An Overview of Outlook ETS Town Hall Meeting
An Overview of Outlook 1. How Outlook Works 2. Email Features 3. Contact Features 4. Calendar Features REMEMBER: The employee discount to buy the full version of Office including Outlook is only $20. Ask your IT person today and start using it at home to really learn it! You can get the 2003 & 2007 versions.
The Project Outlook Archiving Project Websitehttp://www.state.ak.us/local/akpages/ADMIN/info/msEA/ Outlook Resources http://www.state.ak.us/local/akpages/ADMIN/info/msEA/exchangetraining.shtml Archive Training Video: mms://streamer.state.ak.us/StateZantazTraining.wmv Learning Resources Click the links to go to those locations
Outlook – Six Programs in One • Email • Calendar(appointments/ meetings/schedules) • Contacts(mini database) • Tasks(To do lists/reports) • Notes(sticky notes) • Journal(keep track of things you do for a project)
Everything is Integrated Drag and Drop! One item onto the various icons to create emails, meetings tasks or notes. Email Emails are tied to contacts Calendar MeetingRequests are emails Outlook 2003 Contacts All activities with contacts are linked. Birthdays are linked to calendars Notes Task tie into calendar and contacts & status reports can be sent via email You can drag and drop to send emails Tasks
Full Integration Windows, Office & Outlook Outlook integrates with all Office programs. Your contacts can be used in Mail merge letters. Folders on your desktop can be shortcuts in the Shortcuts pane in Outlook. You can drag and drop Word documents, Excel spreadsheets, anything to a mail message to attach and send it. When you’re in Word, when you see that little circle above a name that means you can quickly schedule an appointment and that appointment is placed on your calendar. Everything is integrated. Everything is drag and droppable. Drag & Drop Mail Merge Smart Tags Folders
Smart Tags Total Integration Windows, Office & Outlook Folders Mail Merge Drag & Drop
Outlook Lets You Share • Share your contacts or distribution lists • Share your calendar • Share your Tasks or Notes • Delegate the Inbox so assistants can answer the boss’s emails When you share your contacts you can designate who can see them. • NOTE: Sharing is fully controlled by you and is not turned on as a default
With a Central Server… • You can share information • Your email is backed up • No more lost emails if your computer crashes • You can access the same information from the Web, even if you don’t have Outlook installed on your computer using Outlook Web Access • All your contacts, archived mail, everything! Is available
Outlook Lets You Share • Easy drag and drop means you can pull in information from your co-workers right into your own list of contacts, or calendars, notes, tasks or even emails! • Shared resources like conference rooms have their own mailboxes and calendars and can be controlled by a designated person. • Your boss can delegate his email or calendar so you can keep him up to date and in the know. Got a distribution list or a contact and your co-worker needs it? No problem. Just share it and have them drag and drop it into their contacts
It works the way you do • It uses the familiar folder analogy for everything. Everything is a folder.Calendar is a folder full of appointments for example. • It works like you. Do you like see things by date, flag, conversation? You can organize your e-mail the same way you organize your office. • Do you only use the mail and calendar? No problem. • It uses customizable views. Would you rather just see a few column headings in email or your calendar listed a spreadsheet format? No problem.
Everything is a Folder • Everything is just a folder… • Your Calendar is a folder full of appointments • Your Contacts is a folder full of people • Your Inbox is a folder full of email messages or other folders • To create a new calendar, list of contacts, folder in email just.. 1. Right click 2. Select New Folder
Folders Can Have Views • Each folder, whether you are in email, calendar, or any part of the program, can have a different view and can be arranged the way you work • Some like graphical views • Some like text views • Some like to see only certain info You have full controlof how things look
Graphical or Text Based • Same calendar, different views. Graphical or text based, it’s up to you • Every program in Outlook can have either a graphical or text-based view • Every view can filter in or out information, sort information the way you want or display columns the way you want.
