Toolbars

The standard Outlook toolbar allows quick access to many Outlook features. The folder you are viewing determines which buttons are on the toolbar. If you are viewing the Inbox, you will see the email buttons, but if you are in the Calendar, you will see the appointment buttons. The following table describes the buttons that are always present on the toolbar:

New Item

Creates a new item, such as an email message or appointment. Prints the current item. Displays a drop-down list of places to move the selected items. Sends the selected item to the Deleted Items folder. Searches for an Outlook item by keyword. Allows you to choose different options for displaying items. Displays the Office Assistant or Help

Print Move to Folder

Delete

Organize

Microsoft Outlook Help
Toolbar buttons do not automatically change with use; instead, they must be manually configures if customization is desired.

Outlook Today

The Outlook Today page shows a preview of your appointments, a list of your tasks, and how many new email messages you have for the current day. You can also quickly find a contact by using the Find Contact box. You can customize how Outlook Today looks and functions: 1. 2. 3. Click Shortcuts on the Go menu. In the Navigation Pane, click Outlook Today. The Outlook Today page appears. Click the Customize Outlook Today. button The Customize Outlook Today page appears. Select the options you would like to use in Outlook Today and then click Save Changes to save your changes or Cancel to exit without saving The Outlook Today page reappears.

Using Email

One Outlook feature is sending and receiving email. You can easily read email in many views. You can also send, forward, and reply to email; use the Address Book; and print your email. To access your email, you can either use the Inbox in the Navigation Pane, or you can use the My Shortcuts bar. The Inbox folder on both bars accesses the same information, but the My Shortcuts bar has access to other items, such as Sent Items.

Reading Email

In Outlook, your incoming email is stored in your Inbox. To access your email, click the Inbox folder in the Navigation Pane. Your email is displayed to the right in the Inbox section of the Reader Pane. Then double-click the header of the email message you would like to read. The email text will open in a separate window.

New Mail Arrival

New email automatically appears in your Inbox when it arrives, but if you feel you need to. When you check for new messages, you can click Send and Receive receive mail, you will also get a New Mail/Desktop Alert display from the system tray in the lower right corner. It will fade in and fade out. If you click it, it will automatically open that email. When Outlook is running, it can notify you of new incoming mail through sound and visual messages. To select a notification option, follow these instructions: 1. Click Tools, and then click Options. The E-Mail Options screen appears. 2. Click the E-mail Options button. The options for email appear. 3. Customize the options in the Message handling section to fit your needs. Also click the Advanced E-mail Options button to specify more options Click OK to close all the windows. Outlook will now notify you according to your specifications.

Reading Attachments

Attachments are files sent with email messages. If your email header includes a paper clip symbol, double-click the message header to open the email. The attached message appears below the subject line. Double-click the file; it opens in the associated program. An example of attached files is given below:

Attached file

Organizing Email
Outlook has several options for organizing your email. Click the Organize button then use one of the following options: To move messages to a particular folder. Or set up a rule to automatically move all future messages that you receive from someone into a folder. To color-code messages that meet criteria you specify. For example, you can set up a rule so that all messages you receive from your friends appear in maroon text. To change the way you view your messages. A view in Outlook gives you a way to change how information is organized and formatted. You can choose from the following views:

To See Messages

Messages Messages with Auto Preview By Follow-up Flag Last Seven Days Unread Messages Sent To Message Timeline
In a list. In a list with the first three lines of the message text displayed. In a list grouped by message flag. That arrived during the last seven days, in a list. In a list that displays only unread messages. In a list that displays the recipients of the message. Represented by icons arranged in chronological order by date sent, on a timeline.
Outlook now has several options for dealing with your junk email. Filter out commercial and other unwanted junk email so it doesn't clutter your Inbox. You can move the junk email to another folder to view later, move it to your Deleted Items Folder, or you can color-code the junk email so it's easy to identify. You can create lists of email addresses and domains to block unwanted email.

Junk Email

To Add a Sender to your Junk Email list: 1. Right-click the message that is junk email and select Add to Blocked Senders List from the Junk E-mail options. 2. The senders email address is added to your blocked senders list and is deleted from your inbox. Note: You can also add users to a Safe Recipient list, so their email is not mistaken by Outlook as junk e-mail. To Add a Domain name to your Junk Email Blocked List: 1. Click on Tools on the menu bar and select Options from the drop down list. The Options window appears. 2. Click the Preferences tab and click the Junk Email button. The Junk Email Options window appears. 3. Click the Blocked Senders tab and click the Add button. The Add Address or Domain window appears. 4. Type in the domain in the text box, for example, @hotmail.com. Click OK.
Receiving Contact Cards or vCards

A vCard is a contact from an Outlook contact list that has been sent to someone as a.vcf file. When you receive an email that has a contact card or vCard attached, you can add that person to your contact list: 1. Double-click the attached vCard or contact. The contact opens. 2. Click Open it, and click OK. 3. Click Save and Close. Outlook saves this contact with your other contacts.

Sending Email

Outlook can help you send email to anyone with an email address. The following sections describe how to create and send an email message.

Create a New Message

To create a new message: 1. Click the Inbox folder. Your email messages are displayed in the Reading Pane. 2. Click the New Mail Message button A blank message appears. Your screen should look similar to the following illustration:

Blank Message

Address an Email Message
Once you have created an email message, you can address the message in the following ways: Type the Email Address Type the email address (such as johndoe@miami.edu) in the To field of the message. Type the Email Recipients Name If people are included in your Contacts folder, you can type their names into the To field of a message. Outlook will underline their name, showing that it knows their email address. Address Book The address book contains many email addresses in different categories, such as the Global Address List and Contacts. The Global Address List contains the email address of everyone at the University of Miami. You can use your Contacts Folder to store other email addresses. When you email people, you do not need to know their email addresses, only their names or nicknames and in which address book their addresses are located.
for information on creating address book entries, see the chapter Using Contacts.
To use the address book when sending an email message: 1. Click the To. button. The Select Names window appears. 2. Select an option from the Show Names from the: drop-down list. By default it is set to Global Contacts, you can change it to show your Contacts by scrolling up on the drop-down menu. 3. Select the name of the person you wish to email in the list on the left and then click the To button. The name appears on the list on the right. 4. Click OK. The Select Names window closes and the name appears in the To field of your message.

