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Tutorials - Outlook 2003
Quickly Create Outlook Contacts
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The Contacts folder is the best way to keep track of e-mail address, phone numbers and other important information about the people with whom you do business.
A quick way to create a contact item for a person is by using an e-mail sent from that individual. To do this, open the e-mail from the person for whom you want to make a contact item, then right-click on the contact's name after the From: field. In the resulting shortcut menu, choose Add To Contacts. A new contact form is opened and the e-mail address is already filled in for you. Just complete the contact's information and click on Save And Close.
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Creating E-Mail Signatures |
1. From the Tools menu, select Options.
2. This will open up a new window; select the Mail Format tab.
3. In the Message format area, make sure that the format is not Microsoft Word format.
4. In the Signatures area, click on the Signatures... button.
5. This will open the Create Signature window; click New.
6. This will open the Create New Signature window. Using the text field provided, enter a title for your signature.
7. You now have the option of creating a signature from scratch or using an existing signature as a template. If you do not have a pre-existing signature, select the Start with a blank signature radio button and click Next. |
View the animated tutorial. |
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8. This will open the Edit signature window. Enter the text you wish to appear in the signature and click Finish when complete.
9. Your signature file will now be added, by default, to your outgoing e-mail messages.
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Creating Distribution Lists
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1. Click on the Address Book icon on the toolbar or choose Address Book from the Tools menu.
2. Click on the New Entry icon on the toolbar or select New Entry from the File Menu.
3. This will open the New Entry window; select New Distribution List from the available entry types. Click OK.
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4. In the Name text field, type a name that briefly describes the distribution list.
5. Click on Select Members... to choose from individuals already existing in your Global Address List or in your Contacts list. Type a name or select a name from the available lists, click on the Members button to add this individual to the distribution list.
5. If the individual you wish to add is not already in your Contacts or Global Address List, click on Add New... and fill out the information requested.
6. Click Save and Close to save the distribution list to your Contacts folder.
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The Out of Office Assistant |
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The Out of Office Assistant allows you to reply to all incoming e-mails with a message of your choosing (e.g. "I will be out of the office until next Friday. Please contact me at 555-2345"). To set the assistant, follow these instructions:
1. While in your mailbox,open the Tools drop-down menu and navigate to Out of Office Assistant....
2. Click on the I am currently Out of the Office radio button and then type in the message you wish for Outlook to send as your reply.
3. Click OK.
NOTE: The Out of Office Assistant will not begin working until after you have rebooted Outlook. |
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Scheduling Appointments |
1. Open the File drop-down menu , navigate to New and choose Appointment or, if you are in the calendar view, click on the icon that resembles a monthly calendar.
2. This will open the Appointment window. Enter the necessary information in the Subject and Location (optional) text-fields. Using the provided drop-down menus, select the Start and End times of the appointment.
3. You can ask Outlook to remind you before the appointment occurs. The interval between the reminder and the appointment can be adjusted by using the drop-down menu next to the reminder box. The default reminder is 15 minutes. |
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4. Set the Show time as box to show other network users that you are either free, busy, or out of the office.
If your schedule is tentative for that day, select tentative.
5. If you do not wish for those who share access to your calendar to see specifics of this appointment, check Private at the bottom right hand corner of the dialog box.
6 Click Save and Close. Outlook will add this appointment to your calendar. |
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Scheduling a Meeting with Others |
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1. Open the File drop-down menu, navigate to New, and select Meeting Request.
2. This will open the Meeting window. Click the To... button to open the Select Attendees and Resources dialog box.
3. Double-click the names of those people whose attendance at the meeting is required. Doing this will place their names in the Required text-field.
4. If a person’s attendance is optional, click his/her name and click the Optional button.
5. If you have meeting rooms and other resources set up with their own mailboxes, select the resource you want to assign to the meeting and click the Resources button.
6. Click OK to return to the Meeting window.
7. Enter the subject and location of the meeting in the Subject and Location text-fields.
8. Fill in the Start, End time, Reminder, and Show Time As fields just as you would for any other meeting.
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9. Click on the Attendee Availability tab. The Attendee Availability page lists all attendees in the left column. The grid on the right side of the page shows each individual’s free/busy status.
10. If there is a time conflict for one or more of your requested attendees, click on AutoPick. Outlook will locate the first time when all attendees are available.
11. (If the meeting is going to be regularly scheduled, you can click the Recurrence button and set up the recurrence pattern.)
12. When you find an agreeable time, click on the Send button at the top of the form. This will generate and send a meeting request e-mail message to all your attendees.
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