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Lakeside Technology Department

Outlook 2003

If you would like to download a printable copy of this document, click here: Outlook 2003

Messages and the Global Address Book

Creating a Personal Distribution List

Reading and Sending Attachments

Creating Appointments

Rules and Alerts:

Moving Messages from someone

Moving Messages based on the subject

Adding Sender to Contacts

Printing Contacts

All School Master Calender

Addressing a Message

Click in the To… dialog area
Enter:

The name of the person if the person is in the Lakeside address list or
The full email address if the person is NOT in the Lakeside address list (i.e. smiths@yahoo.com)

If more than one person is to receive the message in To... enter a semicolon between names
Click on the Check Names icon in the Toolbar

If the name is in the Global Address List the name will be underlined.
If the name is not found, a Check Names window appears and you will be asked to create a new address for this person
If more than one person has that name a window appears and you are asked to chose

If you don’t know the exact or complete spelling, type in a partial name and then click on Check Names

If there are suggestions, click on the desired name and then click OK
If there are NO suggestions, or none of the suggestions are appropriate, click on “Create a new address…” and click OK which will begin the process of adding a new Contact (to be described later

Use the Tab key to go from the To… to Cc… to Subject: to the Message area
Enter an appropriate Subject and enter the message in the message area
Check the spelling under Tools to Spelling (F7)
Click on Send to mail the message

To Address Using the Global Address List

Click on To... or Cc… and the Select Names window appears.
Enter the first name of the person and the list will scroll accordingly
Highlight the name of the person to receive the message and click on the To, Cc or Bcc buttons to move that name accordingly; more than one name can be moved to each box
Click OK when done

Creating a Personal Distribution List (for sending messages to groups)

Click on the down arrow next to New.
Select New Distribution List and click OK.
Give the list a unique name. It is the shortcut you will use to bring up this distribution list. It should not be the name of someone in the Global Address List.
Click on Select Members to add someone in the Global Address List.
Locate the name and click on Members to add them to your list. When all the members are added to the list click OK
If the name is not in the Global or Outlook/Contacts Address List, click on Add New.

Type in the Display Name (full name) and the e-mail address.
Click in the box beside Add to Contacts if you want to put them in your Contacts list. Click OK
Click on Save and Close when finished.
To test the list create a new message and enter the list name. Click on the Check Name icon and the list name will be underlined.

To see who is on the list double click on the list name.

Reading Attachments :

Double click on the attachment icon.
You will be prompted to either Save to disk or Open the Attachment.

Select Save to disk. Save it to your my Docs folder or the Desktop.
Right click on the file and select Scan for Viruses

Sending Attachments from Outlook :

Under the Insert menu select File or click on the Paperclip icon

Locate the file in My Documents or in your server folder.
When you locate the file click on Insert. The attachment will appear as an icon in the message box.

Sending Attachments from within Microsoft applications :

You can send a Microsoft Word or Excel document from within the application.

While in the file or document you wish to attach, under File drag down to Sent To and over to Mail Recipient (as attachment)
An Outlook message window appears with the attachment and the message has the same subject title as your document.
Address the message, type any additional message information and click on Send.

Folders for Mail Messages :

Under File drag to New and over to Folder
Give the folder a name.
Folder contains should be set to Mail and Post Items.
Highlight Inbox, or other location, to place folder.
Click OK

Saving Messages into Folders :

Drag a selected message into the desired folder; OR
Click once on a message to highlight it.

On the Tool Bar click on the Move Item icon or under Edit select Move to Folder.
A list of your folders will be displayed
Select on the desired folder and click OK

Rules and Alerts

Rules : You can manage your e-mail messages by using rules to automatically perform actions on messages. After you create a rule, the Microsoft Outlook Rules and Alerts applies the rule when messages arrive in your Inbox or when you send a message. For example, you can automatically:

Designate a folder to receive all incoming messages from a specific sender
Designate a folder to receive all incoming messages with a specific word in the subject line.

Moving Messages to a Folder based on the Sender

Under the Tools Menu select Rules and Alerts. In the Rules and Alerts window click on New Rule.
Select “Move message from someone to a folder.” Note the description of the rule in the lower box. Click on Next.
The box for “from people or distribution list” should be checked. Click on “people or distribution list” in the lower box Locate the person or distribution list. (Out of Lakeside addresses can be added by clicking in the From area and entering the complete address). Click OK. Note that “people or distribution list” has been replaced with your choice.
Click on “specified folder.” Highlight the desired folder or click on New to create a folder. Click OK. Note that “specified” folder has been replaced with the desired folder. Click Next.
Select any desired exceptions. Click Next.
The window shows all of the actions and folders. Name the rule and verify that the rule is turned on. Check Run this rule now if you want all existing messages in your Inbox from the specified person moved. Click Finish. Click OK. (Note: rules can be applied to e-mails with specific words in the messages, levels of importance, dates and etc.)

