outlook2003

1 of 65 Microsoft Outlook 2003 Training Guide Updated 9.5.07

Outlook 2003 Microsoft

IT Training Services

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Outlook 2003

User Guide


Table of Contents Ms Outlook Today – Startup View ............................................................................................................................. 5

The Ms Outlook 2003 Window ...................................................................................................................................... 6

Elements of the Navigation Pane .................................................................................................................................. 7

Basic Functions in Outlook Mail ......................................................................................................................................... 8

Creating a Message ........................................................................................................................................................ 8

Attaching a file to your Message ................................................................................................................................... 9

Finding Addresses – Using The Global Address List ..................................................................................................... 10

Creating a Personal Outlook Address Book ................................................................................................................. 11

Enabling a Personal Outlook Address Book ................................................................................................................. 12

Reading new messages ................................................................................................................................................ 13

Previewing Messages ................................................................................................................................................... 13

Recalling Messages ...................................................................................................................................................... 13

To recall a message: ..................................................................................................................................................... 13

Creating Signatures ...................................................................................................................................................... 14

Managing Your Mailbox ............................................................................................................................................... 15

Quota Limits ................................................................................................................................................................. 15

Best‐Practices for Managing Your Mailbox .................................................................................................................. 15

Determining Your Mailbox Size ................................................................................................................................... 16

Creating Personal Folders in Microsoft Outlook 2003 ............................................................................................. 17

Archiving Your Mail ...................................................................................................................................................... 21

Setting a Reoccurring Appointment or Meeting...................................................................................................... 26

Arranging Your Calendar Views ................................................................................................................................... 30

Sharing Calendars ........................................................................................................................................................ 31

Opening a Shared Calendar ......................................................................................................................................... 32

Viewing Shared Calendars in the Review Pane ............................................................................................................ 33


Contacts in Outlook ..................................................................................................................................................... 34

Communicating with your contacts ............................................................................................................................. 34

Entering contact information ...................................................................................................................................... 34

Tasks ................................................................................................................................................................................ 35

Creating a new Task ..................................................................................................................................................... 35

Assigning a task to someone else ................................................................................................................................ 35

Accepting or Declining a Task Assignment .................................................................................................................. 36

Sharing Task Information with others ......................................................................................................................... 36

Opening Shared Tasks .................................................................................................................................................. 37

Notes ................................................................................................................................................................................ 38

Creating a Note ............................................................................................................................................................ 38

Change a Particular Note's Color ................................................................................................................................. 38

Sharing Notes ............................................................................................................................................................... 39

Opening Shared Notes ................................................................................................................................................. 39

Outlook Web Access (OWA) ............................................................................................................................................. 40

Internet Explorer Security ............................................................................................................................................ 40

How to Read your Mail over the Web ..................................................................................................................... 41

Using OWA to View, Send and Receive Email .......................................................................................................... 42

Appendix Appendix A ....................................................................................................................................................................... 47

Configuring an Exchange Account ................................................................................................................................... 47

Appendix B ....................................................................................................................................................................... 51

How Do I get my Current Email (Mirapoint) into Exchange?........................................................................................... 51

Appendix C ....................................................................................................................................................................... 58

Permanently move your CSUN email account from Mirapoint to Exchange 2007 ......................................................... 58

Appendix D ....................................................................................................................................................................... 59

Migrating Outlook Personal Calendars and Contacts to Exchange Using Outlook 2003............................................. 60


Appendix F ....................................................................................................................................................................... 62

For Non Outlook IMAP users ‐ ......................................................................................................................................... 62

Moving Mail Folders from an IMAP Email to Outlook ..................................................................................................... 62

Adding IMAP Mailbox in Outlook ............................................................................................................................ 62

For Non Outlook POP users ‐ ........................................................................................................................................... 62

Appendix G ...................................................................................................................................................................... 63

Moving Mail Folders from an E‐mail Account Connected via IMAP to Your Outlook Exchange E‐mail Account ............ 63

Introduction ................................................................................................................................................................. 63

Procedure .................................................................................................................................................................... 63

Moving Mail Folders to Your Exchange E‐mail Account in Outlook 2003 ....................................................................... 63

Ms Outlook Today – Startup View

The Outlook Today page provides a preview of your day. By using Outlook Today, you can see a summary of your appointments, a list of your tasks, and how many new e‐mail messages you have.

1. In the Navigation Pane, click the home icon Mailbox ‐ Your name.

Navigation Pane


The Ms Outlook 2003 Window

Menu Bar Standard Toolbar

View Pane

Navigation Pane

Reading Pane

• Menu Bar – Combine all tools for use with Outlook 2003

• Standard Toolbar – Contains shortcuts for standard Outlook 2003 actions

• Navigation Pane – Shortcuts to Folder List and all folders

• View Pane – Display the contents of the selected folder

• Reading Pane – Display the contents of the selected email without opening a separate window



E lements of the Navigation Pane

1. Mail: The main email area where user can read, compose, receive and send email

2. Calendar: View calendar and schedule appointments

3. Contacts: The contact list where names, email addresses,

phone numbers, and other information can be stored

4. Tasks: The task list where tasks can be created, sorted, tracked, and assigned to others

5. Notes: Electronic post‐able notes

6. Folder List: Displays all folders in a hierarchical format

7. Shortcuts: Displays Outlook shortcuts

1

2

3

4

5 6

7


Basic Functions in Outlook Mail

Creating a Message

1. From the File menu, point to New, and then click Mail Message. (Or click on the Mail shortcut on the Navigation

Pane, and then click on the New button from the toolbar) 2. Enter recipient names in the To: , Cc:, or Bcc: boxes.

• Separate names with a semicolon (;). • Click the To or the Cc button to select a names from a

list, such as Contacts or an address book. See figure at right.

3. In the Subject box, type the subject of the message. 4. In the message body, type the message.

5. Click the Send button.


Attaching a file to your Message

1. Create a message

2. Click the Insert File button.

3. Locate and select the file that you want to attach.

4. Click the Insert button. This will add the file to your email message.

5. Click the Send button to send your message.


Finding Addresses – Using the Global Address List What is the Global Address List (GAL)? The GAL is a list of all email addresses in the email system that is ‘Globally’ accessible by all email users.

