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Microsoft Outlook
2003
Quick
How-to Guide
Microsoft Outlook 2003 Quick How-to-Guide
This document is designed to be a quick guide for the most common tasks in Outlook. It
is separated into different sections for Mail, Calendar, Contacts and Tasks. This document does
not go into detail, but if you require more information you can use the Help system integrated
within Outlook by pressing the F1 key and then typing in what you would like to know more
about.
Mail
How to change the Reading Pane?
⇒ Go to the
menu and select
. From there you can choose
where you want to read your messages (Right, Bottom, or Off). If you choose Off then
you must double click a message to read it in a new window.
How to organize your messages?
⇒ You can arrange your messages according to certain criteria such as date received,
sender, size, subject, type, flag, attachments and others as well.
⇒ To do this click on the
menu and select
. Now choose
how you want your messages to be arranged from the list given.
⇒ Alternatively you can organize your messages according to color by clicking on
and then
. This will bring up a new menu where you can
assign certain colors to messages from different people by clicking on the
button.
How to access the Email Options?
⇒ Access email options by clicking on the
menu and then selecting
from the drop down menu.
⇒ In the dialogue box that opens up click on the
button to access the email
options. There are also more options for email by clicking on the
button.
How to compose a new email message?
⇒ On the toolbar choose the
button making sure to click on the arrow and then
select
⇒ In the
then click on
or keyboard shortcut Ctrl +N.
field type the name of the person you want to send the email to and
to make sure the name and address is correct. Additionally if you use
the Tab key to leave the
field it will look for the address and verify if it is
correct..
⇒ Type something in the
field and then type your message. When you are done
editing your message click the
button on the toolbar to send your message.
How to attach a file to an email?
⇒ When composing a new message click on the
button on the toolbar to attach a file.
In the window that opens up locate the file that you want to add and select it. Click on
the
see the file in the
button to attach the file to the email. If it worked properly you should
field of your message.
How to add signature/stationary to an email message?
⇒ Set up signatures/stationary before you send a message so they will be attached to every
email that you send. To do this click on the
select
menu and then
. At the top of the window that opens select the
tab.
⇒ To select stationary with a visual preview of the stationary click the
button.
⇒ To add, modify of delete a signature click on the
button.
How to access the Junk Mail Filter options?
⇒ To access the Junk Mail Filter options click on the
menu and select
. In the window that opens up click on the
button. The options as well as safe senders/recipients, and blocked
senders lists are available in the window that opens.
How to create message Filters and Rules?
⇒ To create, modify or delete a rule for filtering messages click on the
select
menu and
from the drop down menu. In the window that
opens you can manage your rules and filters as well as any Alerts or reminders.
How to set Out of Office message?
⇒ Click on the
menu and select
. This will open up
a window where you set your status as In or Out of Office. In the space provided type in
a short message that will be sent to anyone who tries to send you a message while you are
out of your office. You can also set Rules if a message with certain criteria comes you
can send a different message, play a sound, delete it, and many other options. To do this
click on the
button in the window and choose the options that you want.
Calendar
How to change calendar views and colors?
⇒ To change the calendar views click on
or
or
to view just one day or click
to view the various time frames.
⇒ To change the color of your calendar click on the
menu and select
. In the window that opens click on
open Calendar Options window. Use the
to
drop down
menu to choose the color that you want.
How to view a shared calendar?
⇒ You will not be able to see a person’s calendar unless they have given you permissions
to. Click on
on the left hand side of the screen. Type the name of
the person whose calendar you want to view or click
from the Global Address List.
to select the person
How to share your calendar with other people?
⇒ To share your calendar with other people first click on the
menu and choose
. In the new window that opens click on the
tab.
⇒ To add a new delegate click the
button and select the user who you want to
share your calendar with from the University address book and click the
button. Then click
.
⇒ A new window will open up where you will need to assign the person permissions to
your calendar. From the drop down menu next to the
icon choose what
permissions you want to give them. Make sure you select
from the tasks area so that you will not share your
tasks. Clear the checkbox that says
if you have the Editor permission level selected unless you want this delegate to be in
charge of booking your appointments. Click
⇒ Back in the
when done.
tab make sure the
check box is cleared unless you
want your delegates to be in charge of booking your appointments.
How to access Calendar options?
⇒ To access the calendar options click on the
menu and select
from the menu. Under the
tab click the
button to access these options. Here you can change your work week,
start and end times, calendar colors, add holidays, and other advanced options.
How to create an appointment?