Complete the Message

Type the subject for the email message into the Subject field. Then type the text for the email message in the lower portion of the window. You can use the formatting tools to customize the color, size, and other characteristics of the text.

Attach a File

Once you have created an email message, you can attach a file. Attaching a file sends a file with your email to the recipients. When the recipients receive the email, they can open the attached file with the software on their computer. To attach a file, follow these steps: 1. 2. 3. Click the Insert File button. The Insert File dialog box appears. Find and highlight the file you want to send via email. Click Insert The chosen field is added to the email.

Send the Email

Once you have the email message written and addressed, click the Send button to deliver the message. The message is automatically sent to the recipient and a copy is placed in your Sent Items folder.

Responding to Email

When you receive email messages, you may need to send a response (reply) or send the message to someone else (forward). You can do this by selecting or opening a message and using the toolbar to direct your response.

Forward a Message

To forward a message: 1. Select or open the email message to forward. 2. Click the Forward button. A new mail message appears. 3. Address the message, and click Send. The message is forwarded
Reply to the Author of a Message
To reply to the author of a message: 1. Select or open the email message to which you are replying. 2. Click the Reply button. A new mail message appears. 3. Type your response, and click Send. The message is sent to the author of the original message.
Reply to the Author and Recipients of a Message
To reply to the author and recipients of a message: 1. Select or open the email message to which you are replying. 2. Click the Reply to All button. A new mail message appears. 3. Type your response, and click Send. The message is sent to the author and all recipients of the original message.

Saving Email

Sometimes you may want save your email messages into folders, either in Outlook or on your hard drive. An easy way to save email messages is to drag them to a folder in your Navigation Pane or folder list.
Save an Email Message to a Folder
To save an email message to a folder:
1. Make sure your Reader Pane shows the message you want to save. 2. If using the Navigation Pane, click the shortcut bar that contains the folder where you want to save the message. If using the folder list, make sure you can see the folder where you want to save the message. 3. Click the email message, and drag the message to the folder. The email message copies to the folder.
Save Email Message Text To save text from an email message to use in a word processor or other program, you need to save the message text in another format. Follow the steps below to accomplish this task:
1. 2. 3. From the Folder Pane, double-click the email message header. The email message opens. Click File , and then click Save As from the drop-down menus. The Save As window appears. Name the file, and click Save. The file is saved in Text Format, which maintains the format of the text and can be opened in word processors and other programs.

Deleting Email

When you no longer want to keep an email message, you should highlight the message and press the Delete key. This moves the message to your Deleted Items folder. At this point, you could go to your Deleted Items folder and recover the message. If you would like to permanently remove the item, you must highlight the item in the Deleted Items folder, and press the Delete key. Or you can remove everything in the Deleted Items folder by right-clicking the folder and selecting Empty Deleted Items Folder.

Managing Sent Email

Sometimes you may want to read or forward a message youve already sent. To access your Sent Items, click the My Shortcuts bar in the Navigation Pane.

Sent Items

The Sent Items folder contains all of the items, email, appointments, meeting requests, etc., you have sent to other people. To view items you have sent, click the Sent Items folder. The items list to the right in the Folder Pane.

Outbox

The Outbox folder contains all of the items that are pending, but have not been sent yet. This feature only works when you are using Outlook in an offline mode. On Campus, Outlook is configured so that all messages are sent imme diately; therefore, no messages will be listed in the Outbox.

Drafts

The Drafts folder contains the messages you started to compose but have not sent yet. To complete an unfinished message, click the Drafts folder. Then open, complete, and send the message.

Printing Email

You may want to keep a paper copy of an email message rather than saving the message to a folder. To print an email message, highlight the message header or open the email message. Then click the Print button.

Using Calendar

The Calendar in Outlook can help you manage your time through appointments, meetings, and events. Outlook can even remind you of upcoming items. To access your calendar, click Calendar on the Navigation Pane shortcut. The Calendar appears in the Navigation Pane:

Date Navigator

Place cursor in these areas for a doublesided arrow to appear

TaskPad

My Calendars

Shared Calendars

Calendar Views
As with the Inbox, you can view the Calendar in many ways. Each view, except Day/Week/Month, shows attachments, subject, start and end times, recurrence information, location, and categories. You can expand the view of the Date Navigator by placing the cursor over the line separating the Date Navigator and Expanded Calendar or between the date navigator and the My Calendars bar (see illustration above). You will get a double-sided arrow and you can now click and drag to expand the Date Navigator view. To change your view, go to the Tools menu and click Organize. A new screen section appears. Click Using Views. In the Change your view box, select one of the following views:

Click this View To See

Day/Week/Month
Appointments, events, and meetings for one or more days or weeks or for a month. Also includes a list of tasks. This view looks like a paper calendar or planner.
Day/Week/Month with AutoPreview Active Appointments
Same as the Day/Week/Month view, except the first lines of the text appear in items.
A list of all appointments and meetings beginning today and going into the future and details about them. Events A list of all events and details about them. Annual Events A list of events that happen once a year and details about them. Recurring Appointments A list of recurring appointments and details about them. By Category A list of all Calendar items grouped by category and details about them. To change the Day/Week/Month calendar display, click one of the buttons described below: Displays one day of the calendar and the Navigation Bar with Date Navigator. Displays one work week (Mon-Fri) and the Navigation Bar with Date Navigator. Displays one week of the calendar and and the Navigation Bar with Date Navigator.
Understanding Calendar Items
You can schedule three types of activities into your calendar: appointments, meetings, and events.

Appointment

An appointment is an activity that you block time for in your calendar that does not involve inviting other people. Appointments can have reminders attached to them. You can schedule recurring appointments.

