Outlook - Advanced

Outlook 2003
Advanced Topics
Outlook 2003 Advanced
Organising Messages by Colour .........................................................................................................4

Mailbox Cleanup....................................................................................................................................5
Finding Items to Clear ......................................................................................................................5
Clearing your Deleted Items .............................................................................................................6
Grouping Messages..............................................................................................................................7
Choosing Fields ....................................................................................................................................9
Removing Fields .............................................................................................................................10
Creating Custom Views ......................................................................................................................10
Archiving Mail......................................................................................................................................14
Retrieving Archived Items...............................................................................................................15
Auto Archive ........................................................................................................................................15
Setting Message Options ...............................................................................................................16
Creating Rules.....................................................................................................................................17
Disabling a Rule..............................................................................................................................18
Advanced Rule Options......................................................................................................................18
Organising Rules ................................................................................................................................19
Importing and Exporting Rules .........................................................................................................20
Exporting Rules ..............................................................................................................................20
Importing Rules...............................................................................................................................20
Managing Junk Mail ............................................................................................................................21
Setting Junk Options ......................................................................................................................21
Safe and Blocked Senders .................................................................................................................22
Search Folders ....................................................................................................................................24
Finding Messages ...............................................................................................................................25
Advanced Find ....................................................................................................................................25
Adding an Email Account...................................................................................................................27
Setting your Default Mail Account ....................................................................................................28
Sending Mail from a Specific Account..............................................................................................28
Filtering Information ...........................................................................................................................29
The Navigation Pane...........................................................................................................................31
Creating Shortcuts..............................................................................................................................32
Outlook Items..................................................................................................................................32
Adding Non-Outlook Files or Folders as Shortcuts ........................................................................32
Shortcut Groups..............................................................................................................................33
Favourite Folders ................................................................................................................................34
My Places .............................................................................................................................................35
Customising Toolbars ........................................................................................................................37
Mail Options.........................................................................................................................................38
Advanced Email Options ................................................................................................................38
Mail Format.....................................................................................................................................39
Calendar Options ................................................................................................................................40
Reminder Options...........................................................................................................................41
Note Options........................................................................................................................................42
Calendar Web Pages...........................................................................................................................43
Email Templates..................................................................................................................................44
Using an Email Template ...............................................................................................................45
Stationary.............................................................................................................................................46
Using Stationery .............................................................................................................................47
Group Schedules ................................................................................................................................48
Sending to a Group ........................................................................................................................48
Scheduling Meetings ..........................................................................................................................50
Finding a Suitable Meeting Time ....................................................................................................51
© Hewlett-Packard 2004 Page 2 of 95

Free / Busy Time .................................................................................................................................52

Publishing Free/Busy Time ................................................................................................................53
Publishing your Time ......................................................................................................................53
Viewing Free/Busy Time.................................................................................................................54
Instant Messenger...............................................................................................................................55
Setting Contact IM Information .......................................................................................................55
Viewing IM Status ...........................................................................................................................56
Working with Multiple Calendars ......................................................................................................57
Opening Multiple Calendars ...........................................................................................................57
Opening a Calendar in a New Window ..........................................................................................58
Working with Multiple Contact Lists .................................................................................................59
Opening Contact Lists ....................................................................................................................59
Opening a List in a New Window....................................................................................................59
Public Folders .....................................................................................................................................60
Moving Items into Public Folders....................................................................................................61
Delegating Your Mailbox ....................................................................................................................62
Opening a Delegated Mailbox ............................................................................................................64
Sending On Behalf Of .........................................................................................................................65
Folder Permissions.............................................................................................................................66
Sending Folder Shortcuts ..................................................................................................................67
Importing Contacts .............................................................................................................................68
Importing From Excel .....................................................................................................................68
Importing Data ................................................................................................................................68
Mapping Fields ...............................................................................................................................70
Exporting Outlook Data ......................................................................................................................71
Exporting Data ................................................................................................................................71
Sending Emails to Contacts...............................................................................................................73
Contacts with Multiple Email Addresses ........................................................................................73
Creating Letters to Contacts..............................................................................................................75
Printing Envelopes..........................................................................................................................77
Mail Merge with Contacts ...................................................................................................................78
The Office Clipboard...........................................................................................................................80
Pasting from the Clipboard .............................................................................................................81
Importing and Exporting Rules .........................................................................................................82
Exporting Rules ..............................................................................................................................82
Importing Rules...............................................................................................................................82
Exporting Junk Senders.....................................................................................................................83
Sending Distribution Lists .................................................................................................................84
Receiving a Distribution List ...........................................................................................................85
Synchronising Outlook with a PDA...................................................................................................86
Synchronising a Pocket PC ............................................................................................................86
Offline Working in Outlook 2003 .......................................................................................................87
Setting Outlook for Offline Use .......................................................................................................88
Synchronising Folders .......................................................................................................................89
Making Folders Available Offline ....................................................................................................89
Synchronising Folders ....................................................................................................................90
Downloading the Address Book........................................................................................................91
Remote Mail .........................................................................................................................................92
Downloading Headers ....................................................................................................................92
Processing Downloaded Headers ..................................................................................................92
Cached Exchange Mode.....................................................................................................................94
Tips for Remote Working ...................................................................................................................95

Organising Messages by Colour

Colour can be used to organise messages in your inbox - you can colour messages sent by and to
specific people.
Show the Organise pane by choosing Tools, Organize.
X In the Inbox or other mail folder, click once on any message sent by the person you wish to
colour.
X Click on Using Colors
X Ensure the correct name is displayed after the From drop-down list
X Click on the drop-down arrow of the colour box and choose the colour to use
X Click on Apply Color
To colour messages sent to specific users, follow the same steps in the Sent Items folder.

Mailbox Cleanup
Mailbox limits are being set by many companies and departments in an effort to reduce the amount of storage
needed on email servers. It is in your own interest to keep your mailbox size down - it will save you time as your
mailbox becomes more manageable and easier to use.
Outlook 2003 has a Mailbox Cleanup facility that lets you view the size of your mailbox and find ways of reducing
it.
X From the Outlook Inbox, choose Tools, Mailbox Cleanup.

X Click on the View Mailbox Size button to view the size of your mailbox:
X Click on Close to close the mailbox size window.

X Click on Cancel to return to your desktop.
Finding Items to Clear
As well as showing you the size of your mailbox, the Mailbox Cleanup window offers help in reducing your
mailbox size. One way to reduce your mailbox size is to delete all messages older that a certain date, or larger
than a certain size.

X Choose whether you wish to find items older or larger than a specific value, then enter this
value in the relevant box.
X Click on Find.

The results will be displayed in a Find window.
X To remove a specific message, click once on the message and press [Delete].
X To remove all messages, press [Ctrl A] to select all of the messages, then [Delete] to remove
them.
X Close the Find box using the button in the top-right corner when complete.
Clearing your Deleted Items
Whenever you delete an item from your Inbox or any other Outlook folder, a copy of the item is kept in the
Deleted Items folder. This allows you to undo a delete action should you realise you have made a mistake.
Clearing items from this folder can often restore much needed mailbox space.

X To see the size of your Deleted Items folder, click on the Click Here button at the bottom of the
window. Click on Close to return to the Mailbox Cleanup window.
X Click on the Empty button to clear the Deleted Items folder.
X Click on Yes to confirm this action.

Grouping Messages
Messages in the Inbox can be grouped by any field or mixture of fields e.g. by From so that
messages from the same person appear together in the list, then by Date so that messages from each
person are grouped by the date on which they were received.
Before you can group messages manually, you will need to make sure messages aren't arranged in groups
already:
X Choose View, Arrange By

X If the Show in Groups option is ticked, select this option to remove the tick
You can now show the Group By Box to allow quick and easy grouping:
X Right-click over any field heading in the Inbox and choose Group by Box
X From the Inbox headings, drag the main field you wish to group by into the empty Group By box
X Release the mouse button to group the messages by that field.
X Repeat the above two steps to add any further fields to group by
In the following example, messages are group by From then Received:
To ungroup fields, drag the field heading from the Group By box back to the original place in the field headings.

t is also possible to group by a specific field in the following way:
X Right click over the heading you wish to group by and choose Group by This Field
X To remove grouping, right click over the heading in the Group pane and choose Don't Group
by This Field

Choosing Fields
The Field Chooser gives a list of all fields that can be displayed in the Inbox. Fields can be dragged
from the Chooser to the appropriate position amongst the current Inbox headings.
X Right-click over any field heading on screen

X Choose Field Chooser from the menu displayed
A list of available fields is displayed:
X Choose the required category of fields from the drop-down list at the top of the Field Chooser.
Choose All Mail Fields to see all fields related to mail messages.
X Click on the field you wish to show from the list displayed.
X Drag the selected field to the required position of the Inbox field headings.
Click on the close button in the top-right corner of the Field Chooser to hide the box when complete.

