Welcome to our very first Cooperative Conversations!

1
Welcome to our very first Cooperative
Conversations!

• Please open your Outlook program and minimize it,
  there will be an opportunity for you to try
  things during the training
• If you have a question and dont have a
  microphone, please use the text chat or call and
  well pose your question for you. Remember, if
  you have a question, someone else may have that
  question too, so ask it and well all learn
  something!
• Jane Fenton 405-744-7847 Scott Wilson
  405-744-4414
• Dwayne Hunter 405-744-5536 Kevin McAbee
  405-744-9635
• We will be asking for volunteers during todays
  presentation dont be shy!
• Lets learn and have fun!

2
Outlook 2003

• A Closer Look at Outlook
• The Basics and Beyond

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A Closer Look at Outlook 2003

• Connecting
• Exchange, VPN, and IMAP
• The Navigation Pane
• E-mail
• Calendars
• Contacts and the Address Book
• Tasks and Notes
• Junk Mail

4
Connecting With Outlook 2003

• How to get connected
• Remember Password doesnt work
• How to see if you are connected
• Error Messages and what they mean
• Outlook is unable to connectto
  EXE2.ad.okstate.edu.This is a temporary
  situation and will happen occasionally, this is
  related to the server in Stillwater and is
  usually very brief.

5
Connecting With Outlook 2003
Connection Status Possible Reasons Remedies
Connected! This means you are able to send and receive e-mail. Exchange is an always on type of e-mail so it is constantly checking for new mail.
Usually a bad password Exit Outlook, wait 3 minutes and try to login again.
Could be a bad password Exit Outlook, wait 3 minutes and try to login again. Could be that the server has become disconnected Click File Connect to mail.okstate.edu.
Server was disconnected and Outlook has been set to Work Offline setting. Click File Work Offline to remove check. You should be prompted to enter your password.
6
Exchange, VPN and IMAP

• Exchange advanced features
• Deleted Items folder, recoverable once
• Junk Mail filters work better
• OSU address book (Global Address List)
• Calendar/Contacts available online
• Calendar sharing
• VPN was once required, no longer
• IMAP was how we connected to DASNR, requires
  purge deleted messages
• Separate Inbox mail.okstate.edu

7
The Look of Outlook

• Reading Pane
• (right, bottom, off)
• Show in Groups
• Groups items based on sort
• Favorite folders list
• Add To or Remove From with Right Click
• Buttons in Navigation Pane
• (adding, removing, resizing)

8
E-mail and Contacts

• Your Contacts folders can be address books
• If they dont show up go to Contacts tab and
  right click the Contacts, choose Properties and
  in Outlook Address Book put Check in box
• Addressing
• To (click here to get address book and to use
  cc and bcc)
• OSU Address book (Global Address List)
• Check Names (Checks default address book first)

9
Contacts and the Address Book

• Setting the default Address Book
• Open the Address Book
• Tools/Options
• Move Your Contacts to the top of the list with
  the arrow
• Adding contacts
• New go to contacts, click new
• From e-mails right click address add to
  outlook contacts
• Adding Distribution Lists
• Go to contacts, click arrow beside card, new
  distribution list

10
E-mail

• Creating folders for e-mail organization
• Right click
• Creating Message Rules
• Tools/Rules and Alerts
• Right click Create Rule
• Using Color Coding
• Tools/Organize
• Using Colors

11
Junk Mail

• Different than SpamBlocker
• Junk Mail options in Outlook
• Actions/Junk E-mail/Junk E-mail Options
• By default set to low
• Recommended set to high
• Also access Options by right clicking a message,
  choosing Junk e-mail / Junk E-mail Options
• The Junk Mail folder in Outlook
• Empty folder by Right Clicking and choosing
  Empty Junk E-mail Folder

12
Calendars

• Creating Appointments
• Creating Meeting Requests
• E-mails recipients the details of the meeting
• With Exchange recipients can add this directly to
  their calendar
• Recurrences
• Can be set to very specific recurring schedules
  (quarterly)

13
Multiple Calendars

• Create a secondary calendar with right click
• Share your calendar
• Only your main calendar can be shared
• Designate permissions for each user
• User must open your calendar
• View someone elses calendar
• View another calendar with checkboxes
• Copy appointments to/from calendars
• Use Ctrl to copy very important if you have
  full rights to someone elses calendar!

14
Tasks and Notes

• What are they used for?
• Notes are like post its
• Tasks are to do lists you can make multiple to
  do lists for different projects
• Create subfolders for tasks
• Printable as a list
• Printable as a memo

15
Resources

• Technology Support Services Website
  http//dasnr.okstate.edu/support/training.htm
• Junk Mail What can I do about it?
• Outlook Reference Manual
• Outlook Quick Reference Card
• Microsoft Website
• http//office.microsoft.com/en-us/assistance/HA011
  161381033.aspx
• SpamBlocker at OSU
• http//www.dasnr.okstate.edu/support/faq.htm
• https//spamblocker.okstate.edu10010/enduser/logi
  n.cgi