• The GAL is found in the “Show Names from the:” field (See figure below) • It does not contain all addresses that you may setup on your own mailboxes for personal use or otherwise.

(See following page).

• The IT department can setup distribution groups (groups of email addresses) by department or project, whatever your business requires to be more productive and communicate better.

• Restrictions can even be placed on distribution

groups so only certain users are allowed to send to it. An example would be a policy by which only executives could send to the distribution group containing ‘all employees’.

• If you want to see the members of a distribution group, simply right‐click on one of the group lists and select ‘Properties’ and the properties window will appear,


Creating a Personal Outlook Address Book

1. If you’d like to create your own contact list that’s only searchable by you, right‐click on mailbox – “your

name” in the Navigation Panel and, select ‘New Folder’. (See figure below) 2. The Create New Folder dialog box opens (pictured below) 3. Enter the name of the folder, like ‘Personal Contacts’, 4. In the Folder contains: dropdown list, select ‘Contact Items’ 5. Click OK


Enabling a Personal Outlook Address Book

• Outlook does not automatically make a searchable address book out of a contact list that you create. create. • If you create your own contact list, you need to enable it to be searchable by: • If you create your own contact list, you need to enable it to be searchable by:

1. Right‐click on the contacts list. 1. Right‐click on the contacts list. 2. In the Personal Contacts Properties dialog box, Select the Outlook Address Book tab (See figure

below) 2. In the Personal Contacts Properties dialog box, Select the Outlook Address Book tab (See figure

below) 3. Check the box ‘Show this folder as an e‐mail Address Book’. (See figure below) 3. Check the box ‘Show this folder as an e‐mail Address Book’. (See figure below) 4. Click OK 4. Click OK

5. Now when you click the ‘To:’ buttons, your contact 5. Now when you click the ‘To:’ buttons, your contact list will be one of the options to select an address list will be one of the options to select an address from. (See figure at right) from. (See figure at right)


Reading new messages

1. To read a mail message in a separate window, first expand the mail Inbox folder on the Navigation Pane , then click the Inbox folder shortcut.

2. In the message list, double click the message you want to read.

3. To close the message, click the button in the upper‐right corner of the message window.

Previewing Messages To preview a message without opening the message in a separate window:

1. Click once on the message. 2. It will be displayed in the Reading Pane. 3. If the Reading Pane is turned off, select Reading

Pane from the View menu 4. Select Right or Bottom from the list. See figure at

right)

Recalling Messages This feature helps to stop an Outlook 2003 message from being delivered and read. There may be times where you send an e‐mail message and quickly realize you didn't mean to send the message, or you noticed an error in the e‐mail that needs to be fixed. Outlook 2003 has an option to recall messages, yet there are several caveats:

1. The recipient must also be using Outlook 2003. 2. Recall will not work if recipients have already read the message. 3. An e‐mail server may accept message recall yet it may still store an old copy of the message for archiving.

To recall a message: 1. From Outlook 2003, open the Sent Items folder. 2. Double‐click the e‐mail you wish to recall, opening it in a new window. 3. Select Actions and Recall this message. 4. Choose to either Delete unread copies of this message or Delete unread copies and replace with a new

message. 5. Check or uncheck Tell me if recall succeeds or fails for each recipient as desired. 6. Click OK. 7. If you chose to replace the e‐mail, enter in your new message and send it.


Creating Signatures You can create custom signatures for different types of audiences.

1. On the Tools menu, click Options, and then click the Mail Format tab.

2. Under the Signature, click Signatures… . 3. Click New… button. 4. Enter a name for your new signature and Click Next. 5. Enter your information and format your signature. 6. Click Finish. 7. Click OK. 8. At the Mail Format tab, select the Signature that you want to attach to your email. 9. Click OK.

Randy Smith

CSU, Northridge

(818) 677‐0000


Managing Outlook

Managing Your Mailbox Managing your mailbox is very important to make the best use of your email and to help maximize campus resources.

• Your mail should be reviewed on a daily basis • Mail that is not needed should be deleted • Mail that you wish to save should be moved to local folders organized according to topic.

Quota Limits The University has set quota limits at 500mb for staff. While this quota limit is higher than previously, in Outlook Exchange, your quota includes not only email, but contacts, calendaring and voice messages as well. It is a good idea to keep your mail’s inbox reduced to the absolute minimum necessary to perform your job. Keeping your inbox minimized helps performance for all mail users.

BestPractices for Managing Your Mailbox

1. Organize your email by creating organized folders by customer, project or some system that is meaningful for you.

2. Move items from your inbox and sent items to your organized folders DAILY. Email becomes too cumbersome if it is not managed a little each day.

** Note ** Once mail is moved to local folders, it is no longer

available to view via OWA – the Outlook Web Access view.

3. Clean out your deleted items. The deleted items folder is not meant to

be a storage cabinet.

Here’s an example of one way to organize your email. • Create a folder for internal business, customers, vendors, etc. See

example at right.

• Insert a special character like ‘%’ as part of the name for folders you want displayed at the top regardless of the spelling. See example at right.


Determining Your Mailbox Size

To check to see how much of your quota is being used at any given time you can follow the instructions below.

1. Right‐click on ‘Mailbox – your name’, select ‘Properties’, then on the General Tab, click the ‘Folder Size’

button . 2. The total size (including subfolders) is displayed in KB (Kilobytes). Divide the KB total by 100 to determine the

size in MB (Megabytes). The example below is 521MB, or roughly ½ a GB (Gigabyte). ** NOTE ** The total size of your mailbox is made up of all items, not just mail messages. This includes Contacts, calendar items, phone voice mail messages, as well as email messages. All folders in the Mailbox use space.

Randy Smith


Creating Personal Folders in Microsoft Outlook 2003

Personal folders provide many benefits. Some of these include:

• Allowing you to create back‐up copies of your e‐mail on your hard drive. • Enabling you to move e‐mails to your hard drive to avoid exceeding your disk quota on the CSUN Exchange

server.

