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Introduction to Outlook 2002 for UWB Faculty and Staff

Contents

• Understanding your accounts
• Using Contacts
• Outlook components
• Accessing Outlook when offcampus
• Mail basics
• Forwarding mail from Homer
• Reading messages
• Using the Calendar
• Reading an attachment
• Benefits
• Deleting a message
• Creating a new appointment
• Sending a message
• Recurring meetings
• What are those lists?
• Setting permissions
• Setting up a default address list
• Viewing other people's calendars
• Inserting an attachment
• Meeting requests
• Replying and forwarding
• Printing
• Using folders

Accounts

Most Bothell faculty, staff, and students have two UW email accounts, one administered by UW in Seattle and one administered here in Bothell.

Your Seattle account

Your Seattle account has the address username@u.washington.edu. You probably use Pine to access this account, which uses your UW NetID as your username. Support for this account is provided by UW Computing & Communications, which you can reach by telephone at 206-543-5970 or by email at help@cac.washington.edu. Further information about using your Seattle account can be found at UW Computing & Communications Using Email web site.

Your Bothell account

UWB has standardized on Microsoft Exchange for campus email, calendaring/scheduling, and task management, allowing UWB Information Systems to provide support and training for these functions. Your account has the address username@uwb.edu or username@bothell.washington.edu. Access to this account is through Outlook on your desktop computer, or Outlook Web Access on the web.

You also have an NT account at UWB, which allows you to log on to your computer. The same username and password that make up your NT account are used for your Bothell email account. When you change your NT password, it automatically changes your Bothell email password as well. In effect, the same username and password which give you access to your computer also give you access to your Bothell email.

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Outlook components

The Outlook Bar and the Folder List

These two screen components help you navigate through the various components of Outlook. You can turn either or both of them off in the View menu.

Click on View, Outlook Bar to remove the Outlook Bar from your screen.
Click on View, Folder List to remove the Folder List from your screen.

Repeating the process brings them back.

Getting one of them off your screen will allow more room for viewing your messages. We recommend leaving the Folder List open as a navigation tool, as it gives a little more detail than the Outlook Bar, but the choice between Folder List and Outlook Bar is ultimately a matter of personal preference.

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Mail basics

Reading messages

When you first open Outlook, the contents of the Inbox will be displayed on your screen as a list of mail messages. Messages you haven't yet read appear in boldface. If you have the Folder List open, the number of unread messages appears in parentheses next to the folder name.

Outlook is initially configured with Preview Pane turned on. With Preview Pane on, the beginning of a message will be displayed in the lower part of the screen when you click on that message. To turn Preview Pane off, go to the View menu, and select Preview Pane.

Double-click on a message to open it.

Reading an attachment

To open an attachment sent to you in email, simply double-click on it while reading your message.Outlook will launch the appropriate application for viewing the attachment. For example, if the attachment is a spreadsheet, Outlook will open the spreadsheet as a file in Excel.

Deleting a message

There are a couple of ways to delete messages.

• Click on the message to highlight it, then click on the delete button (the button with an x) in the toolbar.
• Open the message, then click on the delete button in the toolbar.

Deleted messages go to the Deleted Items folder, and are not really deleted until you log off Outlook. You can always look at the messages in your Deleted Items folder by clicking on that folder name in your Folder List.

Outlook is set up initially to have messages deleted from the Deleted Items folder when you log off. You can make sure that's happening:

• In the Tools menu, select Options
• Click on the Other tab
• In the General section be sure there's a check next to Empty the Deleted Items folder upon exiting
• Click OK

Sending a message

To start a new message, either

• In the File menu, select New, then Mail Message, or
• Simply click on the New button while in a mail folder such as the Inbox.

To fill in the TO: field, do one of the following:

• Type in a name or address. If you type in part of a name, Outlook will search in the usual Outlook lists for a match.
• Pick a name out of a list.
  • Click on To...
  • In the Show names from the list locate the list you want to look in
  • In the box under Type name or Select from List type all or part of the name of the person you are looking for.
  • Find the name you want in the list, then double-click on it to move it into the Message Recipients box.
  • Click OK

To fill in the CC: field, follow the same process.

After filling in the TO and CC fields, enter a subject, then type your message. Click on Send when you're done.

A copy of the message is automatically placed in your Sent Items folder. All messages you send are saved there. You should go through that list occasionally and delete messages that you don't want to keep.

What are those lists?

• Global address list - includes everyone at UWB who has been given a Bothell email account.
  • TWO NOTES:
    • Not everyone who has a Bothell email account actually logs into it. If you aren't certain whether your intended recipient is reading the Bothell account, it might be wise to send your message to the Seattle email account address instead. You can look that address up using the LDAP directory.
    • Since this is the list of Bothell email accounts, people who only have Seattle accounts will not appear here. To locate those people, use the LDAP directory, which is listed as directory.washington.edu.
• Contacts - your own contacts list, individual to your own account.
• directory.washington.edu, also known as the LDAP Directory - a listing of UW Seattle accounts. If you have followed our directions for setting this up, your list includes only faculty and staff of UW (all three campuses).
  • To use LDAP, first find the directory.washington.edu listing in the Show Names from the list.
  • Click on Find... in the lower section of the box.
  • In the box, type in part of the name you are looking for, like the last name.
  • Click OK.
  • A list of matches will appear. Double-click on the person who want to move that name into the message recipient list.
  • Click OK.

Inserting attachments

The attachment will be inserted wherever your cursor is located when you begin this process, so first be sure your cursor is where you want the attachment to go (probably the bottom of your message).

