How to Use Outlook Web 2003

Quicknote #88

October 2007

Introduction:

This Quicknote is written as an elementary guide to assist UM-Flint faculty, staff, and students with Outlook Web 2003.  You will learn how to access Outlook as well as how to read, send, forward, and reply to messages.  This Quicknote is also a guide for working address books, distribution lists, and signatures.

Table of Contents

¨    Login to Outlook Web

¨    Intro to the Tool Bars

¨    Read a Message

¨    Send a Message

¨    Reply to a Message

¨    Forward a Message

¨    Send an Attachment

¨    Open an Attachment

¨   Use the Address Books

¨    Use Signature

¨    Create an Appointment

¨    Schedule a Meeting

¨    Use the Task list

¨    Use Rules

¨    Use a Public Folder

¨    Change Your Outlook Password

¨   Log off of Outlook Web

1.      In your web browser, in the Address or Location field, type http://mail.umflint.edu/and press <Enter>.

2.      Click the Log On button.

3.      Now you will be prompted to login.

For the Username, enter your_uniqname@umflint.edu.

For the Password, enter your Outlook Password.

4.      Set the Client Access Level to your desired level.

¨       Premium client provides all Outlook Web features. 

¨       Basic client provides fewer features than premium but offers faster performance.

5.      Set the Security Settings.

¨      Select Public or shared computer if you use Outlook Web on a public computer.

¨      Select Private computer if you are the only person

Outlook Bar – also known as the Navigation Pane

Inbox – View current messages.

Calendar – The Calendar keeps track of your appointments and meetings.

Contacts – The Contact list stores email and postal addresses of your colleagues, family, and friends.

Tasks – The Tasks list tracks “to do” items that you can create for your own reference or assign to others.

Public Folders – Public folders can be used to share files or post information on an electronic bulletin board.  Examples include departmental areas, campus events, student discussion boards and etc.

Rules – Displays the rules you have set on your email.

Options – Displays the options for Outlook Web 2003.

General Toolbar Buttons
Your Inbox, Calendar, Contacts, Tasks, and Public Folders have their own toolbars with buttons specific to their function. There are several buttons that provide general functions and are available in more than one location.

Help icon - displays Help that is specific to the window you're working in.

New icon - allows you to create a new item, such as an email message, a contact, or a task. The picture next to the New icon varies, depending on the window you're working in, as does the list of options displayed when you click the arrow next to the button.

Checks the server for new messages icon –checks for new mail and refreshes your browser window.

Allows you to organize messages and other items in your mailbox. You can move messages from one folder to another, or copy them to a different location.

Delete icon - moves the selected item—such as a contact, appointment, or message—to the Deleted Items folder. Hold down SHIFT when you click this button to permanently delete the selected items.

Permanently deletes all items in the Deleted Items folder. You can, however, recover deleted items for a limited time after removing them from Deleted Items.

Reading Pane icon - allows you to select a Reading Pane, which provides two ways to preview messages without opening them. You can preview messages in the bottom half of the view or side-by-side with the list of messages. You can also turn off the Reading Pane.

Opens the Find Names dialog box, which allows you to search your organization's global address list or your contacts. You can also address a new message from the Find Names dialog box by selecting a name from the list and clicking Add recipient to...New Message.

**Note: You can't use the Find Names dialog box to search for distribution lists in your Contacts folder.

1.      With the Inbox open, click the New button on the toolbar. A blank message with appear.

2.      In the To... field, type the recipient’s full email address.  When sending to multiple people, separate email addresses with a semi-comma (;)

**Note:  Click  button to select a name from your Contact list, see the Address Book section of this Quicknote.

3.      In the Subject field, type a subject for the message.

4.      Type a message in the message area.

**Note: On the toolbar, click  to customize spell check options..

2.      In Outlook, compose and address a new email message. Be sure to complete the To... and Subject: fields, and insert any related text in the body of the email message.

