...filter out junk email?

You can setup a filter (Rules Wizard) to dispose of the mail. Go to Tools, Rules Wizard, Select NEW. Select "Check messages when they arrive." Click NEXT. Check the box "with specific words in the sender's address." Click NEXT. In the window below, click on specific words. Enter the last name as it appears in the sender's address, i.e. to filter e3-mail from me, enter davenport. Click OK. Click NEXT. Check the box "delete it" (this moves the message and stores it in the DELETED folder or "delete it permanently" (it is removed immediately and not stored). Click FINISH. The rule will appear in the list of Rules with a check mark beside it. Click OK.

...flag for Follow up?

To flag a contact or an e-mail for follow up, highlight either the email
message or contact and click on the Flag icon on the tool bar or go to ACTIONS, Flag for Follow up. Use the drop down arrow for Flag to: and select action. Use the drop down arrow and select Due by: A calendar opens to select the date. The time defaults to 5:00 PM. Highlight the time and change to the time of day you want to be reminded. Click OK. This is not placed on your calendar, but a small reminder box will appear on your screen (it is the same reminder box for appointments). Once you have completed the follow up, mark it completed by going to the Flag icon or ACTIONS, Flag for Follow up and checked the Completed box. You can also click on the Clear Flag button (however, this removes the flag altogether). If you mark as completed, the red flag will change to white.

...mark comments on forwarded messages?

When you forward an e-mail and include the original text, you want to make sure that it's clear which comments are yours and which were part of the forwarded message.  Outlook provides a simple way to identify yourself.

Click Tools, Options. Select the Preferences tab, and click the E-mail Options button. Select the Mark My Comments With check box, and then type your name in the accompanying box. Click OK. Now whenever you make a comment in a forwarded message, Outlook will identify you as the commentator.

...password protect my email inbox?

You will need to create a personal folder for this. Because all personal folders reside on your hard drive, you will need to change the location to your home directory on your service so that the folder is backed up on a regular basis. However, our technicians don't recommend password protecting, as there are no administrative rights available to help you if you have problems with your password. You will be locked out of your account and no way to retrieve messages.

...select which address book (Global or Contacts) is checked for addresses in the TO: field in my mail message?

On the main Outlook window view, select Tools--Address Book. In the address book, select Tools--Options. On the third selection--when sending mail, check names using these address lists in the following order: Make sure that the first list shown is the list you want to check.

...send an email and enter the meeting on my calendar at the same time?

Select Actions, New Meeting Request. This sends an email to the person(s) you are inviting and places the appointment on your calendar. You can type a message to the invitee(s) at the bottom of that panel.

...send a Distribution List to Someone Else?

There are two ways in which you can send to someone:

• From the INBOX folder
  Open a new message.
  On the INSERT menu, click ITEM.
  In the LOOK IN list, click the folder that contains the distribution list (default should be CONTACTS).
  In the ITEMS list, click the distribution list you want to send, then click OK. 
  Send the message.
• From the CONTACTS folder:
  Go to the Contacts folder, highlight the distribution list, select Action, Forward.
  Put in the recipient’s name in the TO field and send. (It puts the distribution list in the message.)

The recipient should open the message, click on restore button in upper right corner so that they can see their Contacts folder. Drag the distribution list to the Contacts folder.

NOTE: This will work for either a distribution list or a contact.

...suppress names on a distribution list when I respond to the email message?

Suppressing names in "To Field" when sending to a distribution list. when you enter the distribution list name in the "To Field" of a new message, all of the members of the distribution list will be displayed to the recipient when it is opened. To suppress the names, enter the distribution list name in the "BCCX Field" (Leave the "To Field" blank). When the recipient opens the message, only their name will be displayed in the "To Field." You may want to enter the name of the distribution list in the text of the message so that the recipients know others have received that message. If you do not have a "BCC Field," go to View, and select BCC field.

...set up Preferences so undeliverable mail comes back original message that I sent?

You do not have to make any changes. The system automatically sends an untitled attachment at the bottom of the delivery failure notice that has your original message.

...permanently delete an item without moving it to the deleted items folder?

When you receive an e-mail, read it, and know that you will never need it again, don't drag it to the DELETED items folder, permanently delete it.  Press SHIFT + DELETE  You will get a message box asking if you really want to delete - say Yes - it is gone for good.

Is there a limit on the size of files I send out?

Yes, it is 5 mgs.

Is there a way to encrypt messages?

Yes, this will need to be setup by a technician. If you need this feature, please put in a call to the Technical Support Center (1-4357) to have this done.

Is there a way to send a message to one or two people from a distribution list?

No, a distribution is a dumb list. You cannot select addresses from that list.

Is there a size limit for receiving attachments?

Yes, it is 5 mgs.

What is junk email?

Junk email is unsolicited mail. It can be from external commercial mailers or from internal mailers. If you continually receive unwanted mail, you can setup a filter (Rules Wizard) to dispose of the mail.