• From the Insert menu, select File
• Navigate through your files, and double-click on the one you want
• Send the file as you normally would

Replying and Forwarding

To reply to or forward a message, start by reading the message. With the message open, click on Reply, Reply to All, or Forward.

• Reply will put the sender's name in the TO: field
• Reply to All will also include the names of anyone else the message was originally sent to.
• Forward will allow you to send the message on to another person. The TO: field will remain blank until you fill it in.

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Using folders

Unless you move your mail to folders, it is going to become a long list of messages in your inbox. Saving mail in folders makes it much easier to find things.

Creating a folder

• Click on Inbox in your Folder List
• From the File menu select New, and then Folder
• Type the name you want the new folder to have
• Be sure Inbox is highlighted in the large box
• Click OK

Moving mail to your new folder

• Locate the message in your inbox that you want to put in your new folder
• Click and drag it to the new folder name in the Folder List

Looking at mail in other folders

• Simply click on the folder in your Folder List
• A list of messages in that folder will appear
• Click on the Inbox in the Folder List to get back there

Filtering mail into folders automatically

Mail can also be filtered directly into folders as it arrives in your mailbox. See the SPAM Filtering Overview at http://www.uwb.edu/computing/knowledgebase/spamoverview.xhtml for more information.

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Contacts

Starting a Contacts List

• Click on Contacts in either the Folder List or Outlook Bar
• From the File menu, select New, then select Contact
• Fill in information. Some tips:
  • Below Full Name, the field called File as lets you decide how to alphabetize each contact in your list
  • Clicking on the address book icon to the right of the Email address gives you access to the familiar Outlook name look-up window.
• Click Save and Close when done
• Repeat to add more contacts

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Accessing Outlook when off-campus

You can have web access to your Outlook mail from anywhere in the world at http://mail.uwb.edu/. See Outlook Web Access 2003 for more information.

Forwarding mail from Homer

Forwarding your mail from Homer allows you to read all of your mail on Outlook. Any mail sent to you at your Homer account will automatically appear in your Exchange mailbox, allowing you to read it with Outlook. With your mail forwarded, people can send email to you at either address, and you can be sure to get it in one place. See Forwarding Homer mail for instructions.

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Using the Calendar

Benefits

The Calendar feature is one of the reasons UWB decided to standardize on Outlook. Outlook allows you to share your calendar with other people, making it possible to greatly simplify the process of setting up meetings. You determine who has access to your calendar, and how much access they have.

It also integrates seamlessly with your mail and tasks list. For example, meetings that you arrange over email are automatically scheduled into your calendar.

Click on Calendar in either the Folder List or the Outlook Bar to open your calendar.

Creating a new appointment

There are several ways to start a new appointment

• Go to the date when you want the appointment to be, and just start typing at the right time. Click and drag the box to increase the time of the appointment. Double-click on the box to get to the appointment detail window.
• Go to the date, and then double-click the time the appointment will start. The appointment detail window will appear.
• With calendar open, click on the New button. The appointment detail window will appear.

Recurring meetings

Open a new meeting, as described above, and fill in the basic meeting information.

Click on the Recurrence... button.

Click on the appropriate buttons in the Recurrence pattern boxes, to schedule the meeting as weekly or monthly, etc. Clicking on Weekly will provide you with options for day of the week. Clicking on Monthly will provide you with options for further specifications.

In the Range of recurrence box, you can tell Outlook how far into the future these meetings should be scheduled.

This example shows a recurring meeting to be held every Friday from 3:00-4:00, starting on February 25th and continuing indefinitely.

Setting Permissions

You tell Outlook who should have access to your calendar. By default, only you can view your calendar. In Information Systems we have set permissions on our own calendars in a way that allows us to look at each other's, making it possible to locate each other more easily, and to get an idea of possibly free meeting times.

• In either the Outlook Bar or Folder List, right-click on Calendar, then select Properties.
• Click on the Permissions tab.
• To give someone permission to view your calendar, click on the Add... button, then locate the person's name.
• Double-click on the name to move it into the Add Users box.
• Click OK when you've finished adding names.
• Back in the Calendar Properties box, click on the name you just added to highlight it.
• In the Permissions section, click on the arrow next to the Roles box to select Reviewer.

As a reviewer, someone can view your calendar, but can not make changes to it.

Viewing other people's calendars

To view someone else's calendar, that person must have already given you permission to access it.

To view another user's calendar for the first time

• From the File menu, select Open, then Other user's folder
• Type in the person's name or select it from the list by clicking first on Name
• Click on the arrow next to the folder box, then select Calendar

To view another user's calendar after opening it previously

• From the File menu, select Open
• then select that person's name from the menu

Meeting Requests

Receiving a meeting request

You will receive an email message such as the one below when someone requests a meeting with you. The meeting will show up on your calendar, but you need to respond to the message in order to make it official.

To respond to the meeting request, click on one of the buttons. You will then be able to send your response with comments if you'd like. The originator will get a message in return, notifying him or her that you've accepted (or not).

Requesting a meeting

• Open a new appointment as above
• Fill in the regular meeting information, then click on Invite attendees...
• Either type in the names of the attendees, or locate them in the normal fashion.
• Those people will get an email message like the one above.
• When they respond, you'll get an email message in return, similar to this one:

Printing

Many people like to have printed copies of their calendars, and Outlook has some nice printed calendar possibilities to choose from. To print calendar information,

• Go to Calendar
• From the File menu, select Page Setup
• Select one of the options there for the type of information you want (weekly, daily, etc.)
• Click on Print Preview to get an idea of what the printed version will look like.
• Click Close at the top of the screen if you don't want to print that one or
• Click Print at the top of the screen if you do want to print it.