CERN Mail Service Team 2003 … · CERN Mail Service Team The ... The MMM Companion 5 ... check the Win Services page: ?

CERN Mail Service Team

The Hitch Hiker’s

Guide To

Mail at CERN

Outlook 2003 Update

Credits Main Writer / Editor:

Macintosh part: Introduction:

Emmanuel Ormancey Alexandre Lossent Alberto Pace

Contributors: Christian Boissat Pierre Charrue Michel Christaller Joel Closier Frédéric Hemmer Christian Isnard Johan Karlsson Djilali Mamouzi Eva Sanchez-Corral Mena Jean Montuelle Ludwig Pregernig Frode Skaar Andreas Wagner Roger Woolnough

Document History Thursday, June 05, 2003 Initial document release, written

from scratch and MMM Website pages.

Monday, July 14, 2003 Added Macintosh documentation. Thursday, July 31, 2003 Review modifications.

Monday, September 01, 2003 French version. Wednesday, February 25, 2004 Outlook 2003 Update.

http://cern.ch/mmm The MMM Companion

5

Table of contents 1. Outlook 2003 ...................................................................................................................7

1.1. Configuration ............................................................................................................................................... 8 1.1.1. Automatic configuration ................................................................................................................................... 8 1.1.2. Manual configuration ....................................................................................................................................... 9 1.1.3. Access mailbox from a different Nice account...................................................................................................... 11

1.2. Mail ..............................................................................................................................................................14 1.2.1. Main window................................................................................................................................................ 14 1.2.2. Customize views........................................................................................................................................... 15 1.2.3. Create a mail, reply or forward ......................................................................................................................... 17 1.2.4. Signatures ................................................................................................................................................... 21 1.2.5. Contacts ..................................................................................................................................................... 22 1.2.6. Automatic actions with rules............................................................................................................................ 23 1.2.7. Deleted messages recovery ............................................................................................................................. 25 1.2.8. Spam Tools.................................................................................................................................................. 26

1.3. Collaborative tools.....................................................................................................................................27 1.3.1. Permissions and access to shared resources ........................................................................................................ 28 1.3.2. Calendar ..................................................................................................................................................... 32 1.3.3. Tasks ......................................................................................................................................................... 38 1.3.4. Notes ......................................................................................................................................................... 42

1.4. Offline Mode...............................................................................................................................................43 1.4.1. Configure Offline Mode .................................................................................................................................. 43 1.4.2. Work in Offline mode ..................................................................................................................................... 46


Outlook 2003 Page 7

1. Outlook 2003

Outlook 2003 is part of Microsoft Office 2003 suite. Outlook 2003 offers new and enhanced functionality that can improve your efficiency and make it easier to collaborate with colleagues. At CERN, if Office 2003 is not installed on you machine, check the Win Services page: http://cern.ch/winservices ? Documentation ? Office 2003 Information The following documentation is not intended to detail every Outlook 2003 option, but to show how to use quickly common features.


Outlook 2003 Page 8

1.1. Configuration When your computer receives Office 2003 and Outlook 2003, it is automatically preconfigured for MMM access on you mail account. However, it is possible to reconfigure it in two ways: an automatic script, writing default configuration for CERN users, and the manual way.

1.1.1. Automatic configuration Help: MMM Site ( http://cern.ch/mmm ) ? Help ? Outlook 2003 ? Configuration. First we’ll remove the existing profile if any, and then run the automatic configuration script:

• Close Outlook 2003 • From Control Panel, double-click Mail. • Click Show Profiles • Remove all profiles. • Click Ok.

Figure 1: Remove profile

• Run this to reconfigure your mail account:

\\cern.ch\dfs\applications\CERN\OLExchg\OL2003ForCERN.vbs


Outlook 2003 Page 9

1.1.2. Manual configuration Help: MMM Site ( http://cern.ch/mmm ) ? Help ? Outlook 2003 ? Configuration. Assuming that you are currently logged in using your Nice account.

• Close Outlook 2003 • From Control Panel, double-click Mail. • Click Show Profiles • Remove all profiles.