Choose which type of Personal Folder is right for you

• Create a Personal Folder to transfer individual e‐mail messages onto your local hard drive. • Create a Personal Folder to make a copy of your entire email account including messages, contacts, and

calendar events.

Saving individual items into a Personal Folder

Note: Before creating Personal Folders, remember you can only access Personal Folders when using your personal computer. They will not be available through the Web. If you remove a message from the Exchange Server and place it in your Personal Folders, that will be the only copy.

Creating your Personal Folder (.pst file).

1. Open Outlook and click on the File Menu. 2. Select Data File Management. (see figure below)


3. The Outlook Data Files dialog box appears as seen in the figure below

4. Click the Add button. 5. The New Outlook Data File dialog box

appears. (See figure at below) 6. Select Personal Folders File from the

Types of Storage list 7. Press OK.

1. Create or open Outlook Data File window appears. (See figure below)

2. Type a name for your Personal Folder in the File Name box

3. Click OK 4. The Create MS Personal Folder window appears. 5. Type a more descriptive name for your Personal

Folders in this Name box. This name will appear on your Outlook screen.

6. Click OK.


14. Check to see if the Personal Folder appears in the Outlook Data Files window. (see figure below on the left)

15. Click Close. 16. Your personal folder will now appear in your list of Outlook folders. If you do not see this list, click

the View menu and select Folder List. (see figure below on right)

Moving your messages into your newly created folder

You may move your messages into your newly created folder by:

1. Select the message(s) with the mouse and drag them to your personal folder.

• To select more than one message at once, hold down the Ctrl key and click several messages. Or, hold down the Shift key and click the first and last messages in a series.

2. Right click on the messages, groups of messages, or mail folder and select move to folder, then select your newly created personal folder.


Junk EMail Filter

The E‐mail Filter is designed to work with other Outlook 2003 features to help prevent many of the unwanted e‐mail messages that you receive every day. It uses continually updated spam lists to evaluate whether a message should be treated as junk e‐mail based on several factors, such as the time it was sent and the content of the message.

• The filter does not single out any particular sender or type of message; it is based on the content of the message in general and uses analysis of the structure of the message to determine the probability that it is junk e‐mail.

• By default, this filter is set to a low setting that is designed to catch the most obvious junk e‐mail. Any message that is caught by the filter is moved to a special Junk E‐mail folder, where you can retrieve or review it at a later time.

**NOTE** Junk mail filtering under Options should normally be set to Low, although it is possible that more spam and junk e‐mail may be caught with a High setting level . However, this requires the user to actively monitor their Junk E‐mail folder, to catch wanted mail incorrectly label spam or junk.

• Add message senders to the Safe Senders List so that their messages will never be treated as junk e‐mail.

• Contacts are automatically trusted by default, so messages from people in your Contacts folder will also never be treated as junk e‐mail.

• You can configure Outlook to only accept messages from the Safe Senders List, giving you total control over which messages reach your Inbox.

• You can easily block messages from a certain e‐mail address or domain name by adding the sender to the Blocked Senders List.

• If you belong to a mailing list, you can add the address for the list to your Safe Recipients List so that messages sent to the mailing list will not be treated as junk e‐mail.

• In addition, if you are using a Microsoft Exchange Server e-mail account, messages from within your organization will never be treated as junk e-mail, regardless of the content of the message.

To access the Junk Email Filter: 1. From the Tools menu, select Options 2. Select the Preference Tab 3. Select the Junk Email Button 4. The Junk E‐mail Options dialog box opens. 5. Select the Level of junk e‐mail protection you want.


Archiving Your Mail

It is a good idea to archive mail on a periodic basis. You can archive your mail once you have a location to store the mail and an archive data file configured in Outlook.

There are a couple ways to do it.

1. Manually move mail messages from your mailbox to the Archive.PST folder.

2. Setup Outlook to automatically archive old items on a scheduled basis.

a. On the Navigation Pane, click Folder’s List b. Right‐click the folder you want to specify settings for, and then

click Properties on the shortcut menu (See Figure to right). c. In the Inbox Properties dialog box, click the AutoArchive tab. d. Specify whether you want to archive this folder and if so,

whether to use the default AutoArchive settings or your own settings (See Figure to below).


Using Microsoft 2003 Calendar features The Calendar Window


Creating or Scheduling a New Calendar Item or Appointment To create or schedule a new calendar item:

1. Click the New icon on the toolbar.

2. The New Appointment Dialog Box appears ( see figure below)

3. In the Subject field box enter the Subject or Title.

4. In the Location field box, enter the location for the meeting.

5. Enter start and end times in the appropriate boxes.

6. If you would like to set a reminder notification for this event, select the reminder box and select appropriate time notification in the field to the right.

7. Select any other option you want.

8. In the test box located below the reminder field, type a text description of the appointment.


To Create or Schedule a Meeting Request and Invite Attendees:

1. Click the down arrow on new icon on the toolbar.

2. Select Meeting Request

3. The New Appointment Dialog Box appears ( see figure below)

4. In the To field, click the To button to display the Select Attendees and Resources dialog box. OR select the Invite Attendees button located on the toolbar. (see figure below)

Contact List display window

5. In the Show Names from the: field use the drop down arrow to select the appropriate contacts list.

6. Select the Name from the display window.

7. Click the Required button, to make that contact a required attendee.

8. Click OK, once finished with adding your attendees.

9. On the Meetings display window, in the Subject field box, enter the Subject or Title. (see Figure on previous page)

10. In the Location field box, enter the location for the meeting.

11. Enter start and end times in the appropriate boxes.


12. To verify if your attendees are available, select the Scheduling tab. (see Figure below)

13. Select a time when all invitees are available, or click the AutoPick Next button to have Outlook find the

next available time for all invites. 14. If you would like to set a reminder notification for this event, select the reminder box and select

appropriate time notification in the field to the right. (see Figure on previous page)

15. Select any other option you want.

16. In the text box located below the reminder field, type a text description of the appointment.

17. Click the Send button to save the appointment/invitation.


Setting a Reoccurring Appointment or Meeting

To make the appointment or meeting reoccur:

1. Click the Recurrence button, on the action menu. (see Figure below)

2. Under the Recurrence pattern category, Select the appropriate pattern. (see Figure below) 3. Under the Range of recurrence, select the appropriate range. 4. Click ‘Ok’ to save these options.


