messages may be grouped.

Intelligent Groups Arranging mail by groups is the default view for Outlook 2003. It breaks messages down into information received this week, last week, two weeks ago, and so forth.




Messages received during the current week are identified only by the day and time. Messages older than this have the date indicated. Arrangment by Conversation (Threaded) Often times, a user has to sift among messages to find a number of related e-mails. Outlook 2003 makes this easier by allowing the user to group messages by Conversation. This, in essence, creates a threaded discussion in the Inbox. In the example below, there are several messages which are linked by one subject heading. This is identified by a small box with a caret symbol next to the subject line . Clicking the symbol expands that conversation so one may see all the participants grouped together.


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Outlook Today An alternative default opening appearance for Outlook 2003 is the segment entitled Outlook Today. This multi-pane view combines information from the calendar, tasks, and e-mail, giving an overview of the day’s or week’s activities. How to set this as the start-up appearance is covered later in this manual under Tools and Options. One may also access it by clicking the Shortcuts icon and clicking the title from the resulting Navigation Pane display.

CAUTION: A Calendar appointment, event, or meeting may be deleted from within

Outlook Today; however, if the item is a recurring activity, the entire sequence, not just the item appearing in the current overview, is deleted. Outlook Today will not indicate if a calendar item is recurring or not.




Creating a Sub Folders Creating sub-folders is a good method to categorize messages, allowing easy retrieval (much like a file cabinet with folders). To create a sub-folder:

From the menu bar: File > New > Folder Keyboard shortcut: Ctrl + Shift + E From the Standard Toolbar: New > Folder

The Create New Folder dialog box opens. Scroll down and double-click on the designated folder location to ensure creation of the sub-folder within the correct existing folder. Now, type in a name for the sub-folder and click OK.


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Global Address Lists, Contacts, and Distribution Lists The Global Address List contains all University of Akron individuals who have a mailbox on the Exchange Server (that is, all faculty, staff, and designated graduate assistants). The Outlook component, Contacts should be used as an address book of names, conventional addresses, e-mail addresses, and other pertinent information for individuals who are not part of the University of Akron community. If members of the University community are entered into the Contacts, one will not be able to review these individual’s calendars when setting Meeting Requests. Since the Contacts folder is stored on the server, it is available when accessing Outlook from the web. Distribution Lists group individuals together; enabling the same message to be sent simultaneously to all on the list rather than creating individual messages to each group member. Distribution Lists are created and stored in Contacts. When an e-mail address or the name of an individual is entered by the user in the To: … field of a new mail message, Outlook first searches the Global Address List, then searches Contacts and any other available address book or a Distribution List for an individual or an e-mail address. If the recipient’s name is found during the search, Outlook replaces the e-mail address with that person’s name. A time-saving feature of Outlook permits one to type the first few letters of an individual’s name and Outlook begins a search. If found, Outlook automatically completes the name if the person is in the Global Address List or completes the e-mail address if the person is listed in Contacts or found on a Distribution List. This automatic completion may take a few seconds. If the user has chosen to activate the AutoComplete options, Outlook attempts to offer the user a selection of the most recently used names or elements which match the characters being entered. While entering the addressee’s name, a short list may appear as the sender is entering characters. Pausing in the entry, the sender may use the mouse or keyboard arrows to scroll up and down this short list and make a selection by pressing the Enter key, thereby having an automatic completion of the entry in the To: field. To control AutoComplete activation, refer to the Tools and Options section.




Once Outlook determines that the address is acceptable to use for e-mail (termed resolving addresses), it underlines the name or address, acknowledging the validity of the format.

Address Books Address books contain a list of names and addresses; there are different address books from which to choose. The major address books are:

Global Address Book: Address book of all faculty, staff, and graduate assistants who have a mailbox on the Exchange Server.

Outlook Address Book: The address book containing the entries in the Contacts folder. Within the Contacts folder one may store Distribution Lists.

Personal Address Books: Additional address books may be added. To differentiate, one might use the regular Outlook Address Book to contain business contacts external to the University (for example, professional colleagues, equipment suppliers or service contacts) and have a Personal Address Book for personal contacts external to the University (former colleagues, mentors, friends and such).




Creating a Distribution List Distribution Lists allows one to send a message to a number of people simultaneously rather than individually entering each person’s name. These mailing lists or groups are created and stored by identifying group title in Contacts. To create a Distribution List:

From the menu bar: New > Distribution List From the keyboard: Ctrl + Shift + L From the Standard Toolbar: New > Distribution List

A Distribution List form opens. Enter a name for the list and click Select Members button to begin adding individuals to the list.