Removing Fields
Fields can also be removed from the view at any time. Click on the field no longer required and drag the field
down off the heading line.=
Creating Custom Views

A new view can be created for any Outlook component as follows:
X Choose View, Arrange By, Current View, Define Views

X Click on New.
X Enter a name for the view and choose the type of view you wish to create:
The View Summary dialog box will be displayed from which the view can be defined.
Button Description
Fields Allows you to choose the field that will display in the view
Group By Data can be grouped by a specific column or combination of columns
Sort Data can be sorted in order of a specific column, in ascending or descending order
Filter Only data that matches specific criteria can be displayed, all other data can be hidden
Other Settings Allows you to choose the style of column headings, data and gridlines
Automatic Formatting Allows you to format specific records in different ways
Format Columns Allows you to set the label text to appear at the top of the column, and how text is
aligned in the column

To define the view:
X Click on the Fields button and choose the fields to be displayed in the view. Click on OK when
complete.
X Click on the Group By button and choose the fields you wish to group data by - you can group
by up to four columns and specify the order in which each group will be sorted. Click on OK
when grouping has been set.

The following view shows tasks grouped by category, due date and priority:
X Click on the Sort button and choose how you wish to sort fields by if no grouping has been
applied. Click on OK when complete.
X Click on the Filter button and set any criteria to be matched before an item is displayed. Any
items that do not match the criteria will be hidden.
X Click on Other Settings and to set the font for headings and data in the view.
X Click on OK when complete.

X Click on the Automatic Formatting button and set a different font style for each listed option
e.g. unread messages or completed tasks. Click on OK when complete.
X Click on OK when all elements of the view have been defined.
X Click on Apply to close the view dialog box and apply the new settings.
A custom view can be changed at any time by choosing View, Arrange By Current View and Define Views.
Click on the view in the list displayed, then on Modify.
A new view can be created that is based on the settings currently being used. Make sure the
Advanced Toolbar is displayed before creating a view in this way.
X Click in the Current View list on the Advanced Toolbar.

X Type a name for the new view.
X Press [Enter].
X Click on OK to confirm the new view.

Archiving Mail
As folders are stored on the mail server, these are more expensive than archives which can be stored
locally or on a departmental share drive.
If you intend keeping items for more than one month, it is better to use an archive. Folders should be
used for temporary storage and should be maintained on a regular basis.
Manual archiving can be carried out in the following way:
X Choosing File, Archive.

X Choose the folders and subfolders to be archived and the date by which messages should be
archived.
X Change the name and/or location of the Archive File as required - this is the file that will store
the archived messages and can be kept on a local or network drive.
X Click on OK.
Stop a single item in a folder from being archived by opening the item and choosing File, Properties. Check the
Do not archive this item box, then click on OK.

Retrieving Archived Items
When an archive file is opened, it will appear as a folder in the Folder List. Items can be read or
moved from the archive as required.
X Choose File, Open and Outlook Data File.

X Click on the drop-down arrow in the Look In box and select the drive and folder in which the
archive file is stored.
X Select the name of the file from the list displayed and choose OK.
Auto Archive
Automatic archiving is set to 14 days by default. This can be changed as follows:
X Choose Tools, Options and the Other tab.

X Click on AutoArchive.
X Choose the interval at which to archive, in days.
X In the Move Old Items To box, click on Browse to find the folder in which you wish archived
items to be stored.
X Choose OK twice to return to the Outlook window.

After enabling AutoArchive, the properties of each folder must be set to specify whether the folder
should be archived.
X Right click on the folder in the Folder List and choose Properties. Choose the AutoArchive tab.
X Check the Clean Out box and specify the time after which the folder items should be archived.
Ensure the correct path is set in the Move Old Items To box.
X Choose OK.
Setting Message Options
X Open the message and choose File, Properties.

X Click on the AutoArchive
X Check Do not AutoArchive this Item and OK.

Creating Rules
Rules can be set so that specific actions are taken automatically when certain things occur in Outlook.
Some examples of where rules could be used are:
X To send a specific reply when a message is received from specific users.

X To move messages of a specific category into a specific folder as they are received.
X To delete messages sent to you as part of a specific distribution list.
X To forward all urgent messages to a different email address.
You can create as many rules as you like and can choose when to activate or de-activate each rule.
To create a rule:
X Select a message from the sender you wish to create the rule for.
X Click on the Create Rules button on the Standard Toolbar
The Create Rules button
X To apply the rule to all messages from the sender, check the From box
X To apply the rule to all messages containing specific subject text, check the Subject Contains
box and type the subject text in the box next to this
X To apply the rule if the message is sent only to you, check the Sent To box
X Set the actions to be carried out when such a message is received
X Click on OK
If you want to run the rule on messages already in your Inbox, check this option. Otherwise, click on OK to run
the rule on new mail as it arrives.

Disabling a Rule
If you want to stop running a rule that you've created:
X Choose Tools, Rules and Alerts

X In the top half of the pane, uncheck the rule you no longer wish to run
X Click on OK
Advanced Rule Options

The Create Rule dialog box gives basic choices for creating rules. If you want to create more complex rules, you
can do so as follows:
X Select a message from the sender you wish to create the rule for.
X Click on the Create Rules button on the Standard Toolbar
The Create Rules button
X Click on the Advanced Options button

X Choose the conditions to check when each message arrives e.g. is the message from the
sender of the selected message, or is the message flagged for action
X Click on Next when all conditions have been set.
X Choose the action to be performed e.g. move or delete the message. Check the rule description
at the bottom of the dialog box to see if any further information is required - click on the link to
more information to add this.
X Click on Next and add any exceptions to the rule i.e. when you do not want the rule to be
applied. You may choose as many exceptions as required.
X Click on Next and enter a name for the rule - this will allow you to edit or apply the rule at a later
stage.
X Click on Finish.

Organising Rules
You can use the Rules and Alerts dialog box to organise the order in which rules will run. You can also use this
dialog box to create rules via the Wizard, or delete and rename rules. Choose Tools, Rules and Alerts.
The following symbols show the actions that the rule will cause to run:
Icon Action
Display specific text in the new mail window
Play a sound
Move to a folder
Copy to a folder
Mark as high priority
Mark as low priority
Flag message
Delete message
You can add or remove key actions from the selected rule by clicking on the Change Rule button on the rule
toolbar. Click on the action you wish to add or remove.

Importing and Exporting Rules

Once your rules are created, you can export them so that other Outlook users may import them into their own
systems.
Exporting Rules
To export your Outlook rules so that they can be shared with others:

X Ensure the E-mail Rules tab is selected
X Click on the Options button in the menu of the dialog box
X Click on Export Rules.
X Ensure the correct drive and folder are selected - if these are not correct, click in the Save In box and
select the drive and/or folder. Enter a File name for the exported rules file and click on Save.
X Click on OK twice to return to Outlook.
Importing Rules
To import a rules file into Outlook:
X Choose Tools, Rules Wizard or click on the Rules Wizard button on the Advanced Toolbar.
X Click on Options at the bottom of the dialog box.
X Click on Import Rules.
X Ensure the correct drive and folder are selected - if these are not correct, click in the Look In box and
select the drive and/or folder. Choose the name of the rules file and click on Open.
X Click on OK twice to return to Outlook - all new rules will be available for use immediately.

