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Outlook 2003 / 2007- E-mail and Calendar Basics

Contents

E-Mail

Calendar

 

 

E-mail

View E-mail

  1. Open Outlook.
  2. Select the Mail navigation tab (located at the bottom of the navigation pane).
  3. Select the folder containing the appropriate message. Unless mail rules have been set new messages will appear in the Inbox folder.
  4. Select the message to be viewed from the Message pane.
  5. If the Reading pane is visible the message will appear. Alternatively, double click the message to open it in a new window.

Send E-mail

  1. If the Mail navigation tab is highlighted, click on the New button to create a new message. If the Mail tab is NOT highlighted, click on the down arrow next to the New button & choose Mail Message. Alternatively, press Ctrl+Shift+M to create a new e-mail at any time.
  2. Enter the recipient's e-mail address in the To field. Separate multiple addresses with a semicolon (;). Using the same format, enter addresses in the Cc and Bcc fields if desired. NOTE: Outlook 2007 users may need to turn Bcc on by selecting Options > Show Bcc.
  3. Compose your message.
  4. When you are ready to send the message, click the Send button.

Forward/Reply to E-mail

Reply

  1. Select the message you want to reply to.
  2. To reply to only the sender, click Reply or press Alt+R.
  3. To reply to all of the recipients, click Reply to All or press Alt+L.
  4. Compose your reply.
  5. When you are ready to send the message, click the Send button.

Forward

  1. Select the message you want to forward.
  2. Click Forward or press Ctrl+F.
  3. Enter the recipient's e-mail address in the To field. Separate multiple addresses with a semicolon (;). Using the same format, enter addresses in the CC and BCC fields if desired.
  4. Optional: Edit the message.
  5. When you are ready to send the message, click the Send button.

Save a Draft

  1. Begin composing an e-mail message.
  2. Click Save or press Ctrl+S.
  3. Close the message.
  4. Once you are ready to start working on the e-mail again, click on the Drafts folder in the Navigation pane.
  5. Double click on the e-mail message to open it. Make any necessary changes and then send or re-save the message.

Create Folders / Sort E-mail

Create Folders

  1. In the Navigation pane, highlight the folder (e.g., Inbox) in which you want to create the new folder.
  2. From the File menu, select New, then Folder. Alternatively, click on the down arrow next to the New button and choose Folder or right click the selected item and choose New Folder.
  3. When prompted, enter a name for the folder in the Name field
  4. In the "Folder contains:" field, specify the type of items you want the folder to store. By default, the new folder will contain the same type of items as the folder it is created in.
  5. Click Ok.

Sort Email

  1. Select the item(s) to be sorted.
    • To select multiple adjacent items, click the first item, and then hold down Shift and click the last item.
    • To select multiple nonadjacent items, click the first item, and then hold down Ctrl and click additional items.
    • To select all items, click the Edit menu and then Select All or press Ctrl+A.
  2. Click the Move to Folder button and then click the name of the folder you want to move the item to. Alternatively, you can drag & drop the e-mail message(s) into the appropriate folder.

E-mail Rules

Create a rule from a template or from scratch

  1. In the Navigation Pane, click Mail.
  2. On the Tools menu, click Rules and Alerts.
  3. If you have more than one e-mail account select the appropriate Inbox.
  4. Click New Rule.
  5. Do one of the following:
    • To use a template with pre-specified actions and conditions, select the template you want.
    • To create the rule by specifying your own conditions, actions, and exceptions click Start from a blank rule, and then click Next. Under Select when messages should be checked, select Check messages when they arrive or Check messages after sending, and then click Next.
  6. Follow the rest of the instructions in the Rules Wizard.

Create a rule based on a message in a folder

  1. Open the folder that contains the message.
  2. Right-click the message you want to base a rule on.
  3. Click Create Rule.
  4. In the Create Rule dialog box, select the conditions and actions you want to apply.
  5. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

Create a rule based on a message you are composing

  1. Add a recipient or type a subject for the message.
  2. Click Create Rule.
  3. In the Create Rule dialog box, select the conditions and actions you want to apply.
  4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

Create a rule based on a name or subject

  1. Open the message you want to base a rule on.
  2. On the toolbar, click Create Rule.
  3. In the Create Rule dialog box, select the conditions and actions you want to apply.
  4. To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard.

Out of Office Replies

  1. In the Navigation pane, select the Inbox. NOTE: Out of Office Replies are only available for exchange accounts.
  2. Click Tools > Out Of Office Assistant.
  3. In the Out Of Office Assistant dialogue box, type the body of your automatic message reply in the Auto Reply box.
  4. Select I am currently Out of the Office and click OK.
    • When you return to your office and login to Outlook, an Out of Office window will pop up. Click on Yes to turn off the Out of Office Assistant.
  5. Optional: you may Add Rules to your Out of Office Message. By adding a Rule, you can select a different action to be taken dependent upon the sender of the e-mail message you receive.

Junk E-mail

How to add someone to your Blocked Senders

  1. To quickly mark a message/single sender as Junk right-click the message and select Junk E-mail> Add Sender to Blocked Senders List. Otherwise:
  2. On the Tools menu, click Options.
  3. On the Preferences tab, under E-mail, click Junk E-mail.
  4. Click the Blocked Senders tab.
  5. Click Add.
  6. In the Enter an e-mail address or Internet domain name to be added to the list box, enter the name or address you want added, and then click OK.
  7. Repeat steps 4 and 5 for each name or address that you want to add.