The Global Address List appears. One may choose members from this list or from other address books. Enter a last name under Type Name or Select from List to find a person in the selected address book or list.




Once the person has been identified in the left column list, click the middle button, Members to move that name into the right column, Add to distribution list. When all members for the list have been selected, click OK.

The Distribution List form is returned with the members for this list identified in the lower information pane. Click Save and Close to add this distribution list to Contacts.

Selecting the created Distribution List from those items in Contacts will ensure that all members on the list receive the e-mail message.


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Omitting a Member from a Distribution List Sometimes it may be necessary to omit a member of a Distribution List from a particular message. Now there is a means of doing just that. One starts out addressing the message as usual, searching for the appropriate Distribution List in the user’s Contact folder. Select the correct Distribution List and complete the To: field. Notice that the Distribution List has a box with a plus sign next to it.

To expand the list click the plus sign. This produces a warning indicating that the list will be expanded and cannot be collapsed again when creating this message.

Clicking OK expands the list, showing its individual members.

Select the member or members to be removed for this particular e-mail. Then complete the message and send it.




Creating a Contact

From the menu bar: File > New > Contact Keyboard shortcut: Ctrl + Shift + C

Remember, members of the Global Address List (GAL) (which comprises the entire University community) should NOT be entered in Contacts; if they are, one will not be able to review their calendars when setting Meeting Requests. Use this address book for individuals outside the University community and for Distribution Lists (see next section).

Enter information in the available fields; when finished, select . Adding the Sender of a Message as a Contact The sender of a mail message can be added easily to one’s Contacts:

1. Open the message from the person to be added to the Contacts folder. 2. Place the mouse cursor over the sender’s name; once the I-bar is in place, right-click.

From the list of options in the resulting dialog box, select Add to Contacts.

The contact form is automatically completed with known information; material may be modified or added. To save the new Contact entry, click Save and Close.



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Creating, Addressing, and Sending Messages Creating a Message Messages are composed within the Message form, a component of the Inbox. To start a new message:

From the menu bar: File > New > Mail Message From the menu bar: Actions > New Mail Message Keyboard shortcut: Ctrl + N From the Standard Toolbar:

A blank Message window is opened. Type the e-mail address or the name of the recipient in the field box next to To: …. Outlook reviews the Global Address List, Contacts and Distribution Lists for matches. If a name match is found, the field is completed with the person’s full name and is underlined (confirming validity of the address, resolving the address). E-mail addresses which are not part of the Global Address List, Contacts, or Distribution Lists also are checked and underlined if e-mail address parameters appear to be valid.

To facilitate e-mail addressing, one may enter either an individual’s last name or e-mail address to activate automatic Name Checking against the Global Address List.




If an individual’s last name appears underlined in a wavy red line, there is more than one person with that last name in the Global Address List.

Right-click the name to display a short list with possible matches; click and select the individual required.

After this initial selection, the next time the same last name is entered, the name of the person to whom a previous message was sent will appear in the field as a suggested recipient; pressing the Enter key from the keyboard will complete the entry.




Move through the next field text boxes by pressing Tab or clicking in a particular field. Always put a descriptor in the Subject: field. If using Outlook as the e-mail editor, one may set the blind copy, Bcc: …, from the menu bar, by clicking View and selecting Bcc:.

Start the message in the lower window pane.

Once the message is complete, it is ready to be spell checked. Spell Checking a Message Outlook may be set to check spelling automatically before a message is sent. This option will be discussed later in the section, Tools and Options. Or, one may activate a Manual Spell Check:

From the menu bar: Tools > Spelling Keyboard shortcut: F7

Any misspellings will be highlighted and suggested corrections will be offered in the same format as Microsoft Word’s spell check.




Sending a Message Once the message has been created and the spelling checked, it is ready to send. Initially, the message goes to the Outbox. The next time the mail server is checked, Outlook sends the outbound message and transfers a copy to the Sent Items folder. To send a message:

From the menu bar: File > Send Keyboard shortcut: Ctrl + Enter From the Standard Toolbar: Click . From the Message window: Click

Sending a Message with an Attachment Sometimes an attachment (file or graphic) must go with the message. In this case, the message as shown previously. Then select the accompanying attachment. Outlook describes this as inserting a file. To insert a file:

From the menu bar: Insert > File From the Standard toolbar: Click

The Insert File dialog window opens. Locate the folder in the Look in: pull-down menu. Select the file from among those listed for in the folder and click the Insert button at the right-hand bottom of the page.