Managing Junk Mail

Outlook 2003 has a junk email filter that will automatically move junk messages into the Junk Email folder.
Whenever a message is received in your Inbox that Outlook thinks is Junk, you will get the following message:
X Click on Close to close the message

X To view your junk mail, click on the Junk E-Mail folder in the navigation pane
Setting Junk Options
You can set the junk filter level, to determine how Outlook handles your incoming mail:
X Choose Tools, Options

X On the Preferences tab, click on the Junk E-mail button
X Choose the level you wish to use for junk filtering (see table below)
X Click on OK

The following levels can be set:
Level Description
No protection The junk email filter will be turned off, but any names in the Blocked Senders tab will
have their messages moved to the Junk Email folder
Low Only the most obvious junk messages will be moved to Junk Email
High Any suspected junk messages will be moved to Junk Email. You will need to check this
folder from time to time to ensure no messages from your colleagues have been moved
there in error.
Safe Lists Only Any messages sent from someone other than people in the Safe Senders tab will be
moved to Junk Email
If you want to delete junk mail instead of placing it the Junk Mail folder, check the Permanently Delete option in
the Junk Mail options window.
Safe and Blocked Senders

If you receive a large volume of junk mail, you can set safe and blocked senders.
X Email received from safe senders will never be considered junk mail and will be delivered to your
Inbox as normal.
X Email received from blocked senders will always be considered junk mail and will be moved to
the Junk Mail folder automatically.
You can add the sender of a message to the blocked or safe list as follows:
X Right-click over a message from the sender you wish to add to a junk mail list
X Choose Junk Mail from the menu displayed
X Choose the required option

A message will show when you add the first name to each list:
If you have many senders to add to the safe or blocked list, this can be done as follows:

X On the Preferences tab, click on the Junk Email button
Use the following tabs to add to each list:
Tab Description
Safe Senders Enter full addresses or domains e.g. @hp.com to ensure mail from these sources is
never treated as junk email
Safe Recipients Enter addresses or domains that you send email to that you do not want to be treated as
junk mail
Blocked Senders Enter full addresses or domains e.g. @hp.com to ensure mail from these sources is
always treated as junk email
To add names to a list:
X Click on the relevant tab of the Junk Mail options dialog box
X Click on the Add button
X Enter the email address or domain name, then click on OK
Once you have your junk lists set up, you can export the names to a text file so that you can import the list onto
another PC if this is required in the future. This is effectively making a back-up of your junk mail lists.
To export your list:

X Choose the relevant tab e.g. Safe Senders
X Click on the Export to File button
X Type a name for the exported file, then click on Save
You can import a saved list by choosing Tools, Options and the Junk Email button. Click on the Import from
File button on the relevant tabbed page.

Search Folders
A search folder is a "virtual folder" that shows Outlook 2003 items that meet specific conditions. These items are
not stored in the search folder - the search folder simply provides a pointer to items in other folders.
There are three search folders in the Favourites list by default:
Folder Description
Any unread messages in you Inbox, or stored in folders within your Inbox
Any items in your Inbox or folders that are flagged for follow-up
Large messages over 500KB in size
You can create new search folders e.g. to show all messages from your manager, or all urgent messages:
X Choose File, New, Search Folder or press [Shift Ctrl P]

X Choose the type of message you wish the folder to hold e.g. Important Mail or Mail from
Specific People
X Choose any additional options for the search folder e.g. click on Choose to select the people you
wish mail from to be stored in the folder
X Click on OK
Click on a search folder to show all messages that match that folders criteria.

Finding Messages
It is possible to find all messages containing certain keywords by clicking on the Find button on the Standard
Toolbar.
The Find Button
X Click in the Look For box and type the text you wish to find.
X Click on the drop-down arrow of the Search In box and choose the folder you wish to search, or
the type of messages you wish to look for the text in.
X Click on Find Now.
After clicking on Find Now, only messages containing the specified text will be listed in the Inbox. To return to
showing all messages, click on Clear at the end of the Find pane.
Advanced Find
The Advanced Find option allows you to search for words in specific message fields, as well as giving additional
search options such as categories and message size.
To show the advanced find window, either:
X Choose Tools, Find, Advanced Find

X Choose [Ctrl Shift F]
X Click on the Find button on the toolbar to show the Find pane. Click on the Options drop-down
list and choose Advanced Find

To search for messages:
X Click on the drop-down arrow of the Look For box and choose the item you wish to find e.g.
message or task.
X To search in a specific folder, click on Browse and check each folder to search. Choose OK
when this is complete.
X In the Messages tab, enter the text you wish to find. Choose the field you wish to search in the In
box.
X To find messages from a specific user, click in the text box next to From and enter the name.
X To find messages to a specific user, click in the text box next to Sent To and enter the name.
X To find messages received or sent at a specific time, choose the criteria from the Time drop-down
lists.
X Click on Find Now to find all matching messages
All matching messages will be shown in the lower pane of the advanced find window.
X Double-click on a message to open the message

X Right-click over a message to show additional options e.g. to print or delete the message

Adding an Email Account

Outlook 2003 lets you manage multiple email accounts within your Outlook session e.g. you could work in your
Exchange email account as well as a Hotmail account. You will receive messages from both accounts, and can
send messages from either.
To add a new email account:
X Choose Tools, Email Accounts

X Choose to Add a New Email Account and click on Next
X Choose the type of email account you wish to add, then click on Next
X Enter all information for your account, taking care when entering your user name and password.
Click on Next when all details have been added.
X Click on Finish to end the wizard.
Your new account will show as a new main folder in the folder list.

Setting your Default Mail Account

You can choose which email account will be used as default when new messages are created - whether they will
show as being sent from your standard Outlook account or your new Hotmail account.
X Choose Tools, Email Accounts

X Choose View or Change Existing Email Accounts and click on Next
X Choose the email account you wish to set as the default, then click on the Set as Default button
X Click on Finish
Sending Mail from a Specific Account

Whenever you create a new message, you can choose which email account to send that message from:
X Create a new mail message as normal

X Click on the drop-down arrow of the Accounts button on the toolbar to choose the account that
the message should be sent from
A banner will show that the message is not being sent via the default
account:

Filtering Information
The Filter command allows you to place limits on the data displayed in the current view. Only items
that match specified criteria will be displayed, all other items will be hidden.
Some examples of filters that can be set are:
X Show only unread messages that have a high priority

X Show only tasks that are due today and have not yet been started
X Show only contacts that have the Key Customer category
Filtering is applied as follows:
X Choose View, Arrange and Custom

X Click on the Filter button
The Filter dialog box has three tabs that are used to set criteria:
Tab Description
<Component> The name of the first tab changes depending on the component being viewed e.g. it will be the
Messages tab if you are filtering the Inbox. This tab is used to set criteria based on text in the
item's heading or body.
More Choices This tab is used to set criteria based on the category, general status of item (unread or read),
whether the items has attachments, importance and size.
Advanced This tab is used to set criteria on specific fields that are not shown in the other tabs.
SQL This tab is used to create SQL queries to filter your data - use this option only if you are familiar
with the SQL database query language.
To set the criteria:
X Click on the first tab and enter any text that must be found in the item. Specify where the text
should be located by clicking on the drop-down arrow of the In field. For example, to find items
with the word "training" in the subject:
X If filtering tasks or messages, use the From and Sent To buttons to specify who the messages
or tasks should be received from or sent to in order to be displayed.
X To show only items with specific categories, click on the More Choices tab. Click on the
Categories button and check each category that must be matched, then click on OK.
X To specify additional criteria on other fields, click on the Advanced tab.

X When all conditions have been added, click on OK.

X Click on OK again to return to Outlook and apply the filter.
To redisplay all items, remove the filter by choosing View, Arrange By, Custom. Click on the Filter button, then
on Clear All. Click on OK twice to return to Outlook and show all items.

The Navigation Pane

The navigation pane provides links to all of the standard folders and components of Outlook. The
pane is split into the following sections:
X Favourite folders
X All mail folders
Under these sections are links to the Inbox (mail), calendar and contacts list. The following shortcuts
are also available:
Icon Used to...

Create personal tasks, or tasks that you can assign to colleagues and track the progress of
Create and view notes
Show all folders in a single pane
Show shortcuts in a single pane

Track email messages, meetings, tasks and other items such as Word documents or telephone
conversations
If any of these icons are not showing, you can customise the navigation pane by clicking on the drop-down arrow
to the right of the icons.

