Outlook - Advanced

8/8/2019 Outlook - Advanced

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Outlook 2003

Advanced Topics


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Outlook 2003 Advanced

Organising Messages by Colour .........................................................................................................4Mailbox Cleanup....................................................................................................................................5

Finding Items to Clear ......................................................................................................................5Clearing your Deleted Items.............................................................................................................6

Grouping Messages..............................................................................................................................7

Choosing Fields ....................................................................................................................................9Removing Fields.............................................................................................................................10

Creating Custom Views......................................................................................................................10Archiving Mail......................................................................................................................................14

Retrieving Archived Items...............................................................................................................15Auto Archive........................................................................................................................................15

Setting Message Options ...............................................................................................................16Creating Rules .....................................................................................................................................17

Disabling a Rule..............................................................................................................................18Advanced Rule Options......................................................................................................................18Organising Rules ................................................................................................................................19Importing and Exporting Rules .........................................................................................................20

Exporting Rules ..............................................................................................................................20Importing Rules...............................................................................................................................20

Managing Junk Mail ............................................................................................................................21Setting Junk Options ......................................................................................................................21

Safe and Blocked Senders.................................................................................................................22Search Folders ....................................................................................................................................24Finding Messages...............................................................................................................................25Advanced Find ....................................................................................................................................25Adding an Email Account...................................................................................................................27Setting your Default Mail Account ....................................................................................................28Sending Mail from a Specific Account..............................................................................................28Filtering Information ...........................................................................................................................29The Navigation Pane...........................................................................................................................31Creating Shortcuts..............................................................................................................................32

Outlook Items..................................................................................................................................32Adding Non-Outlook Files or Folders as Shortcuts ........................................................................32Shortcut Groups..............................................................................................................................33

Favourite Folders ................................................................................................................................34My Places .............................................................................................................................................35Customising Toolbars ........................................................................................................................37Mail Options.........................................................................................................................................38

Advanced Email Options ................................................................................................................38

Mail Format.....................................................................................................................................39Calendar Options................................................................................................................................40

Reminder Options...........................................................................................................................41Note Options........................................................................................................................................42Calendar Web Pages...........................................................................................................................43Email Templates..................................................................................................................................44

Using an Email Template ...............................................................................................................45Stationary.............................................................................................................................................46

Using Stationery .............................................................................................................................47Group Schedules ................................................................................................................................48

Sending to a Group ........................................................................................................................48Scheduling Meetings ..........................................................................................................................50

Finding a Suitable Meeting Time....................................................................................................51 Hewlett-Packard 2004 Page 2 of 95


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Free / Busy Time .................................................................................................................................52Publishing Free/Busy Time................................................................................................................53

Publishing your Time......................................................................................................................53Viewing Free/Busy Time.................................................................................................................54

Instant Messenger...............................................................................................................................55Setting Contact IM Information.......................................................................................................55Viewing IM Status...........................................................................................................................56

Working with Multiple Calendars ......................................................................................................57Opening Multiple Calendars ...........................................................................................................57Opening a Calendar in a New Window ..........................................................................................58

Working with Multiple Contact Lists.................................................................................................59Opening Contact Lists ....................................................................................................................59Opening a List in a New Window....................................................................................................59

Public Folders .....................................................................................................................................60Moving Items into Public Folders....................................................................................................61

Delegating Your Mailbox ....................................................................................................................62Opening a Delegated Mailbox............................................................................................................64Sending On Behalf Of .........................................................................................................................65Folder Permissions.............................................................................................................................66Sending Folder Shortcuts ..................................................................................................................67Importing Contacts.............................................................................................................................68

Importing From Excel .....................................................................................................................68Importing Data ................................................................................................................................68Mapping Fields ...............................................................................................................................70

Exporting Outlook Data......................................................................................................................71Exporting Data ................................................................................................................................71

Sending Emails to Contacts...............................................................................................................73Contacts with Multiple Email Addresses ........................................................................................73

Creating Letters to Contacts..............................................................................................................75Printing Envelopes..........................................................................................................................77

Mail Merge with Contacts...................................................................................................................78The Office Clipboard...........................................................................................................................80

Pasting from the Clipboard.............................................................................................................81Importing and Exporting Rules .........................................................................................................82

Exporting Rules ..............................................................................................................................82Importing Rules...............................................................................................................................82

Exporting Junk Senders.....................................................................................................................83Sending Distribution Lists .................................................................................................................84

Receiving a Distribution List ...........................................................................................................85Synchronising Outlook with a PDA...................................................................................................86Synchronising a Pocket PC ............................................................................................................86Offline Working in Outlook 2003 .......................................................................................................87

Setting Outlook for Offline Use.......................................................................................................88Synchronising Folders .......................................................................................................................89

Making Folders Available Offline....................................................................................................89Synchronising Folders....................................................................................................................90

Downloading the Address Book........................................................................................................91Remote Mail .........................................................................................................................................92

Downloading Headers ....................................................................................................................92Processing Downloaded Headers ..................................................................................................92

Cached Exchange Mode.....................................................................................................................94Tips for Remote Working ...................................................................................................................95 Hewlett-Packard 2004 Page 3 of 95


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Organising Messages by Colour

Colour can be used to organise messages in your inbox - you can colour messages sent by and to

specific people.

Show the Organise pane by choosing Tools, Organize.

In the Inbox or other mail folder, click once on any message sent by the person you wish tocolour.

Click on Using Colors Ensure the correct name is displayed afterthe From drop-down list Click on the drop-down arrow of the colour box and choose the colour to use Click on Apply Color

To colour messages sent to specific users, follow the same steps in the Sent Items folder.

Hewlett-Packard 2004 Page 4 of 95


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Mailbox Cleanup

Mailbox limits are being set by many companies and departments in an effort to reduce the amount of storage

needed on email servers. It is in your own interest to keep your mailbox size down - it will save you time as yourmailbox becomes more manageable and easier to use.

Outlook 2003 has a Mailbox Cleanup facility that lets you view the size of your mailbox and find ways of reducing

it.

From the Outlook Inbox, choose Tools, Mailbox Cleanup. Click on the View Mailbox Size button to view the size of your mailbox:

Click on Close to close the mailbox size window. Click on Cancel to return to your desktop.

Finding Items to Clear

As well as showing you the size of your mailbox, the Mailbox Cleanup window offers help in reducing your

mailbox size. One way to reduce your mailbox size is to delete all messages older that a certain date, or larger

than a certain size.