Meeting

A meeting is an appointment to which you invite other people. When you create a meeting, you identify the people to invite and pick a meeting time. Responses to your meeting request appear in your Inbox. You can also add people to an existing meeting, reschedule a meeting, or schedule a recurring meeting. To create an online meeting, such as a NetMeeting, check the This is an Online Meeting check box on the Appointment tab of your meeting request.
An event is an activity that lasts 24 hours or longer. Examples include a trade show, the Olympics, a vacation, or a seminar. An annual event, such as a birthday or anniversary, occurs yearly on a specific date, while an event occurs once and can last for one day or several days. Events and annual events do not occupy blocks of time in Calendar; instead, they appear in banners. An all-day appointment shows time as busy, while an event or annual event shows time as free when viewed by others.
Scheduling Calendar Items
There are many ways to schedule a calendar item. Follow the instructions below to create your calendar item:

Schedule an Appointment

To schedule an appointment:
1. Click the New Appointment button. 2. In the Subject box, type a description. 3. In the Location box, type the location. 4. Type start and end times. When you select start and end times, you can take advantage of Autodate functionality and type text such as "next Tuesday" or "noon" instead of typing a date or time. 5. Select other options you want. 6. Click Save and Close. The appointment appears on the calendar. 5.
Note: In Calendar, you can also create an appointment by selecting a block of time, right-clicking, and then clicking New Appointment on the shortcut menu.
Schedule a Recurring Appointment
To schedule a recurring appointment: 1. Make sure you are in the calendar. 2. From the Actions menu, click New Recurring Appointment. 3. Type start and end times. 4. Click the recurrence pattern (Daily, Weekly, Monthly, or Yearly) at which the appointment recurs, and then select options for the recurrence pattern. 5. Click OK. A new window appears.
6. In the Subject box, type a description. 7. In the Location box, type the location. 8. Select other options you want, and type information in the open space. 9. Click Save and Close. The appointment appears on the calendar.

Schedule a Meeting

When you schedule a meeting, Outlook sends the people on your list an email message asking if they can come. 1. Make sure you are in the calendar. 2. Click Actions and then click Plan a Meeting. 3. To invite attendees and resources, click Add Others. Select a name from the list. If you need to invite people not listed, click New. to add them. For each name typed, click Required, Optional, or Resources. Click OK. 4. Choose the start and end times for the meeting. 5. Click Make Meeting. 6. In the Subject box, type a description. 7. If you do not schedule a room, type the location in the Location box. 8. Select other options you want. 9. If the meeting is recurring, click the Actions menu and then click Recurrence. Select the recurrence pattern and range of recurrence options you want. Click OK. 10. Click Send. The appointment appears on the calendar and Outlook sends an email invitation to each person.

Schedule an Event

To schedule an event: 1. Make sure you are in the calendar. 2. On the Actions menu, click New All Day Event. 3. In the Subject box, type a description. 4. In the Location box, type the location. 5. Select other options you want. 6. Click Save and Close. The event appears on your calendar

Editing Calendar Items

After you create a calendar item, you may want to change the item. An easy way to change an appointment is to double-click the appointment in the calendar. The item opens for you to make changes. Outlook allows you to drag items around the calendar. For example, to move an appointment to a new day, click the appointment in your calendar, hold down the mouse button to drag it to a new day, and release the mouse button. The appointment moves to the new day. Experiment dragging items in the calendar when you need to make changes.

Deleting Calendar Items

When you no longer want to keep a calendar item, you should highlight the item then click the Delete button. This moves the item to your Deleted Items folder. At this point, you could go to your Deleted Items folder and recover the item. If you would like to permanently remove the item, you must highlight the item in the Deleted Items folder, and click the Delete button. Or you can remove everything in the Deleted Items folder by right-clicking the folder and clicking Empty Deleted Items Folder.

Adding Holidays

You can automatically add the holidays for a particular country to your calendar. These holidays are set up as recurring events in your calendar. Use the following steps to add holidays to your Calendar: 1. 2. 3. On the Tools menu, click Options, and then click the Calendar Options button. Click Add Holidays. Check the check box next to the country with the holidays you want to add to your Calendar, and click OK. The holidays appear on your calendar.

Using Contacts

A contact is a person or organization you correspond with. You can store information about contacts such as job titles, phone numbers, addresses, email addresses, and notes. Each contact is like a business card that you keep in a file. To access the contact list, click Contacts on the Navigation Pane. The contact list works with other areas so that you can easily access it any time you need information about your contacts. For example, you can look up names and addresses in your contact list or merge contacts with a form letter in Word.

Contacts Views

To change your contacts view, from the menu bar click Tools and then choose Organize from the drop-down list. A new screen section appears. Click Using Views. In the Change your view box, select one of the following views:
Click this View To See Contacts
Address Cards Detailed Address Cards Phone List By Category By Company
By Location By Follow-up Flag
On individual cards with one mailing address and business and home phone numbers. On individual cards with business and home addresses, phone numbers, and additional details. In a list with company name, business phone number, business fax number, and home phone number. In a list grouped by categories and sorted by the names the contacts are filed under within each category. In a list grouped by company with job title, company name, department, business phone number, and business fax number. In a list grouped by country with company name, state, country, and phone numbers. In a list grouped by flag. Also shows the due date for followup action for the flag.

Creating Contacts

When you create a contact, you type all new information or start with a copy of information from an existing contact from the same company.
Create a Contact with New Information
To create a contact with new information, follow these steps: 1. Click Contacts on the Navigation Pane. 2. Click the New Contact button. A blank contact form appears that looks similar to the following:

3. 4. 5.

In the Full Name box, type a name for the contact. Type the information you want to include for the contact. To select an email address, use the Address button. Click Save and Close. Outlook saves the new contact
Create a Contact by opening and right-clicking an e-mail address
To create a contact from the same company as another contact: 1. Open the e-mail by double-clicking it. 2. Right click the name of the sender in the e-mail. A shortcut list appears. 3. Choose the option Add to Outlook Contacts. A Contact listing appears for that person. 4. Type the information you want to include for the contact. 5. Click Save and Close. Outlook saves the new contact.
Create a Contact from the Same Company as Another Contact
To create a contact from the same company as another contact: 6. Select an existing contact from the same company as the contact you want to create. 7. From the Actions menu, click New Contact from Same Company. 8. In the Full Name box, type a name for the contact. 9. Type the information you want to include for the contact. 10. Click Save and Close. Outlook saves the new contact.

Task Timeline

Creating Tasks
To create a simple task, type task information into the space labeled Click here to add a new Task and press Enter. You can also drag an appointment or message onto Tasks in the Navigation Pane to create a task. Or, you can follow these steps: 1. Click Tasks on the Outlook Bar. 2. 3. 4. 5. 6. Click the New Task button an empty task appears. Type a task name in the Subject box. Select the options you want. If the new task is recurring, click the Recurrence button A new window appears. Select the options you want and click OK. Click Save and Close. Outlook adds the new task to your task list.

