outlook user guide

7/31/2019 Outlook User Guide

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Using Microsoft

Outlook 2003

To access the University of ManchesterStaff Email and Calendaring Service

Using the Oracle Connector for Outlook (Version 10.1.2.0.3 or later)

[email protected]

Training and Information Services


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PAGE 2 USING MICROSOFT OUTLOOK 2003/OCFO USER GUIDE

2

2007 IT Services Division, The University of Manchester

Quality Review and Revision Record

Date Revision Ref Author Version Checked

14/09/05 Outlook 2003 Cheltenham\RH 0.1 RH

21/10/05 Outlook 2003 Rob Holmes 0.2 RH28/03/06 Outlook/OCFO AH 1 AH15/03/07 Outlook/UoMSEC RH 1.1 RH

University of Manchester 2005

Microsoft, Microsoft Office2003 and Microsoft Word2003 are all trademarks of MicrosoftCorporation and Acknowledged. All other trademarks acknowledged.


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Contents

INTRODUCTION.................................................. ............................................................ .................................... 6

WHAT IS THE UNIVERSITY STAFF EMAIL AND CALENDAR SERVICE?......................................................... ....... 6

WHAT IS OUTLOOK/OCFO?.................................................. ........................................................... ................. 7

GETTING STARTED .................................................... ........................................................... ........................... 8

OBJECTIVES ....................................................... ............................................................ .................................... 8Starting Outlook 2003..................................................... ........................................................... ................. 8

THE OUTLOOK 2003DESKTOP ....................................................... ........................................................... ....... 9Navigation pane..................................................... ........................................................... ........................... 9Folder pane.................................................. ............................................................ .................................. 10Reading pane......................................................... ........................................................... ......................... 10

OUTLOOK TOOLBARS................................................... ........................................................... ......................... 10Title bar......................................................... ............................................................ .................................. 10Menu bar...................................................... ............................................................ .................................. 10Standard toolbar.................................................... ........................................................... ......................... 11

Advanced and Web toolbars................................................... ........................................................... ..... 11Using the Navigation Pane...................................................... ........................................................... ..... 11Getting Help and Using the Office Assistant....................................................... .................................. 12

CUSTOMIZING OUTLOOK ........................................................ ........................................................... ............... 13Customizing Outlook Today.................................................... ........................................................... ..... 13Customizing the Menu bar....................................................... ........................................................... ..... 15Customizing Toolbars..................................................... ........................................................... ............... 16Creating Custom Views.................................................. ........................................................... ............... 17Adding Holidays and Additional Time Zones...................................................... .................................. 20

EXPLORING OUTLOOK ........................................................... ........................................................... ............... 21Using the Navigation Pane...................................................... ........................................................... ..... 21Opening Mail View and your Inbox................................................... ...................................................... 22Customizing the Reading Pane......................................................... ...................................................... 22Using the Calendar View.......................................................... ........................................................... ..... 23Using the Contacts View.......................................................... ........................................................... ..... 23Using the Tasks View..................................................... ........................................................... ............... 24Using the Notes View..................................................... ........................................................... ............... 24Using the Folder List View....................................................... ........................................................... ..... 24Using the Shortcuts View......................................................... ........................................................... ..... 25

THE TOOLBARS........................................................... ........................................................... ......................... 26

OBJECTIVES ....................................................... ............................................................ .................................. 26THE STANDARD TOOLBAR ..................................................... ........................................................... ............... 26

Using the New button..................................................... ........................................................... ............... 26Using the Print button..................................................... ........................................................... ............... 27

Using the Move to Folder button....................................................... ...................................................... 27

Using the Delete button.................................................. ........................................................... ............... 27Using the Reply button................................................... ........................................................... ............... 27Using the Reply to All button................................................... ........................................................... ..... 27Using the Forward button......................................................... ........................................................... ..... 28Using the Send and Receive button........................................................... ............................................ 28Using the Find button...................................................... ........................................................... ............... 29Using the Address Book button......................................................... ...................................................... 29Using the Help button..................................................... ........................................................... ............... 29Anti Virus Buttons.................................................. ........................................................... ......................... 29

THE ADVANCED TOOLBAR ..................................................... ........................................................... ............... 30Using the Advanced Toolbar................................................... ........................................................... ..... 30Using the Outlook Today button....................................................... ...................................................... 30

Using the Back button.................................................... ........................................................... ............... 30

Using the Forward button......................................................... ........................................................... ..... 30Using the Up One Level button......................................................... ...................................................... 30


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Using the Reading Pane button........................................................ ...................................................... 31Using the Print Preview button.......................................................... ...................................................... 31Using the Undo button.................................................... ........................................................... ............... 31Using the Rules and Alerts button.................................................... ...................................................... 31Using the Current View field.................................................... ........................................................... ..... 32Using the Group By Box button......................................................... ...................................................... 32

BASIC E-MAIL USING OUTLOOK 2003 .......................................................... ............................................ 34

OBJECTIVES ....................................................... ............................................................ .................................. 34WORKING WITH E-MAIL ......................................................... ........................................................... ............... 34

Creating and Sending E-Mail................................................... ........................................................... ..... 34Creating a Message........................................................ ........................................................... ............... 35Addressing your e-mail message..................................................... ...................................................... 35Using AutoComplete Addressing...................................................... ...................................................... 36Using Select Names to address an e-mail message.................................................. ......................... 36Writing and Correcting Message Text........................................................ ............................................ 37Formatting Message Text........................................................ ........................................................... ..... 37Setting the Mail Format.................................................. ........................................................... ............... 38Sending an e-mail message.................................................... ........................................................... ..... 38

Setting Message Delivery Options................................................... ...................................................... 39Sending Attachments with your e-mails..................................................... ............................................ 39Attaching a file to a message............................................................ ...................................................... 39Creating a Signature for your e-mail messages.......................................................... ......................... 41Using Signatures................................................... ........................................................... ......................... 41Creating Multiple Signatures................................................... ........................................................... ..... 41Receiving and Reading e-mail messages........................................................... .................................. 43Receiving Messages....................................................... ........................................................... ............... 43Customizing your Inbox.................................................. ........................................................... ............... 43Reading Messages......................................................... ........................................................... ............... 43Managing Your E-mail Messages..................................................... ...................................................... 44Replying to a message................................................... ........................................................... ............... 45Forwarding a message................................................... ........................................................... ............... 45

Flagging messages......................................................... ........................................................... ............... 45Saving and Managing Messages...................................................... ...................................................... 46Organizing Messages using the Ways to Organize pane.................................................. ............... 47Sorting your messages................................................... ........................................................... ............... 48Working with Attachments....................................................... ........................................................... ..... 48Previewing and Printing a message........................................................... ............................................ 49Deleting and Retrieving messages................................................... ...................................................... 50Setting up Spam Filtering......................................................... ........................................................... ..... 50