The title of the file and a corresponding and identifying icon appears in the field labeled Attach:.. ;now send the message and its attachment by clicking Send.

NOTE: Recalling a Sent Message is not an option on the University Exchange Server.




Special Message Features Messages may be customized. Three among the many custom features available under Message Options include--signaling the recipient on the urgency of a message (Importance), deciding when a message is sent (Delivery), and receiving an acknowledgement of the message’s receipt (a read receipt). To access Message Options:

Within the message from its menu bar: View > Options Within the message from its Standard toolbar: Click

Message Settings (Importance, Sensitivity, Security) The upper frame of the Message Options window allows one to indicate the importance and/or sensitivity level of a message by selecting options from the pull-down menus. There are three levels of Importance--Low, Normal, or High--and four Sensitivity levels--Normal, Personal, Private, and Confidential. The sent message carries a comment line for the receiver to read.

Additional security options also are available in this upper frame. Features such as encrypting message contents and attachments as well as using digital signatures are available for the power users who need these functions.




Voting and Tracking Options The second frame of the Message Options allows the use of voting buttons. When selected, these voting buttons appear over the recipient’s yellow message band in the Reading Pane and may be used to respond to a question.

Once the recipient has selected an answer, the option of sending the response “as-is” or in editing the response is provided. Shown below is a option window to respond or comment in the vote.

One also may request a delivery receipt to confirm that a message has been delivered. In addition a read receipt may be requested. A read receipt indicates whether the recipient has opened the message. Whether one receives a read receipt response depends upon the recipient’s mail server, e-mail program, and what options this person may have set. Thus, if one requests and receives a read receipt, the message has been opened, but not necessarily read. If one requests and does not receive a read receipt, the recipient may or may not have gotten the message.

Delivery Options The third frame of the Message Options window involves Delivery Options. By selecting an option and supplying specific details, one may have replies sent to someone else, designate where sent messages are saved, delay or expire the delivery of a message, or determine the format for attachments to be sent.




Flagging an Outgoing Message for Follow Up by the Recipient Follow Up inserts a comment line above the actual message. In an outgoing message, it may alert a recipient to a needed action or it may serve as a reminder. To flag a message:

1. Select the message: Click on the message header.

2. Open the message: From the Message Pane: Double-click the message header. From the menu bar: File > Open > Selected Items Keyboard shortcut: Crtl + O

3. Edit the message: From the menu bar: Edit > Edit message.

4. Flag the message for follow up:

From the menu bar: Actions > Flag for Follow Up Keyboard shortcut: Ctrl + Shift + G

From the menu toolbar: Click

5. Select the type of flag from the drop-down list.

6. If applicable, select an action completion date in Due by:

From the drop-down menu: Click a calendar date. Keyboard: Type the date in the text box.

TIP: If the default flags are not appropriate, select one of the descriptors to appear in the text box, but replace that descriptor by typing in personalized text.

TIP: Outlook automatically selects the end of the workday as the time to complete the task. If this is not appropriate, change the time.



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7. Close the Follow up window. In the Follow Up box: Click the OK button. Keyboard: Enter.

Note the comment line inserted above the message header.




Receiving Messages and Attachments Reading E-Mail To open the Inbox:

From the menu bar: View > Go to > Inbox From the Navigation Pane: Click Inbox Keyboard shortcut: Crtl + Shift + I

The default AutoPreview option shows the first three lines of a message directly under a message header, but does not open the message. Selecting an item (clicking on the subject) and having the complete message display in the Reading Pane opens messages. To preview a message without opening, use AutoPreview instead. Receipts If tracking options were used on an outgoing message, the sender will receive information on the progress of the message. Both delivery and read receipt notices are provided to the sender by the Exchange Server.

If the mail delivery was internal to the University, the automated System Administrator will send a message that the item has been delivered. If the mail delivery was to an external e-mail address outside the University, the Postmaster will provide notification of the delivery.