Creating Shortcuts
The shortcut pane can be used to store shortcuts to frequently used Outlook folders, non-Outlook folders and
files for quick and easy access.
Outlook Items
To add an Outlook item to the Shortcut pane:
X In Outlook, click on the Shortcuts button on the Navigation Pane to view all shortcuts
X Click on the Add new Shortcut link on the Shortcut pane

X Choose the Outlook item you want to add a shortcut to
X Click on OK
You can remove an item from the Shortcuts pane by right-clicking over the item and choosing Delete Shortcut.
Adding Non-Outlook Files or Folders as Shortcuts
X Use My Computer or Windows Explorer to locate the file or folder to be added to the
navigation pane.
X Ensure the Explorer is not filling the entire screen - click on the Restore button at the end of the
title bar to make the window smaller.
X Select the file or folder in the Explorer or My Computer window, and drag this over the shortcut
group that you wish to hold the folder shortcut
X Release the mouse button to secure the item on the navigation pane.

If you have added a file or folder to the Shortcut pane, click once to open the folder or file.
Once you have a file or folder in the Shortcut pane, you can:
X Drag a file over the Tasks icon on the navigation pane to create a task from the file.
X Drag a file over the Inbox icon on the navigation pane to create a new message with the file as
an attachment.
X Drag a file over the Contact or Calendar icon on the navigation pane to create a new contact or
appointment that includes a shortcut to the file.
Shortcut Groups
If you have a lot of shortcuts on your navigation pane, you can organise these into groups:
X Click on the Add New Group link on the Shortcut pane

X Type a name for the new group, then press [Return]
You can now drag folders and files over the shortcut, or add Outlook items to the group as described above.

Favourite Folders
You can add any mail folder to the Favorites pane at the top of the navigation pane, to allow easy access to
folders that may be nested inside other folders in the Folder List.
To add a mail folder to the favourites list:
X Right-click over the folder in the Folder List

X Choose Add to Favorites Folder
The folder will be positioned at the bottom of the favourites list. You can move a folder up or down by right-
clicking over the folder in the Favorites list and choosing to Move Up List or Move Down List.
You can remove an item from the Favourites list by right-clicking over the item and choosing Remove from
Favourite Folders.

My Places
Whenever you view an Open or Save dialog box in Outlook, you can customise the My Places bar that shows
down the left-hand side of the dialog box.
By default, this bar has the following icons:
Button Area Description
My Recent Documents Displays the last 20-50 documents access on the computer
Desktop Shows all files stored on the desktop
Activates your My Documents folder - the default Windows folder for

My Documents
storing documents
My Computer Allows access to all drives on your computer
My Network Places Allows you to access documents stored on your network
You can display the default buttons as small icons, to fit more options in the bar:
X Right-click over the My Places bar in any Open or Save dialog box
X Choose Small Icons
To add a folder to the My Places bar:
X Use the Look In box to locate the drive that the folder you wish to add to the bar
X Select the folder in the main pane of the dialog box
X Click on the Tools menu along the top of the dialog box, and choose Add to "My Places"
You can now click once on the folder in the My Places bar to show the content of that folder in any Save or
Open dialog box.

To remove a folder from My Places:
X Right-click over the folder you wish to remove

X Choose Remove from the menu displayed

Customising Toolbars
It is possible to modify the existing Outlook toolbars by adding or removing buttons. You can also
create new toolbars, then add buttons and menus as required.
X Choose Tools, Customize

X On the Toolbars tab, ensure the toolbar you wish to customise is checked and displayed on
screen.
X Click on the Commands tab.
To add a button to a toolbar:
X Choose the category that contains the command - this will be the menu you would expect to find
that command under in Outlook
X Click on the command you wish to add
X Drag the command onto the required position on toolbar
X Release the mouse button only when the correct position has been selected
X Click on Close when all buttons have been added
An icon can be removed from a toolbar at any time simply by holding [Alt] and dragging the icon off the toolbar.
It is not necessary to choose Tools, Customize first.

Mail Options
You can set email options as follows:

X Click on the Preferences tab
X Click on the Email Options button
X Click on OK when all options have been set
Set the following commands as required:
Option Description
After moving or deleting Unlike in previous versions, Outlook 2003 does not open the next item the Inbox when
an open item you delete or move a message. You can set Outlook to open the next or previous item
if you prefer
Close original message When you reply to or forward a message, you can set Outlook to close the original
on reply or forward automatically
Save copies of Uncheck this box if you don't want Outlook to save a copy of every message you send
messages in the Sent Items folder
Automatically save If you close a message without sending it, Outlook will save a copy automatically
unsent messages
Remove extra line This option will remove unnecessary space in plain text messages
breaks in plain text
messages
Advanced Email Options
X Click on the Advanced Email Options button to set default mail options.
X Click on OK when all options have been set.

Mail Format
You can set the default font, size and style of messages that you create in rich text or HTML format:
X Click on the Mail Format tab of the Options dialog box

X Choose the default format for all new messages from the Compose in this message format
list
X Click on the Fonts button
X Click on each Choose Font button to specify the default font for new messages, message
replies and plain-text messages
X Click on OK when complete

Calendar Options
You can set calendar options as follows:

X Click on the Preferences tab
X Click on the Calendar Options button
Set the work week options as required:
Set all other calendar options as required:
Option Description
Show week numbers This will show week numbers in the monthly calendar which is displayed to the right of
the main calendar, above the task-pad
Allow attendees to This will allow people you invite to meetings to propose new times for these meetings.
propose new times You, as meeting organiser, will be able to decide which time to use
Background colour Choose the main background colour for the calendar
Calendar showing week numbers:

Reminder Options
You can set the default reminder options as follows:

X Click on the Other tab
X Click on the Advanced Options button
X To set the default reminder sound, click on the Browse button

X Locate the sound file you wish to play, then click on Open
X Click on OK

Note Options
The default colour, size and font for all new notes can be set as follows:
X Choose Tools, Options and ensure the Preferences tab is selected.

X Click on the Note Options button.
X Click on the drop-down arrow of the Color box and choose the colour for new notes.
X Click on the drop-down arrow of the Size box and choose the size for new notes (see below).
X
X To change the default font used, click on the Font button and choose the required settings before
clicking on OK.
X Choose OK to return to the Options dialog box.

X Choose OK again to return to Outlook.

Calendar Web Pages

It is possible to create a HTML version of your calendar that can be displayed on a web page for
online collaboration. You can specify the date range to show in the calendar, as well as the amount of
detail to show.
X Click on the Calendar button in the navigation pane.

X Choose File, Save as Web Page.
X Enter all details for the web page and click on Save.
A portion of a saved calendar in a web browser:

Email Templates
If you send the same text in email messages on a regular basis, you can create a template that can
be re-used without the need to re-type any text. Templates can be stored in any location - including a
shared drive if the template will be used by a number of people.
To create a new template:
X Choose Action, New Mail Message or click on the New Mail Message button on the Standard
Toolbar.
The New Mail Message button
X If the message will always be addressed to the same people, click in the To and Cc boxes and
enter these name
X If the message subject will always be the same, click in the Subject line and type the subject
text.
X Click in the main body of the message and type the standard text
When the message has been created, it can be saved as a template as follows:
X Choose File, Save As.

X Click in the Save as Type box and choose Outlook Template.
X The standard Outlook template folder will be displayed. If you wish to save the template in a
shared folder, choose the required folder from the Save In box.
X Click in the Filename box and enter a name for the template.
X Click on Save.

X Choose File, Close or press [Alt F4] to close the message.

X When prompted to save the message again, click on No.
Using an Email Template
When a template is used to create a new message, the standard text of the message can be changed
as required.
X Choose File, New, Choose Form.

X From the Look In box, choose User Templates in File System.
X Choose the name of the template you wish to use and click on Open.