• Add profile ? Set a profile name (i.e. Default) • Add a new mail account ? Microsoft Exchange server • Type MAILSTORE in Microsoft Exchange server field • Type your login in User name field • Click Check name

Figure 2: Exchange settings


Outlook 2003 Page 10

• Next ? Finish. • Control Panel ? Mail ? Show Profiles • Properties on the profile you just created • View or change existing email accounts • Verify that field: "Deliver new e-mail to the following location" is "Mailbox - Firstname Lastname".

Correct if necessary.

Figure 3: Delivery location

• Close all and run Outlook 2003.



1.1.3. Access mailbox from a different Nice account Help: MMM Site ( http://cern.ch/mmm ) ? Help ? Outlook 2003 ? Configuration. Assuming that you are currently logged in with your Nice account.

• Close Outlook 2003 • From Control Panel, double-click Mail. • Click Show Profiles • Remove all profiles.

• Add profile ? Set a profile name (i.e. Default) • Add a new mail account ? Microsoft Exchange server • Type MAILSTORE in Microsoft Exchange server field • Type your Mailbox login in User name field • Click Check name

• Click More Settings ? Security Tab



• Check Always prompt for user nam e and password.

Figure 4: Logon network security

• Click Ok. • When asked, type your Mailbox login, password and type CERN in the domain field. • Close All. • Next ? Finish. • Control Panel ? Mail ? Show Profiles. • Properties on the profile you just created. • View or change existing email accounts. • Verify that field: "Deliver new e-mail to the following location" is "Mailbox - Firstname Lastname".

Correct if necessary.

• Close all and run Outlook 2003. • When asked (on Outlook 2003 startup), type your Mailbox login, password and type CERN in the

domain field.





1.2. Mail

1.2.1. Main window The Outlook 2003 main window displays all information concerning your mailbox:

• Folder list (click on ? to expand subfolders if necessary) o Bold: Folder contains unread mails (number displayed in blue). o Normal: Folder contains only read mails.

• Mails in selected folder: o Bold: Mail is unread o Normal: Mail is read.

• Displays content of selected mail in the preview pane. • The Favorites part displays quick links to folders. Drag and drop folders in this area to add new

favorites. • Toolbar displays buttons for common actions: New Mail, Reply, Forward, etc… • Menu bar will access to all functionalities and configuration. • Use the quick access buttons to switch between Mail, Calendar, Contacts and Tasks.

Figure 5: Outlook 2003 Main window

Favorites Folder list

Toolbar

Menu bar

Mail list: content of selected folder

Quick access buttons

Preview pane



1.2.2. Customize views

Main Window User can customize the Outlook 2003 Main window:

• Menu View • Check or Uncheck part described previously to display or hide.

Figure 6: Outlook 2003 Main window customization

Mail list AutoPreview User can display an auto preview of emails in the mail list window. It can be useful if the preview pane is hidden.

• Menu View • Check AutoPreview

Figure 7: Email AutoPreview

Check / Uncheck window parts you want to display.

Check AutoPreview First lines of emails are displayed in blue.



Mail List Customize view The mail list can be customized:

• Sort by a field: Click on the field name, then select the field you want to sort on. • Select the sort order by clicking on the arrow.

Figure 8: Arrange mails by a field

Click here and select the field you want to arrange

on.

Click on the arrow to change sort order.

Mail list arranged by from. Mails are grouped by sender.



1.2.3. Create a mail, reply or forward First, click on the corresponding button to create a new empty mail, reply or forward the selected mail.

Figure 9: Outlook Mail creation buttons

Create a new empty mail.

Reply to selected mail’s sender.

Forward selected mail and add comments.

Reply to selected mail’s sender and also to all recipients.



Mail recipients There are three ways of adding recipients to the To, Cc or Bcc fields of the mail:

• Type directly the email addresses of the recipients, separated by “;”. • Type the last name, first name or just the beginning separated by “;” in the To field then click the

Check Names button to resolve them. • Click the To button and select recipients from the displayed list.

Figure 10: Outlook 2003 Mail recipient resolution

Type names separated by “;”

Click Check Names.

Red underline means that resolution failed for this name.

Window popup will help to select among multiple resolutions.