MANAGING MAIL FOLDERS IN OUTLOOK 2003 ................................................... .................................. 51

OBJECTIVES ....................................................... ............................................................ .................................. 51MESSAGE MANAGEMENT....................................................... ........................................................... ............... 51

Sorting Messages........................................................... ........................................................... ............... 51Moving Messages between Folders........................................................... ............................................ 52Searching for Messages.......................................................... ........................................................... ..... 52Using Search Folders..................................................... ........................................................... ............... 53

FOLDER MANAGEMENT.......................................................... ........................................................... ............... 53Creating a New Folder.................................................... ........................................................... ............... 53Moving Folders...................................................... ........................................................... ......................... 54Deleting a Folder................................................... ........................................................... ......................... 55

CONTACTS .......................................................... ............................................................ .................................. 56

OBJECTIVES ....................................................... ............................................................ .................................. 56THE CONTACTS FOLDER........................................................ ........................................................... ............... 56

Using the Contact List.................................................... ........................................................... ............... 57Adding a Contact................................................... ........................................................... ......................... 57Finding a Contact.................................................. ........................................................... ......................... 58Editing a Contact................................................... ........................................................... ......................... 58


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Sorting Contacts.................................................... ........................................................... ......................... 58Creating a Distribution List....................................................... ........................................................... ..... 59

OUTLOOK/OCFO CALENDAR ...................................................... ........................................................... ..... 60

OBJECTIVES ....................................................... ............................................................ .................................. 60THE CALENDAR.................................................. ............................................................ .................................. 60

USING MICROSOFT OUTLOOK/OCFOCALENDAR ........................................................ .................................. 61Real-Time Access to Information...................................................... ...................................................... 61Shared calendars.................................................. ........................................................... ......................... 61Designate Rights................................................... ........................................................... ......................... 61Alerts................................................... ............................................................ ............................................ 61Free/Busy Look-up.......................................................... ........................................................... ............... 61Calendar Views..................................................... ........................................................... ......................... 62

USING PERMISSIONS ................................................... ........................................................... ......................... 64Changing the default calendar permissions for all users..................................................... ............... 64Giving individual users permission to access your calendar......................................................... ..... 64To open and work with another users calendar.......................................................... ......................... 66Customizing the Calendar........................................................ ........................................................... ..... 67

APPOINTMENTS.................................................. ............................................................ .................................. 68

Using Appointments........................................................ ........................................................... ............... 68Adding an Appointment to your Calendar............................................................ .................................. 68Inviting other Attendees.................................................. ........................................................... ............... 70Scheduling other Attendees.................................................... ........................................................... ..... 70Tracking an Appointment......................................................... ........................................................... ..... 71Editing an Appointment.................................................. ........................................................... ............... 71Setting Recurring Appointment......................................................... ...................................................... 72Assigning a Category to an Appointment............................................................ .................................. 72Deleting an Appointment.......................................................... ........................................................... ..... 72

MEETINGS .......................................................... ............................................................ .................................. 73Scheduling a Meeting..................................................... ........................................................... ............... 73Changing an Existing Meeting.......................................................... ...................................................... 74Replying to a Meeting Request......................................................... ...................................................... 74

Suggesting a New Meeting Time...................................................... ...................................................... 75Tracking Meeting Responses............................................................ ...................................................... 75Updating a Meeting......................................................... ........................................................... ............... 75Cancelling a Meeting...................................................... ........................................................... ............... 75Planning a meeting with two or more attendees.......................................................... ......................... 76Working with Group Schedules......................................................... ...................................................... 78

EVENTS .................................................... ............................................................ ............................................ 80Using Events.......................................................... ........................................................... ......................... 80Scheduling an Event....................................................... ........................................................... ............... 80

TASKS......................................................... ............................................................ ............................................ 81

OBJECTIVES ....................................................... ............................................................ .................................. 81TASK MANAGEMENT .................................................... ........................................................... ......................... 81

Viewing the Tasks Folder......................................................... ........................................................... ..... 81Adding a Task........................................................ ........................................................... ......................... 81Update a Task....................................................... ........................................................... ......................... 84Editing a Task........................................................ ........................................................... ......................... 84Sorting Tasks......................................................... ........................................................... ......................... 84

NOTES ........................................................ ............................................................ ............................................ 85

OBJECTIVES ....................................................... ............................................................ .................................. 85NOTES DEVELOPMENT........................................................... ........................................................... ............... 85

Using Notes.................................................. ............................................................ .................................. 85Creating a Note..................................................... ........................................................... ......................... 85Moving a Note........................................................ ........................................................... ......................... 86Assigning Contacts to a Note............................................................ ...................................................... 87Resizing a Note..................................................... ........................................................... ......................... 88Assigning Categories to a Note......................................................... ...................................................... 88


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Introduction

This is a comprehensive User Guide to using Microsoft Outlook 2003 with the OracleConnector for Outlook add-in (Version 10.1.2.0.3 or later). This is the standardconfiguration of Outlook for staff wishing to access the University of Manchester Staff Email

and Calendar Service, which provides enhanced email and calendar functions to the basicOutlook installation.

This User Guide assumes that you already have an account on the University Staff Emailand Calendar Service, and that you are using Microsoft Outlook 2003 with the OracleConnector for Outlook add in installed on your computer.

A useful mini User Guide is also available on the IT Services website at:

http://www.itservices.manchester.ac.uk/staffemail/support/userguides/

More detailed information about email and calendaring services available at the University ofManchester can be found at:

http://www.manchester.ac.uk/itservices/staffemail

What is the University Staff Email and Calendar Service?

Most staff on campus have their email and calendar accounts on the University Staff Emailand Calendar Service (if your School provides its own email and/or calendar service, youwill need to refer to your local documentation and support).

The University Staff Email and Calendar Service is the new system for managingcomputer-based electronic communication across the University of Manchester campus andbeyond. An advantage of this service is that your e-mail messages, folders, and calendar arestored centrally on the mail and calendar servers and are therefore available to you across-campus, or off-campus via the internet.

For staff using the central Staff Email and Calendar Service, there are two supportedmethods for accessing email and calendar, and these can be used interchangeably:

Outlook 2003 with the Oracle Connector for Outlook add-in - this gives you fullaccess to the University Staff Email and Calendar Service via Microsoft Outlook onyour computer.

University of Manchester Webmail - gives web browser access to staff email andcalendarNote there are separate user guide for Webmail and web-based calendar access

For more information about setting up Outlook and other email programmes, see the ITServices website www.manchester.ac.uk/itservices/staffemail


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What is Outlook/OCFO?

