Manage Your Outlook Dont Let It Manage You

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Manage Your OutlookDont Let It Manage You

• A Workshop by the Tunxis Information Technology
  Dept
• February 2005

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Manage Your Outlook Preview Pane

• Change view settings to show preview pane at
  bottom of screen
• Viewgt Reading Panegt Bottom

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Manage Your OutlookShow message sizes

• Add the column for message size to your view
• Step One
• Access Custom view
• View gt Arrange BygtCustom

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Manage Your OutlookShow message sizes (2)

• Step Two
• Add size option
• Customize View select Fields
• Show Fields Select Size in left list. Click Add

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Manage Your OutlookShow message sizes (3)

• Note the size of each message displayed in the
  right column
• Adjust the column size to fit all of the size
  information
• You can sort messages by size by clicking the
  size column header. But be sure to re-sort it by
  Received date

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Manage Your Outlook

• What makes an email message BIG?
• Usually one thing - ATTACHMENTS
• Which attachements are usually the biggest
  Culprits?
• Pictures
• Adobe (pdf) files
• Word Documents
• What can YOU do to help when you send messages?
• Write your document in Word to take advantage of
  all the formatting features. But instead of
  attaching the Word document, just copy the text
  from Word into your mail message.

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Manage Your OutlookCreate sub-folders to
organize your mail

• Right-click Inbox
• Select New Folder
• Name your new folder and navigate to the location
  you want the new folder to appear under
• (Example click the Inbox to have the new folder
  appear under your Inbox folder)
• Click OK

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Manage Your OutlookMailbox Cleanup Tool

• Check the size of your Mailbox and find
  oversized messages
• Tools gt Mailbox Cleanup
• View the size of your mailbox and all folders
• Find all messages over a specified size

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Manage Your Outlook Mailbox Cleanup Tool (2)

• All messages over the limit you specified will be
  displayed along with the folder they are in
• Sort messages by size to find the largest
• Highlight messages to delete as you would with
  any message

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Manage Your Outlook

• Exchange Mailbox vs. Outlook Data Files
  (Personal/Archive Files)
• Outlook Data Files (also know as Personal or .pst
  Files) are NOT simply folders to organize your
  mailbox. They are files YOU create to store
  messages outside of your Exchange mailbox.
• Because they are not in your Exchange mailbox,
  messages in Outlook Data Files do not affect the
  size of your Exchange mailbox or contribute
  toward your overall mailbox size limit.
• Outlook Data Files should be located on your
  network home folder so that they will be backed
  up along with your other documents.
• All Outlook Data files are accessed using
  Outlook. They will appear in your folder list
  along with the folders in your Exchange Mailbox.
  
• AutoArchive is a convenient way to move older
  messages to a special Outlook Data File based on
  settings you control.

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Manage Your OutlookOutlook Data Files (2)

• Click the small arrow key next to the New Toolbar
  button
• From the dropdown menu, select Outlook Data File
• The New Outlook Data File dialog box displays.
  Select the topmost item as shown and click OK

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Manage Your Outlook Outlook Data Files (3)

• The typical Microsoft navigation screen will
  open. Use the drop-down list in the Save In
  field and select your home folder (Should appear
  as drive u)
• Select the Outlook folder on your U drive and
  click the Open button
• Enter a name for your file and click OK

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Manage Your OutlookOutlook Data Files (4)

• Enter a display name for the file in the dialog
  box. This is the name that will appear in your
  folder list in the left pane of your Outlook
  desktop. It does not need to be the same as the
  file name.
• Since you are storing this file on your home
  folder, which is accessible only to you, it is
  unnecessary to add a password as well. Leave
  that field blank.

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Manage Your OutlookOutlook Data Files (5)

• The new Personal File will appear in your folder
  list
• You may now drag and drop messages, folders, or
  other information into this new Data file
• Note that items in this file appear in the right
  pane as they do in your inbox

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Manage Your Outlook

• Archiving Outlook Folders
• AutoArchiving is a method of keeping the size of
  your Outlook account to a minimum by saving older
  Outlook information to a separate data file using
  automatic settings you create.
• AutoArchive is a 2-step process. First you
  turn on AutoArchive, then you set the AutoArchive
  properties for each folder that you want
  archived.
• At any time, you can move items in your account
  manually into the Archive file or any another
  Outlook Data File you create.
• You may find you want to use a combination of
  manual Outlook Data Files and AutoArchive to
  manage your old mail. AutoArchive is
  particularly useful to store old items from the
  Sent Items folder, which tends to grow especially
  large.

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Manage Your OutlookArchiving Outlook Folders (2)

• Turn on AutoArchive and set AutoArchive
  properties from the Toolsgt Optionsgt Othergt
  AutoArchive dialog box
• Warning Be sure the box Delete Expired Items
  is NOT checked or this will result in the
  deletion of old mail.

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Manage Your OutlookArchiving Outlook Folders (2)

• Set AutoArchive to run every 14 days or any other
  schedule you select
• IMPORTANT Be sure to uncheck the box Delete
  Expired Items
• Select the time period you want AutoArchive to
  use when moving messages
• Just like with creating an Outlook Data File,
  create the archive file in your home folder (u
  drive). Using the name archive.pst helps to
  identify this file.
• You can apply these settings to all folders by
  clicking box so labeled.

