1. Outlook / Exchange Training

2. Outlook / Exchange: Agenda What Can Microsoft Exchange Do / How Email works at UST? Email and Inbox Mailbox Quota Archiving Viruses & SPAM Email 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

3. 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

4. E-mail: ………. Current E-mail Setup All email 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

5. E-mail: ………. Exchange E-mail Setup All email 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

6. Quota for Exchange users The mailbox size is shown in KB (Kilobytes). Limit = 1 GB (Gigabyte) or 1024000 KB When mailbox is 90% full (921600 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 (1228800 KB) the user will no longer be able to send or receive new emails. Mailbox Quota

7. 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

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

9. 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 Email Received – over 6,100,000

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

11. Email Filtering: Rules Location: Tools | Rules and Alerts | New Rule

12. Email Filtering: Rules

13. Email Filtering: Junk Email Folder

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

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

16. 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 Email.)

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

18. Email Filtering: Rules Exercises Create New Folder and Email Rule Create New Search Folder

19. 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.

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

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

22. Signatures: Create a Signature Enter Text for Signature

23. Signatures: Create a Signature Insert Signature

24. 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)

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

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

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

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

29. 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

30. 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

31. 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

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

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

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

35. 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.

36. 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.

37. 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.

38. 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. https://exchange.stthom.edu Works with any web browser, but Internet Explorer provides extra functionality

39. Using Outlook’s Help Help | Microsoft Office Outlook Help

40. Need Assistance Later? Use Outlook’s Help feature Help | Microsoft Office Outlook Help Refer to handouts Go to Microsoft’s Office Web Site http://office.microsoft.com/en- us/assistance/CH790018071033.aspx http://office.microsoft.com/en- us/assistance/CH790018071033.aspx Contact IT Help Desk @ 713.525.6900 or ithelp@stthom.edu

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