Mail content and properties Recipients are selected, it is time to type the mail content itself:

Figure 11: Outlook 2003 Mail Compose

• Choose simple text or text with formatting (menu Format ? select Plain text or HTML (for formatted

content).

o Use the formatting icons to create formatted content. o If your recipients do not use a html compliant mail client, they will be able to see a plain

text version of your mail automatically generated.

• Insert files or images by clicking on the clip (same as menu Insert ? File) or drag and dropping items on the mail.

• Verify the spelling with the Spell Checker: menu Tools ? Spelling.

Set text formatting with these tools.

Click here to send the mail.

Attach a file to the mail.

Set an importance on the mail: Low or

High.

Set an action flag on the mail.

Choose between: • Plain Text: text without formatting. • HTML: text with formatting.



Then you can set properties on the mails, like flags or importance information:

• Set an importance level: Low or High. The recipient will instantly see that the mail is important if the red exclamation mark is displayed.

• Flag for follow up: Flagging marks an item to remind you that it needs to be followed up. o Set a flag type: Follow up, For your information, Forward, Reply, etc... o Set an optional due date.

When you have finished editing the mail, click Send.

Set a flag for Follow Up and an optional due date.

Check spelling of your mail.



1.2.4. Signatures When creating a mail, you can automatically add a signature at the end, containing your personal information, address, phone number, etc… Different signatures can be defined for new mails and for replies and forward mails. How to define signatures:

• Outlook 2003: menu Tools ? Options ? Mail Format tab. • Select the signature for new messages and for replies and forward. • Click Signatures to create or edit your signatures.

Figure 12: Signatures configuration

Select signature to add to new messages and replies.

Click Signatures to edit or create signatures.

Add to your signature a contact containing your personal informations.



1.2.5. Contacts The Contacts folder is your e-mail address book and information storage for the people and businesses you want to communicate with on a regular basis . Use the Contacts folder to store the e-mail address, street address, multiple phone numbers, and any other information that relates to the contact, such as a birthday or anniversary date. From a contact in your contact list, you can click a button or menu command to have Microsoft Outlook addres s a meeting request, e-mail message, or send a task request to the contact. When you enter a name or address for a contact, Outlook separates the name or address into parts and puts each part in a separate field. You can sort, group, or filter contacts by any part of the name or any part of the address you want. You can file contact information under a last name, first name, company name, nickname, or any word that helps you find the contact quickly. You can enter up to three addresses for each contact. Designate one address as the mailing address, and use it for mailing labels, envelopes, or for creating mail merge letters. Outlook supports the use of vCards, the Internet standard for creating and sharing virtual business cards. You can save a contact as a vCard and send it in an e-mail message. You can also add a vCard to your e-mail signature.

Figure 13: Outlook 2003 Contact

Once your contacts are created, they are stored on MMM servers, so they are available from anywhere with Webmail, on your laptop or any other computer using Outlook 2003.



1.2.6. Automatic actions with rules E-mails can be managed by using rules to automatically perform actions on messages. After a rule is created, Outlook 2003 applies the rule when messages arrive in your Inbox or when you send a message. For example, you can automatically:

• Move to Folder Bobby all messages sent by Bobby Ewing. • Forward to your manager all messages sent by John Doe when they arrive in your Inbox. • Assign the category Sales to all messages you send that have the word "sales" in the Subject.

You can add exceptions to your rules for special circumstances, such as when a message is flagged for follow-up action or is marked with high importance. On MMM Services , rules can be applied even if Outlook is not running. The rules must be set to be applied to messages "when you receive them in the Inbox" on the server, and the rules must be able to be completed on the server. For example, a rule cannot be applied on the server if the action requires moving a message to a folder in a personal folder file. If a rule cannot be applied on the server, it is applied when Outlook is started. Rules that cannot be run on the server have the words "client only" added to the end of the name. Rules that are marked "client only" are applied after all other rules.

Figure 14: Outlook 2003 Rules wizard

Click New Rule to create a new rule. Then use the templates to create a standard rule action.

• Condition can match sender, recipient(s), subject, various flags and status. Multiple conditions are allowed.

• The action done can be a simple move to a folder, a forward, delete and various notifications. Multiple actions can be created.