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Manage Your OutlookArchiving Outlook Folders (3)

• Confirm that all folders are set to autoarchive
• Right-click each folder in your Outlook Account
  and select Properties.
• Click the AutoArchive Tab and confirm that the
  button for Archive using default settings is
  checked

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Manage Your OutlookView Messages in your archive
folder

• The example here shows the Archive Folders in
  your folder list (left pane)
• Sub-folders were automatically created by
  AutoArchive to duplicate all folders from your
  mailbox which contained messages to be archived
  (Inbox, Level1b, Level1c, etc)
• Messages in your Archive File appear in the right
  window just as they would if they were in your
  mailbox
• Please note that if you delete messages from any
  Outlook Data File, they will remain in that data
  files Deleted Items folder until you manually
  empty this folder by right-clicking and selecting
  Empty Deleted Items Folder

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Manage Your OutlookCompact Your Data Files

• When Outlook Data Files become too large, they
  are in danger of becoming corrupted and unusable.
• Compacting your Outlook Data Files (personal
  archive files) shrinks the overall size and makes
  them more efficient.
• Under ToolsgtOptionsgtMail Setup tab click the
  button for Data Files

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Manage Your Outlook Compact Your Data Files (2)

• A list of your data files will display
• Select each file and press the Settings button
• In the next dialog box select the Compact Now
  button

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Manage Your Outlook FIND Utility

• Outlook offers an excellent search function
• Click the Find icon and the find toolbar will
  display

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Manage Your Outlook FIND Utility (2)

• Highlight the folder you want to search in
• Enter the text to be searched and click Find Now
• Every message in the selected folder and
  subfolders with this text in the subject will be
  listed

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Manage Your Outlook Advanced FIND Utility

• In the Find toolbar select Options and Advanced
  Find
• Enter your search text and change the selection
  in the In field to include message body (all
  text in message).
• Alternately, you can search for messages from a
  specific person

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Manage Your Outlook

• Tips to Organize your Mail
• Create a 1-Pending folder to move items pending
  action from you. If you begin it with the number
  1 it will appear as the first folder under your
  In-Box
• Create sub-folders to organize topics or mail
  from specific persons for which you expect to
  receive a large volume
• Create a Temp-200x sub-folder to move all items
  you dont specifically need to organize, but
  dont want to actually delete. At the end of the
  year, move the whole folder to your archive file

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Manage Your Outlook Public Folders

• Public folders contain information commonly
  available to all users on campus (or to a
  selected group of users)
• Click the folder icon in the bottom left window
  to open the folder view

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Manage Your Outlook Public Folders (2)

• Expand Public FoldersgtAll Public FoldersgtTunxis
• Note and discuss the Public Folders created for
  Tunxis (Tech Tips, Campus Calendar, Dept
  Calendars)

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Manage Your Outlook Notes The Post-It Goes
High Tech

• How about having a drawer full of all the notes
  youve ever jotted down thrown into one drawer
  and actually being able to find the one you want!
• Create a note by clicking the notes icon and
  selecting New
• The first line of your note will always be the
  title that shows in the note list
• Use the Find tools to search for ANY text string
  in your notes

Notes icon
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Manage Your Outlook Calendar Setting Reminders

• Appointment reminders will pop-up a message on
  your screen at a set time prior to an appointment
• Check the reminder box and set the time in the
  box indicated
• Default reminder behavior can be modified under
  ToolsgtOptionsgtPreferences
• Dont forget to enter a location, especially if
  you invite others

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Manage Your Outlook Calendar Sending
Invitations

• Open the appointment
• Click Invite Attendees
• Click the To button to select attendees from the
  Address List or enter usernames manually. The
  drop-down address list is identical to selecting
  email recipients.
• Click the Required button to select highlighted
  users
• Enter information about the meeting in the white
  space at the bottom of the appointment. This
  will be the text of the message invitation email

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Manage Your Outlook Calendar Sending
Invitations (2)

• Check the availability of invitees by clicking
  the Scheduling Tab
• This will show previously scheduled appointments
  for all attendees (Note Wahl has a meeting from
  930-1030)
• Click the Send button to have meeting invitations
  sent to the selected users

This meeting 1030-11
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Manage Your Outlook Calendar Sending
Invitations (3)

• Each recipient will receive an email similar to
  that shown here
• Invitees should click the Accept (or Decline)
  button to send a reply to you
• The appointment will automatically be placed on
  their calendar. Even if they do not reply, the
  appointment will appear on their calendar as
  tentative

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Manage Your Outlook Sharing Your Calendar

• You can allow others to view or modify your
  calendar
• Open your calendar. Right-click the calendar icon
  in the left panel and select Properties
• Select the Permissions tab on the properties
  window

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Manage Your Outlook Sharing Your Calendar (2)

• Click the Add button to bring up the Global
  Address List to select a user to add
• Click the drop-down list to assign the permission
  level for the highlighted user
• Common Permissions
• Publishing Editor Full control to add or delete
  appointments on your calendar
• Reviewer View access only can see your
  appointments

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Manage Your Outlook Viewing Another Users
Calendar
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• ON the menu bar, click Filegt OpengtOther Users
  Folder
• Click the Name button to bring up the global
  address list and select the user whose folder you
  wish to open
• Note You can ONLY open a folder to which that
  user has given permission

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Manage Your OutlookDont Let It Manage You
End

• A Workshop by the Tunxis Information Technology
  Dept
• February 2005