Stationary
Email templates are useful if you wish to store the message recipients and subject for re-use. If your
template will only have standard body text and formatting, you can create stationary. You can choose
the stationary to use for each message, or can set the default stationery to use in each new message.
To create new stationery:
X Choose Tools, Options and click on the Mail Format tab

X Ensure the Compose in this message format is set to HTML
X Click on the Stationery Picker button
X Click on New
X Type a name for the new stationery
X Click on Next
X Click in the Preview box and type all text to appear in each message that uses this stationery
X Click on OK
X Click on OK to return to Mail Format options
X If you don't want to use the new stationery for every new message, click on the drop-down
arrow of the Use this stationery as default box and choose <None>
X Click on OK

Using Stationery
To use the new stationery for a new message:
X Choose Actions, New Mail Using

X Choose the stationery you wish to use

Group Schedules
Group schedules allow you to see the availability of a number of people in one single step - allowing
you to quickly schedule meetings with these users. You can have multiple schedules to include
different combinations of people.
To create a group schedule:
X Click on the Calendar icon on the Outlook Bar.

X Click on the Schedules button.
The Schedules button
X Click on New.
X Type a name for the new schedule, making this as relevant as possible. Click on OK.
X Click on the Add Others button to start adding members to the group. Choose to Add from the
Address Book.
X Select each name to be added to the group, clicking on To after each. Click on OK when all
names have been added.
X Click on Save and Close when you wish to close the schedule.
You can view the schedule at any time using the Schedule button on the Calendar toolbar. Click on the name of
the schedule and on Open to view it.
Sending to a Group
Once a group has been set up, you can send a meeting request or email message to all or selected members of
the group.
X Click on the Calendar icon on the Outlook Bar, then on the Schedules button.
X Choose the group from the list displayed, then click on Open.
X To send the meeting request or email to specific members only, click on the first member on the
left of the schedule. Hold [Ctrl] and click on each additional member you wish to correspond
with.
X Click on Make Meeting.
X Choose the required option from the drop-down list (see below).
X A new email message or meeting window will be displayed. Complete and send as normal.

The calendars of your group members may change while your schedule is open. To ensure you are showing the
latest details, click on Options and choose Refresh Free/Busy.

Scheduling Meetings
A meeting is an event to which other Outlook users are invited. Once the invitation has been received by other
users, it can be accepted or declined. Accepted invitations will be entered automatically into your calendar while
declined invitations will return a notice to the sender.
X Double-click on the date you wish to create the meeting for or click on the New Appointment
button on the Standard Toolbar.
The New Appointment button
X Type a Subject and Location for the meeting..

X In the Start Time and End Time boxes, set the start and end date and time.
To change the appointment to a meeting that includes other Outlook users, click on the Scheduling tab then on
Add Others. Click on Address Book to pick the attendees for the meeting.
X Choose the names of all attendees you wish to invite the to meeting. Set each attendee as
Required or Optional using the buttons in the middle of the dialog box
X Choose OK when all attendees have been added.
The availability of each attendee will be displayed, with Tentative, Busy and Out of Office time showing in shaded
blue, solid blue and purple respectively.
You can book resources such as meeting rooms by finding the resource in the address book and
adding it to the meeting in the same way as an attendee.

Icons appear next to each name to show the type of attendee. You can change this type by clicking on the icon
and choosing a different option from the drop-down list.
Icon Description
Meeting organiser
Required attendee
Optional attendee
Resource e.g. meeting room
Finding a Suitable Meeting Time
To find the next time slot when all attendees are free, click on the required AutoPick button. The meeting time
will move across the scheduler to show each suitable time during which all attendees are free.
After adding all attendees and confirming their availability, click on the Send button on the toolbar to send the
invitations.
The Send button
To cancel a meeting, select the meeting in the calendar and click on the Delete button on the toolbar.
You will be asked whether you wish to send a cancellation message to all attendees, or simply delete
the meeting without sending any notification.

Free / Busy Time

Free/Busy Information lets other Outlook users see when you are free and busy in your calendar. This
information can be used to schedule meetings at a time convenient for all.
To ensure your colleagues always know your free/busy status, you can set your free/busy time to update often on
the server.

X Click on the Free/Busy Options button
If you have made a lot of changes in your calendar, you can update your free/busy information on the server
manually, to ensure the latest information is available immediately.
X Ensure the calendar is showing in Outlook

X Choose Tools, Send/Receive, Free/Busy Information
To update your free/busy information while you are scheduling a meeting, click on the Options button on the
Scheduling tab and choose Refresh Free/Busy.

Publishing Free/Busy Time

By default, only the other users on your mail server will be able to see your free/busy time when they book
meetings with you or have a group schedule set up. If you often set up meetings with people in other companies,
on different servers, you can publish your free/busy time so that it is also available to them.
Before publishing your free/busy time, you need to specify how often Outlook should publish this information:

Publishing your Time
You can publish your free/busy time on any website, or can use the Microsoft Office Free/Busy service. This
service has the advantage of allowing you to control exactly who can see your free/busy time.

X Choose to Publish and search using Microsoft Office Internet Free/Busy Service
X Click on the Manage button
You will need to create a Microsoft .NET passport if you don't yet have one. If you have a Hotmail account, or use
MSN Messenger for external contacts, you will already have such a passport.

After signing on with your .NET password and agreeing to the terms of use, click on Continue. You will now be
able to invite colleagues to view your free/busy time.
Use the View Free/Busy Times on the Web to show the free/busy time of all of your group members.
Viewing Free/Busy Time
Once you have set up your colleagues on the Microsoft Office Internet Service, you will be able to view their
free/busy time whenever you schedule meetings with them in Outlook.

Instant Messenger
If your contacts have access to Microsoft’s Instant Messenger, you will be able to see when they are online and
be able to send them instant messages without leaving Outlook.
To ensure Outlook is set to integrate with Messenger:

X Click on the Other tab
X Ensure the option to Enable the Person Names Smart Tag is enabled
X Ensure the option to Display Messenger Status is enabled
X Click on OK
Setting Contact IM Information
To be able to send messages to contacts, and see their IM status, you need to specify their IM email address:
X Click on the Contacts button on the Navigation Pane

X Double-click on the contact you wish to collaborate with using Instant Messenger
X Click in the IM Address field and enter their IM email address
Make sure you click on the Save and Close button to save the changes to the contact.

Viewing IM Status
Whenever you open a message from a colleague that has an IM Address set, you will be able to see their status:
If the sender of a message is online, you can send an instant message to them as follows:
X Click on the Person Names smart tag in front of the name

X Choose Send an Instant Message from the menu displayed
A new instant messenger chat window will open - type your message and click on Send.

Working with Multiple Calendars

Rather than keeping all of your appointments, events and meetings in a single calendar, you can create and view
multiple calendars. You could create a separate calendar for each project you work on, for example, or have a
separate calendar for work and personal items.
To create a new calendar:
X Click on the Calendar button on the navigation pane

X Choose File, New, Folder or press [Ctrl Shift E]
X Type the information for the new calendar then click on OK
Opening Multiple Calendars
Each calendar you create will be listed in the navigation pane when the calendar is open.

View another calendar by checking its box. Each calendar will have a different background colour to allow you to
see which is which.
Hide a calendar by clicking on that calendar's check box again.
Opening a Calendar in a New Window
You can open a calendar in a separate Outlook window by right-click over the calendar name in the navigation
pane:

Working with Multiple Contact Lists

Rather than keeping all of your contacts in a single list, you can create and view multiple contact lists. You could
create a separate contact lists for each project you work on, for example, or have a separate list for work and
personal contacts.
To create a new contact list:
X Click on the Contacts button on the navigation pane

X Choose File, New, Folder or press [Ctrl Shift E]
X Type the information for the new contact list then click on OK
Opening Contact Lists
Each contact list that you create will be shown in the navigation pane of the Contacts screen:
You can only view one contact list at a time - click on a contact list to show that list.
Opening a List in a New Window
You can open a contact list in a separate Outlook window by right-click over the calendar name in the navigation
pane:

Public Folders
Public folders are folders that all users on the network can access - provided they are given
permission by the mail administrator or owner of the public folder. Public folders should be used to
store messages that may be of interest to all users, and can also be used to store files that all users
may need to access.
If you have permission to do so, you can create a new public folder as follows:
X Choose File, Folder, New Folder or press [Ctrl Shift E].