From the Outlook Inbox, choose Tools, Mailbox Cleanup. Choose whether you wish to find items older or larger than a specific value, then enter this

value in the relevant box. Click on Find.



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Grouping Messages

Messages in the Inbox can be grouped by any field or mixture of fields e.g. by From so thatmessages from the same person appear together in the list, then by Date so that messages from each

person are grouped by the date on which they were received.

Before you can group messages manually, you will need to make sure messages aren't arranged in groups

already:

Choose View, ArrangeBy If the Show in Groups option is ticked, select this option to remove the tick

You can now show the Group By Box to allow quick and easy grouping:

Right-click over any field heading in the Inbox and choose Group by Box

From the Inbox headings, drag the main field you wish to group by into the empty Group By box Release the mouse button to group the messages by that field. Repeat the above two steps to add any further fields to group by

In the following example, messages are group by From then Received:

To ungroup fields, drag the field heading from the Group By box back to the original place in the field headings.



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t is also possible to group by a specific field in the following way:

Right click over the heading you wish to group by and choose Group by This Field To remove grouping, right click over the heading in the Group pane and choose Don't Group

by This Field



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Choosing Fields

The Field Chooser gives a list of all fields that can be displayed in the Inbox. Fields can be draggedfrom the Chooser to the appropriate position amongst the current Inbox headings.

Right-click over any field heading on screen Choose Field Chooser from the menu displayed

A list of available fields is displayed:

Choose the required category of fields from the drop-down list at the top of the Field Chooser.Choose All Mail Fields to see all fields related to mail messages.

Click on the field you wish to show from the list displayed. Drag the selected field to the required position of the Inbox field headings.

Click on the close button in the top-right corner of the Field Chooser to hide the box when complete.



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Removing Fields

Fields can also be removed from the view at any time. Click on the field no longer required and drag the field

down off the heading line.=

Creating Custom Views

A new view can be created for any Outlook component as follows:

Choose View, Arrange By, Current View, Define Views Click on New. Enter a name for the view and choose the type of view you wish to create:

The View Summary dialog box will be displayed from which the view can be defined.

Button Description

Fields Allows you to choose the field that will display in the view

Group By Data can be grouped by a specific column or combination of columns

Sort Data can be sorted in order of a specific column, in ascending or descending order

Filter Only data that matches specific criteria can be displayed, all other data can be hidden

Other Settings Allows you to choose the style of column headings, data and gridlines

Automatic Formatting Allows you to format specific records in different ways

Format Columns Allows you to set the label text to appear at the top of the column, and how text isaligned in the column



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To define the view:

Click on the Fields button and choose the fields to be displayed in the view. Click on OK whencomplete.

Click on the Group By button and choose the fields you wish to group data by - you can groupby up to four columns and specify the order in which each group will be sorted. Click on OKwhen grouping has been set.



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The following view shows tasks grouped by category, due date and priority:

Click on the Sort button and choose how you wish to sort fields by if no grouping has beenapplied. Click on OK when complete.

Click on the Filter button and set any criteria to be matched before an item is displayed. Anyitems that do not match the criteria will be hidden.

Click on Other Settings and to set the font for headings and data in the view. Click on OK when complete.



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Click on the Automatic Formatting button and set a different font style for each listed optione.g. unread messages or completed tasks. Click on OK when complete.

Click on OK when all elements of the view have been defined. Click on Apply to close the view dialog box and apply the new settings.

A custom view can be changed at any time by choosing View, Arrange By Current View and Define Views.

Click on the view in the list displayed, then on Modify.

A new view can be created that is based on the settings currently being used. Make sure theAdvanced Toolbar is displayed before creating a view in this way.

Click in the Current View list on the Advanced Toolbar. Type a name for the new view. Press [Enter]. Click on OK to confirm the new view.



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Archiving Mail

As folders are stored on the mail server, these are more expensive than archives which can be storedlocally or on a departmental share drive.

If you intend keeping items for more than one month, it is better to use an archive. Folders should beused for temporary storage and should be maintained on a regular basis.

Manual archiving can be carried out in the following way:

Choosing File, Archive. Choose the folders and subfolders to be archived and the date by which messages should be

archived. Change the name and/or location of the Archive File as required - this is the file that will store

the archived messages and can be kept on a local or network drive. Click on OK.

Stop a single item in a folder from being archived by opening the item and choosing File, Properties. Check the

Do not archive this item box, then click on OK.



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Retrieving Archived Items

When an archive file is opened, it will appear as a folder in the Folder List. Items can be read or

moved from the archive as required.

Choose File, Open and Outlook Data File. Click on the drop-down arrow in the Look In box and select the drive and folder in which the

archive file is stored. Select the name of the file from the list displayed and choose OK.

Auto Archive

Automatic archiving is set to 14 days by default. This can be changed as follows:

Choose Tools, Options and the Other tab. Click on AutoArchive. Choose the interval at which to archive, in days. In the Move Old Items To box, click on Browse to find the folder in which you wish archived

items to be stored. Choose OK twice to return to the Outlook window.



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After enabling AutoArchive, the properties of each folder must be set to specify whether the foldershould be archived.

Right click on the folder in the Folder List and choose Properties. Choose the AutoArchive tab. Check the Clean Out box and specify the time after which the folder items should be archived.

Ensure the correct path is set in the Move Old Items To box. Choose OK.

Setting Message Options

Open the message and choose File, Properties. Click on the AutoArchive Check Do not AutoArchive this Item and OK.



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Creating Rules

Rules can be set so that specific actions are taken automatically when certain things occur in Outlook.Some examples of where rules could be used are:

To send a specific reply when a message is received from specific users. To move messages of a specific category into a specific folder as they are received. To delete messages sent to you as part of a specific distribution list. To forward all urgent messages to a different email address.

You can create as many rules as you like and can choose when to activate or de-activate each rule.

To create a rule:

Select a message from the sender you wish to create the rule for.

Click on the Create Rules button on the Standard Toolbar

The Create Rules button

To apply the rule to all messages from the sender, check the From box To apply the rule to all messages containing specific subject text, check the Subject Contains

box and type the subject text in the box next to this To apply the rule if the message is sent only to you, check the Sent To box

Set the actions to be carried out when such a message is received

Click on OK

If you want to run the rule on messages already in your Inbox, check this option. Otherwise, click on OK to run

the rule on new mail as it arrives.



