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The Ultimate Guide to Outlook 2003 By Wong Hing www.msoffice-tutorial-training.com Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 1 Important Notice You may not use this as web content, sell, give away, or package this e-book in any form. This is NOT a free product and you can only get this from Wong Hing and www.msoffice-tutorial-training.com. Thank you. “The Ultimate Guide to Outlook 2003!” is a worldwide protected publication of © Wong Hing and www.msoffice-tutorial-training.com. ALL RIGHTS RESERVED No part of this e-book may be reproduced or transmitted in any form whatsoever, electronic, or mechanical, including photocopying, recording, or by any information storage or retrieval system without expressed written, dated and signed permission from the author. DISCLAIMER AND/OR LEGAL NOTICES The author and publisher of this e-book and the accompanying materials have used their best efforts in preparing this e-book. The author and publisher make no representation or warranties with respect to the accuracy, applicability, fitness, or completeness of the contents of this e-book. The information contained in this e-book is strictly for educational purposes. Therefore, if you wish to apply ideas contained in this e-book, you are taking full responsibility for your actions. The author and publisher disclaim any warranties (express or implied), merchantability, or fitness for any particular purpose. The author and publisher shall in no event be held liable to any party for any direct, indirect, punitive, special, incidental or other consequential damages arising directly or indirectly from any use of this material, which is provided “as is”, and without warranties. Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 2 Table of Contents INTRODUCTION ........................................................................................................................................ 7 ABOUT THIS MANUAL . 7 Objectives.............. 7 Instructions ........................................................................................................................................... 7 Keyboard ............... 7 Commands ............ 7 Notes ..................................................................................................................................................... 8 CHAPTER 1: GETTING STARTED ......... 9 WHAT IS MICROSOFT OUTLOOK 2003? .....................................................................................................10 GETTING STARTED WITH OUTLOOK 2003 ..10 THE OUTLOOK 2003 SCREEN.....................................................................................................................11 Title bar................................................11 Menus ...................11 Menu Bar .............11 Shortcut menus .....................................................................................................................................12 Toolbars ...............12 VIEWING INFORMATION IN OUTLOOK .......14 View Pane ............15 OUTLOOK SHORTCUTS ..............................................................................................................................15 PREVIEWING ITEMS ...................................18 AutoPreview .........18 READING PANE ..........................................................................................................18 Reading pane options ...........................20 MICROSOFT OUTLOOK HELP .....................................................22 The Office Assistant .............................................................................................22 Ask a Question Box ..............................23 The Help Window .................................................................24 CHAPTER 2: MAIL MESSAGES .............................................25 MAIL MESSAGES .......................................26 COMPOSING MAIL MESSAGES.....................................................................................26 Addressing Messages ...........................28 Editing Message Text ................................30 Formatting text ....................................................................................................32 Paragraph Alignment ...........................33 Spelling and Grammar Checker ..........34 Sending Messages ................................37 Saving unsent messages .......................................................................................37 Cancelling messages ............................38 RECEIVING AND READING MAIL MESSAGES ...............................39 Moving between messages ...................................................41 REPLYING TO AND FORWARDING MESSAGES .............................................................................................42 Forwarding Messages ..........................43 Inserting data into a message ..............................................................................44 Attaching files and objects to a message ..............................46 Opening attached files: ........................................................49 Saving an attachment ...........................................................................................49 E-MAIL ACCOUNTS ...................................50 Add an e-mail account .........................50 Remove an e-mail account ...................................................53 Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 3 Make an e-mail account the default .....................................................................................................53 Have replies sent to a different e-mail account....................54 CHANGE AN E-MAIL ACCOUNT NAME ........54 CHAPTER 3: MESSAGE OPTIONS ........................................................................................................56 MESSAGE OPTIONS ....................................57 Importance ...........58 Sensitivity .............................................................................................................58 Ask others to vote in a message ...........58 View vote responses to a message ........59 Read and Delivery Receipts .................60 