X Type a name for the folder and choose the type of content it will hold.
X Under Public Folders, choose the folder to contain the new subfolder and click on OK to create
it.
Public folders can be used to store message threads, in the same way as bulletin boards.
X Open the public folder you wish to start the message thread in
X Click on the Post button to create a new message
X Type all message text, then click on the Post button to add the message to the folder
The Post button
To reply to a post, double-click on the post to open it. Click on the Post Reply button on the message
toolbar to reply to the message.

Moving Items into Public Folders
Once a public folder has been created, items can be added to the folder in the same way as to any
standard Outlook folder:
X If the folder list is not displayed, choose View, Folder List. Ensure the public folder you wish to
copy the item to is displayed.
X Click once on the message to be moved or copied.
X To move the message, drag it over the required public folder in the folder list and release the
mouse button.
X To copy the messages, hold [Ctrl] while dragging the message to the public folder. Release the
mouse button before releasing the [Ctrl] key.
Public folders can be used to share files with other users on the network:
X To add a file to a shared folder, drag the file from My Computer or the Windows Explorer into
the required public folder.
X To open a shared file in a public folder, open the required public folder and double click on the
file.

Delegating Your Mailbox

If you make another user a delegate, they will be able to do the following:
Access your folders

Modify items in your folders
Send messages out in your name
If required, receive replies messages that you send
To assign a delegate:
X Choose Tools, Options and click on the Delegates tab.

X Click on Add to view the global address list. Add each user you wish to delegate and click on
OK when complete.
After clicking on Add, set the delegate permissions for each user:
X For each Outlook component, choose the permission you wish to assign to the delegates
X Check the Automatically Send a Message box if you wish to advise the delegate of their
permissions via email

If you chose to advise delegates of their permissions by email, a message similar to the following will
be sent to each delegate:

Opening a Delegated Mailbox

To open a folder that you have been granted permission to by another user:
X Choose File, Open, Other User's Folder.

X Type the name of the user whose folder you wish to open, or click on Name and select the user
from the directory displayed.
X Choose the folder you wish to open and click on OK.
The folder will be opened as a new Outlook window, and can be closed as normal when complete.
If you have been delegated access to a calendar, contact list or task list, you can open this quickly using the link
on the navigation pane in each of these views.
X Type the name of the person whose calendar, contact list or task list you wish to view, or click
on Name to select the name from a list
X Click on OK to open the shared item

Sending On Behalf Of
If you have been assigned as a delegate for another user, you can send messages from your own
Inbox that will contain the other user's name in the From line.
X Choose Action, New Mail Message or click on the New Mail Message button on the Standard
Toolbar.
X Address the message as normal

X Choose View, From Field to add a From line to the message header.
X Click on the From button and choose the name of the person you are sending the message on
behalf of.
X Complete and send the message as normal.
When the recipient opens your message, it will show as from you, on behalf of the person you are a delegate for.

Folder Permissions
As well as delegating all or part of your mailbox to a colleague, you can share a public or private folder by giving
a colleague permissions.
To give permission to a folder:
X In the navigation pane, right-click over the folder you wish to share with a colleague
X Choose Properties from the menu
X Click on the Permissions tab

X Click on Add
X Type the name of the person you wish to give access to, or select their name from the list. Click
on Add, then on OK
X Choose the name of the person you have just given access to
X Under Permissions, choose the permissions you wish to grant
The following permissions can be assigned:
Permission Allows you to...

Owner Create, read, modify, and delete items in the folder
Create subfolders
Change permission levels of other users
Publishing Editor Create, read, modify, and delete items in the folder
Create subfolders
Editor Create, read, modify, and delete items in the folder
Publishing Author Create, read, modify, and delete items in the folder
Create subfolders
Modify and delete items you create

Permission Allows you to...

Author Create, read, modify, and delete items in the folder
Modify and delete items you create
Contributor Create items
Reviewer Read items
None Do nothing - cannot open the folder
If assigning permissions to a public folder, you can give everyone who can access the folder the same
permissions by selecting Default in the name box, then choosing the permission as above.
Sending Folder Shortcuts

If you have delegated your mailbox to a colleague, you can send shortcuts to your folders, so that they can be
accessed by double-clicking on the message attachment.
Before you can send a shortcut to a folder, you need to allow the recipient access to the folder. This can be done
by:
Delegating all or part of your mailbox to the recipient

Setting folder permissions to allow the recipient to access the folder
To send a shortcut to a folder:
X Create a new mail message and address the message as required

X From Outlook in the background of the message, drag the required over the new message
X Release the mouse button to add the folder shortcut
You can also drag public folders into messages to send shortcuts to these to colleagues.

Importing Contacts
If you already have a contact list saved in one of the following formats, it is possible to import this into
Outlook without the need to retype any contact information.
ACT
Lotus Organiser
Microsoft Access
Microsoft Excel
Schedule Plus
It is also possible to import data from any file saved as a text file with the .TXT extension, or a comma-separated
file with the .CSV extension.
Importing From Excel
If importing from Excel, it is necessary to name the range that contains the data before attempting to
import it. This can be done as follows:
X Open the Excel worksheet and select the data you wish to import into Outlook. This can be
done quickly by clicking anywhere in the list and pressing [Shift Ctrl 8].
X Click in the name box which is located directly above the column headings.
X Type a name for the range - this should not contain spaces.
X Press [Return].
X Choose File, Exit and click on Yes when prompted if you wish to save the file.
Importing Data
Data is imported into Outlook as follows:
X Choose File, Import and Export.

X Ensure the option to Import from another program or file is selected and click on Next.
X Choose the format you wish to import e.g. Microsoft Excel and click on Next.
X Choose the file you wish to import and indicate how duplicate contacts should be handled.

X Click on Next and choose the folder of Outlook you wish to import the items into
X Click on Next and ensure all details of the import operation are correct. Click on Finish to
import the data.

Mapping Fields
If the columns or fields in the original data file do not have the same names as standard Outlook
fields, the information in these columns will not be imported. To specify which data should be
imported into each Outlook field, click on the Map Custom Fields button in the last step of the Import
Wizard.

Exporting Outlook Data

Outlook data from any folder can be exported into one of the following formats:
Microsoft Access
Microsoft Excel
It is also possible to export data as a comma separated file that could then be opened in any word processor,
spreadsheet or database application.
Exporting Data
Data is exported from Outlook as follows:
X Choose File, Import and Export.

X Choose to Export to a File and click on Next.
X Choose the format you wish to export to e.g. Microsoft Excel and click on Next.
X Choose the Outlook folder you wish to export:
X Click on Next and enter the path of the file you wish to export data into - if the file exists, any
data will be overwritten.
X Click on Next and ensure all details of the import operation are correct. Click on Finish to
import the data.

If you attempt to export recurring appointments to a format that does not support them e.g. Excel, you will be
asked whether you wish to create individual appointments from the recurrences. Choose OK to confirm this.

Sending Emails to Contacts

Email messages can be sent to contacts without the need to activate the Inbox first.
X Select the contact you wish to send the message to.

X Choose Actions, New Message to Contact.
The contact's email address will be entered automatically. Type the message as normal and click on the Send
button on the Message Toolbar to send the message.
The Send button
Messages can also be created by dragging a contact over the Inbox icon on the navigation pane.
Contacts with Multiple Email Addresses
If you send a message to a contact with multiple email addresses in the above way, all of their addresses will be
added to the address line of the message. Remove any addresses you do not wish to use as follows:
X In the To line, click once on the address you do not wish to use.
X Press [Delete].
If you create a new mail message and enter the name of a contact with multiple email addresses, you will be
prompted to choose the address you wish to send the message to:

One way to avoid duplicate email addresses for contacts is to use the Display As field in the Contact window.
When adding each email address, enter a variation of the contact name in the Display As field. When creating a
message to the contact, type the display name in the To box of the message to ensure Outlook knows exactly
which email address to use.