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Disabling a Rule

If you want to stop running a rule that you've created:

Choose Tools, Rules and Alerts In the top half of the pane, uncheck the rule you no longer wish to run Click on OK

Advanced Rule Options

The Create Rule dialog box gives basic choices for creating rules. If you want to create more complex rules, you

can do so as follows:

Select a message from the sender you wish to create the rule for. Click on the Create Rules button on the Standard Toolbar

The Create Rules button

Click on the Advanced Options button Choose the conditions to check when each message arrives e.g. is the message from the

sender of the selected message, or is the message flagged for action Click on Next when all conditions have been set.

Choose the action to be performed e.g. move or delete the message. Check the rule descriptionat the bottom of the dialog box to see if any further information is required - click on the link tomore information to add this.

Click on Next and add any exceptions to the rule i.e. when you do not want the rule to beapplied. You may choose as many exceptions as required.

Click on Next and enter a name for the rule - this will allow you to edit or apply the rule at a laterstage.

Click on Finish.

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Organising Rules

You can use the Rules and Alerts dialog box to organise the order in which rules will run. You can also use this

dialog box to create rules via the Wizard, or delete and rename rules. Choose Tools, Rules and Alerts.

The following symbols show the actions that the rule will cause to run:

Icon Action

Display specific text in the new mail window

Play a sound

Move to a folder

Copy to a folder

Mark as high priority

Mark as low priority

Flag message

Delete message

You can add or remove key actions from the selected rule by clicking on the Change Rule button on the rule

toolbar. Click on the action you wish to add or remove.



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Importing and Exporting Rules

Once your rules are created, you can export them so that other Outlook users may import them into their own

systems.

Exporting Rules

To export your Outlook rules so that they can be shared with others:

Choose Tools, Rules and Alerts Ensure the E-mail Rules tab is selected Click on the Options button in the menu of the dialog box Click on Export Rules. Ensure the correct drive and folder are selected - if these are not correct, click in the Save In box and

select the drive and/or folder. Enter a File name for the exported rules file and click on Save. Click on OK twice to return to Outlook.

Importing Rules

To import a rules file into Outlook:

Choose Tools, Rules Wizard or click on the Rules Wizard button on the Advanced Toolbar. Click on Options at the bottom of the dialog box. Click on Import Rules. Ensure the correct drive and folder are selected - if these are not correct, click in the Look In box and

select the drive and/or folder. Choose the name of the rules file and click on Open. Click on OK twice to return to Outlook - all new rules will be available for use immediately.

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Managing Junk Mail

Outlook 2003 has a junk email filter that will automatically move junk messages into the Junk Email folder.

Whenever a message is received in your Inbox that Outlook thinks is Junk, you will get the following message:

Click on Close to close the message To view your junk mail, click on the Junk E-Mail folder in the navigation pane

Setting Junk Options

You can set the junk filter level, to determine how Outlook handles your incoming mail:

Choose Tools, Options On the Preferences tab, click on the Junk E-mail button Choose the level you wish to use for junk filtering (see table below) Click on OK



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The following levels can be set:

Level Description

No protection The junk email filter will be turned off, but any names in the Blocked Senders tab will

have their messages moved to the Junk Email folder

Low Only the most obvious junk messages will be moved to Junk Email

High Any suspected junk messages will be moved to Junk Email. You will need to check this

folder from time to time to ensure no messages from your colleagues have been moved

there in error.

Safe Lists Only Any messages sent from someone other than people in the Safe Senders tab will be

moved to Junk Email

If you want to delete junk mail instead of placing it the Junk Mail folder, check the Permanently Delete option in

the Junk Mail options window.

Safe and Blocked Senders

If you receive a large volume of junk mail, you can set safe and blocked senders.

Email received from safe senders will never be considered junk mail and will be delivered to yourInbox as normal.

Email received from blocked senders will always be considered junk mail and will be moved tothe Junk Mail folder automatically.

You can add the sender of a message to the blocked or safe list as follows:

Right-click over a message from the sender you wish to add to a junk mail list Choose Junk Mail from the menu displayed Choose the required option



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A message will show when you add the first name to each list:

If you have many senders to add to the safe or blocked list, this can be done as follows:

Choose Tools, Options On the Preferences tab, click on the Junk Email button

Use the following tabs to add to each list:

Tab Description

Safe Senders Enter full addresses or domains e.g. @hp.com to ensure mail from these sources is

never treated as junk email

Safe Recipients Enter addresses or domains that you send email to that you do not want to be treated as

junk mail

Blocked Senders Enter full addresses or domains e.g. @hp.com to ensure mail from these sources is

always treated as junk email

To add names to a list:

Click on the relevant tab of the Junk Mail options dialog box Click on the Add button Enter the email address or domain name, then click on OK

Once you have your junk l ists set up, you can export the names to a text file so that you can import the list onto

another PC if this is required in the future. This is effectively making a back-up of your junk mail lists.

To export your list:

Choose Tools, Options On the Preferences tab, click on the Junk Email button Choose the relevant tab e.g. Safe Senders Click on the Export to File button Type a name for the exported file, then click on Save

You can import a saved list by choosing Tools, Options and the Junk Email button. Click on the Import from

File button on the relevant tabbed page.



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Finding Messages

It is possible to find all messages containing certain keywords by clicking on the Find button on the Standard

Toolbar.

The Find Button

Click in the Look For box and type the text you wish to find. Click on the drop-down arrow of the Search In box and choose the folder you wish to search, or

the type of messages you wish to look for the text in. Click on Find Now.

After clicking on Find Now, only messages containing the specified text will be listed in the Inbox. To return to

showing all messages, click on Clear at the end of the Find pane.

Advanced Find

The Advanced Find option allows you to search for words in specific message fields, as well as giving additional

search options such as categories and message size.

To show the advanced find window, either:

Choose Tools, Find, Advanced Find Choose [Ctrl Shift F] Click on the Find button on the toolbar to show the Find pane. Click on the Options drop-down

list and choose Advanced Find



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To search for messages:

Click on the drop-down arrow of the Look For box and choose the item you wish to find e.g.message or task.

To search in a specific folder, click on Browse and check each folder to search. Choose OK

when this is complete. In the Messages tab, enter the text you wish to find. Choose the field you wish to search in the In

box. To find messages from a specific user, click in the text box next to From and enter the name. To find messages to a specific user, click in the text box next to Sent To and enter the name. To find messages received or sent at a specific time, choose the criteria from the Time drop-down

lists. Click on Find Now to find all matching messages

All matching messages will be shown in the lower pane of the advanced find window.

Double-click on a message to open the message Right-click over a message to show additional options e.g. to print or delete the message



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Adding an Email Account

Outlook 2003 lets you manage multiple email accounts within your Outlook session e.g. you could work in your

Exchange email account as well as a Hotmail account. You will receive messages from both accounts, and can

send messages from either.