As mentioned above, Microsoft Outlook 2003 can be used to access the Staff Email andCalendar Services, but a special add in piece of software called Oracle Connector forOutlook (OCFO) also needs to be installed. The Oracle Connector acts as a link between

Outlook and the email and calendar servers to give you the real-time collaborative features.

With Outlook/OCFO:

You can access both your university e-mail account and additional e-mail accounts. You can share your email folders with colleagues (subject to certain restrictions). See

www.itservices.manchester.ac.uk/staffemail for more information about sharing mailfolders)

You can track your appointments, meetings and tasks on your personal Calendar. You can easily set up meetings with colleagues You can be given permission to view and edit a colleagues Calendar.

You can store information such as phone numbers and e-mail addresses in your ownpersonal Contacts list.

You can access the University of Manchester Global Address List (which contains allstaff with accounts on the Staff Email and Calendar Service) and the University ofManchester e-directory (all staff at the university).

You can use electronic Notes to write reminders to yourself and Tasks to record yourto-do lists.

Please note that with the exception of several additional/customized features and settings;Outlook/OCFO looks and performs very much like a standard version of Outlook 2003.

Much of this User Guide will therefore be very familiar to existing Outlook users. The mostsubstantial differences are in the calendaring functionality, which is covered in the secondpart of this User Guide.


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Getting Started

ObjectivesThis section will show you how to:

Open Outlook 2003

Customize the Outlook Window

Customize Outlook Toolbars

Work with Outlook Today

Customize Folder Views

Use the Navigation pane

Use Mail View

Use the Reading pane and AutoPreview

Starting Outlook 2003

There are several ways to open Outlook, choose the way that best suits your needs.

Left-click on the Start button on the taskbar in the lower, left corner of your screen.Outlook should appear as your default e-mail client near the top of the left hand column

of the pop-up menu, just click on the icon to open Outlook. If it isnt, then point to AllPrograms > Microsoft Office and then left-click on Microsoft Office Outlook 2003.

You can also create a shortcut to start Outlook from your desktop. Just right-click onMicrosoft Outlook 2003 in the All Programs menu, point to Send To on the menu and

click on Desktop to create a shortcut on your desktop. You can then quickly openOutlook by clicking on the new shortcut icon on your desktop.


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If you would like to remove the shortcut icon from your desktop, it can easily bedeleted by right clicking on it and selecting Delete or you could click and drag it intothe QuickStart area of the taskbar.

The Outlook 2003 Desktop

The default layout of Outlook 2003 has changed significantly from previous versions. TheOutlook Bar has been replaced by the NavigationPane and the Preview Pane has beenreplaced by the ReadingPane.

Navigation paneThe Navigation pane runs down the left hand margin of the Outlook window and is the

central area for moving around within Outlook. The Navigation pane is divided into 2

FolderPane

NavigationPane

ReadingPane


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sections with the Folder list located in the upper portion and the Outlook view bars in thelower portion.

Folder listThe Folder list displays the contents of your Personal folders. Default folders inOutlook include your e-mail Inbox, Calendar, Contacts, Tasks, Notes, Journal, SentItems and so on. You can easily add extra folders to this list, which is especiallyuseful when organizing your e-mail.

Outlook view barsThese view bars provide a shortcut to open up any of the popular folders available onthe list.

Folder paneThis area of the Outlook Window displays the contents of the folder you have selected. In

Mail view you can display your e-mail inbox and control how the contents are displayed bydate, importance, and sender and so on.

Reading paneThe Reading pane gives you a large area of the desktop in which to automatically displayand read your e-mail, so you no longer need to open your messages in a separate window.You can easily change the orientation of the Folder and Reading panes to suite your ownpreference. You can also turn off the Reading pane if you do not wish e-mails to beautomatically displayed.

Outlook Toolbars

Please take a few moments to familiarize yourself with some of the toolbars available in theOutlook Window.

Title bar

The title bar runs along the top of the Outlook Window and displays the Outlook icon, thename of the current folder (in this case the Inbox folder) followed by the name of the Outlookprogram. In the top right hand corner of the Title bar are the 3 control buttons that enableyou to minimize, resize and close the Outlook Window.

Menu bar

The menu bar provides the lists of commands that you need to complete operations withinOutlook. By clicking on each menu title, Outlook will reveal a drop-down menu of operationsthat you can use to accomplish the required task.


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Standard toolbar

The Standard toolbar provides shortcut buttons that enable you to quickly execute some of

the commands hidden in the Menu bar. The buttons on this toolbar change depending on thecurrent view, in the example above we are in Mail view. You can easily customize anytoolbar by removing buttons you dont use and adding buttons that you do. There are othertoolbars available for Advanced and Web options, but these are not activated in the defaultview. You can also create your own personalized toolbar. To create\access these toolbars,click on Tools > Customize and in the Customize dialog box click on the Toolbars tab andselect the toolbar you require or click on the New button to create.

Advanced and Web toolbars

You can also access the Advanced and Web toolbars from the main menu, simply click View> Toolbars > Advanced. It should be noted that the advanced toolbar also changesdepending on which view you have selected in the NavigationPane.

Using the Navigation Pane

The Navigation Pane is new to Outlook 2003. It replaces the Outlook Bar.

The Navigation pane is designed to display more of what you need to see in a simple andstraightforward layout. The Navigation pane area gives you access to your Mail, Calendar,Contacts, Tasks, Notes, FolderList, Shortcuts and Journal options. When you click onone of these view bars in the Navigation pane, the entire Outlook window transforms toprovide you with a clear and uncluttered view of the selected folder.

You can customize the look of the Navigation pane so it better suites the way you work. Toturn the Navigation pane on/off:

From the main menu, choose View > Navigation Pane, or

Press the Alt + F1 key combination:


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You also have the option of searching online at Microsoft Office Online or activatingthe Office Assistant program:

Customizing Outlook

Customizing Outlook Today

A useful way to start the day is to have Outlook open automatically in Outlook Today, whichopens with a preview of your meetings, appointments, reminders and a list of all new e-mailmessages awaiting you. Outlook Today will display your Calendar, Tasks and Inbox so youcan see at a glance what the day has in store for you!


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You can easily customize the layout of Outlook Today by specifying which folders you wantto display, the number of days displayed in your calendar and the number of tasks. Thedefault layout for Outlook Today is a three-column design with one column for each of theCalendar, Tasks and Messages folders. You can also select a two-column layout whichdisplays more of your calendar and positions your Tasks and Messages vertically on the leftside of the page. If you like the two-column layout you can choose to apply one of the presetbackgrounds of Summer or Winter.

