1 Outlook 2003 Information Technology June 17, 2003

2 Important Note!!! Please note that these screen shots were taken by a computer that had Microsoft Windows XP installed on it. The colors used in your version of Outlook 2003 may appear muted (with more grays and blues) if you are using a different operating system.

3 Topics Overview Default View Changing View Options Using the Personal and Global Address Books Composing and Sending Using the Calendar View Scheduling an Appointment Scheduling a Meeting Scheduling an Event Adding Contacts Using the Contact List

4 Default View Navigation Buttons replace Outlook Shortcut Bar Navigation Pane Navigation Buttons

5 Changing View Options 1.Click the Navigation Options Button 2.Select Navigation Pane Options

6 Changing View Options The Navigation Pane Options dialog box will open

7 Folders in Navigation Pane Inbox and Sent Items are both displayed in Favorites folder

8 New Features on Menubar & Toolbar * New Button Create Rule Button Click on Inbox Folder in the Navigation Pane to see this toolbar

9 The New Button Click black arrow on New Button to see list of options

10 Creating Rules Click Create Rule button

11 Creating Rules Create Rule dialogue box Opens

12 Outlook Today Click Customize Outlook Today

13 Outlook Today, Continued 1.Select Your Desired Options 2.Click Save Changes

14 Various Methods for Opening Address Book Click Address Book button on toolbar Click Tools menu, then select Address Book option Hold down the Control, Shift, and B key at the same time

15 Using the Personal Address Book Menubar Toolbar Click on drop- down list to select an Address Book

16 Using the Personal Address Book 2.Click the Properties Button 1.Select Personal Address Book from drop-down list

17 Using the Personal Address Book 1.The Personal Address Book Properties Dialogue box will open: 2.Select desired display option 3.Click OK

18 Copying People to Contact List You can easily add people from any address book to your Contact List 1.Select appropriate Address List from drop- down menu 3.Select contact’s name from list 2.Type contact’s name in textbox 4.Click Add to Contacts button

19 Copying People to Contact List 1.The Contact Information dialogue box will open: 2.Make desired changes to the contact information 3.Click Save and Close button

20 Adding New Contacts to Address Book Click New Entry button

21 Adding New Contacts to Address Book 1.The New Entry dialogue box will open: 2.Select appropriate address book from drop-down list 3.Select appropriate entry type 4.Click OK

22 Composing Click New Mail Message Button

23 Composing An untitled message will be created: Enter recipient’s address in To: textbox Or, click To: button

24 Composing 2.Type receiver's name in textbox, or select from list 1.Select appropriate address list 3.Click To button 4.Click OK If you click the To: button, then the address book dialogue box will be displayed:

25 Message Options Click Options button

26 Message Options 1.The Message Options dialogue box will open: 2.Select desired Options 3.Click Close

27 Composing and Sending 1.Type message in body 2.Click Send button

28 Arranging Messages 1.Click the View Menu 2.Select the Arrange By: menu option 3.Select / deselect arrangement options

29 Search Folders –Filter messages Search Folders Large Mail search folder –Displays largest messages in mailbox

30 Creating Custom Search Folders 1.Right-Click on Search Folders icon 2.Select New Search Folder option

31 Creating Custom Search Folders 1.The New Search Folder dialogue box will open: 2.Select Create a custom Search Folder option 3.Click Choose button

32 Creating Custom Search Folders 1.The Custom Search Folder dialogue box will open: 2.Type name of new folder 3.Click Criteria button to specify desired filtering options 4.Click OK

33 Calendar View Click Calendar button

34 Calendar View The Calendar will open to today’s date –If not, click the Go To Today button

35 Methods for Scheduling an Appointment Or, simply double-click on a row in the calendar Click New Appointment button

36 Scheduling an Appointment 1.The Appointment dialogue box will open: 2.Input relevant information 3.Click Save and Close button

37 Sharing Your Calendar Click Share My Calendar

38 Sharing Your Calendar The Calendar Properties dialogue box will open:

39 Changing the Calendar View Click View, Arrange By, Current View, Customize Current View

40 Changing the Calendar View Click Other Settings button The Customize View dialogue box will open:

41 Changing the Calendar View The Format Day/Week/Month dialogue box will open:

42 Changing the Calendar’s Default Times Select Tools, Options

43 Changing the Calendar’s Default Times 3.Click Calendar Options button 1.The Options dialogue box will open: 2.Click Preferences tab

44 Changing the Calendar’s Default Times The Calendar Options dialogue box will open:

45 Scheduling a Meeting Click Actions, New Meeting Request

46 Scheduling a Meeting The Untitled Meeting Request dialogue box will open: Click the To: button

47 Scheduling a Meeting 1.The Select Attendee and Resources dialogue box will open: 2.Type Attendee name in textbox 3.Select name 4.Click Required button 5.Click OK

48 Scheduling a Meeting 2.Click Scheduling Tab 1.Enter Meeting Information

49 Scheduling a Meeting Displays each attendee’s availability Click Send button

50 Scheduling Events Click Actions, New All Day Event

51 Scheduling Events The Untitled Event Dialogue box will open: Click Recurrence button

52 Scheduling Events The Appointment Recurrence Dialogue box will open:

53 Adding Contacts 1.Click Contacts button 2.Click New Contacts button

54 Adding Contacts Click to add Contact’s Picture Enter Contact’s Instant Messaging Address

55 Adding Contacts Click Details tab

56 Adding Contacts New features include Title and Suffix drop- down boxes

57 Flagging Contacts 1.Select contact by clicking on name 2.Click Follow Up button

58 Contacts Views Many New view options

59 Categorizing Contacts 1.Right- Click on name 2.Select Categories option

60 Categorizing Contacts 1.Click on appropriate categories 2.Click OK

61 For More Information First Look Microsoft Office 2003 by Katherine Murray Microsoft Outlook 2003 for Windows (Visual QuickStart Guide) by Michael J. Young and Jim Boyce How to Do Everything with Outlook 2003 by Bill Mann, Katie Conley (Editor), and Anthony Mann editions/outlook.asp