VPN Install Instructions The Virtual Private Network (VPN) server allows you to access Acadia network resources (such as the Exchange mail server and online library databases and journals) from off campus. STEPS: Download and extract the VPN zip file Install VPN Import the connection entries Help:

Outlook® 2003

OUTLOOK Outlook is a Desktop Information Management program (DIM) that helps you organize & share information on your computer and communicate with others. Use Outlook 2003 to do the following:  Manage personal & business information Send & receive electronic mail Plan meetings Schedule appointments Create Notes & Tasks Record a journal of activities

Start Outlook  Desktop Icon  Start Menu

Outlook Window Title Bar Menu Bar Standard Toolbar Folder List Contents Pane Reading Pane Status Bar

Outlook Folders  Inbox – The Inbox Folder is used to compose, send and read . Outlook gives us the option to use Word as the er.  Calendar – The Calendar is used to schedule appointment, meetings, and events, similar to a daytimer.  Contacts – The Contact folder is used to manage your contact list, similar to an address book. Contacts are integrated in to the mail and other parts of outlook  Tasks Folders – The Task module is like having an electronic to-do list where you can prioritize and keep track of your activities. You can assign tasks to your colleagues.  Journal Folder – The journal module allows you to track activities such as an for a contact or a conversation with a client.  Notes Folder – The Notes module allows you to enter brief notes, similar to post-it notes. Outlook has 5 different colours for notes. You can use these colors to help organize your notes.

Internet Mail Server Options  Microsoft Exchange Server (  Post Office Protocol 3 (POP3) (  Internet Message Access Protocol (IMAP)  Hypertext Transfer Protocol (HTTP) (

Reading and Viewing Messages  icon displays next to any new unopened mail messages  icon appears next to opened messages  Double-click on the message to open it  Select it and press  Show messages as read by pressing + in the Inbox Desktop Alert for New Messages Received – An Icon will also appear in the system tray

Checking for Messages  Click the button on the toolbar  Press the key F9

Responding to Messages Use the or The to send a copy of the to someone else

Saving Your Messages Saving Messages as Text Files (Puts the text in a generic format) Saving Messages as HTML Files Select File, Save As. Change the Save as type to HTML (*.htm or *.html) and then click on Save.

Deleting a Message  In the Inbox, click the message header of the message that you want to delete.  On the Standard toolbar, click the Delete button. To empty the Deleted Items folder  In the Folder List, click Deleted Items.  Select the message or messages that you want to delete.  Press Delete, and click Yes. Or On the Tools menu, click Empty “Deleted Items” Folder, and click Yes.

Sorting Your Received Mail SSort Mail by click on the Header CClicking will toggle the sort ascending or descending YYou can add more headers to the headers bar by using the field chooser (Advanced course)

Printing a Message  In the Inbox, click the message header of the message that you want to print.  On the Standard toolbar, click the Print button. To print a message with an attachment  In the Inbox, click the message header of the message that you want to print.  On the File menu, click Print.  In the Print Options section of the Print dialog box, select the Print Attached Files With Item(s) check box, and click OK.

Adding Signatures to Messages  On the Tools menu, click Options  Click the Mail Format tab  Click the Signature button and then click New  Create your Signature block  Click OK

Creating New Messages 1.Click the New message Icon from the Toolbar 2.Type in the information in the TO; CC; or BCC area 3.Type in Your subject 4.Type in the body 5.Click on the Send Button 6.Use the Attachment Icon to add files or Items

Composing Messages Addressing a New Message  Click the (Address Book) button from the toolbar Quick methods to select names:  Type the first letter of the name  Find it in the list and click the To, Cc or Bcc button.  For consecutive names, click first name, hold and click on last person in the list  For non-consecutive names, click the first name to highlight, hold and click the next name.

Saving Drafts Or In the top-right corner of the message window, click the Close button, and click Yes. Or On the Standard toolbar in the message window, click the Save button, and click the Close button in the top-right corner of the message window. To retrieve a draft  Display the Folder List, and click the Drafts folder.  Double-click the desired message to open it.  Complete or edit the message, and send it just as you normally would.

Attaching a File to a Message  Follow the steps for composing and addressing a message.  On the Standard toolbar in the message window, click the Insert File button.  Click the Look In down arrow, and navigate to your file.  Double-click the file to attach it to the message.  On the Standard toolbar in the message window, click the Send button.

Setting Message Options  To change messages options click on the Options button  Click options  Set your options for the e- mail message  Click Close  Send your

Flagging Messages  Suppose you have a collection of 300 messages in your Inbox. Or, perhaps you've neatly filed everything, only to wonder "do I need to act on one of those messages, and where did I put it?“  You've saved many of those messages because you need to attend to things they discuss. Some might need your attention today, some next week, and others just need your attention…sometime.  How do you keep track of all this— and how do you call attention to the messages you want to see today?  The Flag Status column.  Right-click here to add a flag  You have six flag colors to choose from.  When you've followed up, use the Flag Complete command to change the flag status.  Use Add Reminder to set a date and time for a reminder.

