Outlook 2003: Advanced Features Cooperative Conversations April 13, 2007.
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Transcript of Outlook 2003: Advanced Features Cooperative Conversations April 13, 2007.
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