When I send a message and select the address from my contact list, the contact list is in alphabetic order by first name. Is there a way to change to last name?

Yes. Go to TOOLS, SERVICES. Double click on Outlook Address Book. Select File as Last, First. Close.

Will the voting buttons work outside of campus?

Only if the recipient also is using Outlook 2000 and their server has Visual Basic or HTML compatible server software.

Can the default for reminders to meetings be changed so there is no reminder?

Yes.  Go to Tools, Options, Preferences Tab, Calendar.  Uncheck the default reminder box.  If you want to be reminded, you will  need to check the reminder box on the appointment panel.

How do I...

...change the font on all appointments so they are larger than 10 points when it prints the daily style?

Go to File, Printer, select Print Style, Page Setup, Format tab, select font, click on OK, and OK again. If this does not change, there may be a problem with your printer setup.

...set up a private appointment?

When creating an appointment, check Private in the bottom right corner of the panel. This will hide the item so others who have access to this folder can't see the details of the appointment. When they look at the appointment, it will be marked with a "key" icon and it will say Private Appointment. If you want your delegate to see details of your private appointments, you will need to give them permission (Tools, Options, Delegates. Highlight their name, select Permissions, check box at bottom of panel - Delegate can see my private items.)

...print a blank calendar?

There may be times you need to print a blank calendar (whether it be for a day, week, or month, etc).
    1.    Go to FILE, New, Folder.
    2.    In the Name the Folder box enter: Blank Calendar
    3.    In the Folder Contains box, use drop-down arrow and
           select:  Appointment Items
    4.    In the Select Where to Place Folder box, select: Calendar
    5.    Click OK.
    6.    Outlook creates this new calendar in a subfolder under your
           calendar (in the Folder List).
    7.    To print it, go to this new folder. Go to FILE, Print, select the
           style (daily, weekly, monthly, etc.), make sure you change
           the date range and print it.

...as a delegate, automatically have your manager's calendar/inbox open when you open outlook.

If you are a delegate to one or more calendars/inboxes, and are spending time every morning opening each, you need to set up Outlook to automatically open these when you open your Outlook.
    1.    Open each calendar/inbox and MINIMIZE them on the task bar.
    2.    Leave each minimized and CLOSE Outlook (either by the X in the upper
           right-hand corner, ALT+F4, or the program icon on the title bar). With
           them minimized on your task bar, restart your computer and login.
    3.    Open Outlook, each of the calendars/inboxes will be opened and
           minimized on the task bar for you, automatically.

...resize the Date Navigator?

The date navigator is the calendar in the upper right-hand side of your Calendar folder. The default is set at 2 months. To see 4 months (this is the maximum) at a time, place your mouse at the bottom of the calendar until you get a bar with an up and down arrow. Click and drag (you will see a thick black bar) down the page until you see all 4 months.

...schedule time in calendar to complete a task?

Organizing your to-do list into tasks is a great idea, but they don't always get done when you have a full schedule on your daily Calendar.    Fortunately, there's an easy way to integrate your task list into your Calendar.  In the CALENDAR FOLDER: (make sure both your Calendar and task list are visible.  Select the task you want to schedule time for and drag it onto your Calendar.  This will create a new appointment window, where you can select the options you want.  Click Save And Close.  Now your task appears as an appointment on your Calendar!

...create a shortcut to Previous and Future Months?

Go to your Calendar, left-click and HOLD on the month heading (i.e. June 2000) on the date navigator (upper right-hand corner of calendar).  A pop-up menu opens and lists the 3 months preceding and 3 months following the month you selected.

...get a quick look at any week/month?

To get a quick look at any week visible in the Date Navigator (calendars to the right of your appointments), click in the white space to the left of the desired week.  To get a quick look at any month visible in the Date Navigator, click any day of the week heading (i.e. S M T W T F S).

...use the Advanced Toolbar?

If you are not using the Advanced toolbar, you may want to look at it. Go to the INBOX, select VIEW, TOOLBAR, ADVANCED. This toolbar has an icon for Outlook Today, Previous and Next Folder, One Level Up, Folder List, Preview Pane, Undo, Rules Wizard, and More Buttons.

...archive my items?

You can save folders containing items that are rarely accessed in an archive file.  When you archive an item, it is compressed and stored on your hard drive.  Old items (you determine which are old) should be archived.  You can quickly complete the process by manually transferring old items to a file or by automatically transferring using AutoArchive.

FROM YOUR INBOX:

Manual Archive:

• To archive your INBOX and all subfolders:
• From the INBOX, select FILE on the menu, Archive.
• Make sure “Archive this folder and all subfolders” radio button is selected.
• Highlight INBOX.
• Click the “Archive items older than” arrow and select a date. Click OK.
  
  Your OLD messages will be moved from the INBOX and SUBFOLDERS and stored on your hard drive as an archive.pst file.

AutoArchive (2 parts):

Part 1. You must turn on the AutoArchive feature and specify general options.

• From the INBOX, choose Tools, Options, Other tab, AutoArchive button. Select the options you need.