Using Journal

Outlook Journal can keep track of all you do in a days work. Journal can record all Outlook items, including email you send and receive, and keep track of how long you work in other Office programs. To start Journal, click Journal in the Navigation Pane. The journal opens in the Outlook Navigation Pane.

Journal Views

To use any of the views below, from the Tools menu, click Organize. A new screen section appears. Click Using Views. In the Change your view box, select one of the following views. Each view shows journal entries arranged in order of start date (from earliest to latest on a timeline or from latest to earliest in a list).
By Type By Contact By Category Entry List Last Seven Days Phone Calls
All journal entries represented by icons on a timeline grouped by type of item. All journal entries represented by icons on a timeline grouped by contact name. All journal entries represented by icons on a timeline grouped by category. All journal entries in a list. Journal entries created during the last seven days in a list. Journal entries that are phone calls in a list.
Recording Journal Entries
Journal can record some items automatically, but other items must be added manually. For example, Journal can track email messages automatically, but you must add appointments manually.
Record an Item in the Journal Automatically
To record an item in the journal automatically: 1. Click Tools, and then click Options from the menus. The Options window appears. 2. Click the Journal Options button in the Contacts subsection. A screen similar to the following appears:
3. Mark the items you would like Journal to track automatically. 4. Click OK. Journal begins tracking the items you selected
Record an Item in the Journal Manually
To record an item in the journal manually: 1. Click Journal in the Navigation Pane. Journal opens in the Reading Pane. 2. Click the New Journal Entry button. A new journal entry form appears. 3. In the Subject box, type the name of the journal entry. 4. Select the options that you want. 5. Click Save and Close. The entry is added to your journal

Using Notes

Outlook can create electronic versions of sticky notes. All notes are conveniently kept in your Notes folder.

Create a Note

To create a note: 1. Click Notes in the Navigation Pane. The Notes screen opens in the Reading Pane. 2. Click the New Note button. A blank note appears with your cursor waiting for information. 3. Type the information for the note. This information is saved automatically. 4. Click the Close button. Outlook saves the note in your notes folder. You may want to keep a note open on your desktop. Double-click the note you want. Even when you close or minimize Outlook, the note will stay open until you close it.

Delete a Note

To delete a note: 1. Click Notes in the Navigation Pane. The Notes screen opens in the Reading Pane. 2. Click the note you wish to delete. The note is highlighted. 3. Press the Delete key. The note disappears from the Notes folder.

Appendix A: Symbols

Symbols in Inbox

Symbol Description

Symbols in Calendar

Symbols in Tasks

Symbols in Contacts

Symbols in Journal

Appendix B: Archive
Your Outlook mailbox grows as items are created in the same way that papers pile up on your desk. In the paper-based world, you can occasionally shuffle through all your documents and put in storage those that are important but not frequently used. Documents that are less important, such as newspapers and magazines, you discard based on their age. In Outlook, you can manually transfer old items to a storage file by clicking Archive on the File menu, or you can have old items automatically transferred by using AutoArchive. Items are considered old when they reach the age you specify. With AutoArchive, you can either delete or move old items. Outlook can archive all items and files that are stored in a mail folder.

AutoArchive

AutoArchive is a two-step process. First, you turn on AutoArchive on the AutoArchive tab in the Options dialog box under the Tools menu. Second, you set the AutoArchive properties for each folder that you want archived. What and when items are AutoArchived is determined at the folder level. You can automatically archive individual folders, groups of folders, or all Outlook folders. When you start Outlook, AutoArchive properties of each folder are checked by date, and old items are moved to your archive file. By default your archive file is stored at C:\WINDOWS\Application Data\Microsoft\Outlook\archive.pst and is a personal folder file. Items in the Deleted Items folder are deleted.

Note: The archive folder is not created until the first time Outlook successfully archives items. Note: At install several folders have AutoArchive turned on. These folders and their default aging periods are Calendar (6 months), Tasks (6 months), Journal (6 months), Sent Items (2 months), and Deleted Items (2 months). Inbox, Notes, and Contacts do not have AutoArchive activated automatically.
When you archive, your existing folder structure is maintained in your new archive file. If there is a folder above what you choose to archive, that folder is created in the archive file. However, any additional items within the upper folder are not archived in the archive file. In this way, an identical folder structure exists between the archive file and your mailbox.
Change General AutoArchive Options
Follow these steps to change the general AutoArchive options for all folders in Outlook: 1. 2. 3. On the Tools menu, click Options, and then click the Other tab. Click the AutoArchive button. Note the AutoArchive every X days check box. This determines how often AutoArchive tries to archive your items. If you want to store your archived items in a location other than the default location, type the path and file name for the location you want items archived in the Default archive file box. Click OK twice to accept the AutoArchive changes. The next time Outlook successfully archives items, Outlook uses the archive file to hold any archived items.
Change Folder AutoArchive Options
Follow these steps to set when items will be archived per folder: 1. Right-click the folder on which you want to set the AutoArchive preferences, and click Properties. 2. Click the AutoArchive tab, set your archive options, and click OK. The new AutoArchive options work with the specified folder.
Retrieving Archived Items
Since the archive file is a file with a.pst extension, you can view archived items by opening the file. Follow these steps:

Retrieve Archived Items

1. 2. 3. 4.
Click File, Open, and then Outlook Data File. In the File Name box, type the location of your archive file, and click OK. A new Outlook window appears. In the Folder List, open Archive Folders to access your archived items
Note: The default location is normally C:\My Documents\Archive.pst

Original Source: http://www.officetutorials.com/
Introduction to Microsoft Outlook 2003 Mail
Created: 19 September 2003

Starting Outlook 2003

In this Microsoft Outlook 2003 tutorial, well discuss a number of the basic procedures used in creating, editing, sending and receiving Outlook 2003 mail messages. In addition, well also introduce other features essential to managing Outlook 2003 mail messages.
Starting Outlook Mail 2003
Double click on the Microsoft Outlook icon on the Windows desktop (see right), or click-on the Start button in the lower left corner of the screen, then click-on Programs, and then click-on Microsoft Outlook.