Organizing Appointments Using Labels

Outlook allows you the option to color code your meetings and appointments on your calendar. Using color‐coded labels is a good way to visually organize yourself.

To add a label to a meeting,

1. Select the meeting 2. Click the label list on the standard toolbar 3. Choose the label you want by color or category 4. The Edit Labels option on the list, allows you to customize the labels.

Label List

Edit Labels Option


Assign Categories to Appointments, Events, or Contacts

It's easy to assign categories to calendar items. To assign categories to a calendar item:

1. Create a new calendar item, and on the Appointment tab, click Categories.

2. In the Categories dialog box, select one or more categories. (see Figure below)

3. If the category you want isn't listed, in the Item(s) belong to these categories box, type a name for the category and then click Add to List.

4. Click OK when you've selected all the categories for the item.

5. Click Save and Close to save the item.

You can also assign categories to existing items. Just right‐click the item in Calendar and then click Categories on the context menu. Select the categories that you want, and then click OK.

Customize Categories and Labels

Outlook includes a defined set of categories and labels. However, you're not locked into using only the categories provided — you can add your own categories and remove existing categories that you don't want.

You can customize the label text that's associated with each color. However, currently you can't change or add colors for the 10 default labels.

To customize categories:

1. In Calendar, click any item to select it.

2. On the Edit menu, click Categories.

3. Click Master Category List.

4. Type a new category, and then click Add.

5. Repeat step 4 to add other new categories.

To delete a category, click the category in the Master Category List and then click Delete. (Note that you can't change an existing category, but you can delete it and add a new one in its place. Deleting a category deletes it only from the Master Category List. Any existing items that are assigned to that deleted category will still keep their assignments to the category.)


Outlook Calendar symbols

In the Outlook calendar, symbols represent some of the features associated with meetings or appointments. The following is a list of the symbols you might see.

Symbol Meaning

Recurring item This symbol represents an appointment or meeting that recurs on a specified scheduled. To create recurring meetings, see Make an appointment or meeting recurring.

Exception to recurring item This symbol represents an item, such as an appointment or meeting, that recurs on a specified schedule; however, this one instance is different — or an exception — from the usual pattern of the recurrence. To change recurrences, see Change an appointment, event, or meeting.

Data conflict A conflict exists between the data on your local computer and the Microsoft Exchange Server. To resolve the conflict, open the item and follow the instructions shown on your screen.

Start time of an appointment or meeting Most commonly seen with multi-day items in the Week or Month views where a specific start and end time have been set. The time shown in the symbol matches the start time of the item. You can also change numeric times to a clock symbol in the Week and Month views.

End time of an appointment or meeting Most commonly seen with multi-day items in the Week or Month views where a specific start and end time have been set. The time shown in the symbol matches the end time of the item. You can also change numeric times to a clock symbol in the Week and Month views.

Scheduled meeting A meeting with one or more people is scheduled.

Private item If you share your calendar information with other people using Microsoft Exchange or are publishing calendar items to a Web site, marking items private prevents details such as subjects, notes, or location from appearing. For more information, see Make an appointment or meeting private.

A reminder is associated with this item Reminders can be added to appointments or meetings to give you advance notice of a pending event. For more information, see Set or remove a reminder.

A Meeting Workspace is associated with this item For more information, see About Meeting Workspaces.

A file attachment is associated with this item For more information, see Open an attachment.

More items There are more items than can be shown in the current view.

http://office.microsoft.com/search/redir.aspx?AssetID=HP052426911033&CTT=5&Origin=HA011189151033













Arranging Your Calendar Views Choose a Calendar View

There are 4 different ways to view the calendar. This makes it easy to find and view your availability, appointments etc. The options are:

1) Day ‐ Shows the events for one (1) particular day 2) Work Week – Shows the 5 day work week. (Work Week can be changed in Calendar Options). 3) Week – Shows a 7 day week 4) Month – Shows the entire month

To return to today's schedule click on Today.

1. To select a view option, Click one of the options available on the toolbar. (See figure below)

Increase or Decrease Size of Calendar

1. To increase or decrease the size of your calendar, move the mouse to the left or right border of the calendar.

2. Click on the border and while holding down on the mouse button, drag the border to the left or the right.

Select a Specific Date

1. To select a specific date, Click on the date in the small calendar. The small calendar is on the upper right of the window. (see figure below)

2. To move to the previous or next month Click on the Left or Right arrow in the blue bar by the month name. (see figure below)

* More information on Arranging Your Calendar Work Space can be found at the http://office.microsoft.com/en‐us/training/CR061832721033.aspx


Sharing Calendars Calendars can be shared or proxy in Outlook exchange. There are several permission level options to choose from. Permission levels are granted to individuals.

To share you calendar with others:

1. Click the Folder List button in the Navigation Pane.

2. In the Folder List, Right click the Calendar folder.

3. Select Sharing from the pop‐up menu.

4. Select the Permissions tab.

5. Click the Add… button .

6. In the Add Users dialog box, in the Type Name or Select from List box, enter the name of the person whom you want to grant sharing permissions to.

7. Under Add Users, click the Add button,

8. Click OK.

9. In the Name box, click the name of the person you just added.

10. Under Permissions, in the Permission Level list, click the permission level that you want.


With this permission level

(or role) You can

Owner Create, read, modify, and delete all items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)

Publishing Editor Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)

Editor Create, read, modify, and delete all items and files.

Publishing Author Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.)

Author Create and read items and files, and modify and delete items and files you create.

Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)

Reviewer Read items and files only.

Custom Perform activities defined by the folder owner. (Does not apply to delegates.)

None You have no permission. You can't open the folder.

Note * With author or editor permissions, a delegate has send-on-behalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of box and the delegate's name in the From box.

Opening a Shared Calendar Up to 30 calendars can be viewed side‐by‐side in the Calendar view. You must open a shared calendar before you can view it.