To add a new email account:

Choose Tools, Email Accounts Choose to Add a New Email Account and click on Next Choose the type of email account you wish to add, then click on Next

Enter all information for your account, taking care when entering your user name and password.Click on Next when all details have been added.

Click on Finish to end the wizard.

Your new account will show as a new main folder in the folder list.



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Setting your Default Mail Account




You can choose which email account will be used as default when new messages are created - whether they will

show as being sent from your standard Outlook account or your new Hotmail account.

Choose Tools, Email Accounts Choose View or Change Existing Email Accounts and click on Next Choose the email account you wish to set as the default, then click on the Set as Default button Click on Finish

Sending Mail from a Specific Account




Whenever you create a new message, you can choose which email account to send that message from:

Create a new mail message as normal Click on the drop-down arrow of the Accounts button on the toolbar to choose the account that

the message should be sent from

A banner will show that the message is not being sent via the default

account:



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Filtering Information

The Filter command allows you to place limits on the data displayed in the current view. Only itemsthat match specified criteria will be displayed, all other items will be hidden.

Some examples of filters that can be set are:

Show only unread messages that have a high priority Show only tasks that are due today and have not yet been started Show only contacts that have the Key Customer category

Filtering is applied as follows:

Choose View, Arrange and Custom Click on the Filter button

The Filter dialog box has three tabs that are used to set criteria:

Tab Description

The name of the first tab changes depending on the component being viewed e.g. it will be the

Messages tab if you are filtering the Inbox. This tab is used to set criteria based on text in the

item's heading or body.

More Choices This tab is used to set criteria based on the category, general status of item (unread or read),

whether the items has attachments, importance and size.

Advanced This tab is used to set criteria on specific fields that are not shown in the other tabs.

SQL This tab is used to create SQL queries to filter your data - use this option only if you are familiarwith the SQL database query language.

To set the criteria:

Click on the first tab and enter any text that must be found in the item. Specify where the textshould be located by clicking on the drop-down arrow of the In field. For example, to find itemswith the word "training" in the subject:

If filtering tasks or messages, use the From and Sent To buttons to specify who the messagesor tasks should be received from or sent to in order to be displayed.

To show only items with specific categories, click on the More Choices tab. Click on theCategories button and check each category that must be matched, then click on OK.

To specify additional criteria on other fields, click on the Advanced tab.



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When all conditions have been added, click on OK. Click on OK again to return to Outlook and apply the filter.

To redisplay all items, remove the filter by choosing View, Arrange By, Custom. Click on the Filter button, then

on Clear All. Click on OK twice to return to Outlook and show all items.



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The Navigation PaneThe navigation pane provides links to all of the standard folders and components of Outlook. Thepane is split into the following sections:

Favourite folders All mail folders

Under these sections are links to the Inbox (mail), calendar and contacts list. The following shortcutsare also available:

Icon Used to...

Create personal tasks, or tasks that you can assign to colleagues and track the progress of

Create and view notes

Show all folders in a single pane

Show shortcuts in a single pane

Track email messages, meetings, tasks and other items such as Word documents or telephone

conversations

If any of these icons are not showing, you can customise the navigation pane by clicking on the drop-down arrow

to the right of the icons.



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Creating Shortcuts

The shortcut pane can be used to store shortcuts to frequently used Outlook folders, non-Outlook folders and

files for quick and easy access.

Outlook Items

To add an Outlook item to the Shortcut pane:

In Outlook, click on the Shortcuts button on the Navigation Pane to view all shortcuts

Click on the Add new Shortcut link on the Shortcut pane Choose the Outlook item you want to add a shortcut to Click on OK

You can remove an item from the Shortcuts pane by right-clicking over the item and choosing Delete Shortcut.

Adding Non-Outlook Files or Folders as Shortcuts

Use My Computer or Windows Explorer to locate the file or folder to be added to thenavigation pane.

Ensure the Explorer is not filling the entire screen - click on the Restore button at the end of thetitle bar to make the window smaller.

Select the file or folder in the Explorer or My Computer window, and drag this over the shortcutgroup that you wish to hold the folder shortcut

Release the mouse button to secure the item on the navigation pane.



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If you have added a file or folder to the Shortcut pane, click once to open the folder or file.

Once you have a file or folder in the Shortcut pane, you can:

Drag a file over the Tasks icon on the navigation pane to create a task from the file. Drag a file over the Inbox icon on the navigation pane to create a new message with the file as

an attachment. Drag a file over the Contact or Calendar icon on the navigation pane to create a new contact or

appointment that includes a shortcut to the file.

Shortcut Groups

If you have a lot of shortcuts on your navigation pane, you can organise these into groups:

Click on the Add New Group link on the Shortcut pane

Type a name for the new group, then press [Return]

You can now drag folders and files over the shortcut, or add Outlook items to the group as described above.



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My Places

Whenever you view an Open or Save dialog box in Outlook, you can customise the My Places bar that shows

down the left-hand side of the dialog box.

By default, this bar has the following icons:

Button Area Description

My Recent Documents Displays the last 20-50 documents access on the computer

Desktop Shows all files stored on the desktop

My Documents

Activates your My Documents folder - the default Windows folder for

storing documents

My Computer Allows access to all drives on your computer

My Network Places Allows you to access documents stored on your network

You can display the default buttons as small icons, to fit more options in the bar:

Right-click over the My Places bar in any Open or Save dialog box Choose Small Icons

To add a folder to the My Places bar:

Use the Look In box to locate the drive that the folder you wish to add to the bar Select the folder in the main pane of the dialog box Click on the Tools menu along the top of the dialog box, and choose Add to "My Places"

You can now click once on the folder in the My Places bar to show the content of that folder in any Save or

Open dialog box.



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To remove a folder from My Places:

Right-click over the folder you wish to remove Choose Remove from the menu displayed



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Customising Toolbars

It is possible to modify the existing Outlook toolbars by adding or removing buttons. You can alsocreate new toolbars, then add buttons and menus as required.

Choose Tools, Customize On the Toolbars tab, ensure the toolbar you wish to customise is checked and displayed on

screen. Click on the Commands tab.

To add a button to a toolbar:

Choose the category that contains the command - this will be the menu you would expect to findthat command under in Outlook

Click on the command you wish to add Drag the command onto the required position on toolbar

Release the mouse button only when the correct position has been selected Click on Close when all buttons have been added

An icon can be removed from a toolbar at any time simply by holding [Alt] and dragging the icon off the toolbar.