Creating Letters to Contacts

If you use Word 2003, you can create letters to your contacts using the Letter Wizard of Outlook.
X Click on the Contacts button on the Navigation pane

X Click on the contact you wish to send a letter to
X Choose Actions, New Letter to Contact.
Word 2003 will be launched and the Letter Wizard displayed. Choose the format for the letter in the
first step:

Click on Next and enter recipient information:
Click on Next and choose any other elements to include:
Element Description
Reference Line This will appear under the date and gives the main topic or reference number of the letter
Mailing This will appear directly above the recipient's name and address and can be used to mark the
Instructions letter as private or confidential
Attention This will appear between the address and salutation of the letter
Subject This will appear between the salutation and letter body
Courtesy Copies This will appear at the end of the letter, after the signature
Click on Next and enter your name in the Senders Name box. Choose any elements to appear at the end of the
letter and click on Finish when complete.
Element Description
Complimentary
The text to immediately precede your name at the end of the letter
Closing
Job Title and
These will both appear after your name at the end of the letter
Company
Writers / Typist This will appear a few lines below the job title and/or company name and is
Initial used to show who created and typed the letter
This lists how many additional documents are enclosed with the letter and
Enclosures
appears right at the end
Any of Word's standard features can now be used to format, print and save the letter.

Printing Envelopes
It is possible to print envelopes in Word, using a number of pre-set envelope formats and the address entered in
your letter:
X If the address text has been typed in the document, select this text.
X Choose Tools, Letters and Mailings, Envelopes and Labels.
X Click on the Envelopes tab.
X Ensure the text is displayed correctly in the Delivery Address box.

X If you wish to add a return address, type this in the Return Address box, otherwise click on
Omit.
X To choose the correct envelope size, click on Options. Choose the correct size from the
Envelope Size drop-down list and choose OK.
X Click on Print to print the envelope.

Mail Merge with Contacts

If you use Word 2003, it is possible to perform a mail merge with names and addresses from Outlook.
This will allow you to create personalised letters to all or selected contacts.
To start a mail merge, Outlook need not be open. If the text you wish to include in the letter has been
typed already, open this document. Choose Tools, Letters and Mailings Mail Merge wizard.
X
X Choose the type of item you want to create in the task pane on the right.
X Click on the Next link at the bottom of the task pane.

X Choose Use the Current Document then click on Next again.
X Choose the Select from Outlook Contacts option
X Click on the Choose Contacts Folder link in the middle of the task pane
X Click on OK to confirm you wish to use the standard Outlook contacts folder.

A list of your Outlook contacts will be displayed. Check each contact you wish to send a letter to, then
click on OK. Click on Next to continue with the mail merge.
If you want to change the contacts you are sending the letter to, return to step 3 of the mail merge
wizard and click on Edit Recipient List.
Now, type the letter as normal. When you reach a point in the letter where contact information should
appear, use the buttons in the Task Pane to insert the appropriate information.
Item Description
Address Block Choose to insert the recipient name, company name and address
Greeting Line Choose to insert the recipient's full or first name, with an appropriate greeting
Electronic Postage Only available if you have electronic postage software installed
More Items A full list of fields that can be inserted as required
When all text has been entered into the letter, click on Next to preview the letter. Use the buttons in
the task pane to show the next or previous letter as required.

When you are happy with the letter, click on Next again.
X Click on the Print link in the task pane to print the letters.
X Click on OK.
X Click on OK again to print the letters.
The Office Clipboard

It is possible to hold multiple entries in the Clipboard - allowing you to copy and paste more than one
item at a time. The Clipboard Task Pane is used to choose the item you wish to paste at that time.
The Clipboard can hold 24 items and can be displayed in other applications too, allowing you to paste
Outlook data into other applications quickly and easily.
If the Clipboard Task Pane does not show by default, choose Edit, Office Clipboard.
When the task pane displays in Office, an icon will appear on the task bar at the bottom of the screen.
Use this icon to show the Clipboard in any application that you wish to paste data into.
You can remove the Clipboard icon from the task bar by clicking on the Options button at the bottom of the
Clipboard Task Pane. Uncheck the option to Show Office Clipboard Icon in Task Bar.

Pasting from the Clipboard
Once the Clipboard Task Pane is displayed, you can insert any item stored in the clipboard.
X To paste from the Clipboard, click on the item's icon on the Clipboard Task Pane.
X To paste all items from the clipboard, click on Paste All at the top of the Clipboard Task Pane.
X To clear all items from the Clipboard, click on the Clear All button at the top of the Clipboard
Task Pane.
Up to 24 items can be stored in the Clipboard. If the clipboard is full and you attempt to add another item, the
earliest item placed in the clipboard will be over-written.

Importing and Exporting Rules

Once your rules are created, you can export them so that other Outlook users may import them into their own
systems.
Exporting Rules
To export your Outlook rules so that they can be shared with others:

X Ensure the E-mail Rules tab is selected
X Click on the Options button in the menu of the dialog box
X Click on Export Rules.
X Ensure the correct drive and folder are selected - if these are not correct, click in the Save In box and
select the drive and/or folder. Enter a File name for the exported rules file and click on Save.
X Click on OK twice to return to Outlook.
Importing Rules
To import a rules file into Outlook:
X Choose Tools, Rules Wizard or click on the Rules Wizard button on the Advanced Toolbar.
X Click on Options at the bottom of the dialog box.
X Click on Import Rules.
X Ensure the correct drive and folder are selected - if these are not correct, click in the Look In box and
select the drive and/or folder. Choose the name of the rules file and click on Open.
X Click on OK twice to return to Outlook - all new rules will be available for use immediately.

Exporting Junk Senders

Once you have your junk lists set up, you can export the names to a text file so that you can import the list onto
another PC if this is required in the future. This is effectively making a back-up of your junk mail lists.
To export your list:

X Choose the relevant tab e.g. Safe Senders
X Click on the Export to File button
X Type a name for the exported file, then click on Save
You can import a saved list by choosing Tools, Options and the Junk Email button. Click on the
Import from File button on the relevant tabbed page.

Sending Distribution Lists

If you have created a personal distribution list, you can share the list with colleagues by sending it to
them in an email message.
To send a distribution list:
X Create a new mail message as normal, using the New Mail button on the toolbar
X Address the message to everyone you wish to share the distribution list with
X Click in the message body
X Choose Insert, Item
X Choose the Contacts folder from the top half of the window, as this is where distribution lists
are stored
X Click on OK when the distribution list has been selected

The distribution list will be added to the message as an attachment. Send the message as normal.
Receiving a Distribution List
If you are sent a distribution list, you can add it to your own contact list as follows:
X Open the message containing the contact information. Ensure the message is not maximised so
that the navigation pane is visible in the background.
X Click on the distribution list attachment.
X Drag the attachment over the Contacts icon on the navigation pane
X Click on the Save and Close button to save the list in your own Contact List
The Save and Close button

Synchronising Outlook with a PDA

PDA stands for Personal Digital Assistant - a small, mobile device that provides computing and information
storage and retrieval. PDAs are often used for storing calendar and address book information in a potable form.
Synchronising a Pocket PC
Microsoft ActiveSync is used to synchronise Outlook with a Pocket PC. You can synchronise your business
Outlook information if your company is running Microsoft Exchange Server with Exchange ActiveSync.
If you are synchronising for the first time, you will need to create a new partnership:
X Launch ActiveSync to start the synchronisation wizard

X In the first screen, choose Standard partnership then click on Next
X Choose to Synchronize with Microsoft Exchange Server and/or this desktop computer,
then click on Next
X Enter your server name, user name, password and domain, then select the type of
information you wish to synchronise. Click on Next
X Decide if you want to delete and replace the items on your Pocket PC, or if you want to keep
the items on your device.
X Click on OK
X Choose any other types of information that you want to synchronize, and then click on Next
X Click on Finish
Don't disconnect your Pocket PC until synchronisation is complete.
To synchronise using an existing partnership:
X Launch ActiveSync to start the synchronisation wizard

X Click on Options
X Under Server, check the Enable synchronization with a server box
X Click on Configure
X Select the types of information that you want to synchronize
To change your server connection information, click on Connection under Server Connection.