⇒ To create an appointment click on
or shortcut keys Ctrl + N. In the
field type in where the appointment will
field type the appointment name. In the
be. If you want you can also assign a Label to the appointment by selecting one from the
drop down menu. Next set the start and end
dates and times by using the drop-down menus like below:
. Set the reminder for the appointment if
you want one by checking the check box next to
and setting the time you
wanted to be reminded at. You can show this appointment time four different ways by
selecting
and choosing which one you want.
⇒ If you want to make an appointment private and out of sight from even those who you
may have given access to your calendar all you have to do is put a check in the
check box in the bottom right hand corner of the appointment window.
How to make a recurring appointment?
⇒ You can make any appointment recurring by clicking on the
button in the
appointment window. Use the window that opens to set the recurrence time, pattern that
it will follow (daily, weekly, monthly, etc.) and the range of the occurrence.
How to request a meeting with other people?
⇒ You can request a meeting with other people by clicking on
and making sure to
click on the arrow and selecting
or use the keyboard
shortcut. To add attendees to your meeting click on the
button. Find people
using the Global Address List and you can slot them into
depending if they need to attend or not. The
or
area is designed specifically
for non-human resources such as rooms or equipment. When you are finished adding
people click
. Fill in all the other details about the appointment like subject,
time, reminders, and labels and then write a short note to the attendees if you wish telling
them what the meeting is about.
⇒ To attach a file or an agenda to the meeting click the
the file and then click
button in the toolbar, browse for
.
⇒ To ensure that all attendees can attend your meeting you may want to use the
tab to check and see if your meeting time conflicts with any of the attendees
schedules.
⇒ If you do not want responses back from the people you are organizing a meeting with
then click on the
and select
menu while still in the window for creating the meeting request
and make sure that there is no check mark next
to it. Additionally you can not allow attendees to propose a new time by clearing the
check mark from
in the
menu as well.
How to Accept, Decline, Tentatively Accept or Propose new time for a meeting request?
⇒ To Accept a meeting request sent to you open up the message and click the
button at the top of the message and the meeting will be added to your calendar. The
message will also be moved to the Deleted Items folder and it will ask you if you want to
send a response to the meeting organizer or do you want to add comment to the message
before sending.
⇒ To Accept a meeting but only Tentatively click the
button at the top of the
message. You can also decide to send a response or not.
⇒ To Decline a meeting request click the
button at the top of the message. It
will ask you to send a response and when you decline it defaults to edit the response
before sending.
⇒ To Propose a new time for the meeting click the
button at the top of
the message. A new window will open where you can set the new proposed time for the
meeting and then click
to send to new request. You will also have a chance
to add to the message before the request is sent to the meeting organizer.
How to View Group Schedules
⇒ To view a group’s schedule you first need to create a group. To do this make sure you
are viewing your Calendar and then click on the
menu and choose
. In the window that opens up click
create a new group. Give the group a name by typing it in the field and then click
. Add members to the group by either typing in their name where it says:
to
or by choosing people from the address book by clicking on the
button and choosing
. Now select the name(s)
that you want to add and click the
to add them to the group. When you are
done adding the members to the group click the
button.
⇒ You can now view that groups schedule at anytime by clicking on the
button in the
menu while viewing your
calendar. If you would like to book an appointment with that group just click the
button in the View group schedules window and choose
to make a meeting with all members of the group.
Contacts
How to create a new contact?
⇒ To create a new contact go to the
section of Outlook and click
on the toolbar. Enter all of the pertinent information that you want to add with
the minimum being a name and email address. When you are done click the
button at the top of the window to save your contact information.
How to create a new distribution list?
⇒ Create a distribution list the same way you would create a new contact but click on the
arrow next to the
button and choose
or use the
keyboard shortcut. Type a name for the distribution list in the window that opens.
⇒ To select people to add to the distribution list from the Global Address List click the
button. In the new window find a person you want to add, highlight
their name and then click
to add them to the list. Click
when
you are finished.
⇒ To add people to the distribution list who are not in the Global Address List click the
button. In the window that opens type in a display name for the
member, their email address, and modify other settings to suit you needs. When done
click the
button. When done make sure to click the
button.
Tasks
How to create a task for yourself?
⇒ Go to the Task section of Outlook and click on the
button on the toolbar. In
the new window that opens add all of the information that you need for the task including
subject, start and due dates, reminders or recurring tasks. When you are done click
.
How to assign a task for someone else?
⇒ Same as creating a task for yourself except click on the arrow next to the
button and select
. Click the
button to select
who you want the task to be assigned to (can be more than one person). Add a subject
name, start and due dates along with a message to the recipient that explains what the
task is. When done click the
button to send the task request. The person can
then accept or reject the task when they receive the message.