Graphical or Text Based • Even email can be text or graphic based • Gives you a timeline view of your email so you can quickly locate emails by date • Different views of the same information help you find what you are looking for • Use the advanced toolbar to see the different views in the pull-down menu
Create a Folder • Right-click to create a folder at the top of any of the programs or other folders • Click New Folder • Arrange the items in the folder with a view choosing the view from the Advanced Toolbar • Drag and drop to arrange the column headings
About Folders • Folders help you create groupings that make sense to you • In Email names of folders should reflect archiving needs of the information stored in the folders Example: Project X-1yr REMINDERS:Create folders outside your Inbox, to set retention schedules. Use the Inbox as temporary storage reminding you to deal with the information within 90 days from the date received.
Name Folders (outside the Inbox) • Folders that are suffixed with one of the following: -6mo, -1yr, -2yr, -3yr, -6yr, -10yr will have their messages archived with a corresponding retention. NOTE: Only these designated values will work and they are NOT case sensitive. • Examples: • Correct: Projects-3yr • Incorrect: Projects – 3 years
After You Make a Folder • You decide how you want to view it • You decide what goes in it by simply dragging and dropping • You can set rules (macros) to make Outlook sort information into folders automatically for you
Your Settings Date is default, but… • By default, Outlook shows messages grouped and sorted by date. You can change that! Here’s an example: • The type of arrangement. • How messages are ordered. Here the newest messages are on top. • Outlook displays only relevant date information. • To see the full date, position the pointer over the displayed date. In messages grouped by date, one thing you’ll always be able to see is the sender’s name.
Or Arrange by… conversation • When you arrange messages by conversation topic, only unread messages are displayed. • At first, you'll see only the bits of the conversation that you haven't yet read, but you can follow the replies in a kind of ‘tree format’ • To see all the messages, click the arrow next expand the conversation (circled in the picture).
Change arrangements • You can also arrange messages 13 other different ways: by size, by who they're from, or by subject (to name just a few). • To quickly change from one arrangement to another, right-click the column heading, then select Arranged By and pick the one you want • Groups arrangements have expand/collapse buttons so you can concentrate only on what you want to see The Arranged By shortcut menu
Flag it! • Once you’ve arranged your folders, now it’s down to work! • Flag those messages! • Find the Flag Status column. Right-click here to add a flag. • You have six flag colors to choose from. The flags aren’t labeled, so you decide what significance to assign a particular color.
Use flags to follow up • You can use flags to prioritize, organize messages and to remind yourself to follow up. • Flags can be used in email messages and contacts to remind yourself to follow up on email or follow up with a person or group of people. • You decide the color coding you use and if you want a reminder
Flag it! • You can flag messages right from your Inbox. • When you've followed up, use the Flag Complete command to change the flag status. • Or use Add Reminder to set a date and time for a reminder. A reminder will pop up at that time to remind you to follow up
Flag it! • When you see a dialog box… Just type in what you need, or pick from the pre-defined list. And when you see a date field, like Due by: just type in what you need, like Today or Tomorrow or two weeks from last Tuesday
"To Do" = flags • To quickly get organized, a great trick is to use flags with Search Folders for an automated To Do List • After you flag a message, it automatically appears in the For Follow Up Search Folder.
Don’t forget Categories! • Categories help you ‘tag’ messages for later retrieval. • Instead of moving or flagging, categories create ‘connections’ • Use Search folders to find categorized messages • Unlike flags, you can create your own categories • Just right-click on any message, contact, or click options when sending messages or look at the bottom of the contact page to categorize items
And then the Rules… • Rules are like macros and help you automate organizational tasks • They help you decide what to do when messages come in to your Inbox • Are used when you go on vacation and when you’re archiving information • Can also be used in Calendar and Contacts (called automatic formatting)
Folder Rules • Need to send messages coming in about a specific project to a certain folder automatically? • Need to organize all the old mail once you’ve been migrated? • It’s all about Rules
Folder Rules • To create a simple organizational rule, just right-click on the message that has the type of information, then select Create Rule • The rule can be run on new incoming messages or on old messages already in that folder
Folder Rules • Tell Outlook how you want messages to be handled and where they should go. • Rules can be run on new incoming messages or on old messages • Rules can go beyond simple organization. Rules can forward messages, send replies, print messages, etc. • Check out Tools | Rules & Alerts for more info
Out of Office Assistant • Is a rule that lets you tell people you’re gone, organize your mail, and turn off the 90 day / 300MB limits • It’s an on/off switch, so don’t switch it back on until you’ve dealt with all your email because the date and size limitations will also be turned back on • Check out Tools | Out of Office Assistant
Everything’s Organized! • Now that you have rules moving messages to folders…. ‘Oh No!’ where did everything go? • Don’t worry! Search folders to the rescue!