To open the Outlook Today page, click on the Shortcuts icon in the Navigation paneand then click on Outlook Today link, or

Click on your Oracle Personal Folder in the All Mail Folders section of the Navigationpane.

The default setting of the Outlook Today panel will show the Calendar, Tasks, andcurrent Messages.

To customise the panel, select the Customize Outlook Today button:

This will open the Customize Outlook Today folder:

Start-up - If unchecked, this will have Outlook start with the Folder pane showing. Ifchecked, the Outlook Today folder will show.

Calendar - The default setting shows 5 days of calendar items, but this can be modified.

Tasks - All tasks are shown by default, but you can select only todays tasks.

Styles - The default style setting is Standard, which is the three column format. There is

also Standard (two columns),Standard (one column),Summer and Winter.


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Messages As well as your Inbox, you can choose which of your mail folders you wantto have displayed here. Clicking on the Choose Folders button will open the SelectFolder dialog box, where multiple folders can be selected to show up in the OutlookToday Messages area:

When you have made your changes, select the Save Changes button at the top of thepanel, or click Cancel to undo any changes.

Customizing the Menu bar

A menu is a list of related commands or options that are accessible as drop-down lists whenyou click on one of the menu group titles in the Menu bar, which is located along the top ofthe window. By default, Outlook personalizes your menus, so that when you first open a

menu, the commands you used most recently appear first. Not all the available commandswill be displayed at once, some may be greyed out (not currently available), others may haveside arrows leading to further options or be followed by ellipses () which when clicked onopen up a dialog box where you can choose various options and provide information forcompleting the command.

Other (less used options) will not be displayed immediately. To access these you can eitherwait a few seconds for the menu to automatically expand, or you can click on the chevron atthe bottom of the menu to force it to expand. This personalized option can be switched off(see below).

From the main menu, choose Tools > Customize to open the Customize dialog box.Select the Options tab:


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Show Standard and Formatting toolbars on two rows - Gives the Standard andFormatting toolbars a row each, rather than merging them onto a single row.

Always show full menus - When selected, Outlook 2003s adaptive menu option isturned off, so all menu items are now displayed.

Reset my usage menu and toolbar usage data - Clicking this button resets all defaultmenus and toolbars.

Large Icons - Displays large icons within toolbars and menus.

Customizing Toolbars

Each toolbar contains a collection of buttons that you can click to select frequently usedmenu commands. By default, toolbars are personalized as you work, showing only thebuttons you use most often, however additional buttons are available by clicking on theadd/remove option in the Toolbar Options menu at the end of the toolbar. Toolbar buttons,

like keyboard shortcuts, are faster than menu commands. To find out the name and functionof a toolbar button, position your mouse pointer over the button on the toolbar, the name ofthe button (or Screen Tip) will be displayed along with the keyboard shortcut for the action.Most programs open with a Standard Toolbar, though many others can be added, includingpersonalized toolbars that you can create for your own specific requirements. Toolbars canbe docked to a specific area of the window or floating and be moved around the window toa suitable position.

From the main menu, choose Tools > Customize to open the Customize dialog box.Select the Toolbars tab:

Click the New button to open the New Toolbar dialog box:


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Enter a new name for the toolbar, and click OK.

The new toolbar will now be listed in the Customize dialog box's Toolbars list, and aprototype toolbar will have been created beside the dialog box:

Select the Commands tab in the Customize dialog box:

Select a category from the Categories list on the left for the first tool in the new toolbar.

Select a command, menu, or list from the Commands list on the right, and drag it ontothe prototype toolbar:

The icon will appear on the new toolbar. Repeat the above step as many times asrequired for the desired tools to be on the new toolbar. The width of the toolbar willincrease with each addition.

Once done, click Close to close the Customize dialog box.

Click and drag the new toolbar the position of your choosing.

Creating Custom Views

You can customize the appearance of any of the Navigationpane folders, so that they aredisplayed in the Folderpane in the way that best suites your requirements.

Open the Navigationpane folder that you wish to customize. In this example we shallbe working with the Mail folder

From the main menu, choose View > Arrange By > Current View > you can thenchoose either to Customize Current View - to modify existing settings - or DefineViews to create an entirely new view:


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To define a new view, click on DefineViews to open the CustomViewOrganizerdialog box:

Click the New button to open the Create a New View dialog box:

Enter a name for the new view in the Name of new view field:

Select the type of view to create from the Type of view list, click OK and apply anyfurther customizations in the CustomView dialog box:

Click on the ApplyView to finish.


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To modify a view, select Customize Current View and the Customize View dialog boxwill open:

Various settings can be modified in the CustomizeView dialog box:

Fields - Allows you to select fields that are displayed in the customised view.

Group By - Allows you to group items in any order.

Sort - If available, allows you to sort items.

Filter - Allows you to select certain items to be filtered by conditions in order to be seenwithin the view.


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Other Settings - Sets fonts and any other available settings.

Automatic Formatting - If available, allows you to automatically set defined fonts forspecific messages.

Format Columns - Allows you to format the columns.

Adding Holidays and Additional Time Zones

Click on the Calendar bar in the NavigationPane.

From the main menu, choose Tools > Options to open the Options dialog box.

Select the Preferences tab, and in the Calendar section, click the Calendar Optionsbutton to open the Calendar Options dialog box:

In the Calendar options area, click on the Add Holidays button to add UK holidays:


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In the Advanced options area, click the Time Zone button to open the Time Zonedialog box:

Select the Show an additional time zone check box to have a second time zoneappear beside the main time zone in the Calendar pane:

Exploring Outlook

Using the Navigation Pane

When using Outlook you work with individual windows called Views. The main Views inOutlook are Mail, Calendar, Tasks, Contacts, Notes and Shortcuts, which can be selectedfrom the Outlook view bars in the Navigation pane.

Within theses views, Outlook stores related items in Folders. For example, all incoming e-mail is directed to your Inbox folder for you to read and process. Many folders (such asDeleted Items) are created in Outlook by default and these can be viewed in the Folder Listpanel in the Navigation pane. You can add to the Personal Folders file structure bycreating your own folders, into which you can transfer, sort and store both your incoming e-mails and copies of your outgoing e-mails.

To open the Navigation pane go to View and select Navigation pane.


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Opening Mail View and your Inbox

Click on the Mail bar on the Navigation Pane and your Mail folders (with your Inbox bydefault) will be displayed in the Folder pane and the Reading pane (if this is switchedon).

