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University of Wyoming

Outlook

A software training session was held for College of Agriculture personnel on July 26, 2005.  The various features of Outlook were demonstrated.  The material distributed in that training is available here.  Each topic can be viewed online by clicking the topic link.  Handouts from the presentation can be downloaded using the [pdf] link.

Visit the Microsoft Office Online site helpful tips and training modules.

● General  ● E-Mail & Inbox ● Calendar  ● Contacts  ● Personal Folders ●  Tasks ●

General

  • Outlook Today  [pdf]
    Outlook Today provides a snapshot of appointments, tasks, and messages.  It can be used as a "home" page for Outlook.
  • Find Function  [pdf]
    Use the Find function to search through Mail, Calendar, Contacts, or Tasks.
  • Person Name Smart Tag  [pdf]
    The person name smart tag is used to send e-mail, schedule meetings, edit contact information, and add a person to Contacts.
  • Quick Flags [pdf]
    Flags are used as follow-ups and reminders on messages and contacts.  Different colored flags are available for e-mail messages.  A reminder date and time can be added and displays in the reminder window.

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E-mail and Inbox

  • Block Images  [pdf]
    Outlook 2003 blocks images that spammers use as Web beacons.  A Web beacon is a graphic image that links to an external Web server.  Pictures should be downloaded only from a reliable source.
  • Categorize Messages
    Categories can be used to group messages.  For example, use a category to group messages received from members of an initiative team.
  • Categorize Messages - Using the Rules Wizard to Assign Message Categories [pdf]
    The Rules Wizard can be used to automatically assign categories to messages when they are received.  This eliminates the need to assign them manually.  Here's how to set up a rule to assign a category for a message received from an initiative team member.
  • Deleted Items Folder [pdf]
    There are easy methods to clear the Deleted Items folder in Outlook.  The folder can be cleared manually or when the program is closed.
  • E-Mail Notification  [pdf]
    Several options are available in Outlook to provide notification of a new e-mail message in the Inbox.  They include playing a sound, showing an envelope icon in the notification area, and displaying a New Mail Desktop Alert.
  • Highlight Messages with Color
    Color can be used to highlight messages received from a specific individual.
  • Junk E-Mail Filter  [pdf]
    Outlook 2003 includes a new Junk E-mail Filter.  It is active, by default, and the protection level is set to low.  The most obvious junk e-mail messages are caught and moved to the Junk E-Mail folder.  Use this folder to review and delete the messages.  See the Microsoft article, About the Junk E-mail Filter, for technical specifications.
  • Move an E-Mail Message [pdf]
    Outlook provides a quick and easy way to move an e-mail message while it is open.  This allows a message to be moved from the Inbox to another folder to save it.
  • Permanently Delete a Message [pdf]
    Have you ever received an e-mail message that you want to delete from your Inbox because you think it might contain a virus?  It is easy to permanently delete a message instead of just moving it into the deleted items folder.
  • Signature [pdf]
    You can add a signature with your name, telephone number, e-mail address, and any other information you want people to know about you.  The signature can be added to a new e-mail message automatically.  A separate signature can be set up for replies.
  • SPAM Filter  [pdf]
    Message marked as SPAM by the UW SPAM filter can be managed by using the Rules and Alerts feature.

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Calendar

  • Appointments  [pdf]
    Adding appointments to an Outlook Calendar is easy.  They can be color coded based on the selections made with Calendar Coloring.  sensitive appointments can be marked as private so co-workers cannot see the details.  An option is available to add all-day events.
  • Calendar Options  [pdf]
    Several options are available to customize the appearance of a calendar including colors, reminder time, and the work week.
  • Calendar Views  [pdf]
    The calendar can be displayed in several different views.  Time options are available to display one day, a work week, a calendar week, or an entire month.
  • Group Schedules  [pdf]
    Group schedules are used to review the co-workers' schedules of and set times for meetings.  Use this feature to schedule meetings for a committee or department.  Meeting invitations or e-mail messages can be sent from a group schedule.
  • Meeting Invitation Message  [pdf]
    The message received for a meeting invitation allows it to be accepted, tentatively accepted, propose a new time, or declined.
  • Meeting Invitations  [pdf]
    Invite people to a meeting by using the Meeting Request feature in Outlook.
  • Open a Shared Calendar  [pdf]
    After a calendar has been shared to co-workers, they can open and view the calendar.  An appointment or meeting can be added when the proper permissions have been set.
  • Plan a Meeting  [pdf]
    The Plan a Meeting feature is used in combination with co-workers and/or Exchange resource accounts.  It automatically picks a time when all individuals and/or resources are available.
  • Recurring Appointments and Meetings  [pdf]
    The Recurrence feature allows appointments or meetings held periodically to be typed once rather than entering each meeting separately.
  • Resource Scheduling  [pdf]
    An Exchange Resource account can be requested from Information Technology to represent resources such as conference rooms, vehicles, equipment, etc.  Shared scheduling is allowed for these items.
  • Share a Calendar  [pdf]
    Share a calendar to allow co-workers to view, it, add appointments, or delete appointments.  Different levels of permissions can be set for each individual.

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Contacts

  • Addressing  [pdf]
    Outlook uses the Global Address List first when checking names or displaying a list.  The addressing can be changed to use another address book or list within Contacts.
  • Categories
    Categories can be used to help group contacts in an address book.
  • Creating Contacts  [pdf]
    Contacts can be created by adding a new item or from an e-mail message.
  • Display a Map  [pdf]
    A map showing a contact's address location can be displayed.
  • Distribution Lists  [pdf]
    Distribution lists are used to send messages to a group of people and are saved in Contacts.  The message is sent to each individual in the distribution list.  The receive sees his/her name and the names of the other people when receiving the message, not the distribution list name.  They are identified by Distribution list icon and can be shared.
  • Last Name, First Name Order  [pdf]
    Display contacts so they are sorted by last name rather than by first name.
  • Phone List  [pdf]
    The Contacts view can be changed to display in a phone list format.
  • Share or Forward a Contact  [pdf]
    Contact information can be shared with another Outlook user.

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Personal Folders

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Tasks

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Updated 09/15/2006