Offline Working in Outlook 2003

You can use Outlook without a network connection to create, address and compose your email messages. When
you send the message, it will be stored in your Outbox until a network connection is made.
To use Outlook while offline:
X Launch Outlook as normal

X Choose to Work Offline
The Outlook icon in the task bar tray will show that you are working offline:

X Create any new messages as normal, addressing and sending these as you would while
connected to the network
X When all messages have been created, exit Outlook as normal
X When you are connected to the network, launch Outlook and click on the Connect button to
work online.
As you are now connected to the network, any new mail will be delivered to your Inbox. All messages in
your Outbox will be sent without any further prompts.
Setting Outlook for Offline Use
If you don't see the above choices when you connect to Outlook:
X Choose Tools, E-mail Accounts

X Choose to View or change existing E-mail Accounts and click on Next

X Click on the Change button

X Click on More Settings
X Choose to Automatically Detect Connection State
X Click on OK
If you want to switch from working offline to working online, or vice versa, you will need to exit Outlook
and restart it.
Synchronising Folders
When you are connected to the network, all composed messages will be sent immediately. Similarly, any
received messages will show in your Inbox automatically. When not connected to the network, all sent messages
are placed in the Outbox until a connection is established. Once connected, you can send all messages from
your Outbox, and show any new messages in your Inbox.
Making Folders Available Offline
Standard Outlook folders such as the Inbox and Calendar are set for offline use by default. This means that you
will be able to view the content of these folders when you are not connected to the network. However, if you have
created any folders of your own, ensure these are set for offline use as follows:
X Choose Tools, Send/Receive, Send/Receive Settings then Define Send/Receive Groups or

press [Ctrl Alt S]
X Click on the Edit button
X Ensure all folders you wish to use offline are checked, then click on OK
X Click on Close to return to the Inbox
By default, the Calendar, Contacts, Deleted Items, Inbox, Outbox, Sent Items and Tasks folders are
selected to be available offline.

Synchronising Folders
Synchronisation must take place when you are connected to the network. Choose one of the following options:
X Choose Tools, Send/Receive, Send/Receive All or press [F9] to synchronise all folders set for
offline access
X Choose Tools, Send/Receive, Send All to send all messages in your Outbox without
downloading any new mail
You can set Outlook to synchronise your Inbox and other folders at regular intervals when you are connected to
the network - either at the office or through RAS. You can also set Outlook to synchronise automatically
whenever you exit the program.

press [Ctrl Alt S]
X Choose how often Outlook should synchronise when online and offline
X Click on OK

Downloading the Address Book

The Global Address List (GAL) contains all email addresses in your company, and is needed to address the
messages you create. You will need to download this to be able to address messages offline.
You will need to be connected to the network in order to download the address book:
X Choose Tools, Send/Receive, Download Address Book

X Ensure Full Details is selected to download all address information from the GAL including
additional information such as phone numbers of staff
X Click on OK
If you wish to download any additions or changes to the address book when you synchronise your mail, you can
set Outlook to do this as follows:

press [Ctrl Alt S]
X Click on the Edit button
X Check the Download Address Book box
X Click on Address Book Settings
X If you have a fast connection, choose Full Details under Information to Download
X Click on OK

Remote Mail
Rather than downloading all new Outlook messages when you connect to the network, you can set Outlook to
only download the header of each message - the subject, sender, importance, size and whether it has an
attachment or not.
Once these headers appear in your Inbox, you can choose which you wish to download, which to delete and
which to leave on the server until a later time.
This feature is known as Remote Mail in Outlook 2003.
Downloading Headers
To download the headers of any new messages in your Inbox:
X Choose Tools, Send/Receive

X Choose Download Headers in this Folder
Processing Downloaded Headers
Message headers will be downloaded and displayed in your Inbox. You can now choose one of the following
options:
Option Description
Mark to Download Message This will move the message from the mail server to the Inbox on your
computer
Mark to Download Message Copy This will copy the message from the server to your computer, so that a
copy of the message will remain on the server
Delete Message This will remove the message from your computer and the server
Right-click over a message and choose the required option from the menu displayed:

In the following screen, the first message has been marked for download. The second message has been
marked to download a copy, while the third has been marked for deletion.
Once you have marked all messages, you can download them by choosing Tools, Send/Receive and Process
All Marked Headers.
Use the following shortcuts to mark and unmark headers:
X Press [Ctrl Alt M] to mark the selected message for download

X Press {Ctrl Alt U] to unmarked all headers

Cached Exchange Mode

If you use cached exchange mode, you can eliminate the need to synchronise messages and set up send and
receive groups.
Outlook will synchronise your computer with the mail server automatically, ensuring you will have access to
all Outlook folders when offline
If your connection to the network is broken, you can carry on working as normal. When you reconnect,
Outlook will continue to synchronise your mailbox to ensure it is up-to-date with the server
With cached exchange mode, a copy of your mailbox is stored on your computer. This is frequently updated to
ensure this local copy is the same as the copy on the mail server. When you work offline, your Outlook messages
and data will be available as if you were connected to the network.
You can choose the way cached exchange mode works on your computer as follows:
X Choose File, Cached Exchange Mode

X Select the required setting and click on OK
Choose from the following cached exchange mode settings:
Option Description
Download headers Outlook will download message headers only, but when you double-click on a header,
and then full items that message will be downloaded in full - including any attachments.
Download full items Messages will appear in full in your Inbox, with the message body and all attachments
loaded with the header. Use this connection if you are connected to a network e.g. in the
office
Download headers This will download message headers only - you can choose to download each message
in full. Use this option if you are working remotely e.g. from home.
If you work in the office and remotely, choose the On Slow Connections Download Headers Only option.
This will allow you to download headers only when you are working remotely, but full messages when you are
connected to the office.

Tips for Remote Working

Keep the following best practices in mind when using Outlook over a dial-up connection.
It is even more important than with a desktop computer to keep your email under control. You can waste
valuable connection time looking for messages that are not filed correctly
Create a suitable hierarchy of folders, making these available when offline
Try to perform housekeeping at least once a week. Do this while offline, then connect during a low-rate
time e.g. over the weekend, to synchronise your folders
If possible check your email in the evening, as this can cost less than working earlier. Even if you won't
work with the messages then, you can download them and synchronise your folders ready to deal with
the next day.
When you connect to the network, scan your Inbox for urgent messages that need to be dealt with
immediately. All non-urgent messages can be read and responded to when you are offline.
Synchronisation is slow. If you need to leave the office at 5 p.m. on the dot, do not start synchronising
your mail at 5 minutes to 5. Give yourself plenty of time to synchronise your folders, especially if you
have not done this for some time.

Outlook - Advanced

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Document Informationclick to expand document informationOutlook 2003 Advanced Topics include organising. Messages by Colour. Clearing your Deleted Items. Grouping. Messages. Choosing Fields. Removing Fields. Creating Custom Views. Archiving Mail. Retrieving Archived Items. Auto archive.

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Organising Messages by Colour .........................................................................................................4

© Hewlett-Packard 2004 Page 2 of 95

Free / Busy Time .................................................................................................................................52

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Organising Messages by Colour

Show the Organise pane by choosing Tools, Organize.

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X From the Outlook Inbox, choose Tools, Mailbox Cleanup.

X Click on Close to close the mailbox size window.

Finding Items to Clear

X From the Outlook Inbox, choose Tools, Mailbox Cleanup.

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The results will be displayed in a Find window.

Clearing your Deleted Items

X From the Outlook Inbox, choose Tools, Mailbox Cleanup.

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X Choose View, Arrange By

In the following example, messages are group by From then Received:

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t is also possible to group by a specific field in the following way:

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X Right-click over any field heading on screen

A list of available fields is displayed:

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Creating Custom Views

X Choose View, Arrange By, Current View, Define Views

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To define the view:

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X Click in the Current View list on the Advanced Toolbar.

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Manual archiving can be carried out in the following way:

X Choosing File, Archive.

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Retrieving Archived Items

X Choose File, Open and Outlook Data File.

X Choose Tools, Options and the Other tab.

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Setting Message Options

X Open the message and choose File, Properties.

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X To send a specific reply when a message is received from specific users.

The Create Rules button

X Set the actions to be carried out when such a message is received

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If you want to stop running a rule that you've created:

X Choose Tools, Rules and Alerts

Advanced Rule Options

The Create Rules button

X Click on the Advanced Options button

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Mark as high priority

Mark as low priority

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Importing and Exporting Rules

X Choose Tools, Rules and Alerts