Outlook 2003: Advanced Features Cooperative Conversations April 13, 2007

Topics Most Common Problems –Not Connected –Expired Password –Mailbox Full Junk Mail –Right click to “Mark as Not Junk” –Restore to inbox –Add Sender to Safe Senders Stationery and Signatures

Topics Receipts (Delivery or Read) Out of Office Reply Global Address List – Find Find Related Messages Recover Deleted Messages Recall a Message AutoArchive

Most Common Problems Not Connected –Work Offline –Disconnected –PDA software keeps you connected –Always try Outlook Web Access Expired Password

Most Common Problems Mailbox Full –Maximum size, 500 MB (500,000 KB) –Will automatically begin working again once your file size has been reduced –May take an hour or so Manage file size –Right Click Properties, Folder Size button –Tools/Mailbox Cleanup more tools –Archive (discussed later)

Junk Mail New function of old feature –Right click to “Mark as Not Junk” Restores to inbox Adds Sender to Safe Senders Actions/Junk Mail Options –Set to “High: Most junk is caught, but some regular mail may be caught as well.” to Safe Senders list

Stationery and Signatures Stationery not recommended –Difficulty in viewing –Not always supported Tools/Options/Mail Format –Stationery Picker button gives you a preview

Stationery and Signatures Tools/Options/Mail Format –Signatures button –Click New and type in the window shown –If you want to use a logo, then choose “Advanced Edit” which will launch FrontPage or Word, depending on which one is your default HTML editor –Determine if you want to use the signature for new messages only, or for replies and forwards

Receipts (Delivery or Read) Delivery Receipt – indicates that the message has reached the mailbox of the intended recipient Read Receipt – indicates that the recipient has opened the message –Allowing a Read Receipt to be sent is generally up to the recipient’s discretion

Receipts (Delivery or Read) All Messages –Tools/Options/ Options button –Tracking Options button –Select Read receipt or Delivery receipt Individual Messages –In the toolbar of the outgoing message click on the Options button –Select Read receipt or Delivery receipt

Out of Office Assistant Tools/Out of Office Assistant Can set to forward using a rule Out of Office assistant can be enabled/disabled from Outlook OR web access

Global Address List – Find In Global Address Book –Advanced / Find Will only search beginning of field Can be useful for individual county personnel Will match partial word, as long as it’s at the beginning

Find Related Messages If you’ve replied to a message, or forwarded a message you can click on “You replied” bar to reveal “Find Related Messages” This only finds messages with the same Subject Line

Recover Deleted Messages Select the Deleted Items folder Click Tools/Recover Deleted Items Choose individual messages to restore Messages are only recoverable until “Empty Deleted Items” is used again

Recall a Message Only works if user is on Exchange Browse to Sent Items folder and double click to open the message Choose “Actions” and “Recall this Message”

AutoArchive AutoArchive may have been enabled by default when you first started using Outlook Look for an +Archive folder below your Mailbox Archives are saved on your local computer, not on the server, so they should be part of your normal backup routine –Location C:\Documents and Settings\Nancy Michael\Local Settings\Application Data\Microsoft\Outlook\archive.pst

AutoArchive Tools/Options –Other tab –AutoArchive button Defaults –Every 14 days –Items older than 6 months

AutoArchive Individual folders can have individual settings –Right click on a folder under Mailbox –Properties / AutoArchive tab to set specific archival rules for this folder –Applies to subfolders as well

Thanks! Thank you for joining us! Next month – schedule changed by special request Dwayne Hunter presents PARS Training! Contact your support specialists with topics you’d like to see covered