• Exceptions will allow moving all mails from Michel to Michel folder, except when subject contains the word “bobby”.

Click Rules and Alerts…

Selected Rule overview

Sort rules processing

order.

Create new rule.



Figure 15: Outlook 2003 New rule creation

Tip: To quickly create simple filtering rules, i.e. messages moved to a folder based on criteria:

• Move manually a sample mail matching criteria to destination folder. • Open the mail. • Menu Action ? Create Rule • Simply check Conditions you want to match and Actions taken. All matching fields are already filled

with fields from the Mail.

Use the template: move new messages from someone .

Match the sender.

Click here to add a sender to match.

Action taken: Move to a folder.

Click here to specify a target folder.

Setup exceptions.



1.2.7. Deleted messages recovery There are two possibilities for a user to recover inadvertently deleted items:

• Items Deleted with Outlook 2003 are moved to the Deleted Items Folder, which is working as a Recycle Bin.

• If the Deleted Items folder has been emptied, items are still kept during 15 days in a special recovery space.

o Use menu Tools ? Recover Deleted Items to access items list (if menu is disabled, then no items are recoverable).

o Select items to recover in the list and click Recover Selected Items button.

Figure 16: Recover Deleted Items

If the missing mails cannot be recovered with these tools, then contact [email protected], they will try to reload a backup. This procedure is not simple and can take several days.

Click Recover Deleted Items

Select mails and click Recover button.



1.2.8. Spam Tools The Outlook 2003 CERN Add-in appends some items to the Tools menu bar and in a specific toolbar in Outlook 2003. These buttons are designed to easily access the CERN mail tools, but also to help fighting against Spam (unsolicited mails).

Figure 17: Outlook 2003 CERN Add-in

CERN Tools button: allows direct access to CERN Tools: • Set a forward. • Configure Spam fighting level. • Manage your quotas.

Report Spam button: delete Spam (unsolicited mails) from your inbox and report them to the CERN Anti spam team.

Whitelist button: build your whitelist from mail fields to avoid spam filtering mistakes.

Check Spam button: send any mail to the Spam detection engine and view the check results.



1.3. Collaborative tools Outlook 2003 on MMM introduces several new collaborative tools, from folder sharing to group meeting organization with resources handling (conference room, car, projector, etc…). The following topics will show:

• Set permissions on folders to allow other people to view, edit folder contents. o Folders can be mail folders but also calendar, tasks or contacts folders. o Allow delegates users to send mail on your behalf.

• Use the calendar feature to organize meetings and invite participants, follow participants’ acceptance and handle resources.

• Create tasks and assign them to other people, follow the completion status. • Use the Notes : create “post-it” and stamp it on your desktop.



1.3.1. Permissions and access to shared resources There are two ways of setting permissions: one, for simple permission settings on default folders like Inbox, Calendar , Tasks, and an advanced mode, allowing everything everywhere. To access another user ’s folder, use the simple way for a quick punctual access and the advanced way for a permanent access.

Simple mode

Set permissions In Outlook 2003:

• Menu Tools ? Options ? Delegates tab. • Click Add to select a MMM user • Select rights to give to this user on default folders:

o Reviewer: Can only read items. o Author: Can read and create new items. o Editor: Can read, create new items and modify any items.

• Notice the Delegate can see my private Items checkbox: o When creating items, a private flag can be set. Access will be denied to these items even if

the folder is shared. o Checking the box Delegate can see my private Items will override this feature.

Figure 18: Set permissions using the delegates feature

Add a new authorized user.

Select for each folder the permission level for this user.

Check this box to allow user to see even private items.

Select User from the Global Address List.



Open another user’s fol der In Outlook 2003:

• Menu File ? Open ? Other User’s Folder • Type user login or click Name to select from the Global Address List. • Select the folder to open in the list.

Figure 19: View of other user’s Calendar folder

Type the user name or click Name to select from the Global Address List.

Select Folder to open.

The Calendar of selected user opened successfully, he had previously set the permissions for my account.

Note the private appointment: the content is not visible, despite the rights to see the calendar items.