Have replies sent to ..............................................................................................................................60 Do not deliver before ...........................60 Expiry Date ..........................................60 FLAGGING MESSAGES ...............................61 AUTOSIGNATURE ......................................................................................................64 MESSAGE ICONS ........69 CHAPTER 4: ORGANISING YOUR MAIL ............................70 ORGANISING MAIL MESSAGES ..................................................................................................................71 Deleting Messages ...............................71 Deleting messages permanently ...........72 Automatically empty the Deleted Items folder. ....................73 WORKING WITH FOLDERS..........................................................................................................................73 Creating Folders ..................................73 Renaming a folder 74 Expanding and Collapsing a folder .....................................................................75 Moving and Copying Folders ..............................................75 Deleting Folders ..................................77 MOVING MESSAGES ..77 Copying an Item ...................................................................................................78 PUBLIC FOLDERS .......79 Creating a public folder .......................................................79 Setting permission levels ......................................................................................80 Finding Public Folders ........................80 SORTING ITEMS..........................................................................83 FINDING ITEMS ................................................................85 Advanced Find .....86 FILTERING ITEMS .......87 MAILBOX CLEANUP ...................................................................89 OUT OF OFFICE ..........................................................................90 MARKING MESSAGES AS READ AND UNREAD ...........................92 PRINTING MESSAGES .93 RECALLING SENT MESSAGES ....................................................................................................................94 CHANGING COLUMN HEADINGS ................95 CHAPTER 5: ADDRESS BOOKS & CONTACTS .................97 ADDRESS BOOKS AND CONTACTS .............................................................................................................98 Global Address Book ...........................98 Personal Address Book ........................99 Editing a Personal Address Book ......102 PERSONAL DISTRIBUTION LIST .................................................................................................................104 Creating a personal distribution list ..104 Editing a Personal Distribution List ..................................................................................................107 CONTACTS ...............................................109 Creating a contact..............................................................109 Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 4 Viewing Contacts ...............................................................................................................................116 E-mailing a Contact ...........................117 Locating Contacts ..............................117 Flagging Contacts 121 Sending contact information to others ...............................................................................................122 CHAPTER 6: USING THE CALENDAR 124 THE CALENDAR .......................................................................................................................................125 MOVING BETWEEN DATES ......................126 SCHEDULING APPOINTMENTS ..................127 Setting an Appointment Reminder ......132 Recurring Appointments ....................................................................................................................133 Mail Messages ...................................137 BOOKING MEETINGS ...............................138 GROUP SCHEDULES .................................................................................................146 Setting Up Events 149 USING THE TASKPAD ..............................151 USING CATEGORIES .................................153 Creating Categories ...........................................................................................................................154 CALENDAR COLOURING ..........................155 VIEWING THE CALENDAR ........................156 TaskPad Views ...................................157 PRINTING THE CALENDAR .......................................................................................................................158 CUSTOMISING THE APPEARANCE OF CALENDAR .....................160 CHAPTER 7: THE TASK LIST ..............164 THE TASKS LIST ......................................................................................................................................165 Working with Tasks ............................165 Editing Tasks ......167 Deleting a Task ..168 Viewing Tasks ....................................................................................................................................168 MARKING TASKS AS COMPLETE ..............169 ASSIGNING TASKS ...171 Tracking Assigned Tasks ....................................................................................................................172 CHAPTER 8 : NOTES ..............................175 NOTES .....................................................176 Creating, Editing and Deleting Notes ................................................................................................176 CHANGING THE VIEW OF NOTES ..............180 CHANGING NOTES DEFAULTS .................................................................................................................181 CHAPTER 9: SHARING FOLDERS ......182 SHARING FOLDERS ..................................................................................................................................183 DELEGATE ACCESS PERMISSIONS ............183 