STATE OF ALASKAhttp://www.state.ak.us/local/akpages/ADMIN/info/msEA/

An Overview of Outlook

ETS Town Hall Meeting

An Overview of Outlook

1. How Outlook Works 1. How Outlook Works

2. Email Features 2. Email Features

3. Contact Features 3. Contact Features

4. Calendar 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.

Learning Resources

Click the links to go to those locations

The ProjectThe Project OutlookOutlook ArchivingArchiving

Archive Training Video:

mms://streamer.state.ak.us/StateZantazTraining.wmv

Project Website http://www.state.ak.us/local/akpages/ADMIN/info/msEA/

Outlook Resourceshttp://www.state.ak.us/local/akpages/ADMIN/info/msEA/exchangetraining.shtml

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

Contacts

EmailCalendar

Notes

Tasks

Outlook 2003

Drag and Drop!

One item onto the various icons to create emails, meetings tasks or notes.

MeetingRequests are emails

You can drag and drop to send emails

Emails are tied to contacts

All activities with contacts are linked. Birthdays are linked to calendars Task tie into

calendar and contacts & status reports can be sent via email

Full Integration

Windows, Office & Outlook

Mail Merge FoldersSmart TagsDrag

& Drop

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.

Total Integration

Windows, Office & Outlook

Mail Merge

Folders

Smart Tags

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 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 works the way you do

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

1. Right-click to create a folder at the top of any of the programs or other folders

2. Click New Folder

3. Arrange the items in the folder with a view choosing the view from the Advanced Toolbar

4. 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

Quick Archive Reference

Folder Archive Rules

New Folders Messages are retained for 135 days if no archive rule has been set.

New Folder – 6mo Messages are retained for 6 months from the date of receipt.

New Folder – #yr Messages are retained for # years from the date of receipt. Where # is 1,2,3,6 or 10 years.

Sub Folders Same retention as Parent Folder unless a retention is specifically set.

Calendar Items Appointments are maintained for 5 years, then deleted

Inbox Messages are retained for 90 days, then deleted.

Sent Items Messages are retained for 90 days, then deleted.

Deleted Items Messages are retained for 7 days, then deleted.

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:

1. The type of arrangement.

2. How messages are ordered. Here the newest messages are on top.

3. Outlook displays only relevant date information.

4. 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!

1. Find the Flag Status column. Right-click here to add a flag.

2. You have six flag colors to choose from. The flags aren’t labeled, so you decide what significance to assign a particular color.

Once you’ve arranged your folders, now it’s down to work!

Flag those messages!

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.

3. When you've followed up, use the Flag Complete command to change the flag status.

4. 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:

Search Folders appear along with the rest of your mail folders in the Navigation Pane.

For Follow Up

Large Mail

Unread Mail

Plus you can make your own to search for specific messages!

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:

1.Favorite Folders

2.The Main Mailbox

A Closer Look

EmailEmail ContactsContacts CalendarCalendar

Email holds email messages,

meeting requests, return receipts,

voting information, and archive stubs.

Different icons represent different

kinds of email messages

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

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)

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:

Creating an e-mail signature in Outlook

1. On the Tools menu, click Options.

2. Click the Mail Format tab.

3. Click the Signatures button.

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. 1. Signature for new

messages…

2. …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!1. Signature for new

messages…

2. …and for replies and forwards

Mailbox Size Activities

300MB 325MB 400MB LEAVE

At 300 MB users will receive a warning

message.

At 325 MB sending

messages is disabled

At 400 MB sending and

receiving messages is

disabled.

When on vacation,

your Out of Office Reply

Assistant automated

rule will override limits.

Contacts

Used to keep track of additional information about people, resources, etc.

Don’t need to have everyone you want to email in the contacts

You can import your contacts from other programs

You can even flag contacts to remind yourself to follow up

Contacts

Can be viewed differently just like messages

You can view them as address cards

Or view a phone list

Or listed by Company

And you can change the column headings just like email

Contacts

Contacts can contain lots of information about the person or group

You can even write notes in the blank white space or attach or link files like PowerPoint presentations or contracts.