3.      To attach a file, click on the. NOTE: the maximum size of an attachment is 20 MB.

4.      Click Browse to locate the file by selecting the appropriate drive and directory.
Highlight the file or by typing in the File name field (i.e.A:\directory\file.doc).

5.      Click Open.

6.      Click Attach.  The file will now appear in the Current File Attachments section.

1.      Open the message that contains an attachment.  The name of the attached file appears in the message heading information.

2.      Click on the underlined file name in the Attachments Field. 

3.      The Attachments box should appear as shown.
To open the attachment, click on Open.  If you want to save the file, select Save button 

¨      Some attachments, such as .txt and .gif files, are opened directly by the Web browser. 

¨      Otherwise, you will need to Save

Create a Contact

1.      From the toolbar, click    to open your Contacts folder.

2.      Click  to create a new contact.

3.      After entering the information, click .

Search for a Name

1.      In the toolbar, click Inbox.

2.      Start a new email message.

3.      Click  button to select a name. 

4.      Click the drop-down arrow next to Find names in: field to choose the appropriate address book either Contacts or Global Address list.

5.      Enter the criteria you wish to search for the person by.

6.      Click Find.

Create a message from a contact

You can send an email message to a contact while viewing that person's contact information.

1.      Open the contact to whom you want to send a message.

2.      On the toolbar, click  Send mail to contact. The new message form will open that is already addressed to the contact.

3.      Type a subject in the Subject field, type your message in the message body, and then click Send.

1.      In the Outlook Bar, click .

2.      Under Messaging Options, click .

3.      In the Signature window, type and format the signature you want to use, and then click .

4.      Select the Automatically include my signature on outgoing messages check box, and then click Save and Close.

¨      Appointments

Activities in your calendar that does not involve other people

¨      Meetings

Appointments to which other people are invited using email

Create an appointment

Appointments are activities in your calendar that do not involve other people.

1.      Open the Calendar.  On the toolbar, click  for Weekly view.

2.      In the Date Navigator, click the date of the appointment.

3.      Double-click the time slot when you want to make the appointment.

4.      Type in Appointment information, subject, location, and description of appointment. Then click the  button.

Schedule a recurring appointment

1.      Open the appointment.  See Create an appointment if you have not already created an appointment.

2.      On the toolbar, click .

3.      In the Recurrence pattern area, select either
the Daily, Weekly, Monthly, or Yearly options.

4.      In the Range of recurrence area, select an end date.

5.      Fill in the details of the appointment in the appointment window.

6.      Click the OK button.

Create a new meeting

Meetings are events to which other people are invited using email. Plan and schedule meetings by sending or receiving meeting requests.

1.      First create an appointment.  Confirm that the appointment has a descriptive subject, location, and description for all invitees.

2.      Click the button.

3.      Click the Required button. 

4.      Double-click names of required attendees to the meeting from your address book.  Click OK.

5.      Click the  button.
**Note: This will send the request to all Required Attendees.

Respond to a meeting request

1.      When you receive a meeting request in your Inbox, open the message just like any other message.

2.      Click the appropriate response button to send your reply to the meeting organizer.

3.      Select whether you want to send a message with your reply, and click OK.

Create a Task

1.      Open the Task list. 
Click the New button on the toolbar.

2.      In the task window, enter task information, such as, a subject, description in the message area, and set a due date.

3.      Click the button.

Update a Task’s Status

1.      Open the task whose status you want to update by double-clicking it in the task list.

2.      Click the drop-down arrow to the right of the Status box, and click the appropriate setting in the list.

3.      Click the button.

1.      Click Rules and click New.

2.      Enter a name for the rule in Rule Name (optional).

3.      Set the constraints for the rule, telling it to look for certain words in the sender (From:) field or subject field as desired. Leave it blank to allow any.

4.      In the Sent to area, select the people or distribution list that the emails in question were sent to.  Leave it blank to allow any.

5.      Then, select whether you want it moved to a certain folder, copied to a certain folder, or deleted.
**Note:  You can also Keep a copy in my Inbox by checking the appropriate box.