MICROSOFT Outlook 2003 User Manual

Microsoft Outlook 2003

Basic Guide

Table of Contents

Introduction ....................................................................................................... 2

Getting Help.................................................................................................... 2

loring Outlook ............................................................................................... 3

Exp

Drop-Down Menus............................................................................................ 3

Navigation Pane...............................................................................................

Folder Pane..................................................................................................... 7

Reading Pane .................................................................................................. 7

Toolbars ......................................................................................................... 8

Outlook Today ................................................................................................. 8

ng Email......................................................................................................... 9

Usi

Reading Email ................................................................................................. 9

Sending Email ................................................................................................. 11

Responding to Email......................................................................................... 13

Saving Email ................................................................................................... 13

Deleting Email ................................................................................................. 14

Managing Sent Email ........................................................................................ 14

Printing Email.................................................................................................. 14

ng Calendar.................................................................................................... 15

Usi

Calendar Views................................................................................................ 15

Understanding Calendar Items........................................................................... 16

Scheduling Calendar Items................................................................................ 16

Editing Calendar Items ..................................................................................... 18

Deleting Calendar Items.................................................................................... 18

Adding Holidays............................................................................................... 18

ng Contacts.................................................................................................... 19

Usi

Contacts View.................................................................................................. 19

Creating Contacts ............................................................................................ 19

Deleting a List or Contact .................................................................................. 21

ing Tasks......................................................................................................... 22

Tasks View...................................................................................................... 22

Creating Tasks................................................................................................. 23

ing Journal...................................................................................................... 24

Journal Views .................................................................................................. 24

Recording Journal Entries.................................................................................. 24

ing Notes ........................................................................................................ 26

Appendix A: Symbols .......................................................................................... 27

Appendix B: Archives .......................................................................................... 30

Microsoft Outlook is a desktop program in the Office suite. It is designed to assist you in manag ing your ema

and share information.

This guide focuses on components of Outlook: Inbox, Calendar, Contacts, Tasks, Journal, and Notes.

Getting Help

If you experience problems using Outlook

Office Assistant

When you need to ask a question, you can ask the Office Assistant. You can also set the Office Assist with

To Ass

Office

Introduction

il, appointments, contacts, and tasks, as well as track activities, open and view documents,

, you can obtain help from several online sources: ? Office Assistant ? Help Contents and Index ? Microsoft

ant to automatically provide tips and help while you work. The Office Assistant works

all the Office programs, and can be customized to meet your work style.

access the Office Assistant, click Help and then Show the Office Assistant. The Office

istant appears and allows you to type your question. You can also access the options of the

Assistant.

Web Site

Help Contents and Index

The Office Assistant searches the Help Contents and Index of Microsoft Outlook . If you would like to look for information without using the Office Assistant, you must turn off the Office

Assistant:

1. Make sure the Office Assistant is showing on your screen. If it’s not, click Help, and then click Show the Office Assistant .

2. Click the Office Assistant. A help dialog box appears.

3. Click the Options button. The Office As

4. Unmark the option to Use the Office Assistant and then click OK . The Office As

Now when you want to look for a general topic or browse through Help’s table of contents, you can use Help menu

Microsoft® Web Site

Microsoft maintains a section of their web site for Outlook users. The web pages contain tips, tools,

patches, and articles. Access the Microsoft

http://support.microsoft.com/default.aspx?scid=fh;EN-US;out2003

Contents and Index. To access Help Contents and Index, click the Help pull down

and click Microsoft Outlook Help.

sistant options appear.

sistant disappears.

Outlook web site:

Standard Toolbar

Navigation Pane

Exploring Outlook®

The Outlook Outlook

contain a standard toolbar, located beneath the title bar. This toolbar contains most of your basic functions, and can be customized to contain any button combinations you setup.