How to add someone to your Safe Senders or Safe Recipients List

  1. To quickly mark a message/single sender as Safe right-click the message and select Junk E-mail> Add Sender/Domain to Safe Senders List. Otherwise:
  2. On the Tools menu, click Options.
  3. On the Preferences tab, under E-mail, click Junk E-mail.
  4. Click the Safe Senders or Safe Recipients tab.
  5. Click Add.
  6. In the Enter an e-mail address or Internet domain name to be added to the list box, enter the name or address you want added, and then click OK.
  7. Repeat steps 5 and 6 for each name or address that you want to add.

Unmark messages that have been marked as Junk

  1. If you are not in the Junk E-mail folder, switch to that folder.
  2. Right-click any messages that you want marked as not junk and select Junk E-mail -> Mark as Not Junk.

Managing a Second E-mail Account

It is possible to access mulitple @sfsu.edu Exchange accounts -- for example, to manage a supervisor's account or to work with a departmental account -- without having to log on separately to each account. If only calendar access is needed, follow the instructions for sharing or delegating a calendar below. If access to e-mail is also needed, you will need to set up a second Outlook profile and delegate access to your main profile/account.

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Calendar

View a Calendar

  1. Open Outlook.
  2. Select the Calendar navigation tab (located at the bottom of the navigation pane).
  3. Select the calendar(s) you wish to view.

Create an Appointment

  1. If the Calendar navigation tab is highlighted, click on the New button to create a new message. If the Calendar tab is NOT highlighted, click on the down arrow next to the New button and choose Appointment. Alternatively, press Ctrl+Shift+A.
  2. In the Subject box, type a description.
  3. In the Location box, enter the location.
  4. Select start and end times.
  5. Select other options if desired.
  6. To make the appointment recur, click Recurrence and set the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs. NOTE: Most other options will no longer be editable once the recurrence has been set, set them first.
  7. Click OK.
  8. Click Save and Close.

Create a Meeting

  1. Click on the down arrow next to the New button & choose Meeting Request. Alternatively, press Ctrl+Shift+Q.
  2. Open the Attendees and Resource window:
    • Outlook 2003: Click Invite Attendees.
    • Outlook 2007: Click the To button.
  3. Add invitees to the Required and Optional attendance fields by either selecting their name from the address book or typing in their email address. Separate multiple addresses with a semicolon (;).
  4. When you are finished, click OK.
  5. Type or select a Location for your meeting.
  6. Select start and end times for your meeting. You can use the Scheduling/Scheduling Assistant to help find times when all attendees will be available.
  7. In the Subject box, type a description.
  8. If you want to make the meeting recurring, click Recurrence, and then select the recurrence pattern.
  9. Select any other options you want.
  10. Add any necessary information in the body of the invitation.
  11. Click Send to send the invitation to the invitees.

Share a Calendar - Read Only

Calendar Owner

  1. Locate the area labeled, My Calendars, under the Calendar tab on the left side of the Navigation pane.
  2. Open the sharing permissions of the calendar you wish to share:
    • Outlook 2003: right-click on your calendar and select Sharing....
    • Outlook 2007: right-click on your calendar and select Properties. Then click Permissions.
  3. Click Add....
  4. Type the first name of the person you want to share your calendar with. To search by anything other than first name, click Advanced Find.
  5. Double-click on a name to add that person. Each name appears in the Add box at the bottom of the window.
  6. Make sure there are no duplicate names in the Add box. Then click OK.
  7. Select one of the names you just added. By default, the Permission Level is None.
  8. Select a role (quantity and type of access) from the Permission Level drop-down menu.
  9. If you added multiple people in step 5, make sure you assign a permission level to each person.
  10. When you are done, click Apply and then click OK.

Calendar Viewer

  1. With the Calendar tab selected in the Navigation pane, click Open a Shared Calendar.
  2. Type the email address belonging to the user who has shared their calendar with you or select their name from a list by clicking the Name button.
  3. Click Ok. The shared calendar will automatically open.
  4. The calendar will remain in your list of calendars once opened. You can display or hide a shared calendar using the check box next to the calendar's name in the Navigation pane.

Delegate a Calendar - Read and Write Access

Calendar Owner

  1. Click Tools> Options.
  2. Click the Delegates tab.
  3. Click Add....
  4. Search using the name of the person you want to make your delegate.
  5. Add the person to the Add box at the bottom of the window. Then click OK.
  6. Click the Calendar drop-down menu to select a delegate type.
  7. If you select Editor, the box labeled, Delegate receives copies of meeting-related messages sent to me, is checked.
    • If you do NOT want your delegate to receive meeting emails sent to you, uncheck this box. If checked, your delegate will be able to easily accept or decline meeting requests on your behalf.
  8. Click the Tasks drop-down menu and select None.
  9. Click the check box labeled, Automatically send a message to delegate summarizing these permissions.
  10. To allow your delegate to see your private calendar items, click the check box labeled, Delegate can see my private items.
  11. Click OK.
  12. Click Apply and then OK.

Calendar Editor

  1. With the Calendar tab selected in the Navigation pane, click Open a Shared Calendar.
  2. Type the email address belonging to the user who has shared their calendar with you or select their name from a list by clicking the Name button.
  3. Click Ok. The shared calendar will automatically open.
  4. The calendar will remain in your list of calendars once opened. You can display or hide a shared calendar using the check box next to the calendar's name in the Navigation pane.

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