You can make contacts private so no one see them when you share your contacts

And you can categorize and flag contacts to follow up and to find them easily

Contacts

You can even use it as a mini-database

You can create fields for additional contact related information

And it keeps track of everything you’ve done with that contact

You can quickly jump to messages or appointments by clicking the Activities tab

Do you keep your contacts in a personal contacts list?

What about distribution Lists

Someone might have a distribution list….

Sharing contacts

All you have to do is choose Share my Contact.

See the contacts

When you click Contacts in the Navigation pane, you can see the shared contacts list by clicking its folder under Other Contacts.

Although the shared contacts list will be separate from your personal contacts, you'll be able to view them as address cards (or in whatever view you choose).

SharePoint contacts list viewed in Outlook

See the contacts

From Outlook, you can look up shared contacts' phone numbers, send them e-mail, or set up meetings with them — just as you do with your personal Outlook contacts.

SharePoint contacts list viewed in Outlook

Into Your Contacts

To make a copy of a shared contact that you can keep in your personal contacts list:

Display the contact.

Drag it to the Contacts folder under My Contacts.

Copy a shared contact to your personal contacts list.

Importing Contacts

You can import contacts from other programs

No need to retype them! Just click on Contacts, then choose File | Import and Export…

Pick the type of contacts and you’re done

You can import and export to Excel, Access, ACT, etc.

The Calendar is for…

Calendars are for you and your appointments and all day events

Or for group scheduling and creating meetings with others

Or for tracking a colleague's schedule (calendar) and activities

For sharing and scheduling resources like conference rooms

With Calendars You Can…

View multiple calendars side by side.

Track two or more separate schedules in your own calendar.

Share your own calendar with someone else, or view a calendar that someone has shared with you.

Use shared calendars to set up meetings quickly.

Calendars

See information the way you want, in calendar format

Or as a list of appointments

Share information with others

Have multiple Calendars

Find Dates

Easy as typing in natural language

Tell the calendar to not only go to the date, but show it to you your way

Lots of Things to Do?

Your current calendar might look like this: work appointments mixed in with the kids’ soccer events. Various events

grouped in one calendar

Create Multiple Calendars

Side-by-side calendars bring the mess into focus.

How? By creating separate schedules for different types of appointments.

Separate schedules aligned side by side

Make new calendar…

Everything is a folder!

Just right-click to create a new folder that contains calendar items

The Navigation Pane in Calendar is the same as in email

Move appointments

To move appointments to the new calendar, just drag and drop them

Change an appointment? Drag and drop it

An appointment beingdragged

Share with others

Another way to utilize side-by-side calendars is to arrange to share your calendar with others and have them share theirs with you.

Shared calendars promote cooperation on your team and, by helping you plan, help you save time. To really

cooperate, share your calendar with your team.

If you have more things to keep track of in a day than you can fit conveniently onto one page of a calendar, side-by-side calendars are for you.

Sharing Calendars

Don’t stop there: Stay in touch with your colleagues’ schedules, and let them stay in touch with yours, by using shared side-by-side calendars.

How sharing works

Don’t worry: The calendar you share is still your own. You select the people that you want to make your calendar visible to.

When you share your calendar, tell others that you've shared it.

Give a colleague permission to see your calendar, your notes, your inbox

Tell that person what you've done.

NOTE: You don’t have to share everything and sharing is not turned on as a default

Sharing

To give others permission to view your calendar:

Giving permission to share

1. Open your calendar.

2. In the Navigation Pane, under the Calendar folder, click Share My Calendar.

3. Pick the people & set the permissions

Shared Calendars

1. In the Calendar Navigation Pane, click the link called Open a Shared Calendar.

2. Click the Name button, and type a name in the Name box to specify the calendar.

3. Calendars shared with you are listed in the Calendar Navigation Pane.

4. You see calendars side by side

Opening a shared calendar

Scheduling Meetings

A successful meeting requires three basic components: an organizer, participants, and a location. Outlook meetings are no different.

In an Outlook meeting, each person involved has a distinct role that dictates what that person does and the amount of control he or she has.The components of a

meeting

No more schedule conflicts

With the Schedule option you can quickly see an in & out board of all the people in a particular group

You set up the groups by choosing Actions | View Group Schedules

Add the people and conference rooms you want to see, then view the schedules

Set up meetings with any or all of the people in a group

Behind the Scenes

Outlook works behind the scenes to maintain the connections between meeting requests, responses, and entries in your Calendar.