New Look

The first thing youll notice, if you have used Outlook mail previously (any version), is a whole new visual appearance. Gone is the Outlook Bar on the left with the various icons. Youll also notice that there are more items where the Outlook Bar used to be. Youll also notice the screen is more colorful. If you have never used Outlook before, this wont cause any problems as we proceed through this tutorial.

Left Mouse Button

In this tutorial, whenever we indicate that you need to click a mouse button, it will mean to click the left mouse button unless we indicate that you should click the right mouse button. So, always move the cursor over the place we indicate and click left unless we tell you otherwise.
When Outlook 2003 appears, you will be in the Inbox where the mail you receive is located. Your Inbox screen should look something like the image at the top of the next page.
The mail messages that you receive will be listed in chronological order.
The first time you load Outlook 2003 you may see the Office Assistant (A Paper Clip, or the assistant you chose) may appear. You can click-on the various choices to view the material, or if you do not want to view the material now, you can click the RIGHT mouse button on the Assistant and then click on Hide and the Assistant will go away.
Anytime you desire to use the Assistant for help, you can click-on Help in the Menu Bar and then click-on Show the Office Assistant.
Different Views in Outlook 2003

Navigation Pane

When you first open Outlook 2003 your screen will normally look like the one at the top of Page 2. As indicated earlier, this is much different than previous versions of Outlook. Well start with the left side of the screen and work to the right. On the left side of the screen youll see an image similar to the one on the right. This is called the Navigation Pane. Youll notice in the top area that it indicates Mail. Below Mail there are two areas: Favorite Folders and All Mail Folders. Well show you how to change things around in these areas, if you desire to, in a little while
Below the Mail area youll see a series of Buttons: Mail, Calendar, Contacts, Folder List and Shortcuts. Notice that the Mail button is orange. This means that this button has been selected (when you opened Outlook Mail). If you click the left mouse button on Calendar, the Calendar will appear on the right side of the screen and the Calendar button will turn orange. The same thing will happened when you click-on Contacts, Folder List and Shortcuts. Give this a try. When you are finished, click-on Mail once again. The next logical question is how to change this Navigation Pane so that it looks like you want it to. The secret is in the lower right corner of the Navigation Pane. Youll see two >> symbols. When you move your mouse over the symbols your screen will look like the image on the right. Your cursor will change to a little pointy hand and a Configure buttons choice will appear. Click on the >>.
When you click, the drop down menu to the right will appear. Youll notice the choices: Show Fewer Buttons, Navigation Pane Options, and Add or Remove Buttons.
First, if you dont want as many buttons to appear, click-on Show Fewer Buttons. Watch what happens. Youll notice your buttons leave from the bottom of the Navigation Pane. Youll have to click-on the >> each time you desire to get this menu again. To bring the buttons back to the Navigation Pane, click-on Show More Buttons. Give this a try and set your Navigation Pane as you desire.
Now well see what occurs when we click-on Navigation Pane Options Click-on Navigation Pane Options and the below Navigation Pane Options menu screen will appear.
There are a number of choices with this screen. First, notice that there are little green check marks in some of the boxes. These are the buttons that currently appear in the Navigation Pane. If you dont want a box to appear, click the check mark and it will disappear and the box wont show. If you want to change the order of the buttons, notice the Move Down and Move Up choices on the right side of this menu screen. If you click-on one of the buttons (like Mail above which is blue), and click the Move Down button, you will see Mail move down your button list. Give both of these options a try and set your buttons as you desire. Most folks who use the Show Fewer Buttons and Navigation Pane Options like the Navigation Pane Options better, as it allows you to set your buttons just like you desire.

Now well choose the last option in the Configure Buttons list Add or Remove Buttons. Click-on the Add or Remove Buttons choice and you will see a pop-up menu appear to the right of the choice. Here again, you can click on a button (like Mail) and it will disappear, or appear when you click. This is called toggling. Its like a light switch On or Off. Each time you click, the button appears or disappears.
You have a lot of choices on how to show/add, hide/remove buttons from your Navigation Pane. You choose the method you like best from the ones we have just shown you. Now well concentrate on viewing you e-mail messages.

Mail Views

You will notice that you can see a small portion of your incoming e-mail in the middle portion of the screen and a greater portion in the right side area of the screen. This is the default view depending on how you set up your Outlook 2003. There are several different ways to set-up a view that you like best. The image you see at the top of Page 2 on this tutorial is the one that someone thought youd like best. It is a combination of two things Preview Pane (the name for the middle portion of the screen), and Reading Pane (the name for the right side of your screen). NOTE: depending who set up your Outlook 2003 program, your screen may not look like this. This is not a problem, as well now show you how to set up the view that you like the best. The first page of this tutorial shows this Preview Pane and Right Side Reading Pane. Most users like this a lot this seems to be the most popular view thats why its the default. However, many prefer to view each e-mail message, individually, without the Preview Pane, Reading Pane or anything else.
Well show you how to set several different views and you can choose the one you like best. New in Outlook 2003 is a combination of Auto Preview and Reading Pane. First, well work with the Reading Pane. To view the Reading Pane selections, click-on View in the Menu Bar and then click Reading Pane. You will see three suggestions to the right of Reading Pane Right, Bottom, and Off. Normally, Right is the default. The choice for your Outlook mail will be highlighted a bit you can see in our image (below) that Right has a little square around it.
Well start with Right. Click-on Right. Microsoft added this view to Outlook 2003 as another way to read your messages. You will see the text of a message displayed on the right side of your screen like the image at the top of the next page.

Message on Left Text on Right
Now well repeat what we did on the last page, but place the reading page on the Bottom.