Follow these steps:

1. Click the Calendar shortcut from the Navigation Pane.

2. Click Open a Shared Calendar.

3. Click the Name… button to select the person's name from the address book or type the name in the Name box.

4. The new calendar will appear to the side of any calendar already in the view.


Viewing Shared Calendars in the Review Pane Once shared privileges are placed on a calendar, that calendar can be easily viewed.

1. Using the calendar pane at the left, check the appropriate box next to the calendar you wish to view.

2. It will display your calendar next to the person’s selected. (see figure below)

3. In the calendar pane at the left, check only the boxes of those calendars you wish to view. Deselect those you do not wish to view.

** NOTE ** For information on Calendar and Schedule visit :

http://office.microsoft.com/en‐us/outlook/CH062556101033.aspx


Contacts in Outlook

The Contacts folder is your e‐mail address book and information storage for the people and businesses you want to

communicate with. 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.

Communicating with your contacts

From a contact in your contact list, you can click a button or menu command to have Microsoft Outlook address a

meeting request, e‐mail message, or task request to the contact. You can link any Outlook item or Microsoft Office

document to a contact to help you track your activities associated with the contact.

Entering contact information

When you enter a name or address for a contact, Outlook separates the name or address into parts and puts each

part in a separate field. You can sort, group, or filter contacts by any part of the name or any part of the address you

want. You can file contact information under a last name, first name, company name, nickname, or any word that

helps you find the contact quickly.

You can enter up to three addresses for each contact. Designate one address as the mailing address.

1. Enter the full name of the contact ( First name and last name) in the Full Name field.

2. Enter appropriate information in the Job title and Company fields.

3. Under the Phone Numbers category, enter the various phone numbers for your contact.

4. Under the Addresses field, enter a business address or use the drop down arrow next to this field to change the option to a home address.

5. In the Email field enter the contact email address. Use the drop down arrow on this field to designate up to 3 email address.

6. Click on the Categories button to set a category for your contact.

7. Click Save and Close to Save the newly created contact.


Tasks A task is a personal or work‐related errand you want to track through completion.

- A task can occur once or repeatedly.

- A recurring task can repeat at regular intervals or repeat based on the date you mark the task complete. For example, you might want to send a status report to your manager on the last Friday of every month, and get a haircut when one month has passed since your last haircut.

Creating a new Task

1. Click the File drop down menu, 2. Point to New, 3. Click Task. 4. Click the Subject box 5. Type subject name. 6. Select Due Date & Start Date fields and select the appropriate dates. 7. Set the Status & Priority of the task by selecting the drop down arrow in this field and choosing the

appropriate selection. 8. In the body of the task, type instructions or information about the task.

9. Click Save and Close to save the task.

Assigning a task to someone else

Sample email message of a task assigned

1. Click the File drop down menu,

2. Point to New,

3. Click Task Request.

4. In the To box, enter the name of the person you

want to assign the task to.

- To select the name from a list, click the To

button.

5. Click the Subject box and type subject name.

6. Select Due Date & Start Date fields and select the

appropriate dates.

7. Set the Status & Priority of the task by selecting

the drop down arrow in this field and choosing the

appropriate selection.

8. In the body of the task, type instructions or

information about the task.


9. To keep track of this task, select or clear the Keep an updated copy of this task on my task list check box and the Send me a status report when this task is complete check box.

10. If you want the task to repeat, click the Recurrence button from the toolbar and select the options you want, then click OK.

11. Click the Send button to assign your task.

Accepting or Declining a Task Assignment 1. Open the task or task requests.

2. Click the Accept button or Decline button.

3. Click either Edit the response before sending (type your comment in the message, and then click Send), or Send the response now. (See Figure at Right)

Sharing Task Information with others This feature requires you to be using a Microsoft Exchange Server e‐mail account.

1. Click the Tasks button in the Navigation Pane. 2. Under the shortcut folder, right click on the Tasks button and select Sharing… from the pop‐up menu. 3. Select the Permissions tab.

4. Click the Add… button. 5. In the Add Users dialog box, in the Type Name or Select from List box, enter the name of the person whom

you want to grant sharing permissions to.

6. Under Add Users, click the Add button , and then click OK. 7. In the Name box, click the name of the person you just added. 8. Under Permissions, in the Permission Level list, click the permission level that you want.

For details about permission levels, see information on permissions below.


Permission Levels Defined This feature requires you to use a Microsoft Exchange Server e‐mail account.

If your administrator has set up a public folder, you may have permission to use some or all of the folders within the public folder. If someone has shared one of their private folders with you or designated you as a delegate (delegate: Someone granted permission to open another person's folders, create items, and respond to requests for that person. The person granting delegate permission determines the folders the delegate can access and the changes the delegate can make.) for that folder, then you have permission to perform certain activities in that folder. The extent of the activities you can perform in a public folder, shared private folder, or folder you are a delegate for, depends on your role (or combination of permissions) in that folder, as described next.

With this permission level

(or role) You can

Owner

Create, read, modify, and delete all items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)

Publishing Editor Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)

Editor Create, read, modify, and delete all items and files.

Publishing Author Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.)

Author Create and read items and files, and modify and delete items and files you create.

Contributor Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)

Reviewer Read items and files only.

Custom Perform activities defined by the folder owner. (Does not apply to delegates.)

None You have no permission. You can't open the folder.

Note With author or editor permissions, a delegate has send-on-behalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of box and the delegate's name in the From box.

Opening Shared Tasks

1. Click the Tasks button in the Navigation Pane.

2. Click Open Shared Tasks 3. Click the Name button and select the person's name from the address book. 4. Click OK. 5. Click shared tasks under the Other Tasks.


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

Creating a Note

1. Click File menu, point to New, and then click Note. 2. Type the text of the note. 3. To close the note, click the note icon in the upper‐left corner of the Note window, and then click Close.

Tip: You can leave the note open while you work. When you change the note, the changes are saved automatically.

Change a Particular Note's Color It's simple to change the color of an Outlook 2003 Note from yellow to green, blue, pink, or white.

1. Open the Note. 2. Click on the top‐left note icon. Select "Color", then your note color from the popup window. 3. If you are in the "Notes" view inside Outlook 2003, right‐click on a note. Select "Color", then your note color

from the popup window.