The Mail view panel is divided into two sections; FavouriteFolders at the top and AllMailFolders below. The AllMailFolders contains all your mail folders and sub-foldersfrom all your e-mail accounts. This tree structure can be expanded or collapsed byclicking on the plus and minus symbols. Click on the Personal (Oracle) Folders toexpand and display your University of Manchester mail folders. You can create and addnew folders to this section. Folders which are used most frequently can be added to theFavourite Folders section above, or this section can be deleted by removing all thefolders from it.

Customizing the Reading Pane

The ReadingPane provides a quick way to automatically review a single message at a timewithout having to actually open it. There are obvious security implications to having your

messages opening automatically, but you have options to either reposition, or switch off theReading Pane option.


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Click on the View option on the Menu bar and move down to the ReadingPane options.You have three options; to have the Reading Pane open to the right of the Folder Pane,or open along the bottom of the Folder Pane, or to switch the Reading Pane off.

Using the Calendar View

By clicking on the Calendar bar, the current month is displayed as well as buttons toaccess all available calendars and open a shared calendar:

Using the Contacts View

By clicking on the Contacts bar, you have a number of different options available to you.You can select the group of contacts you wish to see, the View you would like to seethem in, as well as options to Open Shared Contacts and Customize Current View:


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Using the Tasks View

By clicking on the Tasks bar, you can select which view you would like to see them in,as well as options to Open shared tasks and CustomizeCurrentView:

Using the Notes View

By clicking on the Notes button at the bottom of the Navigation Pane, you can select theview you wish to see your notes in as well as choose to Open Shared Notes andCustomize Current View:

Using the Folder List View

By clicking on the Folder List button, all the folders available in Outlook are displayed aswell as options for FolderSizes and DataFileManagement:


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Using the Shortcuts View

By clicking on the Shortcuts button, all your shortcuts are displayed as well as optionsfor AddNewGroup and AddNewShortcut:


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The Toolbars

ObjectivesThis section will show you how to:

Use the Standard Toolbar

Use the Advanced Toolbar

The Standard Toolbar

The Standard and Advanced toolbars should be available automatically by default; however,if they are not visible, you can easily access them by clicking on View from the main menuand clicking Toolbars.

Using the New button

There are two ways that the New button can function

Simply click on the button to create a new e-mail message:

Click on the arrow beside the button to open a drop-down menu:


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From this menu, new items can be created in the following folders: Messages, Folders,Search Folders, Navigation Pane Shortcut, Appointments, Meeting Requests, Contacts,Distribution Lists, Tasks, Task Requests, Journal Entries, Notes, Fax and Forms.

Using the Print button The Print button allows you to print messages, attachments, calendars and tasks

anything that is displayed in the main viewing area:

Using the Move to Folder button

The Move to Folder button allows you to instantly move a selected message between

various folders:

Using the Delete button

The Delete button easily removes any selected item from a message or task to acalendar item:

Using the Reply button

The Reply button allows you to instantly create a reply to the message you currentlyhave selected:

Using the Reply to All button

The Reply to All button allows you to instantly create a reply message to all recipientsaddressed in the original message:


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Using the Forward button

The Forward button allows you to instantly forward the message you have currentlyselected to another recipient:

Using the Send and Receive button

The Send/Receive button allows you to manually send any queued mail to, and collectany new mail from, your mail server:

By default Outlook will automatically send/receive mail at start-up, but you can preventthis by clicking on Tools on the Menu bar and selecting Options. From the Optionsbox, click on the Mail Setup tab and un-check the Send/Receive box:

You can also choose to have Outlook automatically Send/Receive at a preset interval byclicking on the Send/Receive button and entering the time interval required:


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Using the Find button

The Find button allows you to search for a message by contact name, content, or fromany folder where messages may be stored:

Using the Address Book button

The Address Book button opens the Address book so you can search for and select acontact name, much more about this in the Contacts section:

Using the Help button

The Help button instantly opens the Microsoft Outlook Help pane:

Anti Virus Buttons

Some Virus Scanning software (in this instance McAfee VirusScan) may add icons to thestandard toolbar. You can use these buttons to configure your Anti-Virus software.


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The Advanced Toolbar

Using the Advanced Toolbar

The Advanced Toolbar holds more icon shortcuts to activate commands located in themain menu of Outlook.

Using the Outlook Today button

The Outlook Today button allows you to quickly open the Outlook Today pane in themain viewing area:

Using the Back button

The Back arrow button allows you to move back from the current view in the viewingarea to the preceding view:

Using the Forward button

The Forward arrow button is active when using an Internet application through Outlook,allowing you to move forward to pages already viewed:

Using the Up One Level button

The Up One Level button allows you to move up through the list of folders, even if theFolder List bar is not open:


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Using the Reading Pane button

The Reading Pane button allows you to quickly open or close the Reading Pane:

Using the Print Preview button

The Print Preview button allows you to open the Print Preview dialog box and view theselected item in the Information view that is to be printed:

Using the Undo button

The Undo button allows you to undo message deletions, without having to go into theDeleted Items folder, finding the item, and dragging it out:

Using the Rules and Alerts button The Rules and Alerts button replaced the Rules Wizard button in earlier versions of

Outlook. We will go into greater detail about these settings in the e-mail section.

The Rules and Alerts button allows you to quickly open the Rules and Alerts dialogbox:


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Using the Current View field

The Current View field allows you to sort how items are viewed. Here are the viewoptions in Task view:

If in a message folder, you can define how the messages should appear: by date, sendername, and more.

For example, if you are in the Contacts view, contacts can be sorted by name, phonenumber, and more:

With the Message Information view:

With the CalendarInformation view:

Using the Group By Box button

The Group By Box button allows you to group emails by sender name, by subjectheading, date received, and more:


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Click on the Group By Box button in the Advanced toolbar.

A grey editing space will appear above the message information headers in the FolderPane view. Double click in the editing area to open the GroupBy dialog box:


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Basic E-Mail Using Outlook 2003

ObjectivesWhen you have completed this section you will know:

How to create an e-mail message

How to address and format your e-mail messages

How to send an e-mail message

How to send attachments with e-mail messages

How to create a signature for your e-mail messages

How to set delivery options

How to receive and read an e-mail message

How to reply to and forward e-mail messages

How to manage your e-mail messages

How to customize your mail folders

How to delete e-mail messages

Working with E-Mail

The primary function of Outlook 2003 is to act as your e-mail client, enabling you to send,receive and manage your e-mail messages. One major change to Outlook 2003 is theintegration of Microsoft Word 2003 as the default e-mail editor. This means that almost allthe text enhancement features that you can use in Word 2003 to format your documents arenow available in Outlook - providing you have Word installed on your computer. If you arefamiliar with Word, you will recognise that the same options and tools are now availablewhen you create your e-mail messages in Outlook. If you do not have Word installed on yourcomputer, you will be able to use the basic text editor provided by Outlook. This editor doesnot provide the Spelling and Grammar checker or the advanced formatting capabilities thatWord has. This integration also allows you to send documents created in other MicrosoftOffice applications in e-mails. You can send Word or Excel files embedded in the e-mail

message or as attachments. PowerPoint and Access files can currently only be sent asattachments. In most cases, sending the file as an attachment is preferable as it makes iteasier for the recipient to manipulate the file after they receive it.