Message on Top

Text on Bottom
Now for the last choice. Repeat what you did on the last two pages, but choose Off.
All of your messages on one screen NO Reading Pane
You choose the Reading Pane that you like the best.
Next, well work with the Auto Preview. To do this youll need to click-on View in the Menu Bar. When the drop down menu appears youll see a selection called Auto Preview. This is called a toggle button as it can either be on or off. Click-on the Auto Preview button. When you do, Auto Preview will appear or disappear from your screen.
On the next page well show you examples of Auto Preview working with Reading Pane Right, Bottom and Off views.
The below image has Auto Preview on the left and Reading Pane on the right. You can see a few lines of the message in Auto Preview, below the incoming message data.
The below image has Auto Preview on the top and Reading Pane below the message. You can see a few lines of the message in Auto Preview, below the incoming message data.
The below image has Auto Preview ONLY no Reading pane. You can see a few lines of the message in Auto Preview, below the incoming message data.
As you can see, there are a great number of combinations for reviewing your messages using the Reading Pane and Auto Preview together. Experiment and choose the combination you like the best. 8
Reviewing messages in the Inbox
To view a message, simply double-click quickly on the message and the following screen will appear.
You could also click-once on a message and then click-on File (in the Menu bar), then click-on Open, then click-on Selected Items.
You will now see a screen similar to the one below.
This screen is designed to review and respond to mail messages received. If this is the first time that you are looking at this Outlook screen, it would be a good idea to click-on each item in the Menu bar. So go ahead and click-on File, and then Edit, etc. Next, move the cursor over each of the buttons below the Menu bar.

Replying to a message

Look at the button bar at the top of the screen (it will look like the image on the left). Notice that you can click-on Reply, and, automatically reply to the person who sent the message, or Reply to All (everyone included in the To: or Cc:). When you click-on Reply and Reply to All, you will notice that Outlook 2003 automatically completes the To: and/or Cc: in your outgoing message.
You then click-in the white message area below the To, Cc, and subject, and supplement the original message with any additional comments you desire to make regarding the message to which you are replying.

After you have made any comments, you can click-on the small Send box below File in the Menu bar and your Reply will be mailed.

Forwarding a message

If you desire to forward a message to someone or others, click-on the Forward button (next to the Reply and Reply to All buttons), then click-in the To: or Cc: areas. We will be covering Address Books later in this tutorial. At this point, type-in the e-mail address or addresses of those to whom you want to forward the mail message. If you have more than one address, separate them with a semi-colon (;). You can move down to the Address Book section if you desire (Page 13).

Envelopes

Now that you have the feel for looking at messages in your Inbox, replying to and forwarding them, please take a moment to look at the little envelops next to each message. When a message first arrives in your Inbox, and has not been read, youll notice that the envelope is closed. Once you have read the message, but not replied, the envelope will appear opened. When you reply to or forward a message in Outlook 2003, you will notice, when you view the message again in Inbox, or Sent Items, it will now have a small arrow attached to a small box by the message. These arrows indicate that the message has been forwarded or replied to. A purple arrow pointing to the left indicate you have replied to a message, a blue arrow pointing to the right indicates that you forwarded that message. The arrows will be the same as on the Reply, Reply to All, and Forward buttons.
Deleting unwanted messages
If you do not want to keep the message, you can click-on the X button, in the button bar, to send the message to a Delete folder. Note: This is NOT the x button in the upper right corner of the screen. If you do click-on the upper right corner X, it will simply close the message and return you to the Inbox, etc. Well discuss this in more detail later in Folders. When you delete a message in the Inbox, it is sent to the Deleted Items folder to be really deleted or recovered later.
Moving from message to message in the Inbox
Notice the large blue Up and Down arrows in the button bar below the Menu bar. They are only visible when you are in a message. These allow you to move forward and backward (Previous Item and Next Item) between messages in the Inbox. Click-on these arrows to see how they work.

Printing a message

If you desire a printed copy of the message you can click-on the Printer in the button bar.
Or, you can click-on File in the Menu Bar and then on Print.
Creating and sending a new e-mail message
If you are in the Inbox and desire to send a new e-mail message to a person or group of persons click-on the New Mail Message button in the button bar.
If you are in some other part of Outlook 2003 and do not see the New Mail Message button, you can always (in the Inbox as well) clickon File in the Menu Bar, then click-on New, and then click-on Mail Message.
In both cases, the below screen should appear.
First, click-in the area to the right of To:. For now, type-in the e-mail address of the person, or persons, to whom you desire to send this e-mail message. Next, click-in the area to the right of Cc:. Again, type-in the name or names of others whom you would like to receive copies of this message. If you type-in more than one e-mail address, separate the addresses with a semi-colon (;). If you desire to use the Address Book, move down to the Address Book section (Page 14). Now click-in the area to the right of Subject:, and type-in a subject for your e-mail message if you desire. You do not need a Subject description if you do not desire one. Finally, click-in the white area below Subject:, and type-in your e-mail message as you would any memo to someone. You may move around, edit and change your message just like you would do if you were in a word processor. Later in this tutorial, we will show you how you may use Microsoft Word as your e-mail editor, with all the Microsoft Word features, if you choose to do so. 12
When you have completed your e-mail message, click-on the Send button in the upper left hand corner of the screen.

Quick note on folders

This is simply a quick note to tell you what happens when you send an e-mail message. When a message is sent, a copy of your e-mail is automatically placed in your Sent Items folder. So, you can access your sent message (by clicking-on the Sent Items folder then opening your message), edit it, and forward it, etc., until you decide to delete it later on. If you desire to keep the e-mail you will be able to move it to another folder if you desire. Well go into detail on all of this later. For now, just be aware that you have not lost your message. You do not need to copy yourself in Outlook unless you want to get an additional copy of your e-mail.

Address Books

Contacts (in older versions of Outlook Personal Address Book)
How can you create your own automatic address list for someone who is not on the campus/business Outlook 2003 mail system (especially off campus/business addresses)? There is a feature called Contacts to take care of this. A contact is just what it indicates. You create your own Contacts (like a personal address book). First well show you how to get to Contacts and then how to add and delete addresses. When you click-on the To: or Cc: buttons (Page 13) the Global Address List appears. In the upper right corner of the Show Names from the: you will see an area that indicates that this is the Global Address List. To the right of the title is a small down arrow, click-on the down arrow and a menu screen similar to the one at the right appears.
Now, click-on Contacts, and the screen below appears, which contains the addresses that YOU have already placed in your old Personal Address Book if you had one.
Notice, the Select Names menu screen (left image) now indicates Contacts in the upper right corner. Also, notice the e-mail addresses on the menu screen. These are email addresses that you would add to your Contacts list. Now well show you how to add Contacts.
To add the addresses in Contacts, to an e-mail message, simply repeat the procedure outlined in the Global Address List. Click-on the name, to whom you desire send the e-mail (on the left side), then click-on the To or Cc buttons to add that name to these areas. Again, you can add as many names as you wish. When you have finished, click-on OK and you will be taken back to the e-mail that you want to send. You can then continue to creating a new e-mail or editing the contents of one that you are working with.
Adding Names to Contacts (like Personal Address Book in older versions)
There are many ways to add names to Contacts. Well show you several of the more popular procedures. You will also discover other methods, as you become more familiar with Outlook 2003.
Adding names as you type the e-mail addresses in the To or Cc areas of the message
If a persons e-mail address is not currently in your Global Address List or Contacts, you can add it while you are in the process of sending them a message. In the area to the right of To or Cc, type-in the e-mail address for the person or persons you wish to receive your e-mail. If you type-in several addresses, separate them with a semi-colon ( ; ). Click away (somewhere else on the screen) from the address you typed. You will notice that, in a few moments, the addresses will become underlined.
To add an address to your Contacts, simply right-
click on a name, that you typed, and a menu box
will appear (image at left). Click-on Add to Outlook Contacts and the Contacts entry menu screen will appear (image at top of next page).