Forwarding a Message A message may be forwarded from the Reading Pane or from the actual Message. To forward a message:

From the menu bar: Actions > Forward Keyboard shortcut: Crtl + F

From the Standard Toolbar: Select Insert the name of the person(s) to whom to the message should be forwarded in the To: area of the Message window. Type any explanation or message to introduce the material being forwarded. When the message is ready, send it. Replying to a Message One can reply to a message from either the Reading Pane or from within the Message. The procedure is the same from both places. Note that, one can reply to an individual or to a group (including those in the Cc: field of the original message). To respond to one person, use Reply; to respond to a group, use Reply to All. Know that some University messages may be sent by a list-serv through Outlook Mail, for example, a departmental list or message from the WebCT administrators. Do review the name of the sender. In cases where the message has been sent out via a list-serv, do not reply to the message you have received; your reply will be sent to the entire list-serv for all to read! To reply to one person:

From the menu bar: Actions > Reply Keyboard shortcut: Crtl + R

From the Standard Toolbar: Select To reply to a group:

From the menu bar: Actions > Reply to All Keyboard shortcut: Crtl + Shift + R

From the Standard Toolbar: Select




A Reply window will open. The upper portion will show to whom the reply is being sent and will indicate the subject. The original message will appear in the lower portion of the Information Viewer pane, below the words, Original Message. By default, the cursor will be inserted in the blank space above this notation, where the reply should be typed.

Portions of the original message may be edited or deleted prior to sending the reply. When ready, send the reply message by clicking the Send button in the Standard Toolbar.




Quick Flags (Follow-Up Flag) Outlook has created various options to allow a user to color-code follow-ups on a specific message. Each message in the Inbox has a Flag icon next to it (or included in the Standard

Toolbar within each individual message).

Using the flag also triggers a listing in the For Follow Up folder under Favorite Folders. By clicking on the flag, one opens, the Flag for Follow Up window. One may color-code the flags by selecting from the drop-down next to the Flag color.

One may also select flag color codes from within a message from the menu bar:

From the menu bar: Actions > Follow Up This method allows the change on the flag for this message only or permits the user to select Set Default Flag which changes the default selection for all messages.



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If the message has been received without an outgoing Flag for Follow Up from the sender, clicking the flag will change it from clear to the default flag color for the recipient.; this will also assign a link to the message within the For Follow Up Folder. Clicking the flag again from the Inbox, changes the flag to a check mark, signifying completion of the follow-up.

One may also open an individual message, click the flag from the Standard Toolbar, and check the Completed box in the Flag for Follow Up window.

Reminder Option Generated by Follow-Up Flag If an e-mail message has been sent with a request for follow up and there has been no reply within the requested amount of time, the recipient may receive a Reminder notice upon accessing his/her Inbox. From the Reminder dialog box, one may select Open Item in order to take action on the message, remove the item by clicking Dismiss or be reminded again at a specified time interval by choosing Snooze and selecting an amount of “snooze” time from the lower left drop-down list.




For some users, customizing Fonts may be helpful. One may change the standard appearances of Message Fonts by altering font size, type, or color to facilitate viewing. This segment is available from the frame (or section) entitled Stationery and Fonts as well. Click the button Fonts to open the appropriate window.




Creating a Signature One of the most important features in the Mail Format panel is the Signature which appears at the bottom of outgoing messages. The ability to create Signatures is available only if Outlook’s native editor has been selected in the Message Format area; one may have multiple signatures (e.g., Committee Chair, Faculty title, information with or without a telephone number or e-mail). To create a signature, click Signatures.

The Create Signature dialogue opens, showing any signatures which may exist. To create a new signature, click New.




The dialogue box to create a new signature is returned. First, enter a name for this signature in the box under 1. The second step is to decide whether to create an original signature or use an existing one as a template by selecting between the radio buttons. Then click Next.

An edit box opens; type the signature information.

The term vCard located in the lower portion of this window is an abbreviation for “Virtual Card,” which would be the electronic version of a business card. To create one’s own vCard, the user must add him/herself to his or her own Contacts folder. Attaching a vCard to a mail message allows a receiver who uses Outlook to click and drag this card into his or her Contacts, instantly creating a card. When the signature information is completed, click Finish.




An example of the completed signature appears with its identifying name. If the signature needs editing, click Edit. If one wishes to create another new signature, click New. If the signature is acceptable and is the one which is to be used, click OK.

The main Options panel group is returned. The selected signature appears by its title (name) in the field next to Signature for new messages.