Creating and Sending E-Mail

This section describes how to create and send a new e-mail message using MicrosoftOutlook 2003.


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Creating a Message

You can create general messages with attachments in Outlook, and from within otherMicrosoft Office programs such as Word. Using Word to send a message allows you touse the advanced formatting capabilities of Word, (like justification and borders) that are

not available through Outlook. Sending email messages directly from Word is possibleand can be very convenient.

To create a new mail message using Outlook

1. Click on the NEW Mail Message buttonfrom the StandardToolbar

2. Or click the arrow next to the NEWbutton and select the Mail Messagecommand from the drop down menu

3. Simply pressing Ctrl+N will also work

4. When you create a NEW e-mail theUNTITLED MESSAGE window openswith all the tools you will need tocommunicate electronically. Thiswindow can be divided into three areas

The Menu and Toolbars along thetop

The Address, Carbon copy andSubject fields for you to complete

The body of the e-mail message,which is the large area of blank(white) space underneath theSubject field. This is where youenter the message text.

Addressing your e-mail message

You will need to enter an e-mail address to identify who will receive the message or a copyof the message. You can enter the address manually by typing it in to the To or Cc box, oryou can select an e-mail address from your AddressBook. A major time saving feature ofe-mail is that you can send a single message to many recipients in a single action. If youwant to enter multiple addresses for your message then make sure that each address isseparated by a semicolon (;). You can either type in the semicolon or simply press the Enterkey after each recipients address. Addressing a new e-mail correctly also involves indicatingthe purpose of the message by entering some text into the Subject field. Try to indicate theintent of the message as briefly and clearly as possible.


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Using AutoComplete Addressing

6. If you begin to enter the e-mail addressof a recipient to whom you havepreviously sent a message, Outlook willrecognise the address and save youtime by completing it for youautomatically using AutoCompleteAddressing

Begin typing the letters of yourrecipients e-mail address

AutoComplete will suggest possiblematches. Names used mostfrequently appear higher in the list

Click on the correct name you wantto enter

Using Select Names to address an e-mail message

7. You can select pre-existing e-mail

addresses from either your AddressBook or your Contacts list

In the New Message window,click on the To button and theSelectNames window opens

Click on the name of therequired recipient. To selectmultiple recipients, press andhold Shift (for adjacent names)or Ctrl (for non-adjacent names)

Click the To button (or the Cc or

Bcc buttons) Click OK to complete

5. Completing the Address and SubjectFields Type the following e-mail address

into the To field

[email protected]

Additional addresses can go into theCc field

Type Test as a brief explanation ofthe e-mails content into the Subjectfield


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Writing and Correcting Message Text

With Word as your e-mail editor you can enter your message text in the same way as youwould a Word document and make use of the extra editing features in Word such asAutoCorrect and the Spelling and Grammar checkers which work automatically as you

type in text. You can use Click and Type to position the Insertion point anywhere in themessage area and you can cutcopy and paste text as required within the document orfrom other documents. Any spelling or grammatical mistake not automatically correctedwill be marked with either red (spelling) or green (grammar) underlining.

8. Type some text into the message bodyof the e-mail Click anywhere in the box to place

an insertion point

Type in your text, making a fewdeliberate spelling and grammatical

mistakes Right-click on any word that appears

with either red or green underliningto display a list of suggestedcorrections

Select corrections as appropriate

Formatting Message Text

Outlook 2003 has three transmission formats for sending e-mail messages. By defaultOutlook sends all new e-mail messages you create in the HTML format. You can easilychange the default and you also have the choice to select a different transmission format foreach individual message.

HTML The Hypertext Markup Language format enables you to create highlyformatted pages containing pictures, animated graphics, horizontal lines ormultimedia files. It is important to remember that not all e-mail programs can readHTML formatted messages. If the recipient of your e-mail cannot read all theadditional formatted information, the message may appear difficult to read at best ortotally incomprehensible at worst.

RichText Please note this is not supported when using Outlook with OCFO.Outlook Rich Text is the standard Microsoft Exchange format and is appropriate touse where Outlook is used as a client for Exchange. It enables you to set font, fontsize, font colours and format paragraphs. Pictures can also be embedded in the text.Do not use this format to send messages that contain attachments to users who donot use Outlook/Exchange or Windows Messaging to receive e-mail. Instead ofreceiving the attachment you sent, these recipients will see attachments calledWinmail.dat that cannot be read without third party software.

PlainText This is the most reliable format to send your messages, you can easilyattach files and Outlook items to Plain Text messages and it is accessible and

readable by all other email applications. A major advantage of using Plain Textformatting is that it results in much smaller file sizes, resulting in faster and more


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easily downloadable e-mail. Despite its limitations, this format is your best choice forInternet e-mail unless you really do need the formatting capabilities of HTML.

When you reply to a message, Outlook automatically uses the same message format aswas used in the message you received. Similarly, if you want to annotate a messageyouve received and then forward the message, Outlook uses the same format as themessage you received.

Setting the Mail Format

9. To change the default settings:

Click the Tools option on theMenu bar

Click the Options menu itemfrom the drop down list

The Options dialog box willopen

10. In the Options dialog box

Click on the MailFormat tab

Click on the arrow to choose adefault message format from thedrom down list.

Select Plain Text

Click on Apply and then the OKbutton

Sending an e-mail message

When you click the Send button, Outlook moves your message to the Outbox folder andconnects to your e-mail server to send your message to its recipients and checks the serverfor any incoming mail. You can also send and check for messages at any time by clicking onthe Send/Receive button on the StandardToolbar. You can also schedule an automaticSend/Receive every few minutes through the e-mail options box under the Tools option onthe Menu bar.When you have completed all the formatting changes you wish to make, send your e-mail to:

11. From the e-mail toolbar

Click the SEND button to postyour message.


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Setting Message Delivery Options

When you send a message, you can choose several delivery options for your e-mails. Youcan specify the level of importance and sensitivity of your message these levels are set asnormal by default. You can request a receipt when your e-mail has been received or read

but beware as this option only confirms that the e-mail has been opened not that themessage has been read. You may also have options to indicate that you want the messagesent on a specific date or at a particular time, or that you would like replies to your messagesent to another address.

