Transcript Outlook 2003 - Oklahoma State University–Stillwater

Welcome to our very first Cooperative
Conversations!
 Please open your Outlook program and minimize it,
there will be an opportunity for you to try things
during the training
 If you have a question and don’t have a microphone,
please use the text chat or call and we’ll pose your
question for you. Remember, if you have a question,
someone else may have that question too, so ask it
and we’ll all learn something!


Jane Fenton 405-744-7847
Dwayne Hunter 405-744-5536
Scott Wilson 405-744-4414
Kevin McAbee 405-744-9635
 We will be asking for volunteers during today’s
presentation – don’t be shy!
 Let’s learn and have fun!
Outlook 2003
A Closer Look at Outlook:
The Basics and Beyond
A Closer Look at Outlook 2003
 Connecting
 Exchange, VPN, and IMAP
 The Navigation Pane
 E-mail
 Calendars
 Contacts and the Address Book
 Tasks and Notes
 Junk Mail
Connecting With Outlook 2003
 How to get connected

Remember Password doesn’t work
 How to see if you are
connected
 Error Messages and what they mean

Outlook is unable to connect
to EXE2.ad.okstate.edu.
This is a temporary situation and will happen
occasionally, this is related to the server in
Stillwater and is usually very brief.
Connecting With Outlook 2003
Connection
Status
Possible Reasons & Remedies
Connected! This means you are able to send and
receive e-mail. Exchange is an “always on” type of email so it is constantly checking for new mail.
Usually a bad password – Exit Outlook, wait 3 minutes
and try to login again.
Could be a bad password – Exit Outlook, wait 3
minutes and try to login again.
Could be that the server has become disconnected –
Click File – Connect to mail.okstate.edu.
Server was disconnected and Outlook has been set to
“Work Offline” setting. Click File – Work Offline to
remove check. You should be prompted to enter your
password.
Exchange, VPN and IMAP
 Exchange – advanced features
 Deleted Items folder, recoverable once
 Junk Mail filters work better
 OSU address book (Global Address List)
 Calendar/Contacts available online
 Calendar sharing
 VPN – was once required, no longer
 IMAP – was how we connected to DASNR,
requires “purge deleted messages”

Separate Inbox +mail.okstate.edu
The Look of Outlook
 Reading Pane
 (right, bottom, off)
 Show in Groups
 Groups items based on sort
 Favorite folders list
 Add To or Remove From with Right Click
 Buttons in Navigation Pane
 (adding, removing, resizing)
E-mail and Contacts
 Your Contacts folders can be address books

If they don’t show up go to Contacts tab and
right click the Contacts, choose Properties and
in Outlook Address Book put Check in box
 Addressing



To: (click here to get address book and to use
cc: and bcc:)
OSU Address book (Global Address List)
Check Names (Checks default address book
first)
Contacts and the Address Book
 Setting the default Address Book
 Open the Address Book
 Tools/Options
 Move Your Contacts to the
top of the list with the arrow
 Adding contacts
 New – go to contacts, click new
 From e-mails – right click address “add to outlook
contacts”
 Adding Distribution Lists
 Go to contacts, click arrow beside card, new
distribution list
E-mail
 Creating folders for e-mail organization

Right click
 Creating Message Rules


Tools/Rules and Alerts
Right click “Create Rule…”
 Using Color Coding


Tools/Organize
Using Colors
Junk Mail
Spamblocke
r Junk Mail
Filter
E-mail
Program Junk
Mail Filter
 Different than SpamBlocker
 Junk Mail options in Outlook
 Actions/Junk E-mail/Junk E-mail Options
 By default set to “low”
 Recommended set to “high”
 Also access Options by right clicking a message,
choosing Junk e-mail / Junk E-mail Options
 The Junk Mail folder in Outlook
 Empty folder by Right Clicking and choosing “Empty
Junk E-mail Folder”
Calendars
 Creating Appointments
 Creating Meeting Requests


E-mails recipients the details of the meeting
With Exchange recipients can add this directly
to their calendar
 Recurrences

Can be set to very specific recurring
schedules (quarterly)
Multiple Calendars
 Create a secondary calendar with right click
 Share your calendar
 Only your main calendar can be shared
 Designate permissions for each user
 User must open your calendar
 View someone else’s calendar
 View another calendar with checkboxes
 Copy appointments to/from calendars
 Use Ctrl to copy – very important if you have
full rights to someone else’s calendar!
Tasks and Notes
 What are they used for?
 Notes are like post its
 Tasks are “to do lists” you can make multiple
to do lists for different projects
 Create subfolders for tasks


Printable as a list
Printable as a “memo”
Resources
 Technology Support Services Website
http://dasnr.okstate.edu/support/training.htm
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Junk Mail: What can I do about it?
Outlook Reference Manual
Outlook Quick Reference Card
 Microsoft Website
 http://office.microsoft.com/enus/assistance/HA011161381033.aspx
 SpamBlocker at OSU


http://www.dasnr.okstate.edu/support/faq.htm
https://spamblocker.okstate.edu:10010/enduser/login.cgi