The Paste Options button appears after pasting text, a graphic, or an attachment and provides quick and easy options for formatting the pasted item (similar to Paste Special). Unicode Message Format allows Outlook read and layout foreign language messages correctly. Mail logging is designed as an advanced troubleshooting option which creates a large log very quickly; it is not recommended for general use. Additional options shown in the lower frames of this panel work with other segments of Outlook and will be treated in other classes. When all choices have been selected, click OK. AutoArchive The Other panel under Options is returned. The University has chosen not to deploy this option as active and recommends that users store older messages in Personal Folders. Therefore, this options should be deactivated. If one chooses to apply this feature, AutoArchive automatically copies or deletes items from folders periodically; in essence, it “house cleans” folders and moves items to storage in another location. Archiving removes excess, old files from the local unit to conserve space. This is a different process from backing up materials; which copies all items current and old together. Select AutoArchive from the center section. The AutoArchive window appears.

AutoArchive cannot store or archive Contacts, but can be activated to archive other folders. An expiration period may be specified for items in each folder and at that specified interval Outlook either copies or deletes the items. (See below for more details on deletion of “aged”




e-mails.) Bear in mind that retrieving items from Archive folders requires definitive search techniques and is not as easily done as searching for items from within Personal folders. If one does not want to remove messages automatically from the Inbox and have them stored in the Default archive file, make certain the first box is not selected. If one does not uncheck the first box, Outlook automatically will ask to start the process within 14 days of starting Outlook.

CAUTION: Keep in mind that some government agencies, grants, and contracts may

require all communications be saved. If choosing another medium for archiving (such as a Zip or Jaz disk or a CD-RW), the user must provide the medium as needed in order for the archive to occur. Do not archive to cheaper CD-R disks, because Outlook must have read/write access to the file. As well, do not let archive files get too large. If it is necessary to recover an item from the archives, the archive file must be transferred back to the local unit. So, create new archive files periodically to reduce their size (for example, on a monthly, quarterly, or yearly basis). Ine may set up the same aging and archiving for all folders from this panel by clicking the button, Apply these settings to all folders now. When all selections have been made, click OK.




Managing E-mail In addition to the different Arrangements previously shown, one may also access these sorts from the menu bar using View. Using Organize (Grouping Messages Automatically) If managing messages seems time-consuming, Outlook contains automated processes under its Organize feature, which streamline the process. To open Organize:

From the menu bar: Tools > Organize

From the Standard toolbar: Click the icon Ways to Organize Inbox and its three options--Using Folders, Using Colors, and Using Views—appear above the Inbox and the Reading Pane.

Using Views Filters messages using the same criteria as Current View. Selecting a

different criterion changes the message order in the Reading Pane.




Using Colors Identifies messages either from or sent to a person via color-coding.

Using Folders This tool allows selected messages to be moved to an existing folder chosen from the pull-down menu in the Move message area. If the folder does not exist, one may create it from this window with the New folder … option at the top of the window. As well, one may create a rule, which governs how messages are managed, by using the Create a rule feature. If a previously created rule needs to be changed or a more specialized rule needs to be written, use the Rules and Alerts located in the upper right corner; this can also be accessed from the menu bar through Tools.




Rules and Alerts One may start Rules and Alerts from within the Organize option or from the menu bar by tracing to Tools > Rules and Alerts. There are actually two different types of tools at work here—Rules and Alerts. Rules The creation of detailed, specific rules allows one to manage received messages easily. The user determines when, how, and if, the messages are viewed.

Clicking on the New Rule, produces the Rules Wizard with pre-determined templates or the option to create a blank rule.




When one starts with a blank rule, one’s options are to: Check Messages When They Arrive Check Messages After Sending

Once how the rule will be started has been decided, move to the middle portion of the screen and choose from the type of condition the rule is to meet.

The lower portion of the screen describes what the rule governs and may contain links to further define the rule.




To continue, click Next. The screen asks for conditions under which to apply the rule. Click on one or more conditions. Note the underlined word in the lower text box, requiring additional clarification. After defining what constitutes the rule, click Next to continue.

Click on the link which requires clarification. In the example this is specific words. This will open a separate window asking for definition of those words. Enter the word in the upper field, then click Add. The word will appear in the Search list below. Once it does, click OK.




Now that the influencing factors in messages have been defined, the subsequent screen asks what to do with messages meeting the specified conditions. The bottom text box shows the rule’s current parameters. If the message is to be moved to a specific folder, for example, clicking on the link in the lower screen, . . .

. . . will open a window listing all available mail folders from which to select.




After selecting how the message is to be handled, click Next.

Now define exceptions to this rule, by clicking on appropriate descriptions in the upper box, if necessary. When finished, click Next.




Finally, the Wizard asks you to name the rule. Options for the rule include using it against items in the Inbox or turning the rule on.

If there are no changes, click Finish to complete the rule, which returns to the first Rule Wizard screen. From this screen any modifications, deletions, or renaming may occur.




