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Outlook Tutorial Contents:
1. Auto Filtering and Saving To Folders
3. Setting Up Calendars for Meetings/Conferences
4. Other Web Sites With Outlook Tutorials
Setting Up AutoFiltering and Saving To Folders
(Using the Rules Wizard)
Outlook 2002 offers several features that you can use to manage and organize information. These features are especially convenient because you can access all of the e-mail accounts you have-even if they're on different servers-from one Outlook screen.
Creating and using rules
You probably receive large volumes of mail from several different groups (mail from students, mail from other faculty and administrators, personal mail, even junk mail), so you need some way to manage your messages. In Outlook 2002, you can use rules to sort an d process your messages before you even look at them.
A rule is a set of conditions and actions for processing and organizing your e-mail messages. Conditions identify messages for processing, and actions determine what kind of processing is performed. Among other possibilities, you can create rules to:
For example, you can choose the phrase "publications" in all subject lines related to the current project. You can then define a rule that instructs Outlook 2002 to put all messages that contain "publications" in the subject line into a Publications Assignment folder in your list of project folders.
The Rules Wizard leads you through three basic steps to create a rule to manage your messages: selecting a condition, applying an action to the items returned by the condition, and entering exceptions to the condition.
To create a rule
1. On the Tools menu, click Rules Wizard.
2. In the Apply changes to this folder list, click the Inbox that you want.
3. Click New. The Rules Wizard displays a list of the different types of rules you can create, along with a description of the rule in the Rule description box.
4. To use a template with pre-specified actions and conditions, click Start
creating a rule from a template.
5. Click Move messages based on content.
6. In the Rule description box, click specific words. In the Search Text dialog box, type publications in the upper box, and then click Add. Click OK.
7. In the Rule description box, click specified. Click the Publications
Assignment folder, and then click OK.
8. Click Next.
9. Select the conditions for the rule. In this case, ensure that the with specific words in the subject or body check box is selected, and then click Next.
10. Specify the action for the rule. In this case, ensure that the move it to the specified folder check box is selected, and then click Next.
11. Specify any exceptions to the rule. In this case, there are none. Click
Next.
12. In the upper box, type a name for the rule (for example, Publications rule 1.), and then select the Turn on this rule check box to activate it.
13. Click Finish. The rule is added to the Rules Wizard list.
14. Click OK to close the Rules Wizard.
The Mailbox Cleanup feature helps you manage the size of your mailbox to improve the overall performance of Outlook. In the Mailbox Cleanup dialog box, you can view the total size of your mailbox and of individual folders, and you can find items that are older than a certain date to archive them. For example, you can archive mail from a previous class or a previous assignment. You can also view the size of your Deleted Items folder and empty it.
To Access Mailbox Cleanup
• On the Tools menu, click Mailbox Cleanup. The Mailbox Cleanup dialog box opens.
Click on the options that you want to accesses. Items that you empty from the Recycle Bin in Mailbox Cleanup are permanently deleted.
Setting Up Calendars for meetings and conferences
To publish your free and busy times
1. On the Tools menu, click Options, and then click Calendar Options.
2. Click Free/Busy Options.
3. Complete either or both of the following steps:
• Select the Publish and search using Microsoft Office Free/Busy Service check box. The Request free/busy Information In meeting Invitations check box is selected by default.
• Select the Publish at my location check box, and then in the Publish at my location box, type the name of the server where your free and busy information is stored.
4. Click OK.
When you want to schedule a meeting with others, one way to do it is to select a time on your calendar, create an appointment, and then select people to invite. To schedule The Autopick feature in Outlook helps you find the earliest time at which resource, such as a everyone is free. When you send the meeting notice by e-mail, Outlook notifies conference room, your mail server must invitees if the meeting conflicts with existing items in their calendars, and they be running exchange, can accept, tentatively accept, or decline your meeting by clicking a single and you must have button. As a meeting organizer, you can allow or disallow invitees to propose an permission to alternate meeting time. You can also track who has accepted, declined, or schedule the resource. proposed new times, simply by opening the meeting. In addition to inviting people, you can also schedule resources, such as a conference room or an overhead projector, when you schedule a meeting.
Using group schedules
You decide to set up a meeting with a group of colleagues. With Outlook 2002, you can avoid the process of adding each person to the meeting individually. You can view a group schedule-a single calendar interface that shows the schedules of a group of people or resources simultaneously. The calendar contains a detailed table of when each person is free and busy and also shows details of their appointments (except for those marked private). When you rest the mouse pointer over an appointment, the details of that appointment are visible. You can then send e-mail or set up an appointment with some or all of the group members right from the group schedule.
To create a group schedule
1. On the Outlook Bar, click Calendar.
2. On the toolbar, click Schedules.
3. In the Group Schedules dialog box, click New.
4. In the Create New Group Schedule dialog box, type a name for the new group schedule (for example, type Publications), and then click OK.
5. In the new window, click Add Others, and then click Add from Address Book.
6. In the Select Members dialog box, select each name by clicking it in the list and then clicking the To button. Click OK.
To send a meeting request to an entire group from a group schedule
1. On the Outlook Bar, click Calendar.
2. On the toolbar, click Schedules.
3. In the Group Schedules dialog box, click the group schedule you want (for example, click the Publications group schedule), and then click Open. A new window appears with the group schedule as its name.
4. In the new window, schedule a meeting:
• Click Make Meeting, and then click New Meeting with All.
• In the meeting window, enter a subject, location, and start and end times, and then click the Scheduling tab. Another window appears, with the subject of your meeting as its name.
5. On the Scheduling tab, you can try to find the best time when everyone will be available. Click Autopick Next to find a time that is free for all group members.
6. Click Send.
Note: The procedure for sending a meeting request to some of the members of a group is different. For more information, see the Outlook 2002 Help topic titled "Send a meeting request or e-mail message from a group schedule."
Proposing a new meeting time
Suppose that after you set up meetings with each group of colleagues, you receive an invitation to an important faculty meeting that conflicts with one of your colleague meetings. With Outlook 2002, you have the option of proposing a new meeting time to the meeting organizer, instead of just declining the request and having to call, or sending multiple requests back and forth. This option is available when the organizer allows it.
To propose a new time for a meeting
1. Open the meeting request.
2. Click Propose New Time.
3. Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees.
4. Click Propose Time.
5. Type a message to the person if you want, and then click Send.
The proposal as sent with a default message saying that you want to propose a new time, but that you have tentatively accepted the meeting. You can edit this message to suit your needs; for example, you can decline the meeting instead of tentatively accepting it.
http://www.microsoft.com/education/DOWNLOADS/tutorials/ioc/OfficeXP/outlook2002.doc
Other web sites with Outlook Tutorials:
Sharing Microsoft Outlook Calendar and Contacts
http://www.slipstick.com/outlook/share.htm
Disability/Accessibility Guide for Using Outlook
http://www.microsoft.com/enable/training/outlook2002/default.htm