When you start outlook, a screen similar to the following appears:

environment is the screens and layout you use to work. You can work with the

default environment or customize it to suit your needs. All sections of Outlook

Reading Pane

Folder Pane

Notes

Folder List

Shortcuts

Configure buttons

Drop-down Menus

Outlook drop-down menu items you use and how often you use them.

The most commonly used drop-down menu items are listed in the initial view of that menu. If you do not use a command for an extended time, it will be removed from that particular menu (but can be accessed via small arrows at the bottom of the drop-down menu).

Drop-Down Menu Arrows

Arrows are used to indicate that there are more options than currently displayed. To view items missing from a drop-down menu, click the arrow or simply hold the cursor over the arrow for a few seconds and the menu will automatically expand to show all of the commands available:

offers drop-down menus that help you perform tasks. Outlook keeps track of which

Click the arrow or hold down the cursor over the arrows to expand the view.

Navigation Pane

The new Navigation Pane in Outlook allows you easy access to your Mail, Calendar, Contacts, Tasks, Notes, Folder List, Shortcuts and Journal with large buttons that you click to open each folder. Favorite Folders and Search Folders are displayed at the top of the Navigation Pane.

You can customize your Shortcuts by adding groups and shortcuts to folders. Groups (for example Outlook Shortcuts) hold folders, while folders (for example, Inbox) hold items like an email message. Not all of the large buttons are shown by default. You can show more or less buttons in the button tray by using the menu after clicking Configure buttons.

Initial View

Expanded View

Mail inside the Navigation view

All Mail Folders close-up

To Add or Remove a Button:

To add a button to the Shortcut buttons in the Navigation Pane:

1. Click the Configure button.

A shortcut menu appears.

Configure button pop up list

2. Click Show More Buttons to display the other buttons or click Show Fewer Buttons to remove the button. You can also click the Add or Remove Buttons option to remove or add a specific button in a list.

Add or Remove a Group from the Shortcut buttons

To remove a group from Shortcut buttons:

1. Click the shortcut button in the Navigation Pane. A list of your Shortcuts appears.

2. Click Add New Group. A New Group window appears, highlight the text to rename it.

3. To remove a group, right-click the group and choose Remove Group.

4. A prompt appears asking you if you want to remove the group, click Yes. The group disappears from the Navigation Pane.

Folders on the Navigation Pane are shortcuts to folders that already exist in Outlook example, to add a new folder for messages to your Navigation Pane, you first need to create the folder in Outlook

or My Computer. Then you add a shortcut to that folder on your Outlook

. For

Bar.

Adding a Mail Folder to Favorite Folders

When you add a folder to Favorite Folders in the Mail pane, within the Navigation Pane, the folder stays in its original location but also adds the folder in the Favorite Folders which provides quick and easy access to the folder. Only mail folders can be added to Favorite Folders.

To add a mail folder to Favorite Folders:

1. From the Mail Pane, click and drag whichever folder into the Favorite Folders.

2. The folder appears in Favorite Folders, move it to another location within Favorite Folders by dragging.

Add a Shortcut to a Folder

To add a shortcut to a folder:

1. Click the shortcut button of the Navigation Pane. Click the group that will contain the new folder. The shortcuts display.

2. Right-click the group, a shortcut menu appears. Click Add New Shortcut. The Add to Navigation window appears.

3. Select a folder to add as a shortcut in your group by clicking it. Click OK. The shortcut appears in the Outlook Shortcuts view.

Add a Web Page Shortcut to the Navigation Pane

To add a web page shortcut to the Navigation Pane:

1. If the web page is not already a shortcut in your Favorites Folder, go to the web page in Internet Explore and choose Add to Favorites from the Favorites menu.

2. Open My computer, double click Drive C:, and then open \Documents and Settings\user\Favorites, where user is your logon account name.

3. In the Navigation Pane, open the shortcut group where you want to add the new shortcut.

4. Drag the shortcut’s icon from the Favorites folder or the desktop to the Navigation Pane. Drop it on the name of the shortcut group where you want it placed.