It is not necessary to choose Tools, Customize first.



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Mail Options

You can set email options as follows:

Choose Tools, Options Click on the Preferences tab Click on the Email Options button Click on OK when all options have been set

Set the following commands as required:

Option Description

After moving or deleting

an open item

Unlike in previous versions, Outlook 2003 does not open the next item the Inbox when

you delete or move a message. You can set Outlook to open the next or previous item

if you preferClose original message

on reply or forward

When you reply to or forward a message, you can set Outlook to close the original

automatically

Save copies of

messages

Uncheck this box if you don't want Outlook to save a copy of every message you send

in the Sent Items folder

Automatically save

unsent messages

If you close a message without sending it, Outlook will save a copy automatically

Remove extra line

breaks in plain text

messages

This option will remove unnecessary space in plain text messages

Advanced Email Options

Click on the Advanced Email Options button to set default mail options. Click on OK when all options have been set.



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Mail Format

You can set the default font, size and style of messages that you create in rich text or HTML format:

Click on the Mail Format tab of the Options dialog box Choose the default format for all new messages from the Compose in this message format

list Click on the Fonts button Click on each Choose Font button to specify the default font for new messages, message

replies and plain-text messages Click on OK when complete



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Calendar Options

You can set calendar options as follows:

Choose Tools, Options Click on the Preferences tab Click on the CalendarOptions button Click on OK when all options have been set

Set the work week options as required:

Set all other calendar options as required:

Option Description

Show week numbers This will show week numbers in the monthly calendar which is displayed to the right of

the main calendar, above the task-pad

Allow attendees to

propose new times

This will allow people you invite to meetings to propose new times for these meetings.

You, as meeting organiser, will be able to decide which time to use

Background colour Choose the main background colour for the calendar

Calendar showing week numbers:



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Reminder Options

You can set the default reminder options as follows:

Choose Tools, Options Click on the Other tab Click on the Advanced Options button

To set the default reminder sound, click on the Browse button Locate the sound file you wish to play, then click on Open Click on OK



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Calendar Web Pages

It is possible to create a HTML version of your calendar that can be displayed on a web page for

online collaboration. You can specify the date range to show in the calendar, as well as the amount ofdetail to show.

Click on the Calendar button in the navigation pane. Choose File, Save as Web Page. Enter all details for the web page and click on Save.

A portion of a saved calendar in a web browser:



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Email Templates

If you send the same text in email messages on a regular basis, you can create a template that canbe re-used without the need to re-type any text. Templates can be stored in any location - including a

shared drive if the template will be used by a number of people.

To create a new template:

Choose Action, New Mail Message or click on the New Mail Message button on the StandardToolbar.

The New Mail Message button

If the message will always be addressed to the same people, click in the To and Cc boxes andenter these name

If the message subject will always be the same, click in the Subject line and type the subjecttext.

Click in the main body of the message and type the standard text

When the message has been created, it can be saved as a template as follows:

Choose File, Save As. Click in the Save as Type box and choose Outlook Template. The standard Outlook template folder will be displayed. If you wish to save the template in a

shared folder, choose the required folder from the Save In box. Click in the Filename box and enter a name for the template.

Click on Save.



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Choose File, Close or press [Alt F4] to close the message. When prompted to save the message again, click on No.

Using an Email Template

When a template is used to create a new message, the standard text of the message can be changedas required.

Choose File, New, Choose Form. From the Look In box, choose User Templates in File System. Choose the name of the template you wish to use and click on Open.



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Stationary

Email templates are useful if you wish to store the message recipients and subject for re-use. If yourtemplate will only have standard body text and formatting, you can create stationary. You can choose

the stationary to use for each message, or can set the default stationery to use in each new message.

To create new stationery:

Choose Tools, Options and click on the Mail Format tab Ensure the Compose in this message format is set to HTML Click on the Stationery Picker button

Click on New Type a name for the new stationery

Click on Next Click in the Preview box and type all text to appear in each message that uses this stationery Click on OK Click on OK to return to Mail Format options If you don't want to use the new stationery for every new message, click on the drop-down

arrow of the Use this stationery as default box and choose Click on OK



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Using Stationery

To use the new stationery for a new message:

Choose Actions, New Mail Using Choose the stationery you wish to use



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Group Schedules

Group schedules allow you to see the availability of a number of people in one single step - allowingyou to quickly schedule meetings with these users. You can have multiple schedules to include

different combinations of people.

To create a group schedule:

Click on the Calendar icon on the Outlook Bar. Click on the Schedules button.

The Schedules button

Click on New. Type a name for the new schedule, making this as relevant as possible. Click on OK. Click on the Add Others button to start adding members to the group. Choose to Add from the

Address Book. Select each name to be added to the group, clicking on To after each. Click on OK when all

names have been added. Click on Save and Close when you wish to close the schedule.

You can view the schedule at any time using the Schedule button on the Calendar toolbar. Click on the name of

the schedule and on Open to view it.

Sending to a Group

Once a group has been set up, you can send a meeting request or email message to all or selected members of

the group.

Click on the Calendar icon on the Outlook Bar, then on the Schedules button. Choose the group from the list displayed, then click on Open. To send the meeting request or email to specific members only, click on the first member on the

left of the schedule. Hold [Ctrl] and click on each additional member you wish to correspondwith.

Click on Make Meeting.

Choose the required option from the drop-down list (see below). A new email message or meeting window will be displayed. Complete and send as normal.



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Scheduling Meetings

A meeting is an event to which other Outlook users are invited. Once the invitation has been received by other

users, it can be accepted or declined. Accepted invitations will be entered automatically into your calendar whiledeclined invitations will return a notice to the sender.

Double-click on the date you wish to create the meeting for or click on the New Appointmentbutton on the Standard Toolbar.

The New Appointment button

Type a Subject and Location for the meeting.. In the Start Time and End Time boxes, set the start and end date and time.

To change the appointment to a meeting that includes other Outlook users, click on the Scheduling tab then onAdd Others. Click on Address Book to pick the attendees for the meeting.

Choose the names of all attendees you wish to invite the to meeting. Set each attendee asRequired or Optional using the buttons in the middle of the dialog box

Choose OK when all attendees have been added.

The availability of each attendee will be displayed, with Tentative, Busy and Out of Office time showing in shaded

blue, solid blue and purple respectively.

You can book resources such as meeting rooms by finding the resource in the address book and

adding it to the meeting in the same way as an attendee.



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Icons appear next to each name to show the type of attendee. You can change this type by clicking on the icon

and choosing a different option from the drop-down list.