Part 2. Once you turn the feature on, you need to establish specific options for each folder. For example, one folder may be archived after 1 month; another folder you may choose to archive after six months.

• Right-click on the folder (i.e. Inbox) in the Folder List, then click on Properties.
• Click the AutoArchive tab.
• Select the Clean out items older than check box.
• To specify when items are considered old and
  automatically transferred, enter a number in the
  months box.
• Move old items to box should be your default setting of:
  C:\documents & settings\your user name\local  settings\application data\Microsoft\Outlook\archive.pst

...retrieve my archived Items?

You can retrieve items from an archived file by either importing or by opening the archived file:

Have your Folder List in view. (If it isn’t in view, click on the down arrow next to the INBOX name on the Folder banner and use the push pin to keep it open.)

IMPORT

If you import the archived file, you move all the archived items back into your mailbox, into the folders from which they were archived. You can also choose to import the archived items into a new folder.

Go to FILE, Import & Export, Import from another program or file, NEXT, Select Personal Folder file (.pst), NEXT, File to Import (should be your default …archive.pst), NEXT, Select the folder to import from, Archive Folder will be highlighted, FINISH.

OPEN
           
Select FILE on the menu, Open, Personal Folder File (.pst).  Your archive.pst file should be listed. Click on OK.  At the top of the Folder List, you will see a new folder entitled Archive Folders.  You will be able to access your items just as you access your actual Mailbox.

...create a NEW Item?

Outlook considers contacts, e-mails, tasks, appointments, etc. that you create and receive as items.  To create a NEW item, i.e. mail message, a contact or appointment, etc. from any mode in Outlook, click on the SMALL down arrow beside the NEW icon on the tool bar.  You do not need to be in the Contacts folder to create a contact - you can do it from within the Inbox , the Calendar, or any other mode.

...use while you were out form?

I have had a number of calls asking where the best place would be to keep this form. If you use it occasionally, you may want to place it on your Desktop. If you are going to use it on a regular basis, I definitely recommend placing it on your taskbar.

To save to your Desktop, with the e-mail message open, click once on the form you want to save and go to File, Save As, select Desktop. Click on Save.

To place it on the taskbar, click on the attachment (either from the
e-mail message or your desktop) with your left mouse button drag it to the task bar next to the other shortcut icons. When you see the I-beam, release the button.

When you fill in the form and send it, a copy will be placed in your SENT
folder.

...Automatically Launch a Web Page at a Specified Time from Outlook

With Microsoft Outlook® 2000, you can easily reach your favorite sites on the World Wide Web. If you check certain Web sites at specific times of the day - for example, your favorite stock page after the market closes, or a local traffic conditions site before you leave the office - use Netshow Services, which is integrated with Outlook, to automatically open a Web site at a specified time.

• On the File menu, point to New, and then click Appointment.

• On the toolbar, click Recurrence, and in the Start list, click the time at which you want the Web site to open.

• Under Recurrence pattern, select the options that you want.
  In the Appointment item, select the This is an online meeting using check box, and then in the list click NetShow Services.

• In the Event address box, enter the URL for the Web site you want to open, and then select the Automatically start Netshow with reminder check box.
  Select the Reminder check box, and in the list select 0 minutes.

The Web site will automatically appear with a reminder at the time you set in the Appointment Recurrence dialog box in step 2.

Tips...

Quickly Schedule Meetings

For groups of people you frequently schedule meetings, create and use a Distribution List to quickly plan a meeting.

1. Go to your CALENDAR. Select Actions, Plan a Meeting. Or from any folder, select NEW, Meeting Request and click on the Attendee Availability tab.

2. Under the "All Attendees" heading, click the white box with the message "Type Attendee name here."

3. Type in the name of the distribution list you want to use and hit ENTER. Outlook will collect the schedules of all the group members (that are on the Exchange server). If you don't remember the exact name, click on Invite Others and find it in your Contacts folder.

4. Click on the + sign next to the distribution name to see each group member's schedule. Once you expand the list, you can't collapse it.

5. Enter the Meeting start and end times. AutoPick and Make the Meeting.

Calendar

If you need to view more than 2-4 months at a time via the Date Navigator (the top right-hand side of your calendar) remove the Taskpad and see up to 12 months. Position the mouse pointer just above the word Taskpad until you see the double arrow. Drag the arrow to the bottom of the screen. Position the mouse pointer on the scroll bar between the Appointment section and the Date Navigator to get the double arrows and drag to the left to see all 12 months. You may also need to remove the Folder List. To undo, reverse the procedure.

Efficiently Manage Your Contacts

If you need a map to your client's location, have Outlook create it for you. Get directions to your next meeting:

1. Go to your Contacts folder.

2. Double click on the listing of the contact. Make sure the address field is complete with street address, City, State and Zip.

3. Click on the yellow street sign icon (Display May of Address button) on your tool bar. Outlook will open the website Expedia.com and give you a map of the location along with driving instructions.

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