5. If you want to rename the shortcut, right-click it and choose Rename Shortcut from the Pop-up menu. You can click the new shortcut to open a web page in the Outlook window.

Remove a Shortcut to a Folder

To remove a shortcut to a folder:

Folder Pane

The Folder Pane displays the contents of the opened folder. When the Inbox folder is open, it displays mail from that day at the top, followed by the previous days, weeks, month, and then anything else under the description Older. The Inbox displays a multi-line layout showing your messages in the format with four fields (From, Subject, Date, and Icon) and are normally displayed in a vertical column.

1. Right-click the folder you want to remove. A shortcut menu appears.

2. Click Delete Shortcut.

3. Click Yes. The shortcut to the folder disappears from the Navigation Pane.

Inbox shown in the Folder Pane

Reading Pane

The Reading Pane replaces the Preview Pane in past versions of Outlook and will allow you to read the entire contents of an email without opening the email. With any view you can display the Reading Pane. To display the Reading Pane, go to the View menu and select Reading Pane and choose Right, Bottom or Off.

Toolbars

The standard Outlook

toolbar allows quick access to many Outlook® features. The folder you are viewing determines which buttons are on the toolbar. If you are viewing the Inbox, you will see the email buttons, but if you are in the Calendar, you will see the appointment buttons. The following table describes the buttons that are always present on the toolbar:

New Item Creates a new item, such as

an email message or appointment.

Print Prints the current item.

Move to Folder Displays a drop-down list of places to

move the selected items.

Delete Sends the selected item to the

Deleted Items folder.

Find Searches for an Outlook

keyword.

item by

Organize Allows you to choose different

options for displaying items.

Microsoft Displays the Office Assistant or Help Outlook Help

Toolbar buttons do not automatically change with use; instead, they must be manually configures if customization is desired.

Outlook Today

The Outlook Today page shows a preview of your appointments, a list of your tasks, and how many new email messages you have for the current day. You can also quickly find a contact by using the Find Contact box.

You can customize how Outlook Today looks and functions:

1. Click Shortcuts on the Go menu. In the Navigation Pane, click Outlook Today.

2. Click the Customize Outlook Today . . . button

3. Select the options you would like to use in Outlook Today and then click Save

The Outlook Today page appears.

The Customize Outlook Today page appears.

Changes to save your changes or Cancel to exit without saving The Outlook Today page reappears.

One Outlook You can also send, forward, and reply to email; use the Address Book; and print your email.

To access your email, you can either use the Inbox in the Navigation Pane, or you can use the

My Shortcuts bar. The Inbox folder on both bars accesses the same information, but the My Shortcuts bar has access to other items, such as Sent Items.

Reading Email

In Outlook Inbox folder in the Navigation Pane. Your email is displayed to the right in the Inbox section of the Reader Pane. Then double-click the header of the email message you would like to read. The email text will open in a separate window.

New Mail Arrival

New email automatically appears in your Inbox when it arrives, but if you feel you need to

check for new messages, you can click Send and Receive receive mail, you will also get a New Mail/Desktop Alert display from the system tray in the

lower right corner. It will fade in and fade out. If you click it, it will automatically open that email.

When Outlook messages. To select a notification option, follow these instructions:

1. Click Tools, and then click Options.

Using Email

feature is sending and receiving email. You can easily read email in many views.

, your incoming email is stored in your Inbox. To access your email, click the

. When you

is running, it can notify you of new incoming mail through sound and visual

The E-Mail Options screen appears.

2. Click the E-mail Options button. The options for email appear.

3. Customize the options in the Message handling section to fit your needs. Also click the

Advanced E-mail Options button to specify more options

Click OK to close all the windows. Outlook

Reading Attachments

will now notify you according to your specifications.

Attachments are files sent with email messages. If your email header includes a paper clip symbol, double-click the message header to open the email. The attached message appears below the subject line. Double-click the file; it opens in the associated program. An example of attached files is given below:

Attached file

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