Icon Description

Meeting organiser

Required attendee

Optional attendee

Resource e.g. meeting room

Finding a Suitable Meeting Time

To find the next time slot when all attendees are free, click on the required AutoPick button. The meeting time

will move across the scheduler to show each suitable time during which all attendees are free.

After adding all attendees and confirming their availabil ity, click on the Send button on the toolbar to send the

invitations.

The Send button

To cancel a meeting, select the meeting in the calendar and click on the Delete button on the toolbar.

You will be asked whether you wish to send a cancellation message to all attendees, or simply delete

the meeting without sending any notification.



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Free / Busy Time

Free/Busy Information lets other Outlook users see when you are free and busy in your calendar. This

information can be used to schedule meetings at a time convenient for all.

To ensure your colleagues always know your free/busy status, you can set your free/busy time to update often on

the server.

Choose Tools, Options Click on the Calendar Options button Click on the Free/Busy Options button Click on OK when all options have been set

If you have made a lot of changes in your calendar, you can update your free/busy information on the server

manually, to ensure the latest information is available immediately.

Ensure the calendar is showing in Outlook Choose Tools, Send/Receive, Free/Busy Information

To update your free/busy information while you are scheduling a meeting, click on the Options button on the

Scheduling tab and choose Refresh Free/Busy.



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Publishing Free/Busy Time

By default, only the other users on your mail server will be able to see your free/busy time when they book

meetings with you or have a group schedule set up. If you often set up meetings with people in other companies,on different servers, you can publish your free/busy time so that it is also available to them.

Before publishing your free/busy time, you need to specify how often Outlook should publish this information:

Choose Tools, Options Click on the Calendar Options button Click on the Free/Busy Options button Click on OK when all options have been set

Publishing your Time

You can publish your free/busy time on any website, or can use the Microsoft Office Free/Busy service. This

service has the advantage of allowing you to control exactly who can see your free/busy time.

Choose Tools, Options Click on the Calendar Options button Click on the Free/Busy Options button Choose to Publish and search using Microsoft Office Internet Free/Busy Service Click on the Manage button

You will need to create a Microsoft .NET passport if you don't yet have one. If you have a Hotmail account, or use

MSN Messenger for external contacts, you will already have such a passport.



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After signing on with your .NET password and agreeing to the terms of use, click on Continue. You will now be

able to invite colleagues to view your free/busy time.

Use the View Free/Busy Times on the Web to show the free/busy time of all of your group members.

Viewing Free/Busy Time

Once you have set up your colleagues on the Microsoft Office Internet Service, you will be able to view their

free/busy time whenever you schedule meetings with them in Outlook.



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Instant Messenger

If your contacts have access to Microsofts Instant Messenger, you will be able to see when they are online and

be able to send them instant messages without leaving Outlook.

To ensure Outlook is set to integrate with Messenger:

Choose Tools, Options Click on the Other tab Ensure the option to Enable the Person Names Smart Tag is enabled Ensure the option to Display Messenger Status is enabled Click on OK

Setting Contact IM Information

To be able to send messages to contacts, and see their IM status, you need to specify their IM email address:

Click on the Contacts button on the Navigation Pane Double-click on the contact you wish to collaborate with using Instant Messenger Click in the IM Address field and enter their IM email address

Make sure you click on the Save and Close button to save the changes to the contact.



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Viewing IM Status

Whenever you open a message from a colleague that has an IM Address set, you will be able to see their status:

If the sender of a message is online, you can send an instant message to them as follows:

Click on the Person Names smart tag in front of the name Choose Send an Instant Message from the menu displayed

A new instant messenger chat window will open - type your message and click on Send.



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Working with Multiple Calendars

Rather than keeping all of your appointments, events and meetings in a single calendar, you can create and view

multiple calendars. You could create a separate calendar for each project you work on, for example, or have aseparate calendar for work and personal items.

To create a new calendar:

Click on the Calendar button on the navigation pane Choose File, New, Folder or press [Ctrl Shift E] Type the information for the new calendar then click on OK

Opening Multiple Calendars

Each calendar you create will be listed in the navigation pane when the calendar is open.



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View another calendar by checking its box. Each calendar will have a different background colour to allow you to

see which is which.

Hide a calendar by clicking on that calendar's check box again.

Opening a Calendar in a New Window

You can open a calendar in a separate Outlook window by right-click over the calendar name in the navigation

pane:



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Working with Multiple Contact Lists

Rather than keeping all of your contacts in a single list, you can create and view multiple contact lists. You could

create a separate contact lists for each project you work on, for example, or have a separate list for work and

personal contacts.

To create a new contact list:

Click on the Contacts button on the navigation pane Choose File, New, Folder or press [Ctrl Shift E] Type the information for the new contact list then click on OK

Opening Contact Lists

Each contact list that you create will be shown in the navigation pane of the Contacts screen:

You can only view one contact list at a time - click on a contact list to show that list.

Opening a List in a New Window

You can open a contact list in a separate Outlook window by right-click over the calendar name in the navigation

pane:



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Public Folders

Public folders are folders that all users on the network can access - provided they are givenpermission by the mail administrator or owner of the public folder. Public folders should be used to

store messages that may be of interest to all users, and can also be used to store files that all usersmay need to access.

If you have permission to do so, you can create a new public folder as follows:

Choose File, Folder, New Folder or press [Ctrl Shift E]. Type a name for the folder and choose the type of content it will hold. Under Public Folders, choose the folder to contain the new subfolder and click on OK to create

it.

Public folders can be used to store message threads, in the same way as bulletin boards.

Open the public folder you wish to start the message thread in Click on the Post button to create a new message Type all message text, then click on the Post button to add the message to the folder

The Post button

To reply to a post, double-click on the post to open it. Click on the Post Reply button on the message

toolbar to reply to the message.



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Moving Items into Public Folders

Once a public folder has been created, items can be added to the folder in the same way as to any

standard Outlook folder:

If the folder list is not displayed, choose View, Folder List. Ensure the public folder you wish tocopy the item to is displayed.

Click once on the message to be moved or copied. To move the message, drag it over the required public folder in the folder list and release the

mouse button. To copy the messages, hold [Ctrl] while dragging the message to the public folder. Release the

mouse button beforereleasing the [Ctrl] key.

Public folders can be used to share files with other users on the network:

To add a file to a shared folder, drag the file from My Computer or the Windows Explorer intothe required public folder.

To open a shared file in a public folder, open the required public folder and double click on thefile.