Sharing Notes

1. Click Notes in the Navigation Pane.

2. Under the shortcut folder, right click on the Notes shortcut and select Sharing… from the pop‐up menu.

3. Select the Permissions tab.

4. Click the Add… button. 5. In the Add Users dialog box, in the Type Name or Select from List box, enter the name of the

person whom you want to grant sharing permissions to.

6. Under Add Users, click the Add button, and then click OK. 7. In the Name box, click the name of the person you just added. 8. Under Permissions, in the Permission Level list, click the permission level that you want.

Opening Shared Notes

1. Click Notes in the Navigation Pane. 2. Click Open Shared Notes… 3. Click the Name… button and select the name

of the person who allowed you to see his/her notes.

4. Click OK.


Outlook Web Access (OWA) OWA is used to access your mail over the internet, from home or any other web‐enabled computer using just a web browser. Not all Outlook functionality is available using OWA, but the majority of basic functions are there. The recommended browser for accessing OWA is Internet Explorer. Using this browser will ensure that you will have access to all of the features that OWA offers.

Internet Explorer Security When using Internet Explorer as your browser you will need to add this website to your ‘Trusted sites’ list in Internet Explorer and install an ‘Active‐X’ prompt as pop‐ups are used by OWA.

1. In IE, from the ‘Tools’ menu select Internet Option, then select the ’Security’ tab

2. Click on Trusted Sites

3. Click the Sites button.

4. The trusted sites dialog box opens. (See figure below)

5. Enter URL https://www.csun.edu/webmail in the Add this website to the zone field

6. Click the ‘Add’ button.

7. Click Close


How to Read your Mail over the Web

1. Type this URL in your web browser: www.csun.edu/webmail 2. The Email System page will appear. (see figure below) 3. As an Outlook user, select the CLICK HERE TO LOG IN button on the right. 4. The Outlook Office Web Access Log in screen appears. (See figure at bottom) 5. Login using your CSUN user ID and password.


Using OWA to View, Send and Receive Email You will see a window that looks similar to Outlook 2003. As you will notice, the shortcuts to Calendar and other tasks looks the same as Outlook. (See figure below)

1. To create a new message, click the New button.

2. On the new message window, click the To button to get the Find Names – Webpage Dialog box.

3. You have the ability to search the GAL, but the drop‐down is not available as it appears in full Outlook.


Enter the Last name of the person in the search field

Select the Address Book to Search To find a name in the GAL:

1. Select the Address Book to Search. (See figure at right)

2. Enter the Last name of the person in the search field. (pictured at right)

3. Select Enter on your keyboard 4. Click to “To” button to have

the name appear in the Message recipients field.

5. Click OK 6. The Untitled Message window

appears. 7. Continue with filling out the

subject line and input your message. Click OK once

Message recipients field is populated 8. Click the Send button to Send the message.

9. To attach a file using OWA, click the

‘Attachments’ button , Navigate to the file you want to attach (see figure at left) using the ‘Browse’ button.

10. Once you’ve found a file, you must click the ‘Attach’ button and ‘Close’. (see figure below)


Using OWA to View and Create Calendaring Appointments OWA offers many features, including access to your Email, Calendar, Contacts and Tasks from any machine that has internet connectivity and a browser. If you use the Outlook 2003 client in the office and OWA from home, you will notice that not only can you view your email from home, but your Calendar, Contacts and Tasks are all accessible to you from your home computer using OWA!

• The OWA Calendar allows you to create and track appointments. You can also organize and schedule meetings with co‐workers, update or modify the information (time, location, attendees) as required.

• The OWA Calendar has many of the same options as Outlook 2003. By using the Calendar toolbar, you can choose those options you want. You can view existing appointments and meetings or create new ones.

• When you use Calendar to keep track of your meetings and appointments, co‐workers can check your availability for their own scheduling purposes (they CANNOT see the details of your appointments – only that you are “BUSY”, “OUT OF THE OFFICE”, or “FREE”).

Here is a brief overview of the toolbars and buttons found in the calendar folder.

The OWA Calendar window

(The OWA Calendar Action Bar)

Click this button to schedule a meeting or set up an appointment.

Click here to print items from the calendar.

Click here to delete items from your calendar. BE SURE you have the item selected before you click delete. You WILL NOT get a prompt asking if you are sure that you want to delete something.

Click here to go to today in the calendar.

Click here to switch to daily view.

Click here to switch to weekly view.

Click here to switch to monthly view.

Click here to search for items in the calendar.

Click here to view reminders of upcoming meetings or appointments


Using OWA to View and Create Contacts

The OWA Contacts allows you to view your existing contact list. You can also create new contacts and add them to your list. If you are saving your contacts in a Personal Address Book and not Contacts, then you will not be able to view them. These are saved to your C: drive of your computer and not the server.

NOTE: To print contact information the contact must be opened. To open a contact, double‐click on the contact name.

Here is a brief overview of the toolbars and buttons found in the contact folder.

Click here to create a new contact.

Click on the arrows to move forward and backward in your contacts.

Click on the arrow next to the word Address Cards to change the way you view your contacts.

DELETED ITEMS The Deleted Items folder stores contacts, emails and/or appointments that you delete. You can view these items in the Deleted Items folder. Once you delete items from this folder, they will be PERMANENTLY removed from your mailbox. Provided below is a brief overview of buttons unique to the Deleted Items folder.

Click here to empty the deleted items folder.

Click here to recover deleted items.


Using OWA for Tasks TASKS The Tasks folder provides access to your Outlook tasks. In the OWA version of the Tasks folder you can only assign a task to yourself and view any other tasks already created. Here is a brief overview of the toolbars and buttons found in the Tasks folders.

Click here to create a new task.


Appendix A

Configuring an Exchange Account

We strongly recommend that you check with your exchange deployment tech member prior to implementing this process, as they may have already set you up or will be assisting you in this process.