Managing Messages with Colour  Display the Folder List and click on the Inbox  Click on the TOOLS menu and select Organize (Organize Pane appears)  In the Way to Organize Inbox, click Using Colors.  Set the colour setting for incoming messages  Click Turn on and close

Folder List View Menu – Select Folder List (toggles on/off) Directory structure Expand & Collapse Directories subdirectory (not available on Outlook Shortcut Bar) Can be used instead of the Outlook Shortcut Bar for access to calendar, inbox etc

Creating a Folder  Click on File and Select New  Click on Folder…  The Create New Folder dialog box appears  Give your folder a name by typing in the Name Textbox  Select the Folder Type  Select the location of your folder  Click OK

Moving Messages Between Folders  Highlight the desired message.  On the Standard toolbar, click the Organize button.  Click the Using Folders link.  In the first line, select the folder to which you want to move the message.  Click the Move button.

Creating a Rule  Click message header that meets the conditions  Click Create Rule button  Change options as required  Click OK

Junk  The new Junk Filter helps prevent much of the unwanted that you receive every day.  It uses state-of-the-art technology developed by Microsoft Research to evaluate whether a message should be treated as junk 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 ; it is based on the content of the message in general and uses advanced analysis of the structure of the message to determine the probability that it is junk .  Any message that is caught by the filter is moved to your Junk folder  Certain addresses or domain names by adding the sender to your Blocked Senders List. Junk Video Junk Video

Looking at the Calendar Current Time Shaded Date Navigator Appointment Area Views

Printing Calendars  On the Standard toolbar, click the Print button.  In the Print Style section, scroll down, and click a style.  In the Print Range section, click the Start down arrow.  Click the first day of the month you want to print.  In the Print Range section, click the End down arrow.  Click the last day on the calendar that you want to print.  Click OK.

Looking at the Calendar Navigating within the Calendar  Click the button  Click on one of the arrows in the Date Navigator to go to previous or next month View more than one day at a time Use the key to select consecutive days Use the key to select non-consecutive days

Scheduling Appointments & Events Creating in the Appointment Window  Click the (New Appointment) button Title of Event / Appointment Location Timings Reminder Label Notes

Creating Recurring Appointments  In the Date Navigator, click the date of the recurring appointment.  In the Appointment Area, click the time slot in which you want the appointment to occur.  Type the name of the appointment, and press Enter.  Double-click the appointment.  On the Standard toolbar, click the Recurrence button.  In the Recurrence Pattern section, click the option that suits the appointment.  Select the check box of the day on which you want the appointment to occur.  In the Range Of Recurrence section, click the End After option.  In the End After box, type the number of weeks you want the appointment to recur.  Click OK.

Scheduling Appointments & Events Click on the (Calendar Coloring) button to further customize the appointment

Planning Meetings  On the Navigation Bar, click a future date.  Click the time at which you want to have the meeting.  On the Standard toolbar, click the down arrow to the right of the New Appointment button, and click Meeting Request.  Click the To button.  Scroll down if necessary, and click the names of the people you want to attend the meeting, and click the Required button.  Click OK.  Click in the Subject box, type the subject of the meeting, and press Tab.  In the Location box, type the location of the meeting.  Click in the Memo box, and type a memo.  On the Standard toolbar in the meeting window, click the Send button.

Plan meetings efficiently by creating distribution lists of people you frequently schedule or . Then send a single message to invite everyone on the list. You can also choose either to view the free and busy times of the entire team together or to see an expanded list of free and busy times for the individual team members. Attendee Availability

Planning a Meeting  Accept  Tentative  Decline  Propose a new Time

Working With More than One Calendar  Create New Calendar Folders  Add the Calendar to the view

Adding a Picture to a Contact  Click on the Picture icon  Pictures can be in the following Format:  Gif  Bmp  jpeg

Using FLAGS  Select the contact for the follow-up flag  Click the Flag icon from the standard toolbar  Apply Flag setting from the Flag dialog box  Click OK

Printing Contacts  On the Standard toolbar, click the Print icon.  In the Print style area, choose the card style  In the Print Range area, choose the area.  Preview, if they are satisfactory, then click the Print button.  Click OK.

Inserting a vCard into a Signature  On the Tools menu, click Options.  Click the Mail Format tab, and click the Signature Picker button.  Select an existing signature, and click the Edit button.  At the bottom of the dialog box, click the New vCard From Contact button.  Click a desired vCard, click the Add button, and then click OK.

Sending Contact Information via  In the Contacts folder, right-click the desired contact record.  On the shortcut menu that appears, click Forward.  In the To text box, type the address of the recipient.  Click the Send button.

Outlook® 2003