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Delegating Your Mailbox

If you make another user a delegate, they will be able to do the following:

Access your foldersModify items in your foldersSend messages out in your nameIf required, receive replies messages that you send

To assign a delegate:

Choose Tools, Options and click on the Delegates tab. Click on Add to view the global address list. Add each user you wish to delegate and click on

OK when complete.

After clicking on Add, set the delegate permissions for each user:

For each Outlook component, choose the permission you wish to assign to the delegates

Check the Automatically Send a Message box if you wish to advise the delegate of theirpermissions via email



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If you chose to advise delegates of their permissions by email, a message similar to the following willbe sent to each delegate:



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Opening a Delegated Mailbox

To open a folder that you have been granted permission to by another user:

Choose File, Open, Other User's Folder. Type the name of the user whose folder you wish to open, or click on Name and select the user

from the directory displayed. Choose the folder you wish to open and click on OK.

The folder will be opened as a new Outlook window, and can be closed as normal when complete.

If you have been delegated access to a calendar, contact list or task list, you can open this quickly using the link

on the navigation pane in each of these views.

Type the name of the person whose calendar, contact list or task list you wish to view, or clickon Name to select the name from a list

Click on OK to open the shared item



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Sending On Behalf Of

If you have been assigned as a delegate for another user, you can send messages from your own

Inbox that will contain the other user's name in the From line.

Choose Action, New Mail Message or click on the New Mail Message button on the StandardToolbar.


Address the message as normal Choose View, From Field to add a From line to the message header. Click on the From button and choose the name of the person you are sending the message on

behalf of. Complete and send the message as normal.

When the recipient opens your message, it will show as from you, on behalf of the person you are a delegate for.



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Folder Permissions

As well as delegating all or part of your mailbox to a colleague, you can share a public or private folder by giving

a colleague permissions.

To give permission to a folder:

In the navigation pane, right-click over the folder you wish to share with a colleague Choose Properties from the menu

Click on the Permissions tab Click on Add Type the name of the person you wish to give access to, or select their name from the list. Click

on Add, then on OK Choose the name of the person you have just given access to Under Permissions, choose the permissions you wish to grant

The following permissions can be assigned:

Permission Allows you to...

Owner Create, read, modify, and delete items in the folder

Create subfolders

Change permission levels of other users

Publishing Editor Create, read, modify, and delete items in the folder

Create subfolders

Editor Create, read, modify, and delete items in the folder

Publishing Author Create, read, modify, and delete items in the folder

Create subfoldersModify and delete items you create



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Permission Allows you to...

Author Create, read, modify, and delete items in the folder

Modify and delete items you create

Contributor Create items

Reviewer Read items

None Do nothing - cannot open the folder

If assigning permissions to a public folder, you can give everyone who can access the folder the same

permissions by selecting Default in the name box, then choosing the permission as above.

Sending Folder Shortcuts

If you have delegated your mailbox to a colleague, you can send shortcuts to your folders, so that they can be

accessed by double-clicking on the message attachment.

Before you can send a shortcut to a folder, you need to allow the recipient access to the folder. This can be done

by:

Delegating all or part of your mailbox to the recipient

Setting folder permissions to allow the recipient to access the folder

To send a shortcut to a folder:

Create a new mail message and address the message as required

From Outlook in the background of the message, drag the required over the new message Release the mouse button to add the folder shortcut

You can also drag public folders into messages to send shortcuts to these to colleagues.



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Importing Contacts

If you already have a contact list saved in one of the following formats, it is possible to import this into

Outlook without the need to retype any contact information.

ACT

Lotus Organiser

Microsoft Access

Microsoft Excel

Schedule Plus

It is also possible to import data from any file saved as a text file with the .TXT extension, or a comma-separated

file with the .CSV extension.

Importing From Excel

If importing from Excel, it is necessary to name the range that contains the data before attempting toimport it. This can be done as follows:

Open the Excel worksheet and select the data you wish to import into Outlook. This can bedone quickly by clicking anywhere in the list and pressing [Shift Ctrl 8].

Click in the name box which is located directly above the column headings.

Type a name for the range - this should not contain spaces. Press [Return]. Choose File, Exit and click on Yes when prompted if you wish to save the file.

Importing Data

Data is imported into Outlook as follows:

Choose File, Importand Export.

Ensure the option to Import from another program or file is selected and click on Next. Choose the format you wish to import e.g. Microsoft Excel and click on Next. Choose the file you wish to import and indicate how duplicate contacts should be handled.



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Click on Next and choose the folder of Outlook you wish to import the items into

Click on Next and ensure all details of the import operation are correct. Click on Finish toimport the data.



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Mapping Fields

If the columns or fields in the original data file do not have the same names as standard Outlookfields, the information in these columns will not be imported. To specify which data should be

imported into each Outlook field, click on the Map Custom Fields button in the last step of the ImportWizard.



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Exporting Outlook Data

Outlook data from any folder can be exported into one of the following formats:

Microsoft Access

Microsoft Excel

It is also possible to export data as a comma separated file that could then be opened in any word processor,

spreadsheet or database application.

Exporting Data

Data is exported from Outlook as follows:

Choose File, Importand Export. Choose to Export to a File and click on Next. Choose the format you wish to export to e.g. Microsoft Excel and click on Next. Choose the Outlook folder you wish to export:

Click on Next and enter the path of the file you wish to export data into - if the file exists, anydata will be overwritten.

Click on Next and ensure all details of the import operation are correct. Click on Finish toimport the data.



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If you attempt to export recurring appointments to a format that does not support them e.g. Excel, you will be

asked whether you wish to create individual appointments from the recurrences. Choose OK to confirm this.



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Sending Emails to Contacts

Email messages can be sent to contacts without the need to activate the Inbox first.

Select the contact you wish to send the message to. Choose Actions, New Message to Contact.

The contact's email address will be entered automatically. Type the message as normal and click on the Send

button on the Message Toolbar to send the message.

The Send button

Messages can also be created by dragging a contact over the Inbox icon on the navigation pane.

Contacts with Multiple Email Addresses

If you send a message to a contact with multiple email addresses in the above way, all of their addresses will be

added to the address line of the message. Remove any addresses you do not wish to use as follows:

In the To line, click once on the address you do not wish to use. Press [Delete].

If you create a new mail message and enter the name of a contact with multiple email addresses, you will be

prompted to choose the address you wish to send the message to:



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One way to avoid duplicate email addresses for contacts is to use the Display As field in the Contact window.