One may change the order of rules, which governs how mail is filtered and filed. Rules at the top of the order are applied first with all the specified actions within that rule occurring before any other actions. To create a rule which works with the University server in identifying and eliminating spam (unwanted mail), please see the Appendix or the detailed instructions at the Software Training and Technological Services faculty resource page under Mail and Calendar Documentation: http://www.uakron.edu/its/learning/training/facstaffmail.php. Alerts The way to create a specific alert is from a section in the Rules Wizard under Display mail from someone in the New From Alert Window.

To start the Alert definition, click Next.

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The Rules Wizard assumes that one is selecting a particular person or distribution list to flag for the alert. From the lower pane, click on the hyperlink people or distribution list.

The Global Address List opens, allowing the user to select individual or distribution list which this Alert will cover. Select the individual and click to select that person. The name will appear in the From: field.

When finished selecting the Alert individual or list, click OK.




From the returning screen, continue in Step 2 (the lower pane) and click the hyperlink message.

This time a message window appears. Complete the appropriate notation you wish to receive when mail from this person arrives. When finished, click OK.




The Rules Wizard panel is return. To continue the creation of the Alert, click Next.

In Step 3 of the process the Rules Wizard asks what to do with the identified messages. The default is Display a specific message in the New Item Alert Window. Click Next.




The next step, asks if there are any exceptions to this. Since there are not in this case, click Next to move.

The final screen defines the Alert by the name of the individual selected. Clicking Finish sets the Alert into action for the next message from this individual.




The Alert is now listed with any Rules which have been created in the Rules and Alerts windows.

Click OK to close this feature.




Out of Office Assistant The Out of Office Assistant may be used to manage mail while an individual is away from the office. For the specified time of absence one may create an outgoing message as a reply to individuals who send mail as well as route incoming messages either to others for action or to particular folders for subsequent review. To open the Out of Office Assistant:

From the menu bar: Tools > Out of Office Assistant

To activate the Assistant, select I am currently Out of the Office; in the text box entitled Auto Reply enter a statement which will be sent once to each sender during the absence.

To apply a sorting rule to messages received while one is out of the office, click Add Rule.




The Edit Rule panel appears. Within this panel one may create various rules and actions which are applied to the incoming messages. Make certain to select the Advanced option where one sets a range of time for which the rules apply.

In the Advanced Edit Rule panel go to the Received frame and check both the From and To boxes. Once these are checked, set the dates for which the rule is to apply

Set other options which may be applicable such as Importance level or how to treat certain messages. When one has finished selecting all options which may govern the rule, click OK.




The previous Edit Rule panel is returned. If after all items have been chosen here, click OK.

The Out of Office Assistant panel is shown with any rules which may have been written to apply to the time period shown in the lower text box. If this information is satisfactory, close the Assistant and start the automatic response process, by clicking OK.

NOTE: The Out of Office Assistant remains in effect until one returns to the above screen and selects I am currently in the Office.




Deleting E-Mail and the Deleted Items Folder(s) After initial review and/or reply, some messages may be deleted. To delete a message from the Reading Pane:

1. Select the message and view it. 2. From the menu bar: Edit > Delete 3. Keyboard shortcut: Crtl + D 4. From the Inbox toolbar: Click

To delete a message from within the Message window:

From the menu bar: File > Delete Keyboard shortcut: Crtl + D From the Standard toolbar: Click

Either of these actions removes an item from the current folder and sends it to the folder entitled Deleted Items. This does not delete the item from the Exchange Server or from the local drive in the case of Personal Folders. One must voluntarily delete items from the Personal Folders by selecting them and agreeing to permanently delete them by clicking Yes. If one does not elect to permanently delete these messages, they remain on the local drive or computer. NOTE: To permanently delete an item in the Inbox, select the item and, using the

keyboard, press Shift + Delete. One may voluntarily delete items from the Exchange Server Deleted Items folder by selecting individual items and agreeing to delete them permanently by choosing Yes. Voluntarily emptying the Deleted Items folder results in the same dialog window as shown below. To permanently remove the messages, click Yes.

To purge the Exchange Server Deleted Items folder automatically when exiting Outlook, set that option under Tools > Options > Other > General > Empty the Deleted Items folder upon exiting. NOTE: This last action cannot be applied to Personal Folders which are located on the

local computer. When the automatic purging of the Deleted Items folder is set for the Exchange Server, the previous dialog window and message appears prior to exiting Outlook. To purge the folder, click Yes.

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