12. In the message window, click on theOptions button on the e-mail toolbar

Specify the level of Importanceand the level of Sensitivity

Specify if you require a Deliveryor a Read receipt for yourmessage

Select the check boxes with thedelivery options you require.

Sending Attachments with your e-mails

Attachments and viruses a warning

You can attach almost any kind of file to an Outlook message, which is very convenient as itenables you to send original documents to multiple recipients; however, it is also one of themost popular and effective ways of spreading malicious viruses across the Internet. Makesure that your anti-virus software is both up to date and configured to scan allincoming messages for viruses. When you send attachments, Outlook automatically

protects you from unknowingly spreading viruses. If you try to attach a file that containsvirus-like content, Outlook will warn you that you are trying to send a potentially unsafeattachment only click the yes button if you are absolutely sure that the attachment you aresending is virus-free.

Attaching a file to a message

An attachment can be an Office file (such as a Word document or an Excel spreadsheet), animage or an Outlook item, such as a contact, task or note. When you attach a file it appears

as an icon in the Attachment box that resides in the message window just below theSubject box. This box will display details about the attachment with an icon representing the


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type of file to be sent, the name of the file and the file size of the attachment. You can addfurther attachments to your message, but you should limit the number and size of theattachments as it will affect the time it takes to send and receive the message. If theattached file is too large your e-mail server may not be able to transfer it across the network.As soon as you add an attachment to a message, Outlook flags the e-mail with a paper clipicon to indicate that the message carries an attachment.

You can open or view any files that you attach to your e-mail messages either before orafter you send them by double-clicking the file in the attachment box. Message recipientscan open and view the attachment in the same way.

There are two ways of attaching a file to your new e-mail message:

Using the paper clip (insert file) icon on the e-mail toolbar

Using the Insert File option on the Menu bar

13. Simply click on the paper clip icon onthe e-mail toolbar

14. From the Menu bar, click on Insert andthen click on File

Both of these options will open up theInsertFile dialog box

15. With the Insert File dialog box open,you can now navigate to the location ofthe file you wish to send as an

attachment.

Use the Look In box to navigate tothe required file

Once located, highlight the file

Then simply click on the Insertbutton


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16. The file name and details of theattachment now appear in the Attachfield

17. Simply double click on the file if youwould like to open and view theattachment before sending

Creating a Signature for your e-mail messages

Using SignaturesIf you want to have the same information - such as your name and contact details - appearat the end of each of your e-mail messages, you can automate this task by creating aSignature. For business use, your Signature may contain your name, job title and contactdetails. If you are using HTML formatting then your Signature can contain both text andimages and you will be able to customize your signature with a variety of formatting styles.You can even include an image of your handwritten signature, add a logo image and inserthyperlinks to a web page.

Creating Multiple Signatures

You can create as many signatures as you want, and you can create them using eitherOutlook or Word as your editor. If you create your signature using Outlook, you can choosewhich file format to create your signature in: use Plain Text for a standard signature, orHTML /Rich Text for more complex signatures that need extra formatting or include images.Once created, you can easily switch from one signature to another and you can modify yoursignatures at any time. If you have multiple e-mail accounts, you can have differentsignatures for each account.

18. To create a Signature, click on Tools onthe Menu bar then, from the drop downlist, click on Options to open theOptions dialog box

In the Options dialog box clickon the MailFormat tab and thenclick on the Signatures button

This will open the CreateSignature dialog box


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19. The Create Signature dialog box willdisplay any pre-existing signatures, withoptions to Edit or Remove thesesignatures

To create a new signature, simply clickon the New button to open the CreateNewSignature dialog box

20. In the Create New Signature dialogbox

Enter a descriptive name for thenew signature

Select the Start with a blanksignatureradio button

Click on the Next button to openthe EditSignature box

21. In the EditSignature box

Type in the information you wishto be part of the signature intothe text box

When the signature is completeclick on the OK button

22. To apply a specific signature to amessage being created.

Click on the Insert menu

Select Signature

Click on the name of thesignature you created.


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Receiving and Reading e-mail messages

Receiving MessagesMessages that are sent to you are stored on your e-mail server until Outlook retrieves themfor you. By default Outlook retrieves your e-mail at regular intervals, but you may also collectyour mail in between the scheduled retrieval times by clicking on the Send/Receive buttonon the Standard toolbar. When a message is retrieved, its message header appears in yourOutlook Inbox.By default, all messages are listed in date of arrival order, so the newest message is at thetop of the list. Outlook will also place all you messages in logical groupings. By default,messages are listed in subsets according to when they were received, such as Today,Yesterday, Last Week and so on.

Customizing your Inbox

You can customize your Inbox and other mail folders to enable you to look at your messagesin a variety of ways, or views. By default, the messages in your Inbox are listed by the dateyou received them, with the most recent appearing at the top of the list. You can easilychange and control what and how much information you see in your mail folders bycustomising the view in Outlook so that your messages always appear in an order or formatthat works best for you.

23. To customize the View of your mailfolders:

In Mail view, display the folderyou want to customize

From the Menu bar, click onView and from the drop downmenu point to Arrange By andthen CurrentView and from thismenu click on CustomizeCurrentView

This will open the CustomizeView option box, from which youcan choose from a variety of

customization settings

Reading Messages

To read the message, simply click on the message header to display the contents of themessage in the Readingpane. If you have the Readingpane switched off, you will need todouble-click on the message header and Outlook will then open the message in its ownwindow.


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24. Reading your e-mail messages

New messages go directly intoyour Inbox folder

If your Inbox contents are notdisplayed automatically, jut clickon the Inbox folder in the Mailsection of the Navigation pane

This will display a sorted list ofall the mail in your Inbox

If you do not have the Readingpane activated, you will need todouble-click on a message toread its contents.

25. When you double click on the messageheader the MessageViewWindow willopen and display the contents of the e-mail and other important information

Message Tool Bar

Message header, containing theaddress of the sender and datesent

The subject of the message

The message itself in the bodytext area

Managing Your E-mail Messages

You can respond to a message in your Inbox in several ways, you could reply to it or youcould forward it on to another recipient. You might want to save and mark the message to

remind you to come back to it at a later date, or you might file it away in a folder for safekeeping. You might want to print out the message, or you might want to delete it if it is of nofurther use to you. You might even accidentally delete it and find you need to restore theoriginal message. All of these actions can be done easily within Outlook 2003. When youopen your e-mail messages, this is also a good time to add the senders e-mail address toyour Contact list. Simply right-click on the senders e-mail address, click on Add toContacts on the shortcut menu and the Contact window will open, enter any additionalinformation and then click on the Save and Close button.