Setting up an Exchange Account

** Note** An Exchange account must have been created for you before you can configure your copy of Outlook.

1. Open your Control Panel option and choose the Mail control panel

2. Select “Add a new e‐mail account” and click next (see figure below)

3. Select Microsoft Exchange Server and click Next.


4. Enter “exchange.csun.edu” for the Microsoft Exchange Server.

5. Check the “Use Cached Exchange Mode” box.

6. Enter your UID in the “User Name” section.

7. You will receive this warning. Select “Yes”.

8. Launch the Outlook application from your Start menu

9. From the Tools menu, Select Options.

10. The Options dialog box will appear. (See figure on next page)


11. Select the “Mail Setup” tab and click on “E‐mail Accounts”

12. Select “View or change existing e‐mail accounts” and click on “Next”.

13. The E mail Accounts dialog box appears (See figure below)


14. Highlight Microsoft Exchange Server.

15. In the “Deliver new e‐mail to the following location” drop down, select your “Mailbox – (name)” option.

16. Click on the “Set as Default” button to make Exchange your default mail account. This will default all your send mail to go out via Exchange.

You can verify that this is set correctly by creating a new mail message from Outlook and selecting the “Accounts” drop down from the tool bar. It should confirm which account you are sending mail from. You can override the default with this option for testing purposes. Once you select a send account from the list, you will also get a confirmation message hi‐lighted in gray above the “To” field.

Once you’re Exchange Account has been set up, proceed to Appendix B for Step 2 in completing your exchange conversion.


Appendix B

How Do I get my Current Email (Mirapoint) into Exchange?

Step 1: Subscribe to all folders in your IMAP 1. Open Outlook

2. From the Tools menu, select IMAP Folders

3. The IMAP Folders dialog box opens (see figure below)

4. Select the Query button

5. Click on the All tab

6. Scroll through and select each file in the list that you

want to show in your exchange mailbox OR hold the shift key down to select multiple files at a

time.

7. Select the Subscribe button after each selection.

8. Select the Subscribe Tab now

9. Scroll through to make sure that all folders have been subscribed to. If you see a file that does

not have a file folder next to it, select it

and click the subscribe button.

10. Click OK


Step 2: Download all folders in your IMAP

1. From the Tools menu, select Options. 2. The Options dialog window appears (see figure at

right) 3. Click on Mail Setup tab 4. Click the Send/Receive button. 5. The Send/Receive Groups dialog window appears.

See figure below 6. Click on the Edit button.

Accounts Field,

select your IMAP account

7. The Send/Receive Settings – All Accounts dialog window appears. (see figure at right)

8. Under the Accounts field on the far left of this window, Select your IMAP account. Your IMAP account may be labeled as imap.csun.edu or it may have your name. (see samples at right)

Be sure that the Download complete item including attachments button is selected

9. Scroll through the Folders Options field and select every file. (be sure each file has a check mark) See sample at right.

Folder Options field

10. Next, Click on the Download complete item including attachments radio button.

11. Click OK


Step 3: Export the Folders

1. From the File menu, select Import and Export…

2. The Import and Export Wizard dialog window appears. (see figure at right)

3. Choose “Export to a file”

4. Click Next.

5. The Export to a file wizard window appears.

6. Choose “Personal Folder File (.pst)”

7. Click Next.

8. The “Export Personal Folders” wizard window appears.

9. Select your IMAP top level folder. It may be labeled “imap.csun.edu” or it may have your “[email protected]” (as pictured in figure at right below).

10. Click the radio box to select “Include subfolders”

11. Click on Next.

12. The last Export Personal Folders wizard window will appear. (see figure on next page)

13. Complete the process by selecting the Finish button. The PST file is stored at C:\Documents and Settings\User’s Profile\Local Settings\Application Data\Microsoft\Outlook\backup.pst)

14. Choose No Encryption and click on OK.

Step 4: Import the Folders

1. From the File menu, Select Import and Export.

2. The Import and Export Wizard window will appear. (see figure at right)

3. Select “Import from another program or file”

4. Click Next.


5. The Import a File wizard window appears.

6. Scroll through the Select file type to import from: field and click “Personal Folder File (.pst)”

7. Click Next.

8. The Import Personal Folders Wizard window appears (see figure at right below)

9. Select the drop down arrow under the “Import items into the same folder in: field.

10. Scroll up and select the Mailbox – Your name

11. Click Finish.


Step 5: Filter Rule for Outlook IMAP users

1. Select your inbox under the IMAP folder hierarchy within Outlook 2. From the Tools menu, select Rules and Alerts 3. The Rules and Alerts dialog window opens 4. Select New Rule

5. Select the Start from a blank rule radio button.

6. Under Step 1: Select when messages should be checked field, Select Check messages when they arrive.

7. Click Next 8. The Rules Wizard window appears (see figure

at right) 9. Scroll down in Step 1: Select Condition Field,

and Check the box corresponding to "on this machine only"

10. Click Next 11. The next Rules Wizard dialog box appears. See

figure on next page.


12. Select the box corresponding to "move it to the specified folder". (see figure below)

13. Within the 'Step 2' section, click 'specified' 14. A Rules and Alerts dialog window will appear. (see figure above) 15. Select the Inbox from within your new Exchange

mailbox hierarchy ‐ this may be the topmost inbox on the list of presented account folders.

16. Click OK 17. Click Next 18. Click Next again 19. In the final Rules Wizard dialog box (pictured at

right) Check the box "Run this rule now on messages already in "Inbox"

20. Click Finish Once you have completed Steps 1 – 5 in Appendix B proceed to Appendix C for the next Step in completing your exchange conversion.


Appendix C

Permanently move your CSUN email account from Mirapoint to Exchange 2007 This is the final step in the migration process.

1. In your browser address field type in this URL https://exchangeweb.csun.edu/migrate/

2. Follow steps 1 – 5 indicated on the Migration wizard page. (see figure below)

3. Once step 5 is complete and you have clicked the Migrate Mailbox button proceed to Appendix D

** CAUTION ** Do not delete your Mirapoint IMAP account until at least 15 minutes after you click the option on the new web site to switch your email.


https://exchangeweb.csun.edu/migrate/

Appendix D

Removing a Mirapoint IMAP Account from Your Exchange Email Account in Outlook 2003

1. Select the Tools menu, and click E‐mail Accounts. 2. Select View or change existing e‐mail accounts, and click Next. 3. In the E‐mail Accounts window, select the non‐UW account, and click Remove.