The Contact entry menu screen appears below.
Normally, the first part of the e-mail address you entered before the @ symbol will appear in the full name box. To change this to a logical full name click-on the Full Name button (as indicated by the arrow above).
When the Check Full Name box appears (image on left) you can then fill in the entire name by filling in the appropriate areas (First:, Middle:, Last:, etc.) When you are finished, click-on OK.
You can now fill in the applicable areas for the persons mailing address, if you desire. To do this click-on the Address down triangle (see arrow at right). Click-on Business, Home or Other.
You will notice that your Address area changes to your selection (we chose Home). After you make your selection (Business, Home, Other), type the address in the small box to the right of your selection.
When you have completed everything, you can click-on the Save and Close button (arrow on right).
You will not return to your message. To add additional names to your Contacts Address Book repeat the above process again. When you are in the Contact screen (at the top of the last page) notice that there are a lot of other tabs and areas which may also use to enter information about a person (General, Details, Activities, Certificates and All Fields). To observe that the contact you entered has been added to your Contacts, click-on either the To or Cc buttons in your message screen. When you have clicked-on one of the buttons, you will go to the Global Address List screen again. Click-on the down arrow in the upper right corner, and move down the menu and click-on Contacts. You will see the address you added. When you have a lot of addresses, you will have to use the up and down elevator bar to view your addresses. Outlook automatically alphabetizes the names as you enter them. Your Contacts screen should look something like this:
Adding Names to your Contacts as you receive e-mail in your Inbox
Big Note: Right-click on an e-mail address also works when you receive a message
from someone! If you know that an address is not in your Contacts, right-click on the address and add it as you did above. This really saves a lot of time. You know its a good address, because you received their message!
To the left is an image of the address area of an e-mail in the Inbox. We simply right clicked-on the person and then moved down the pop-up menu to Add to Contacts just like we did when we typed-in and address in our New Mail To: area. Once you have clicked-on Add to Contacts you will go back to the same process that is outlined above on pages 17 & 18.

Manually adding e-mail address to your Contacts
Many times, friends will write you (the old fashioned way) or call you on the phone and furnish their e-mail address. So, there is still another way to add their e-mail address to your Contacts. In the button bar below the Menu bar you will notice a small book (like the one on the right). When you run your cursor over the book it will indicate: Address Book. You can click-on it and add names to your Contacts. So, click-on the book and the following screen will appear.
Click-on the down arrow on the right of the Address Book screen (see arrow) and select Contacts from the drop down menu that appears.
Next, click-on the small Calling Card button, in the button bar below the Menu bar (a small text help will appear indicating New Entry). 19
A New Entry screen will appear. It should look similar to the one on the right. Make sure that New Contact is highlighted in blue in the Select the entry type: in the top portion of the screen. And, also make sure that Contacts is selected in the Put this entry area in the lower part of the menu screen. If Contacts is not the choice, click the down arrow on the right side of Put this entry and select Contacts from the choices that appear. When everything looks like the screen above, click-on OK. An Untitled Contact screen like the one below will appear. Notice that the Untitled - Contact screen is similar to the one you used to enter e-mail addresses as you typed them into messages, or used when you copied addresses from you Inbox again appears with a notable exception there is no name in Full Name or E-mail address in E-mail. So, fill in the name of the person in Full Name and enter their e-mail address in the Email area. You can enter other information as you did previously, as you desire.
When you have entered the information, your screen should look similar to the one below. When you have the information you desire, entered in the appropriate areas, click Save and Close to add this person to your Contacts list.
Note on viewing e-mail addresses
Once you begin using Outlook 2003 Mail you can check on a persons information by right-clicking the mouse on their name in the To or Cc areas. In the pop-up menu that appears, click-on Properties. If they are in your Global Address Book you will see how the system administrator entered the information. If they are in your contacts list, you will see the Contacts screen similar to the one above. This is very handy if you desire quick information about a person in your system.

Note for Outlook 98/2000 users who upgraded to Outlook 2003
When you upgraded, you should have saved a file called a PAB (Personal Address Book) and incorporated it in your Outlook 2003 setup. This file contained all of the names that you placed in your Personal Address Book in Outlook 98/2000. So, for you old hands, you may use not only all of the files in your Global Address Book and Contacts, you may also use your Personal Address book that you used previously. If you did not save the PAB file and replace the PAB file that was loaded with Outlook 2003, the Personal Address Book names will not be available. Your technical staff may have also indicated that they removed the Personal Address Book option and included these addresses in your Contacts. If you have a question here, ask you technical staff for assistance.
You should now return to the Distribution List screen. Your screen should look similar to the one below. Youll see the name of your Distribution List in the Name: area and the names of the Members in the area below. Notice that the Remove button is now active.
To remove members from the list simply click once on the member and then click-on the Remove button. Youll notice that they are removed from your list.
To add new members, simply repeat the steps on pages 21 to 24. Click-on the Select Members button and add them as you did before. When you have made all the changes you desire, click-on the Save and Close button in the screen above.
The next time you visit Contacts, your screen will look something like the one on the right. The name will be in bold, and there will be a teeny icon of a woman and a man on the left.
Any time you desire to make changes to this Distribution List, just double-click quickly on a list and youll be taken to that Distribution List screen that you used to create the list.
Sending Messages using your Distribution List
To send a message to everyone on your Distribution Lists, use the same steps that you used for sending a message to a single person. Either type in the name of the Distribution List in the To: or Cc: areas of your message (e.g. Lunch Bunch), or use the Select Names box, like you did on pages 13 to 15, but select your Distribution List like you would select a name.