When adding each email address, enter a variation of the contact name in the Display As field. When creating a

message to the contact, type the display name in the To box of the message to ensure Outlook knows exactly

which email address to use.



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Creating Letters to Contacts

If you use Word 2003, you can create letters to your contacts using the Letter Wizard of Outlook.

Click on the Contacts button on the Navigation pane Click on the contact you wish to send a letter to Choose Actions, New Letter to Contact.

Word 2003 will be launched and the Letter Wizard displayed. Choose the format for the letter in thefirst step:



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Click on Next and enter recipient information:

Click on Next and choose any other elements to include:

Element Description

Reference Line This will appear under the date and gives the main topic or reference number of the letter

Mailing

Instructions

This will appear directly above the recipient's name and address and can be used to mark the

letter as private or confidential

Attention This will appear between the address and salutation of the letter

Subject This will appear between the salutation and letter body

Courtesy Copies This will appear at the end of the letter, after the signature

Click on Next and enter your name in the Senders Name box. Choose any elements to appear at the end of the

letter and click on Finish when complete.

Element Description

ComplimentaryClosing

The text to immediately precede your name at the end of the letter

Job Title andCompany

These will both appear after your name at the end of the letter

Writers / TypistInitial

This will appear a few lines below the job title and/or company name and isused to show who created and typed the letter

EnclosuresThis lists how many additional documents are enclosed with the letter andappears right at the end

Any of Word's standard features can now be used to format, print and save the letter.



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Mail Merge with Contacts

If you use Word 2003, it is possible to perform a mail merge with names and addresses from Outlook.

This will allow you to create personalised letters to all or selected contacts.

To start a mail merge, Outlook need not be open. If the text you wish to include in the letter has beentyped already, open this document. Choose Tools, Letters and Mailings Mail Merge wizard.

Choose the type of item you want to create in the task pane on the right.

Click on the Next link at the bottom of the task pane. Choose Use the Current Document then click on Next again.

Choose the Select from Outlook Contacts option Click on the Choose Contacts Folder link in the middle of the task pane

Click on OK to confirm you wish to use the standard Outlook contacts folder.



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A list of your Outlook contacts will be displayed. Check each contact you wish to send a letter to, thenclick on OK. Click on Next to continue with the mail merge.

If you want to change the contacts you are sending the letter to, return to step 3 of the mail merge

wizard and click on Edit Recipient List.

Now, type the letter as normal. When you reach a point in the letter where contact information shouldappear, use the buttons in the Task Pane to insert the appropriate information.

Item Description

Address Block Choose to insert the recipient name, company name and address

Greeting Line Choose to insert the recipient's full or first name, with an appropriate greeting

Electronic Postage Only available if you have electronic postage software installed

More Items A full list of fields that can be inserted as required

When all text has been entered into the letter, click on Next to preview the letter. Use the buttons inthe task pane to show the next or previous letter as required.



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When you are happy with the letter, click on Next again.

Click on the Print link in the task pane to print the letters.

Click on OK. Click on OK again to print the letters.

The Office Clipboard

It is possible to hold multiple entries in the Clipboard - allowing you to copy and paste more than oneitem at a time. The Clipboard Task Pane is used to choose the item you wish to paste at that time.

The Clipboard can hold 24 items and can be displayed in other applications too, allowing you to pasteOutlook data into other applications quickly and easily.

If the Clipboard Task Pane does not show by default, choose Edit, Office Clipboard.

When the task pane displays in Office, an icon will appear on the task bar at the bottom of the screen.Use this icon to show the Clipboard in any application that you wish to paste data into.

You can remove the Clipboard icon from the task bar by clicking on the Options button at the bottom of the

Clipboard Task Pane. Uncheck the option to Show Office Clipboard Icon in Task Bar.



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Pasting from the Clipboard

Once the Clipboard Task Pane is displayed, you can insert any item stored in the cl ipboard.

To paste from the Clipboard, click on the item's icon on the Clipboard Task Pane. To paste all items from the clipboard, click on Paste All at the top of the Clipboard Task Pane. To clear all items from the Clipboard, click on the Clear All button at the top of the Clipboard

Task Pane.

Up to 24 items can be stored in the Clipboard. If the clipboard is full and you attempt to add another item, the

earliest item placed in the clipboard will be over-written.



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Importing and Exporting Rules

Once your rules are created, you can export them so that other Outlook users may import them into their own

systems.

Exporting Rules

To export your Outlook rules so that they can be shared with others:

Choose Tools, Rules and Alerts Ensure the E-mail Rulestab is selected Click on the Options button in the menu of the dialog box Click on Export Rules. Ensure the correct drive and folder are selected - if these are not correct, click in the Save In box and

select the drive and/or folder. Enter a File name for the exported rules file and click on Save.

Click on OK twice to return to Outlook.

Importing Rules

To import a rules file into Outlook:

Choose Tools, Rules Wizard or click on the Rules Wizard button on the Advanced Toolbar. Click on Options at the bottom of the dialog box. Click on Import Rules. Ensure the correct drive and folder are selected - if these are not correct, click in the Look In box and

select the drive and/or folder. Choose the name of the rules file and click on Open. Click on OK twice to return to Outlook - all new rules will be available for use immediately.

http://fab1/XP%20WEL/outlook/outcr-ex/advtool.htmhttp://fab1/XP%20WEL/outlook/outcr-ex/advtool.htm


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Exporting Junk Senders

Once you have your junk l ists set up, you can export the names to a text file so that you can import the list onto

another PC if this is required in the future. This is effectively making a back-up of your junk mail lists.

To export your list:

Choose Tools, Options On the Preferences tab, click on the Junk Email button Choose the relevant tab e.g. Safe Senders Click on the Export to File button Type a name for the exported file, then click on Save

You can import a saved list by choosing Tools, Options and the Junk Email button. Click on the

Import from File button on the relevant tabbed page.



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Sending Distribution Lists

If you have created a personal distribution list, you can share the list with colleagues by sending it to

them in an email message.

To send a distribution list:

Create a new mail message as normal, using the New Mail button on the toolbar


Address the message to everyone you wish to share the distribution list with Click in the message body Choose Insert, Item

Choose the Contacts folder from the top half of the window, as this is where distribution listsare stored

Click on OK when the distribution list has been selected



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The distribution list will be added to the message as an attachment. Send the message as normal.

Receiving a Distribution List

If you are sent a distribution list, you can add it to your own contact list as follows:

Open the message containing the contact information. Ensure the message is not maximised so

that the navigation pane is visibl

Outlook - Advanced

Documents

Transcript of Outlook - Advanced