Moving Messages to a Folder Based on a Word in the Subject
Under the Tools Menu select Rules and Alerts. In the Rules and Alerts window click on New Rule.
Select “Move messages with specific words in the subject to a folder.” Note the description of the rule in the lower box. Click on Next.
The box for “with specific words in the subject” should be checked. Click on “specific words” in the lower box.
Type in the desired word or words. Click on Add. The words are added to the Search list box. Click OK.
Note that “specific words” has been replaced with your text. Click on specified folder.
Highlight the desired folder or Click on New to create a new folder for these messages. Click OK.
Note that “specified” folder has been replaced with the desired folder. Click Finish. The next window shows all of the actions and folders. Click OK to move all future messages. OR Click Run Now if you want all existing messages in your Inbox and future incoming messages containing the key word(s) moved. Then Close. Click Close.

Using Contacts :

The Contacts folder is your e-mail address book and information storage for the people you want to communicate with often. Use the Contacts folder to store the e-mail address, street address, multiple phone numbers, and any other information that relates to the contact, such as a birthday or anniversary date.

Creating a Contact :

Click on File on the Menu Bar, choose New and select Contact.

Enter the name of the person.
Click on Full Name to add more complete information. Click OK.
If you want the Contact to be filed in your contacts list other than the default (last name, first name), enter desired name in the File As box.

Enter the address Click on down arrow next to the address box to identify the type of the address (business, home, other). Click on Address to add more specific detail.
Enter the email address Click on down arrow to be able to add more than one email address. Enter a UNIQUE word in the Display as: box.			When addressing a message and using this unique word, the Check Name function will locate this contact’s email address.
To view a map of the contact’s address, click on the yellow symbol on the Tool Bar. An Internet map program will be launched and an appropriate map will be displayed.
To add additional information about Contact, click on the Details tab. Enter desired information. For Birthday and Anniversary, click on down arrow and use the dropdown calendar to navigate to desired date. If a save alert appears, click OK. The birthday or anniversary will appear in the calendar.
Addressing a message to a Contact : Click on New Message. Enter the name of the contact in the To: box. Click on Check Names. If you get a message that “Microsoft Outlook does not recognize…”, click on Show More Names.
Click on Global Address List and drag to select Contacts. Locate the desired contact. Click OK. The next time you use this contact, Outlook should recognize it and you will not have to repeat this step.
Adding a sender to Contacts : Open the message that has a sender or recipient whose name is to be added to contacts.
Right click on the desired name and select Add to Contacts. Complete the information on the contact window. Click Save and Close; name and e-mail address is added to contacts.

Editing a Contact : Changing the content in the Contact information. Click on Contacts icon on the Navigation Pane or Folder List. Locate the desired contact, double click on that contact, and make desired changes Changing how the contact is filed. Click on Contacts on the Navigation Pane or Folder List. Locate the desired contact and double click on it. Contacts are filed by what is entered into the File as window; click in the File as window and enter desired text.
Deleting a Contact: Click on Contacts on the Navigation Pane or Folder List. Locate and click on the desired contact to be deleted. Click on the Delete button on the Tool Bar, or press the Delete key on the keyboard.
Creating Contact folders : (This is used to organize contacts) Click on File, choose Folder and select New Folder. Enter the name of the contact folder. Click on Contacts to highlight /select that folder. Click OK; folder is created in the Contact Folder.
Moving Contacts to a folder: Click on Contacts in the Navigation Pane. Spill the contents of the Contacts folder in the Folder List (to display the folders in the Contacts folder). Click and hold on the Contact to be moved, and drag to the desired folder in the Contacts folder list. Contact will appear in the desired folder.

Finding a Contact : Click in Type a contact to find window of the Tool Bar. Enter the name of a contact and press Enter.
Printing Contacts : Printing one contact: Enter name of a contact in the Type a Contact to find window of the Tool Bar and press Enter to display the desired contact. Click on File on the Menu Bar and select Print, and proceed with printing that contact.
Printing all contacts: Click on Contacts on the Outlook Bar. Click on File on the Menu Bar and select Print. Scroll through the Print style menu and click to highlight the one desired (choose one and click on Preview to see the results). Click on OK.
Sending a Message to a Contact : Click on Contacts on the Outlook Bar. Click on the desired contact. Click on New Message to Contact icon on the Tool Bar; a new message will appear addressed to desired contact.