Folders

NOTE: For Outlook 98, 2000 and XP/2002 users, you probably noticed that the Outlook Bar, on the left of the screen, had been replaced by a whole new folder and icon area (Navigation Pane). No longer are there Outlook Shortcuts, My Shortcuts and Other Shortcuts areas. The prior Outlook Today icon has been replaced by a mailbox with your name on it. Well review the new Navigation Pane, that we introduced at the beginning of the tutorial, that replaces the Outlook Bar.

In the image above we clicked-on the highlighted message, held down the left mouse button, and dragged the message from the Inbox to the Dell folder. You will notice, as you are dragging your e-mail message, a small box appears attached to the cursor arrow. The cursor changes to a circle with a line through it (when you are over an area where you cant drop your mesage), and then changes again to the box with the arrow when you have the cursor over a Personal Folder icon. When you have the box symbol over your Personal Folder, release the left mouse button. This will move the message from one folder to another. Try this with one of the messages in your Inbox. 28

Moving Several Messages

You can also move several messages with this drag technique. To highlight several messages you need to learn a new skill. If you hold down one of the Ctrl keys (at the bottom of the keyboard one either side of the Space Bar) and then click-on several messages, youll notice that as you click each message it is highlighted (like image on left).
When you are ready to move the group of messages you highlighted, simply click-on any of the highlighted messages, and immediately hold down the left mouse button, and then drag all the messages to the folder where you want the messages. If you click-on one of the messages and dont drag the cursor immediately, this will turn-off the multiple message selections and youll have to start again. Its kind of tricky the first time that you try this. If you ever desire to turn-off the multiple highlights, you simply click-on any message and that will remove the highlights and select the message on which you clicked. You can still delete the messages when you no longer desire to retain them.
Moving, Deleting, and Recovering Mail Messages
You should now have a feel for Outlook 2003. Having just completed folders, you can see that we can move a message from any folder to any folder simply by clicking-on it and dragging the message to another folder. You could also click-on a message and, either using Edit (in the Menu Bar), then Copy or Cut in the Menu bar, and then Paste, to move or copy a message in this manner. You can also use the Cut, Copy and Paste buttons in the button bar. To delete a message, you have already learned that you can click-on the message and then on the X in the button bar (not the X in the upper right hand corner). If you click-on the upper right hand corner X this will simply close the message and return you to the Inbox, etc.
When you delete an e-mail message in your Inbox, Sent Items, or a Personal Folder, this places the message in the Deleted Items trash can. You can drag an item from Deleted Items to any folder to retrieve it, or use the methods above to recover a message to a folder.

When the Edit Signature menu screen appears, type your Signature in the space under Signature text like we have done on the right. You can type anything you desire for your signature. You can type just your name, or name, title, phone, FAX, etc. Its your signature. Notice that there are several buttons below the Signature text Font, Paragraph, etc. If you desire to change the font of your signature, highlight the text that you desire to change, and then click-on the Font button and select your font then click OK in the Font menu screen. You can have several different fonts in your signature if you desire as well as color. When you have the signature you desire, click the Finish button.
This will take you back to the Create Signature menu screen. Click OK. The bottom portion of your Options menu screen should look similar to the image below.
From now on, when you create a new message, reply to one, or forward one, you will see that you signature is automatically added at the end of the message. If you desire to edit your signature or create a new one follow the process above, an choose the logical buttons to Edit, Remove, or create a New signature. When you are satisfied with your signature, click OK.
Using Microsoft Word as your e-mail Editor
You may use Microsoft Word, if you have it installed on your computer, as your e-mail editor, if you desire. To activate Word, make sure that you are in the Inbox, Sent Items or Deleted Items screen. Click-on Tools in the Menu Bar, then click-on Options in the drop down menu that appears.
When the Options menu screen appears, click-on the Mail Format tab If you want to use Word as your editor (with all of the full word processing features), in the Options menu screen that appears, click-in the boxes to the left of Use Microsoft Word 2003 to edit e-mail messages and Use Microsoft Word 2003 to read Rich Text email messages (see arrow on left of the image). Then click-on the Apply button and then click-on the OK button. The next time you create a new e-mail, or reply or forward an email you will see a little message appear that indicates that Word is being loaded as your editor. At the top of the screen youll see additional, new toolbars for using Word. When you are typing your e-mail messages you will have all of the power that is inherent in Microsoft Word 2003.
Accessing you e-mail at home through a web browser
If you desire to use your Outlook e-mail at home, using a modem and an on-line service provider (e.g. MSN, AOL), check with your Technology Department and see if they have this service available. If you do, an Outlook Web Access tutorial has been created similar to this one to assist you. Simply send an e-mail to address below to request a copy.
Other interesting features in Outlook 2003
Multi-colored Flag selection
In Outlook 2003 you can mark each message, individually, as you desire, with a different colored importance flag. You can then view your flags by color groups. In the preview screen, simply click the RIGHT mouse button on the small blank flag on the right of the message. A flag list will appear as a drop-down menu. Click-on the flag color you desire.

Multi-colored flag grouping and Message Order
You can group/arrange your messages by Date, From, To, Subject, Flag and many other choices. In one of you folders (Inbox, Sent Item, a folder you have created) look just below the folder title (Inbox, etc.), and you will see an area that defaults to Arrange By: Date.
Place your cursor over Arrange By: Date and click the RIGHT mouse button. A drop-down Arrange menu (like the one on the right) will appear. You can click-on any choice. If you click-on Flag, your messages will be placed in Flag order (from the colors in the above Flag menu). Anytime you desire to change how your messages are arranged, simply RIGHT click on the Arranged By: area and choose another order (Date, Flag, etc.).
If you desire to access your Outlook e-mail at home, using a modem and an on-line service provider (e.g. AOL), go to the following web address: http://mcgill.ucsd.edu A tutorial for Outlook Web Access is located at mcgill by following the links.