1. A meeting request sent to an attendee.

2. The Infobar.

3. A tentative Calendar entry for the meeting.

4. Your free/busy information is sent to the server so other people can see your schedule (but not details if you don’t want)

A meeting request and a tentative response

Scheduling: A Quick Look

Outlook meetings are activities you schedule in your Calendar that involve inviting other people or reserving resources.

Each meeting member has its own icon.

In Outlook, each "player" in the meeting is represented by an icon that you can see on the Scheduling tab of a meeting request.

Auto-Pick Next does it!

1. Colored horizontal bars show time constraints, such as Free, Busy, or Out of Office.

The Scheduling tab. The color coding is set when you create an appointment on your calendar

2. The green and red vertical bars represent the start and end times of the meeting you're setting up.

3. To quickly find a time when everyone is available, click AutoPick Next.

How Scheduling Works

Here's a quick overview of the process:

The meeting organizer sends a meeting request to attendees.

The request goes both to the Inboxes and the Calendars of the attendees.

Responses go back to the meeting organizer.

The process

This request is delivered to the Inboxes of all of the meeting participants.

The meeting organizer schedules the meeting and sends all of the participants a special type of message called a meeting request.

The process

Attendees read the request and respond. A meeting response, which is similar to a meeting request, is sent to the meeting organizer’s Inbox.

As Outlook receives each response, the meeting entry is updated in the organizer's calendar with information about who is coming.

The Schedule Tab

With Microsoft Exchange Server, people in the State share information about their schedules automatically.

In Outlook, this information is called free/busy time.

The function of the Scheduling tab is to let you check free/busy time for all of your meeting participants, all at once.

The Scheduling tab with free/busy information unavailable.

Track responses

Once you've set up the meeting in your own Calendar, click Send to send the meeting request to the participants.

The Location box in a meeting request

Once you've sent your request and started receiving responses, you can see how many people plan to attend by looking at the Infobar at the top of the meeting request in your Calendar (you need to open the request to see this).

You can get more details by looking at the Tracking tab for the meeting item in your Calendar.

Wrong time? Change it!

You can change any aspect of the meeting any time after the meeting request has been sent:

First, make your changes in the meeting request in your Calendar.

Then, send an update to the people who need to know about the change by clicking the Send Update button.

The attendees will get a new email with the new details!

Send Update button

Meeting Requests

The request lands in your Inbox, and the meeting time is blocked out tentatively in your Calendar automatically

Now, it's up to you to respond to the organizer's request with additional information

You can even attach meeting notes to responses and new meeting requests

Animation: Right-click, and click Play to see the process animated.

A meeting request in the Inbox

See who else is coming

You can use the Scheduling tab to see who else is coming to the meeting:

The Scheduling tab of a meeting request

•Open the meeting request.

•Click the Scheduling tab.

•You'll see a list of all of the other people who were invited to the meeting.

It’s in the Calendar

Once you've accepted (or tentatively accepted) a meeting request, you'll have the ability to open and modify it in your own Calendar—but you shouldn't.

Remember, you don't own the meeting, so it's not really yours to change.

Meeting in Calendar with reminder from attendee

In Summary

Contacts

EmailCalendar

Notes

Tasks

Outlook 2003

Lots of features

But keystrokes, creating folders, flagging, changing views all the same!You learn to do something and it works the same way in the rest

Different ViewsMultiple CalendarsShared CalendarsGroup SchedulesMeeting RequestsTracking

Quick RemindersDrag and Drop to email, calendarColor coding

OptionsSignaturesFoldersRulesFlagging

Additional fieldsDrag and drop to emailKeep track of activitiesWrite notesConnect to files Status Reports

To Do ListsIntegrates with CalendarKeep track of progress

In Summary

Full integration with all features (Outlook and Office)No more lost mail if a computer crashesInformation is backed upInformation available over the webInformation follows State retention policiesInformation is easily accessibleOrganization is much easierWorking with others is streamlinedYour workload is reduced & you’re more organizedAll employees can share informationYou transfer to another job, you already know Outlook!