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Outlook: E-mail and more

Outlook: E-mail and more. Tony Brett Oxford University Computing Services December 2005. Agenda. What is Outlook? Security Warning Configuring for E-mail POP or IMAP? Use with an Exchange Server Junk Mail Settings Sending E-mail Using Folders Archiving Messages Searching for Messages

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Outlook: E-mail and more

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  1. Outlook: E-mail and more Tony Brett Oxford University Computing Services December 2005 OUCS Learning Technologies Group December 2005

  2. Agenda • What is Outlook? • Security Warning • Configuring for E-mail • POP or IMAP? • Use with an Exchange Server • Junk Mail Settings • Sending E-mail • Using Folders • Archiving Messages • Searching for Messages • Address Book • Filtering – using Rules • What else can Outlook do? OUCS Learning Technologies Group December 2005

  3. What is Outlook? • “Productivity” package • E-mail • Notes • Journal • Task List • Address book • Can work with Exchange to group working OUCS Learning Technologies Group December 2005

  4. Security Warning • Many E-mail viruses/worms etc. exploit outlook security vulnerabilities • Keep it up-to-date! • Use Windowsupdate/Officeupdate • Turn off preview pane/auto preview • Don’t open attachments or click on links you’re not expecting OUCS Learning Technologies Group December 2005

  5. Configuring E-mail • See OUCS Web Site • Use POP for offline working • Use IMAP for multi-location working • Use secure settings • Don’t let outlook save your password • A Herald account can be used for far more than E-mail in the wrong hands! OUCS Learning Technologies Group December 2005

  6. Junk Mail Settings • Outlook 2003 Automatically deals with junk mail • You can control how much it deletes • Can use this instead of Herald junk mail filtering OUCS Learning Technologies Group December 2005

  7. Sending E-mail • Normal Compose Window • Best to send in Plain Text • Not everyone has Outlook! • Copies can be kept in Sent Items • Can use Signatures • Message Priority can be set • Attachments • Don’t use attachments when a plain text message would do just as well OUCS Learning Technologies Group December 2005

  8. Using Folders • New Mail comes in to INBOX • Local folders under Outlook Today (Personal Folders) • IMAP Puts them in a different hierarchy • IMAP folders need purge after delete • Folders can be made within folders • Right-click on folder to access folder functions • “Deleted items” is a special folder • Can configure which columns to see • Note difference between “sent” and “received” OUCS Learning Technologies Group December 2005

  9. Archiving Messages • Large folders can get slow and cumbersome • Moving messages from IMAP folders to local folders reduces herald quota use • Archiving moves messages off to a file for storage • Can be done automatically • Get messages back using “import” in file menu OUCS Learning Technologies Group December 2005

  10. Searching for Messages • Simple “Find” is often sufficient to find particular people or subjects • Advanced “Find” is much more flexible • Can use to find spam • Mailing list manipulation • Better to use rules if you want to actually do something with messages that are found OUCS Learning Technologies Group December 2005

  11. Address Book • Useful for storing contacts and making groups • Can input names manually or extract from messages • Group are useful for occasional sending to multiple people • Maillists can be better if others need to use them • Can use for phone numbers, postal addresses etc. • Can often sync with mobile phones, handhelds etc. OUCS Learning Technologies Group December 2005

  12. Filtering – Using Rules • Rules act immediately on POP or IMAP • Only if Outlook is running! • Server-side filtering is better if you’re using IMAP • If you’re using a POP Spam filter then a rule is usually used to move the mail into a spam folder • Rules can save a lot of time, especially with high-volume mailing lists OUCS Learning Technologies Group December 2005

  13. What else can Outlook do? • Calendaring – syncing with PDAs/Mobile Phones • Group Scheduling with Exchange Server • Keeping Notes • Task-tracking • Keeping track of what you should be doing! • Journaling • keeping track of what you did! OUCS Learning Technologies Group December 2005

  14. Resources & Questions • http://www.oucs.ox.ac.uk/email/config/outlook2002/ • http://www.oucs.ox.ac.uk/email/config/outlook2003/ • http://office.microsoft.com/ OUCS Learning Technologies Group December 2005

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