Advanced mode

Set Permissions In Outlook 2003:

• To set permissions on a specific folder: o Select this folder in the folder list o Right Click ? Properties o Permissions Tab.

• Add users • For each user, set permissions from predefined levels of by checking each authorized action.

Figure 20: Advanced permissions settings

Click here to add user.

Select a predefined permission level

Or create your own level by defining specific authorizations.



Open additional mailbox This method will permanently add another user’s mailbox entry in your Outlook 2003.

• Menu Tools ? E-Mail Accounts • Select View or Change existing e-mail accounts ? Click Next • Select Microsoft Exchange Server ? Click Change • Click More Settings ? Advanced Tab • Click Add in the Open these additional mailboxes part. • Type a user full name or login to add to the list.

Then in the folder list, the other mailboxes will be displayed permanently at the top level (same level as Outlook Today).

Figure 21: Open additional mailbox

Add a mailbox to your outlook.

Type user login or full name.

Permanent view of user’s mailbox. Only folders with Visible permission are visible.



1.3.2. Calendar The Outlook 2003 Calendar is a calendar and scheduling component. It is fully integrated with e-mail, contacts, and other features. You can view a day, week, or month at once. With Calendar you can: Create appointments and events: Just as you would write in a paper-based organizer, you can click on any time slot in the Outlook Calendar and begin typing. You can opt to have a sound or message remind you of appointments, meetings, and events, and you can add colors to items for at-a-glance identification. Organize meetings: Simply select a time on your Calendar , create an appointment, and select people to invite. Outlook will help you find the earliest time at which all the people are free. When the meeting notice is sent to invitees by e-mail, each will receive a meeting request in Inbox. When they open it, Outlook notifies them if the meeting conflicts with an existing item in their Calendar, and they can accept, tentatively accept, or decline your meeting by clicking a single button. When an invitee (using Outlook XP or 2003) accepts a meeting request, the corresponding entry will be automatically added to his calendar . If allowed by you, as meeting organizer, invitees can counter-propose an alternate meeting time. As organizer, you can track who has accepted, declined, or counter -proposed times, simply by opening the meeting. View group schedules: You can create calendars that show the schedules of a group of people or resources simultaneously. For example, you can view the schedules of all people in your department, or all resources, such as conference rooms, in your building, to more quickly schedule meetings. Manage another user’s Calendar : With the delegate access feature, one person can use his or her own copy of Outlook to easily manage another person's Calendar . For example, an administrative assistant can manage the Calendar of a manager. When the manager designates the assistant as a delegate, the assistant can create, move, or delete appointments and can organize meetings on the manager’s behalf.



Views Views can be configured to fit user’s preferences. Basic view modes can be selected:

• Day • Work week (Monday to Friday, configurable in Tools ? Options ? Preferences Tab ? Calendar

Options) • Week • Month

Figure 22: Calendar views

Select view

New appointment

Work week view

Month view

Select day or month. Bold days indicate an appointment.



Creating an appointment Click New to create a new appointment. Then fill basic fields like Subject, time and duration. Notice the private checkbox to keep privacy on shared calendars.

Figure 23: Create new appointment

Check Private box to keep privacy on shared calendar.

Select meeting date, time and duration.

Set a reminder, to be warned before meeting starts.

Click Scheduling to invite attendees to

this meeting.



Invite attendees The appointment can be scheduled with other MMM users. Outlook 2003 will help to determine other attendees’ availability, to schedule the meeting at a good date and time. Invitation handling and participation status is also handled.

Figure 24: Invite attendees to meeting

When a meeting with participants is created, an invitation is automatically sent to all expected attendees. This invitation will propose buttons to Accept or Decline the meeting. Upon accept or decline answer, the Appointment entry in the Calendar will be updated with responses. Check the Tracking Tab in the appointment to view answer status.

Blue boxes show periods where the user is not available.

Click Send when finished. An invitation will be sent to

every participant. Type attendees’ names or click Add Others to add users.

AutoPick Next will automatically select next period of time where all

attendees are free (non blue).



Figure 25: Attendees answer to meeting invitation

Invitation received by one attendee.

Accept receipt received by

meeting organizer.

Click Accept, Decline or Tentative for “try to attend”.

