Transcript Slide 1

OBT Outlook Anywhere
Working with Outlook Anywhere
Introduction
This document assumes that you already have
set up your Outlook Profile to connect to OBT’s
Outlook Anywhere Exchange server. There are
separate instructions available including an
interactive presentation explaining the
process.
So, let’s begin with the presentation by starting
Microsoft® Outlook.
OUTLOOK ANYWHERE
INTRODUCTION
Options > Set as default profile > OK
If after setting up Outlook Anywhere, you have more than one
profile, Outlook will ask you which one of them to use. Select
the Outlook Anywhere profile you created. If you wish you can
set that profile to be your default profile in future as well.
Make sure you type in “obt-au\” in
front of your user name. This is only
necessary the first time you log in,
after that this setting will already be
filled in.
This of course is where your
password goes. Passwords
are case sensitive.
Down here is an update about the status of your
connection to the server. Watch the status
change as the connection progresses.
Now you are connected and ready to go. You may
already be familiar with this standard Microsoft
Outlook 2003 view.
Let’s start by ensuring you are in the
Folder List View by clicking here.
Here on the left hand side is a folder
view of your mailbox. This is your new
Outlook Anywhere mailbox.
A copy is stored locally on your PC. A second copy is
located on the server in OBT’s data centre. Those two
mailboxes are continuously synchronized (as long as you
are online) to make sure they contain the same
information.
That is why there is a status update down here
telling you about the state of the two mailboxes.
In this case it is all okay, you are connected and
all folders are properly synchronized between
your PC and the server.
The reason why there are two copies is so you can access your
email both in your office via Microsoft Outlook and also when you
are away from the office by using Outlook Anywhere Web Access
via a web browser.
You can also take a laptop away, work on emails offline (e.g. on a
plane) and next time you are online, all your work gets sent and
synchronized with the server.
If your mailbox is new, it is basically empty. It will receive your
emails that will then show in your Inbox and all sent emails will be
in your Sent Item.
Your contact for example, would be empty.
…So how do you get the information you had in your previous
mailbox to show up in your new Outlook Anywhere mailbox?
Importing PST file to Outlook Anywhere >>
IMPORTING PST FILES TO OUTLOOK
The information of your previous mailbox is
stored in a what is called PST file. If you
were using an Exchange server before, you
need to ask your network administrator to
give you a copy of that file. If you were not
using an Exchanged based account, your
PST file is already on your PC, ready to be
opened.
The following slides show how you open an
existing PST file in your Outlook.
File > Open > Outlook Data File…
If there are no Outlook Data Files in that directory, Outlook
has previously been configured to store its files in a
different location. It is not that difficult to find them – just
do a search on your PC for files named *.pst.
Outlook by default stores its content
(emails, tasks, calendar entries, notes,
contacts, etc.) in a file called outlook.pst. It
also archives items that are older than a
certain amount in a file called archive.pst.
You can see both those files above.
The most recent emails from your pre-Outlook Anywhere mail
account are located in the outlook.pst file. So you need to open
that file to find the contacts and other items you are used to seeing
and using in Outlook.
The PST file you just opened is now accessible down
here – it is usually called Personal Folders. If you click
on the little “+” next to the folder name, you will be
able to view the contents.
Let’s recap: Whatever is between here…
…the contents of your active
Outlook Anywhere Mailbox
located up there, above the
Personal Folder you just opened..
…and here…
Are the contents of the data file you just opened. It contains all your
data from your previous email accounts. Do not confuse that with…
Now that you have both data files (active
and previous) available, you can move and
copy data between them. Say you want
all the contact you previously used to be
available in your new Outlook Anywhere
mailbox so you can use them when you
are on your own PC or away in an Internet
Café or hotel using your Web Access
mailbox facility.
Just select the contact you want to copy them into the active
mailbox. To select all contacts, Ctrl + A is the shortcut to use. If
you want to select only a few, hold down the Ctrl key when
selecting the contacts.
Now scroll up to the active mailbox and drag the selected items
into the Contacts folder there.
If you hold down the Ctrl key
while dragging the contacts, you
will create a copy (indicated by a
little plus sign next to your
cursor). If you just drag the items
without the Ctrl key, they will be
moved (not copied).
You have just copied the items you
had selected from your previous
mailbox to your new mailbox.
Repeat the same process for any
other items you would like to have
in your Outlook Anywhere mailbox
(such as Tasks, Notes, etc.)
In order to keep your Outlook Anywhere Mailbox size within the
limit and before you start moving items, think about what really
needs to be moved and what can easily stay in your Personal
folder in your local PC.
MAILBOX SIZES
How to check mailbox size of your active Outlook Anywhere mailbox.
Make sure you are in the Folder List
View by clicking here.
You can select which mailbox you are interested in
(remember, there are two mailboxes, one on your PC
and one on the OBT server).
…Then scroll all the way down and
click on “Folder Sizes”.
And here, the
associated file
sizes.
Mailbox folder
names.
Don’t worry if the server data size and local data
sizes are slightly different. That has to do with the
different ways the emails are stored on a server
and on a local PC – it is normal to see a difference.
AUTO-ARCHIVING
Automating the process of archiving emails.
Tools > Options > Other > Auto Archive
These are the Auto Archive settings. Everything is
pretty much self-explanatory. There are a few
things we would like to point out.
Here you can
determine how old an
item has to be before
it gets archived.
And here you
determine what PST file
is used to store items
after they have been
archived.
That concludes this presentation.