Outlook 2003: Advanced Features

Cooperative Conversations

April 13, 2007

Topics

• Most Common Problems– Not Connected– Expired Password– Mailbox Full

• Junk Mail – Right click to “Mark as Not Junk”– Restore to inbox– Add Sender to Safe Senders

• Stationery and Signatures

Topics

• Receipts (Delivery or Read)

• Out of Office Reply

• Global Address List – Find

• Find Related Messages

• Recover Deleted Messages

• Recall a Message

• AutoArchive

Most Common Problems

• Not Connected– Work Offline– Disconnected– PDA software keeps you connected– Always try Outlook Web Access

• Expired Password

Most Common Problems

• Mailbox Full– Maximum size, 500 MB (500,000 KB)– Will automatically begin working again once

your file size has been reduced– May take an hour or so

• Manage file size– Right Click Properties, Folder Size button– Tools/Mailbox Cleanup more tools– Archive (discussed later)

Junk Mail

• New function of old feature– Right click to “Mark as Not Junk”

• Restores to inbox• Adds Sender to Safe Senders

• Actions/Junk Mail Options– Set to “High: Most junk e-mail is caught, but

some regular mail may be caught as well.”– Add @okstate.edu to Safe Senders list

Stationery and Signatures

• Stationery not recommended– Difficulty in viewing– Not always supported

• Tools/Options/Mail Format– Stationery Picker button gives you a preview

Stationery and Signatures

• Tools/Options/Mail Format– Signatures button– Click New and type in the window shown– If you want to use a logo, then choose

“Advanced Edit” which will launch FrontPage or Word, depending on which one is your default HTML editor

– Determine if you want to use the signature for new messages only, or for replies and forwards

Receipts (Delivery or Read)

• Delivery Receipt – indicates that the message has reached the mailbox of the intended recipient

• Read Receipt – indicates that the recipient has opened the message– Allowing a Read Receipt to be sent is

generally up to the recipient’s discretion

Receipts (Delivery or Read)

• All Messages– Tools/Options/E-mail Options button– Tracking Options button– Select Read receipt or Delivery receipt

• Individual Messages– In the toolbar of the outgoing message click

on the Options button– Select Read receipt or Delivery receipt

Out of Office Assistant

• Tools/Out of Office Assistant

• Can set to forward using a rule

• Out of Office assistant can be enabled/disabled from Outlook OR web access

Global Address List – Find

• In Global Address Book– Advanced / Find

• Will only search beginning of field

• Can be useful for individual county personnel

• Will match partial word, as long as it’s at the beginning

Find Related Messages

• If you’ve replied to a message, or forwarded a message you can click on “You replied” bar to reveal “Find Related Messages”

• This only finds messages with the same Subject Line

Recover Deleted Messages

• Select the Deleted Items folder

• Click Tools/Recover Deleted Items

• Choose individual messages to restore

• Messages are only recoverable until “Empty Deleted Items” is used again

Recall a Message

• Only works if user is on Exchange

• Browse to Sent Items folder and double click to open the message

• Choose “Actions” and “Recall this Message”

AutoArchive

• AutoArchive may have been enabled by default when you first started using Outlook

• Look for an +Archive folder below your Mailbox• Archives are saved on your local computer, not

on the server, so they should be part of your normal backup routine– Location C:\Documents and Settings\Nancy Michael\

Local Settings\Application Data\Microsoft\Outlook\archive.pst

AutoArchive

• Tools/Options – Other tab– AutoArchive button

• Defaults– Every 14 days– Items older than 6 months

AutoArchive

• Individual folders can have individual settings– Right click on a folder under Mailbox– Properties / AutoArchive tab to set specific

archival rules for this folder– Applies to subfolders as well

Thanks!

• Thank you for joining us!

• Next month – schedule changed by special request

• Dwayne Hunter presents PARS Training!

• Contact your support specialists with topics you’d like to see covered