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Replying to a message

After you have read the message, you might want to reply to the sender, or forward it on tosomeone else. The MessageWindow enables you to answer, or forward on, the messageimmediately you have read it. Replying to a message sends a copy of the original message,

and any additional text you may have added, back to the sender and any other originalrecipients.

You can choose to reply to only the sender (Reply) or to reply to all the recipients of themessage (Reply to All). When you click on either of these buttons, Outlook will open up aReplyMessageWindow with the senders address already entered in the To box and REinserted into the subject box ahead of the original subject description. The original messagewill be inserted in the message text area with a header with details of the original e-mail,above which space is for you to type any new message text. If the original message wasaccompanied by an attachment, Outlook will not resend the attachment with the replymessage, sending instead a list of the once attached file names.

The next time you open a message to which youve replied, there is a reminder at the top ofthe message window telling you the date and time you sent the reply. Also note that a purplearrow next to a message in the Inbox denotes that the message has been replied to.

Forwarding a message

Forwarding a message sends the message to someone who was not on the originalrecipient list. When you forward a message the subject is automatically entered, with FW:added to indicate that this is a forwarded message. You can also type additional text at thestart of the forwarded message before sending it. To forward a message, just click on the

Forward button. Unlike the reply option, Outlook will include a copy of any attachmentsreceived with the original message.

26. Reply, Reply to All and Forward

Click the Reply button if you arereplying to the original messageand you want the reply to go tothe one person who originallysent the message

Click the Reply to All button ifyou want to send a response toall the original recipients

Click the Forward button topass the original message on toanother address

Flagging messages

As you check the list of new messages that you have received, you might find somemessages that require your further attention or have continued significance after you have


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read them. To make sure that you dont overlook such an important message, you can clickon the flag icon next to the message and mark it with a QuickFlag. The QuickFlag icon willhelp jog your memory so you can find and respond promptly to the message by looking inthe For Follow Up folder, here you will find an up-to-date list of all the messages markedwith QuickFlags. There are six different coloured QuickFlags and you can determine whateach colour represents. You can then prioritize and sort your messages by flag colour. Youcan easily remove messages from the For Follow Up Folder. When you no longer need tofollow up on a message, simply click on the Quick Flag icon on the message.

27. Click on the Quick Flag icon located onthe right hand side of the messageheader and the Quick Flag icon willchange to the default colour and a copyof the message moves to the For FollowUp folder

.28. To change the Flag type, right-click on

the Quick Flag icon and then click on aflag option

29. To sort messages by Flag colour, clickon the View menu, select ArrangeByand then click Flag

Saving and Managing Messages

You could keep your e-mail messages in your Inbox, but pretty soon you would have so

many messages that it would become difficult to manage and find messages. It is a far betteridea to create some new folders where you can file and store related messages. Outlookalready creates a number of folders for you by default, so as well as the Inbox, you alsohave a DeletedItems folder (where deleted messages are stored temporarily), a Draftsfolder (where unfinished messages you are working on are stored) and a SentItems folder(where copies of all the messages you have sent out are stored). It is very easy to add yourown folders to this list and then move individual messages from your Inbox into the relevantfolder.

30. Sorting and Managing Mail

The Mail tab displays all themain mail folders, for examplethe Inbox, SentItems or Draftsfolders.

Click on any of these folders toview the contents.

Any new folder that you createwill also be displayed in thispane


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31. Creating a New Mail Folder

Click on the File menu on themenu tool bar

Select New from the drop down

menu Click on the Folder menu

option which will open theCreateNewFolder window

32. In the CreateNewFolder window

Type in the name of the newfolder e.g. Old Mail

Select the folders contents,usually the default, Mail andPost Items

Click on the Personal Foldershierarchy where the new folderis to be placed, or accept thedefault, which is the Inbox folder

Click on the OK button and thenew folder Old Mail nowappears in the Inbox folder

Organizing Messages using the Ways to Organize pane

To help you organize your messages using folders, you can use Outlook 2003s new Waysto Organize pane. This new utility in your Inbox enables you to organize your messages intofolders, apply rules, alerts and colour coding to your messages and sort your messages bydifferent views.

33. From your Inbox, click on the Toolsoption from the Menu and from the dropdown menu select Organize. The WaystoOrganizeInbox pane will now open.

Click on the Using Folderstab.to move messages betweenfolders, create new folders andapply rules and alerts to yourinbox.

Click on the UsingColours tabto apply colour coding to yourmessages

Click on the UsingViews tab to

change or customize the currentview settings of your Inbox


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Sorting your messagesYou can easily sort your messages according to a wide range of criteria, such asimportance, date received and size. By default, Outlook sorts messages by date andmessages can be sorted in either ascending or descending order and, if you have assignedcategories to your messages, then you can sort by category.

34. To sort your messages

Open the mail folder that containsthe messages you wish to sort

In the Folder pane, simply click onthe field heading by which you wantto sort the messages

Or:

You can have Outlook sort yourmessages by changing theArrangement. To do this, click onthe View menu, point to ArrangeBy and select from the options

Working with Attachments

You will often receive messages that have files or other items attached to them. When theyarrive in your Inbox mail folder, a paper clip icon beside the message subject represents thepresence of an attachment. Some messages may contain multiple attachments. As notedearlier, attachments are one of the commonest ways of transmitting viruses betweencomputers, but there are several steps you can take to protect your computer from becominginfected by rogue attachments. Make sure that you have applied the latest security patchesto Outlook and that your anti-virus software is up to date and is configured to check allincoming mail automatically.

If you receive a message with an attachment from someone you dont know it is probablybest to delete it without opening it. You can do this easily by right-clicking on the attachmentand selecting Remove from the menu. Even an e-mail from a sender you do know is noguarantee that the attachment will not be harmful. Read the subject heading or the text ofthe e-mail as this should indicate the content of the attachment, mail with no body text or avague subject can be good indicators that the message contains a malicious attachment. Ifyou are reasonably sure of the origin and validity of the attachment, then you have a choiceto either open or save the attachment in order to work with it. Remember that you will onlybe able to work with the attachment if the program with which the attachment was created isalso installed on your own PC.


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35. To open or save an attachment:

Select the message that containsthe attachment you want to workwith.

Double click on the attached fileicon

This will open the Opening MailAttachment dialog box. ChoseOpen to display the file or Save tostore the file in another folder onyour computer

Previewing and Printing a message

You might like to preview your message before printing or storing it. In Print Preview, youcan change the page set up for the current printing style, but please note that this will notwork with HTML formatted messages

36. To Preview a message

Open the message you want topreview before printing

.Click on the File menu, poin

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