Welcome to our very first Cooperative Conversations! Please open your Outlook program and minimize it, there will be an opportunity for you to try things during the training If you have a question and don’t have a microphone, please use the text chat or call and we’ll pose your question for you. Remember, if you have a question, someone else may have that question too, so ask it and we’ll all learn something! Jane Fenton Scott Wilson Dwayne Hunter Kevin McAbee We will be asking for volunteers during today’s presentation – don’t be shy! Let’s learn and have fun!

Outlook 2003 A Closer Look at Outlook: The Basics and Beyond

A Closer Look at Outlook 2003 Connecting Exchange, VPN, and IMAP The Navigation Pane Calendars Contacts and the Address Book Tasks and Notes Junk Mail

Connecting With Outlook 2003 How to get connected Remember Password doesn’t work How to see if you are connected Error Messages and what they mean Outlook is unable to connect to EXE2.ad.okstate.edu. This is a temporary situation and will happen occasionally, this is related to the server in Stillwater and is usually very brief.

Connecting With Outlook 2003 Connection Status Possible Reasons & Remedies Connected! This means you are able to send and receive . Exchange is an “always on” type of e- mail so it is constantly checking for new mail. Usually a bad password – Exit Outlook, wait 3 minutes and try to login again. Could be a bad password – Exit Outlook, wait 3 minutes and try to login again. Could be that the server has become disconnected – Click File – Connect to mail.okstate.edu. Server was disconnected and Outlook has been set to “Work Offline” setting. Click File – Work Offline to remove check. You should be prompted to enter your password.

Exchange, VPN and IMAP Exchange – advanced features Deleted Items folder, recoverable once Junk Mail filters work better OSU address book (Global Address List) Calendar/Contacts available online Calendar sharing VPN – was once required, no longer IMAP – was how we connected to DASNR, requires “purge deleted messages” Separate Inbox +mail.okstate.edu

The Look of Outlook Reading Pane (right, bottom, off) Show in Groups Groups items based on sort Favorite folders list Add To or Remove From with Right Click Buttons in Navigation Pane (adding, removing, resizing)

and Contacts Your Contacts folders can be address books If they don’t show up go to Contacts tab and right click the Contacts, choose Properties and in Outlook Address Book put Check in box Addressing To: (click here to get address book and to use cc: and bcc:) OSU Address book (Global Address List) Check Names (Checks default address book first)

Contacts and the Address Book Setting the default Address Book Open the Address Book Tools/Options Move Your Contacts to the top of the list with the arrow Adding contacts New – go to contacts, click new From s – right click address “add to outlook contacts” Adding Distribution Lists Go to contacts, click arrow beside card, new distribution list

Creating folders for organization Right click Creating Message Rules Tools/Rules and Alerts Right click “Create Rule…” Using Color Coding Tools/Organize Using Colors

Junk Mail Different than SpamBlocker Junk Mail options in Outlook Actions/Junk /Junk Options By default set to “low” Recommended set to “high” Also access Options by right clicking a message, choosing Junk / Junk Options The Junk Mail folder in Outlook Empty folder by Right Clicking and choosing “Empty Junk Folder” Spamblocke r Junk Mail Filter Program Junk Mail Filter

Calendars Creating Appointments Creating Meeting Requests s recipients the details of the meeting With Exchange recipients can add this directly to their calendar Recurrences Can be set to very specific recurring schedules (quarterly)

Multiple Calendars Create a secondary calendar with right click Share your calendar Only your main calendar can be shared Designate permissions for each user User must open your calendar View someone else’s calendar View another calendar with checkboxes Copy appointments to/from calendars Use Ctrl to copy – very important if you have full rights to someone else’s calendar!

Tasks and Notes What are they used for? Notes are like post its Tasks are “to do lists” you can make multiple to do lists for different projects Create subfolders for tasks Printable as a list Printable as a “memo”

Resources Technology Support Services Website Junk Mail: What can I do about it? Outlook Reference Manual Outlook Quick Reference Card Microsoft Website us/assistance/HA aspx us/assistance/HA aspx SpamBlocker at OSU