Outlook / Exchange Training

Outlook / Exchange: Agenda What Can Microsoft Exchange Do / How works at UST? and Inbox Mailbox Quota Archiving Viruses & SPAM Rules and Filtering Searching / Search Folders Quick Flags and Sorting Signatures Calendar Meetings (creating, sending, and receiving) Viewing free / busy information Tasks Creating a Task for yourself & Assign Tasks to others Outlook’s Address Book, Contacts and Global Address Book Exchange: Outlook Web Access (OWA) Using Outlook’s Help Configuring Outlook with Exchange

What Can Exchange Do? Assign tasks to other Exchange users View the availability of other Exchange users (Free/Busy) Plan meetings by sending invitations – invitees may accept, decline, or propose a new time

………. Current Setup All is downloaded from the server. Once downloaded, it is deleted from the server which can only be viewed from the client computer. If a user logs on remotely via Webmail they will only be able to see current mail that has not been downloaded. Webmail Mail Mailbox size limit is 100 MB on the server. On Campus Off Campus

………. Exchange Setup All is viewed from and modified on the server. What you see on your computer is the same info you will see when logging on remotely via OWA with a few exception such as archives and shared calendars. Exchange Mailbox size limit is 1 GB on the server. On Campus Off Campus

Quota for Exchange users The mailbox size is shown in KB (Kilobytes). Limit = 1 GB (Gigabyte) or KB When mailbox is 90% full ( KB) users will receive a warning message. When the mailbox reaches the limit the user will no longer be able to send mail however they will still receive all mail. When the mailbox gets to 1.2GB ( KB) the user will no longer be able to send or receive new s. Mailbox Quota

Mailbox Quota: Exchange Users Check your Mailbox Quota (Exchange Users) Location: Right click Mailbox | Properties | Folder Size Employee Disk Quotas: 1)Exchange users: 1GB 2)Non-Exchange Users: 100MB

Archiving: What is Auto Archiving? Tools | Options | Other | AutoArchive

Viruses and SPAM: Anti-Virus / SPAM Appliance 1/1/2006 – 9/30/2006 Statistics Viruses caught by appliance - over 33,000 Total Possible Scams – over 52,000 (new feature since 4/2006) Total Spam caught by appliance - over 4,000,000 Total Received – over 6,100,000

Viruses and SPAM: What Goes in the Inbox? Legitimate Messages Appliance Cleans s infected with viruses and sends cleaned s to inbox Flagged s with *****SPAM***** and ****Possible Scam**** Possible spam messages not flagged Spam Filtering

Filtering: Rules Location: Tools | Rules and Alerts | New Rule

Filtering: Rules

Filtering: Junk Folder

Viruses / SPAM : Junk- Filter Settings Location: Tools | Options | Preferences | Junk-

Searching: Searching for messages If ‘Look for:’ and ‘Search In’ is missing, click on ‘Find’ button

Searching: Search Folders Search folders are used to search a user’s mailbox and only show those messages which meet the criteria while leaving the messages in their original location. Ex. Unread Mail shows all unread messages from all folders. (Note: The Search folders search all folders except Deleted Items and Junk .)

Searching: Search Folders Location: Right click ‘Search Folders’ | New Search Folder

Filtering: Rules Exercises Create New Folder and Rule Create New Search Folder

Quick Flags and Sorting Location: Right click message | Follow Up | Choose Flag Use flags to set your own priorities for how and when to follow up on messages.

Quick Flags and Sorting 13 ways to Arrange and Sort Your Mail With Attachment and Without Attachment By Differing Accounts By Flagged Color Location: View | Arrange By

Signatures: Create a Signature Location: Tools | Options | Click Mail Format | Click Signatures | Click New

Signatures: Create a Signature Enter Text for Signature

Signatures: Create a Signature Insert Signature

Calendar: Availability & Planning Meetings “Plan a meeting” – allows you to check the availability (free/busy information) of other Exchange Users to determine scheduling Reflects the “Show Time As” settings for appointments/meetings/events 2 months of free/busy information kept on server by default (can be changed in Outlook)

Calendar: Individual appointment Invite Others Open Calendar | New Appointment / New Meeting Request / or New Event All Day Event

Calendar: Invite Attendees Location: Calendar | Click on New Appointment | Invite Attendees

Calendar: Reoccurring Events Location: Calendar | Click on New Appointment | Reoccurrence

Tasks Location: Tasks | New Task | Reoccurrence / Assign Task

Calendar: Calendaring Exercise Calendaring exercise Create a new meeting Invite multiple people including a non-exchange user View free/busy information Accept or Decline meeting or propose new time Assign a Task Create a task then assign it to one or more people. Duration: 10 mins

Address Book: Outlook’s Address Book Address Book Exchange Contacts Global Address List Outlook Address Book All Address Lists All Contacts All Users All Groups Local Public Folders

Address Book: Outlook’s Address Book The Address Book should not be confused with the Contact list. The Address Book contains multiple contact lists. Your personal contacts List of UST Exchange Users

Recovering Deleted Items From inside Deleted Items click Tools | Recover Deleted Items

Recovering Deleted Items Select the item to recover and click the Recover Selected Items button.

Auto Complete Tries to match what you type to a known address.

Auto Complete cont. Some facts about Auto Complete All of the names in the list come from a special file called a nickname file. Because it looks at the nickname file, the list may not represent people in your contact list. This list is populated by the addresses from recent correspondences. If addresses aren’t used for a long time they are moved to the bottom of the list and eventually deleted.

Auto Complete cont. You can modify the nickname list in two ways: Add items from a contact list After typing a little of the name click the Check Name button and a list of matches from your contact list will appear.

Auto Complete cont. Second, You can also remove items from the nickname list. Simply start typing a name for the list to appear. Select the name by using the up and down arrow keys. Push the Delete Key.

Exchange: Outlook Web Access Webmail for the Exchange Server Access your Exchange mailbox from any computer with an Internet connection (almost) Mail, calendar, contacts, tasks, etc. Works with any web browser, but Internet Explorer provides extra functionality

Using Outlook’s Help Help | Microsoft Office Outlook Help

Need Assistance Later? Use Outlook’s Help feature Help | Microsoft Office Outlook Help Refer to handouts Go to Microsoft’s Office Web Site us/assistance/CH aspx us/assistance/CH aspx Contact IT Help or

Configuring Outlook with Exchange We will contact you to schedule a time to get your account configured.