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Outlook 2003: Advanced Features. Cooperative Conversations April 13, 2007. Topics. Most Common Problems Not Connected Expired Password Mailbox Full Junk Mail Right click to “Mark as Not Junk” Restore to inbox Add Sender to Safe Senders Stationery and Signatures. Topics.

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Outlook 2003: Advanced Features

Cooperative Conversations

April 13, 2007


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Topics

  • Most Common Problems

    • Not Connected

    • Expired Password

    • Mailbox Full

  • Junk Mail

    • Right click to “Mark as Not Junk”

    • Restore to inbox

    • Add Sender to Safe Senders

  • Stationery and Signatures


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Topics

  • Receipts (Delivery or Read)

  • Out of Office Reply

  • Global Address List – Find

  • Find Related Messages

  • Recover Deleted Messages

  • Recall a Message

  • AutoArchive


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Most Common Problems

  • Not Connected

    • Work Offline

    • Disconnected

    • PDA software keeps you connected

    • Always try Outlook Web Access

  • Expired Password


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Most Common Problems

  • Mailbox Full

    • Maximum size, 500 MB (500,000 KB)

    • Will automatically begin working again once your file size has been reduced

    • May take an hour or so

  • Manage file size

    • Right Click Properties, Folder Size button

    • Tools/Mailbox Cleanup more tools

    • Archive (discussed later)


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Junk Mail

  • New function of old feature

    • Right click to “Mark as Not Junk”

      • Restores to inbox

      • Adds Sender to Safe Senders

  • Actions/Junk Mail Options

    • Set to “High: Most junk e-mail is caught, but some regular mail may be caught as well.”

    • Add @okstate.edu to Safe Senders list


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Stationery and Signatures

  • Stationery not recommended

    • Difficulty in viewing

    • Not always supported

  • Tools/Options/Mail Format

    • Stationery Picker button gives you a preview


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Stationery and Signatures

  • Tools/Options/Mail Format

    • Signatures button

    • Click New and type in the window shown

    • If you want to use a logo, then choose “Advanced Edit” which will launch FrontPage or Word, depending on which one is your default HTML editor

    • Determine if you want to use the signature for new messages only, or for replies and forwards


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Receipts (Delivery or Read)

  • Delivery Receipt – indicates that the message has reached the mailbox of the intended recipient

  • Read Receipt – indicates that the recipient has opened the message

    • Allowing a Read Receipt to be sent is generally up to the recipient’s discretion


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Receipts (Delivery or Read)

  • All Messages

    • Tools/Options/E-mail Options button

    • Tracking Options button

    • Select Read receipt or Delivery receipt

  • Individual Messages

    • In the toolbar of the outgoing message click on the Options button

    • Select Read receipt or Delivery receipt


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Out of Office Assistant

  • Tools/Out of Office Assistant

  • Can set to forward using a rule

  • Out of Office assistant can be enabled/disabled from Outlook OR web access


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Global Address List – Find

  • In Global Address Book

    • Advanced / Find

  • Will only search beginning of field

  • Can be useful for individual county personnel

  • Will match partial word, as long as it’s at the beginning


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Find Related Messages

  • If you’ve replied to a message, or forwarded a message you can click on “You replied” bar to reveal “Find Related Messages”

  • This only finds messages with the same Subject Line


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Recover Deleted Messages

  • Select the Deleted Items folder

  • Click Tools/Recover Deleted Items

  • Choose individual messages to restore

  • Messages are only recoverable until “Empty Deleted Items” is used again


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Recall a Message

  • Only works if user is on Exchange

  • Browse to Sent Items folder and double click to open the message

  • Choose “Actions” and “Recall this Message”


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AutoArchive

  • AutoArchive may have been enabled by default when you first started using Outlook

  • Look for an +Archive folder below your Mailbox

  • Archives are saved on your local computer, not on the server, so they should be part of your normal backup routine

    • Location C:\Documents and Settings\Nancy Michael\Local Settings\Application Data\Microsoft\Outlook\archive.pst


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AutoArchive

  • Tools/Options

    • Other tab

    • AutoArchive button

  • Defaults

    • Every 14 days

    • Items older than 6 months


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AutoArchive

  • Individual folders can have individual settings

    • Right click on a folder under Mailbox

    • Properties / AutoArchive tab to set specific archival rules for this folder

    • Applies to subfolders as well


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Thanks!

  • Thank you for joining us!

  • Next month – schedule changed by special request

  • Dwayne Hunter presents PARS Training!

  • Contact your support specialists with topics you’d like to see covered


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