Use Search Folders • A Search Folder is a pointer to messages stored in different folders. • It lets you see a particular group of messages without having to physically move or copy them • Search folders display messages based on the results of your search criteria Search Folders appear along with the rest of your mail folders in the Navigation Pane.
Use Search Folders • Outlook creates three Search Folders by default, but you can create your own. The default search folders are: • For Follow Up • Large Mail • Unread Mail Plus you can make your own to search for specific messages! Search Folders appear along with the rest of your mail folders in the Navigation Pane.
Favorites = Quick Access • Place search folders (or any folder) in the Favorite Folders area so you can jump right to the information you need! • Favorites can be Search Folders or even email folders!
Make a folder a favorite • Once you’ve set up folders, to get quick access add them to the Favorite Folders section of the Navigation Pane: • Drag the folder that you want to the Favorite Folder area. You can move them up and down in the Favorites Folder section • To remove a folder, right-click it in Favorite Folders area, then click Remove from Favorite Folders. • Do NOT select Delete because that will delete the favorite folder AND the actual folder
Favorites, Not Duplicates • You see mail folders when you are in email. They are in the Navigation Pane underneath favorites. • Mail folders are visible in two places, which might be confusing. • Any thing in Favorites is simply a shortcut, not a duplicate: • Favorite Folders • The Main Mailbox
A Closer Look Email Contacts Calendar Calendar holds events (like birthdays or holidays), appointments like that root canal, or meeting requests, even recurring appointments. You can view group schedules (in & out board) Contacts hold information about people or resources you want to keep track of. You don’t have to have someone in your contacts to email them. They also hold distribution lists Email holds email messages, meeting requests, return receipts, voting information, and archive stubs. Different icons represent different kinds of email messages
Email - The Message • Very simple, very much the same as other email programs • List of all state employees available at the touch of a button, even conference rooms! All in the Global Address List • Click Options when creating an email and you have voting options, delivery options, and more! • You can even have replies sent to someone else
Options for Sending • You can pick to send or receive HTML email, RTF or Plain Text • No more annoying pictures in emails • Or emails are formatted with the right options • Attachments can now simply point to the file, and don’t really include the attachment
When Sending… • Emailing someone and decide you’d rather meet with them? • Outlook has intelligent sensing. Just move your pointer over their name, and a little ball or head will show • Click the drop-down arrow next to it and if they are on the Exchange server, you see if they are available and you can instantly schedule a meeting • No more phone calling!
Multiple Signatures • Different signatures for new messages and for messages you reply or forward • Signatures can also be ‘auto-text’ entries for common information you may type again and again • Signatures can be fancy and formatted A signature can have whatever tone and style you think is appropriate.
Create a signature • To create a basic signature: • On the Tools menu, click Options. • Click the Mail Format tab. • Click the Signatures button. Creating an e-mail signature in Outlook
Name that signature • Because signatures can also be used for auto-text entries you can name it anything you want • If you're going to create many signatures, use descriptive names to tell them apart. Here, Bobby Moore is creating a plain signature for e-mailing his colleagues. Naming a signature
Which Signature? • There are situations in which you want to use a different signature when replying to a message, or forwarding it, than the signature you use for new messages. • As the picture shows, it’s easy to set this up on the Mail Format tab of the Options dialog box. • Signature for new messages… • …and for replies and forwards
Quick Info without Typing • Choose the ‘auto-text’ signature you’ve created and Outlook will insert it right in your message • No more typing the same thing again and again! • You can even format it to look the way you want! • Signature for new messages… • …and for replies and forwards
Mailbox Size Activities 300MB 325MB 400MB LEAVE When on vacation, your Out of Office Reply Assistant automated rule will override limits. At 400 MB sending and receiving messages is disabled. At 300 MB users will receive a warning message. At 325 MB sending messages is disabled