When asked if you want to remove this account, click Yes. In the E‐mail Accounts window, click Finish.


Appendix E

Migrating Outlook Personal Calendars and Contacts to Exchange Using Outlook 2003 If you are a current Outlook user for calendaring and contacts your calendar and contact information can be imported into the Outlook 2003 Exchange environment by following the steps below. There is not need to re‐input your calendar and contact information in the Outlook 2003 Exchange

1. Open Outlook 2. From the File menu, select Import and Export. 3. The Import and Export Wizard will open and

begin to take you step by step through the process. (see Figure at right)

4. Select Export to a file and click on Next. 5. The Export to a File window in the wizard

process will open. (see figure below) 6. Select Personal Folder File (.pst) and click Next.

7. The Export Personal Folders window in the wizard process will open. (see figure at right)

8. Select the Calendar folder from your personal folders and click Next.

9. The Export Personal Folders window appears as seen at right.

10. Using the Browse button, Set your file name and path for the exported file in the Save exported file as field. Make sure you make it something unique so it does not overwrite your real personal folder file!


11. Click Finish

12. Now again, select File from the menu bar,

13. Select Import and Export.

14. The Import and Export Wizard will open. (see Figure below)

15. This time select Import from another program or file.

16. Select Personal Folder File (.pst) and click Next.

The Import Personal Folders Wizard window appears. (see Figure below)

18. Enter the file name and path of the export file you created and click Next.

19. The Import Personal Folders wizard window appears. (See Figure below)

20. Select the Calendar folder from your backup file and click Finish.

** NOTE ** Steps 1 – 20 must be repeated for each calendar you want to import into Outlook 2003 exchange.

** NOTE ** Repeat all the above steps for your contacts as well, selecting your contacts folders instead of your calendar folders.


Appendix F For Non Outlook IMAP users

Moving Mail Folders from an IMAP Email to Outlook

Adding IMAP Mailbox in Outlook

1. Pull down the Tools menu and select E‐mail Accounts 2. Click on Add a new e‐mail account, and click Next button 3. Choose IMAP and click Next button 4. Enter your name in Your Name: box (for labeling) 5. Enter your email address (e.g. [email protected]) in E‐mail Address: box 6. Enter imap.csun.edu in Incoming mail server (IMAP): box 7. Enter smtp.csun.edu in Outgoing mail server (SMTP): box 8. Enter your CSUN login in User Name: box 9. Enter your password in Password: box 10. Make sure to click Remember password checkbox so that mail can be automatically retrieved! 11. Click More Settings ... button 12. Open the Advanced tab and choose This server requires an encrypted connection (SSL), then

click OK 13. Click Next button 14. Click Finish button

For Non Outlook POP users

1. Consult with your local technical support staff to set up an IMAP account. 2. Drag and drop your POP folder up into the IMAP folder structure. 3. Next, follow the steps outlined to move mail folders from IMAP to Outlook.


Appendix G

Moving Mail Folders from an Email Account Connected via IMAP to Your Outlook Exchange Email Account

Introduction

The following instructions will assist in connecting to a Mirapoint e‐mail account via IMAP to copy mail folders to your MS Exchange E‐mail account in Outlook 2003 to begin using your Exchange e‐mail account as your default e‐mail account.

Procedure

Note: It is necessary that Microsoft Outlook first be configured for your new Exchange E‐mail account. If you have questions about this preliminary configuration, please contact your local technical support person. See instructions above for setting up an IMAP account in Outlook 2003.

Moving Mail Folders to Your Exchange Email Account in Outlook 2003

In the Navigation Pane, in the All Mail Folders section, both Exchange e‐mail and your IMAP account will be shown. Your Exchange e‐mail is listed first and is displayed in the format Mailbox ‐ your full name.

Click and hold on each folder that you would like to move from your IMAP account, drag the folder to the Mailbox ‐ your full name folder or to any folder underneath this folder, and release the mouse.

A. Note: Depending on the size of your IMAP inbox, or the size of any IMAP folders you are planning to move, you will be tying up our email for some time as these messages are transferred from IMAP to your Exchange account. You might want to save this process for lunch time, or the end of the day, when you can start the transfer process and be away from your computer.

Creating a copy of your entire Exchange account It may be good practice to occasionally create a copy of your entire account (all items in your folder list) as a backup. These files can be stored on your personal computer or a cd.

1. From Outlook's File menu, select Import and Export. 2. From the Import and Export Wizard window, select Export to a file then click Next 3. From the Export to a File window, select Personal Folder File (.pst) then click Next . See figure

on next page.


4. From the Export Personal Folders window, select Mailbox ‐ (your name). This will make a backup of your entire Exchange email account including messages, contacts, and calendar items. Make sure you have checked Include Subfolders and then click Next …

5. Finally, from the Export Personal Folders window, select the location that you would like your backup to be saved to and then click Finish.



Appendix H

Making a Backup of Your Personal Folder

After you have created your personal folder or folders and have added the information you want to it, it is important that you make a backup of that new folder. To make a backup of the folder, do the following:

1. From the start menu, select Search.

2. Click the All files and folders option.

3. Click the More Advanced Options button.

4. Make sure the following boxes are checked: Search System Folders, Search Hidden Files and

Folders, and Search Subfolders.

5. In the All or part of filename box, type: *.pst (that's an asterisk, a period, then pst).

6. Click the Search button and wait until it has finished its search.

7. In the search results window, go to the Edit tab located within the top menu of the screen, and

select the Select All option.

8. While all the files (it could be as few as 1) are selected, go to the Edit tab located within the top

menu of the screen, and select the Copy option.

9. Minimize the search results screen and open the backup directory in which you would like to

store the personal folder in. (This directory could be on a USB flash drive, external hard drive, or

a folder that you plan to backup to CD)

10. With your backup directory window open, go to the Edit tab located within the top menu of the

screen, and select the Paste option.

11. Once you see the personal folder files found in the search appear in your backup directory, the

backup is complete. You can then close the search results window.

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