Check responses in the tracking tab

of the appointment.

Answer status per user.



Add resources Resources can be handled by MMM Calendar service, such as Conference rooms, cars, video projectors. Resources can be invited in the way attendees are invited, they will automatically Accept or Decline depending on their availability.

Figure 26: Resource booking for a meeting

Click Add Others to add a resource.

Select a resource and add it to the list.

Blue boxes show periods where the

resource is not available.

AutoPick Next will automatically select next period of time where all

attendees and resources are free (non blue).

Resource booking status is known instantly when sending or saving the appointment.



1.3.3. Tasks A task is a personal or work-related entry you want to track through to completion. A task can occur once or repeatedly (a recurring task). A recurring task can be repeated at regular intervals or repeat based on the date you mark the task complete. For example, you might want to send a status report to your manager on the last Friday of every month, and get a haircut when one month has passed since your last haircut. Tasks assignments: In addition to creating your own tasks, you can create tasks that you assign to others. You do this by sending a task request to someone. The person who receives the task request becomes the temporary owner of the task. They can decline the task, accept the task, or assign the task to someone else. If they decline the task, it's returned to you. If they accept the task, they become the permanent owner. If they assign the task to someone else, the new assignee becomes the owner. The owner is the only one who can make changes to the task. When an owner updates a task, Outlook updates all copies of that task — the copy for the person who originally sent the task request and copies for any prior owners of that task. When the owner completes the task, Outlook automatically sends a status report to the person who originally assigned the task, any other prior owners, and anyone else who requested a report.

View The task list view can be customized using the View menu ? Current View.

Figure 27: Task list view

New task Current view is predefined Active Tasks, showing non closed tasks.



Create a Task Open the Tasks folder and click New to create a new task. Check the private box to prevent users with permissions to see this task. Remember to keep up-to-date the Status and Completion fields, to follow task progress and generate reports.

Figure 28: Create a new Task

Information and notes about this task.

Check Private box to keep privacy on shared tasks folder.

Status and completion of the task: update these fields to keep an up-to-date tasks overview.

Assign the task to someone.



Assign a task Task assignment is done by sending the task to the selected user. Click Assign Task to do so. This user will then have the possibility to Accept or Decline the task, and also to assign it to another user.

Figure 29: Task assignment process

When the task will be completed by the user, an automatic report will be sent to the tasks creator, containing a summary of the tasks and its completion.

Select user.

Check these boxes to receive updates and reports on task completion.

Task assignment

Task assignment received by user.

Accept, Decline or Assign Task to someone else.

Task assignment receipt.



Figure 30: Task completion report

Task report.



1.3.4. Notes Notes are the electronic equivalent of paper sticky notes. Use notes to write down questions, ideas, reminders, and anything you would write on note paper. You can leave notes open on the screen while you work. This is especially convenient when you're using notes for storing bits of information you may need later, such as directions or text you want to reuse in other items or documents. Notes can be copied to the desktop and stay on the desktop as a sticker (using Copy / Paste operations).

Figure 31: Notes

Notes can be kept open or closed as an icon.



1.4. Offline Mode Outlook 2003 can be configured to work with a local cache, which will automatically update when connection to MMM servers is restored. This mode allows to continue to work when disconnected from the Cern network.

1.4.1. Configure Offline Mode Assuming that you are currently logged in your Nice account:

• Close Outlook 2003 • From Control Panel, double-click Mail. • Click Show Profiles • Select default profile, click Properties.

• Click E-mail Accounts…

• Select View or change existing E -mail accounts ? click Next



• Select Microsoft Exchange Server ? click Change…

• Check Use Cached Exchange Mode



• Click Next ? Finish.



1.4.2. Work in Offline mode Once the cached mode is configured, Outlook 2003 will work as usual, but will build a cache in background.

Figure 32: Outlook 2003 synchronizing

• If you are connected to the CERN network, Outlook will connect automatically and synchronize the

cache. • If you are disconnected from the network, Outlook will work as usual, but using o n the local cache.

Documents

CERN Mail Service Team 2003 … · CERN Mail Service Team The ... The MMM Companion 5 ... check the Win Services page: ?