Calendar : fully integrated with e-mail, contacts and other features
Viewing Options Click on Calendar on the Outlook Shortcut Bar. Viewing the Calendar: (use the view to control the amount of detail that appears on the screen) Click on View on the Menu Bar; select Current View, and choose: Day/Week/Month to view a month calendar. On the Tool Bar, click on: Today, to view the present day’s events. Day, to view a single day’s events. Work Week, to view M-F events. Week, to view the week + weekend events. Month, to view the month’s events.
Click on Day Clicking on a date in the small calendar will cause that date to appear to the left of the calendar. Use arrows on the top of the calendars to move the calendars to display different months.
To add or reduce the number of months showing: Move cursor to either the vertical or horizontal edge of the past/future months until parallel lines show. Click, hold and drag horizontal or vertical to add or reduce the number and layout of the months.
Calendar Configuration Options Click on Tools on the Menu Bar, select Options; click on Calendar Options.
Set work week options Select the check boxes next to the days of the week desired to show on the Work Week view Enter the general Start Time and End Time for your typical work day (the other times of the day will be in a darker shade) Change the background color. Click on Background Color and select the desired color.
Add Holidays Click on Add Holidays, click on desired country(s) and click OK. Click OK to return to Options screen.
Default Reminder: this automatically displays a reminder for calendar items If desired, click in box to remove the automatic reminders from appearing. Click on the time, and select the preferred time to be reminded. Click OK.
Calendar Entry Coloring: color code appointments and meetings Click Calendar Coloring icon on the Tool Bar. Click on Edit Labels. Enter the kind of entries to be associated with desired colors. Click OK.
Create an Appointment, Meeting or Event Click on New (or double click on the day and time for the new entry).
Enter the subject (this text will appear on the calendar). Enter the location. Enter the start date and time. Enter the end date and time. If this is an All Day Event, with no specified time, click in the box by All Day Event.
If the event extends over two or more days, like a vacation, set the End date for the last day. A banner will appear at the top of the day(s) on the calendar.
Select desired Reminder Remove check in Reminder box to eliminate the reminder. Select time prior to start time when reminder will appear. Color code entry Click on box next to Label. Select desired color/kind of entry.
For a recurring event: (event occurs regularly for a period of time) Click on Recurrence on the Tool Bar. Specify the Appointment time for all entries of this event. Select the recurrence pattern: Select Daily, Weekly, Monthly or Yearly. Enter the number of weeks. Select the day of the week. Identify the Start date and the End date for recurrence (selecting no end date will enter the entry forever on the calendar). Click OK.
Sending an Invitation (send an invitation to participants for this meeting event) Click on Invite Attendees… button on the Tool Bar; a new message with this calendar entry will appear. Address this message. Edit anything on this calendar entry to be sent; click Send.
Recipients of this invitation will have the option to click on buttons that indicate their preference: Accept the invitation. Tentative, giving tentative acceptance. Decline the invitation. Propose a new time for the meeting.
Clicking one of the above will send a response back to the originator of the invitation; responses will be tallied on the email for the originator of the invitation. Click Save and Close; entry will appear on the calendar.
Printing a Calendar Print a calendar will all entries Click on File on the Menu Bar and select Print. Select the desired Print Style. Click on Preview to see what it will look like.
If the month view is to be printed and weekends and/or tasks or notes are not desired, click on Page Setup and make sure that appropriate checkboxes are not checked. Click Close, and click Preview, or click OK. (Note: available Print Styles will vary depending on the calendar view showing when beginning this print process)
Print a blank calendar (create a new, blank, calendar “folder”, then print) Click on File on the Menu Bar, select New and choose Folder. Enter a name for this blank calendar. In the Folder Contains box, select Calendar Items. In the Select where to place the folder, click once on Calendar to highlight it. Click OK.
In the Folder List, click once on the new calendar folder just created (it will have NO entries). Click on File on the Menu Bar and select Print; continue with the printing process.

Public Folders

Public folders are used by project teams or user groups to share information. Folders can contain various items such as messages, calendars, contacts, tasks, journal entries, notes, forms, files, and postings.

Adding Items to your Personal Calendar from a Public Calendar

When you add a Public Folder calendar to your Favorites, you can view that calendar side-by-side with your own calendar and can easily copy items to your calendar.

Adding the All School Master Calendar to your Favorites

Click on the Folder List button in your Navigation Pane.

Scroll down until you find Public Folders.
Click on the + to open Public Folders

Click on the + to open All Public Folders

Scroll down to locate the All School Master Calendar.
Right click on the All School Master Calendar and select Add to Favorites.

Click on Add.
Open the Favorites folder in All Public Folders and open the calendar.

Copying Items from the All School Master Calendar to your Calendar

Click on the calendar button in your Navigation Pane.
Select the All School Master Calendar in Other Calendars.

To copy items to your own calendar, drag and drop. The 1 Day, 7 day or work week views are the easiest.