SHARING PRIVATE FOLDERS....................................................................................................................186 Permissions tab ..188 Remove sharing permissions for a folder ...........................190 Open another person's folder .............190 Add someone else's folder(s) to the Navigation Pane ........................................................................191 CHAPTER 10: DEFINING VIEWS ........................................193 DEFINE VIEWS .........................................194 CHAPTER 11: ROUTING SLIPS ...........................................................................197 ROUTING SLIPS ........................................198 Route a file .........................................198 Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 5 REVIEW TRACKED CHANGES AND COMMENTS .........................................................................................200 CHAPTER 12: WORK OFFLINE ..........................................................................................................202 WORK OFFLINE .......................................203 REMOTE MAIL .........203 OFFLINE FOLDERS....................................................................................................203 WORK OFFLINE USING EXCHANGE SERVER .............................204 Synchronise the folders. .....................................................................................................................204 Set up dial-up networking ..................205 Specify the folders you want to be available for offline use. ..............................205 Synchronise folders manually ............................................................................................................206 Synchronise folders automatically .....207 Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 6 Introduction Microsoft Outlook 2003 is a powerful information management application that allows you to co-ordinate projects using a variety of different tools. These range from E-mail for communication, to the Calendar, which can be used for time management. About this manual This manual covers all the topics of Outlook 2003 and aims to act as a support aid for any tasks carried out by the user after reading the manual. It is divided into chapters, each chapter covering an aspect of the topic. The table of contents lists the page numbers of each section. Objectives Chapters begin with a list of objectives each with its own check box so that you can mark off those topics that you are familiar with following the training. Instructions Those who have already used a similar application before may not need to read explanations on what each command does, but would rather skip straight to the instructions to find out how to do it. Look out for the hand icon which precedes a list of instructions. Keyboard Keys are referred to throughout the manual in the following way: [ENTER] – denotes the return or enter key, [DELETE] – denotes the Delete key and so on. Where a command requires two keys to be pressed, the manual displays this as follows: [CTRL][P] – this means press the letter “p” while holding down the Control key. Commands When a command is referred to in the manual, the following distinctions have been made: When menu commands are referred to, the manual will refer you to the menu bar – “Choose File from the menu bar and then Print”. Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 7 When dialog box options are referred to, the following style has been used for the text – “In the Page Range section of the Print dialog, click the Current Page option” Notes Within each section, any items that need further explanation or extra attention devoted to them are denoted by shading. For example: “Outlook will not let you close a mail message that you haven’t already saved without prompting you to save.” Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 8 Chapter 1: Getting Started By the end of this chapter you will be able to:  Understand the uses of Microsoft Outlook  Get started  Recognise Outlook 2003 screen elements  Access Help Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 9 What is Microsoft Outlook 2003? Outlook ’2003 is an information management application that helps the user to co- ordinate messages, calendar activities, contacts and tasks. It comprises a mailbox, a calendar, a contact list, notes and a journal. Outlook is designed for both stand-alone computers and personal computer networks. If the user is connected to a network they can share their information with others. Outlook comes with a transport application known as Exchange. A transport application enables the flow of information and must be installed to use Outlook’s e-mail feature. E- mail is sent in and out of mailboxes in the same way as physical mail goes through a postal service. Mailboxes can be set up for individual users or for multiple users. All networked users with mail accounts can share information by using Outlook and a transport application such as Exchange. Getting started with Outlook 2003 When Outlook 2003 is installed, the Setup program looks for the user’s user profile. A user profile is a group of settings that define the setup of Outlook for a particular user. Only one user profile is needed to access Outlook, however, multiple user profiles can be set up each with their own unique settings, e.g. if there is more than one person using Outlook, each user should have their own user profile set up. The user's administrator usually creates user profiles. When setting up user profiles, certain information services can be included. An information service is a group of settings that enables the user to send, store and receive messages and items, and indicates where to store addresses, e.g. in a Personal Address Book. When Outlook 2003 is launched, depending on the configuration, the user may be asked to enter a password.  To enter a password: Keyboard  Type the relevant password  Press [ENTER] When Outlook is started, the Office Assistant displays a dialog box welcoming the user and offering help on certain topics Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 10
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