IT Services

MS OUTLOOK

Menus and toolbars vary only slightly between the seven components in Outlook. The tool button directly below the “File” menu is the equivalent to “new” in any other program. It will allow you to input a new appointment if in calendar, a new message if in inbox, a new task if in tasks, etc. The icon on this button will change between components.

WHAT YOU SEE ON YOUR SCREEN

The MS Outlook Bar

The Information Viewer

Public Folders--Act as bulletin boards that all mailboxes can access.

7 Components Of Outlook

Inbox            For all e-mail related functions

Contacts       For maintaining business and personal contact information, including e-mail and web page addresses

Tasks            For maintaining personal and group to-do lists or assignments

Journal          For recording or automatically collecting information.

Notes             For creating, collecting and categorizing nonessential information

Other             For accessing, viewing, and sharing all other disk files

Using In Box (email):

Inbox Symbols:

*        message unread (message read is the same symbol, except with the flap up)

G          attachment

!           high priority

P        open item

P        completed item

ê         low priority

To read emails--from your inbox, double click on the preview of the message.  It will open up in its own window.

To reply to an email—from the email window, click on the “Reply” button. A separate window will open with the cursor located where typing should begin. Type the email. When finished, click the “Send” button. The email window that you were originally reading is still open. Either close the window or delete the email.

To originate an email--Select or type whom the email is going to. If to multiple individuals and the names are being typed in, separate each name with a semicolon (;). You may chose from the pre-created list by clicking on the “To” button and clicking from the list that will display. The same is true of the Cc: notation box. Type in a subject line, if you desire.
NOTE: Striking the “Tab” key will quickly and easily move your “I” beam to each text box so that you can begin typing or clicking. Position the cursor into the large white space by clicking the “I” beam there or striking the “Tab” key to move the cursor into this space. Type the reply. When finished, hit the “Send” button.

Shown below is the Add Users dialog box.

Attaching Files to Emails
If you wish to send a file as a part of an email, first make sure that the file you want to send is closed. 

Begin creating your email message as you normally would.  After you have typed any text in the message area of the email that you want to accompany your attachment . . .
1.  Click on the “Insert” menu.
2.  Click on “File”.
3.  Go to the folder where the file is located.
4.  Double click on the file name. An icon representing the file is inserted into your email with the name of the file.
5.  “Send”.

IMPORTANT:  What you are emailing is merely a COPY of the file. Your recipient can open this file and read it. If changes are made to the file, the changes do not affect the original file located in your folder. Therefore, they cannot modify the emailed file and email it back to you. 

If someone has to read and modify a file, move it to a less secure folder where it can be opened, modified, and resaved. When finished, remember to move it back to your folder to insure privacy and confidentiality.

Using Calendar:

All About Appointments, Meetings, And Events

Appointments are activities that you block time for in your Calendar that do not involve inviting other people or resources.

Appointments can have reminders attached to them. You can specify how others view your Calendar by designating the time an appointment takes as busy, free, tentative, or out of office. You can schedule recurring appointments. Clicking an appointment selects it, while double-clicking the left move handle opens it. You can view your appointments by day, week, or month.

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.

You can schedule an appointment in your own Calendar, and other users can give you permission to schedule or make changes to appointments in their Calendars. Appointments can also be made private.

A meeting is an appointment to which you invite people and resources.

You use the Meeting Planner to create and send meeting requests and to reserve resources. When you create a meeting, you identify the people and resources to invite and pick a meeting time. Responses to your meeting request appear in your Inbox. You can track responses by clicking Show attendee status on the Meeting Planner tab in the Appointment dialog box. You can also add people to an existing meeting or reschedule a meeting.

 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.

Schedule an appointment:

1    On the File menu, point to New, and then click Appointment.  If you are already in Calendar, you can click the “New Appointment” button on the toolbar).

2    In the Subject box, type a description.

3    In the Location box, enter the location.

4    Enter start and end times.

5    Select other options you want.

6        Click Save and Close.

Tip:  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:

1        From Calendar, click New from the File menu.  Choose Appointment.  If you are already in Calendar, you can click the “New Appointment” button on the toolbar).

2        Click the “Recurrence” button on the toolbar.

3    Enter start and end times.

4    Click the frequency (Daily, Weekly, Monthly, Yearly) at which the appointment recurs, and then select options for the frequency.

5    Click OK.

6    In the Subject box, type a description.

7    In the Location box, enter the location.

8    Select other options you want.

9    Click Save and Close.

Tip:  To modify any appointment, including changing it into a recurring appointment, double click on the appointment in the calendar view.

Schedule a meeting:

1        Click Calendar.

2        From Calendar, click New from the File menu.  Choose Meeting request.

3        Click “To” and click the individuals within the organization who are to attend the meeting.

4        Specify the subject of the meeting and the meeting location.

5        Specify the meeting date and time.

6        Click Attendee Availability to make sure no one’s calendar is in conflict.

7        Click OK.

8        Select other options you want.

9        Click Send.

Tip:  To send agendas or meeting minutes, attach a file to your meeting request.

Schedule a recurring meeting:

Same as above, except before clicking “Send” click the Recurrence button and fill in the desired options as above with recurring appointment.  

Tip:  To indicate to people viewing your Calendar that you are out of office instead of free, change the status in the Show time as box.

Tip:   In Day/Week/Month view, you can quickly create an event by double-clicking the date heading of the day you want to display the event.

In calendar, you can quickly switch between day view, multiple day view, week/multiple weeks and months view by simply clicking and dragging to select the days you want to see the calendar for.

Views in Calendar:

To use any of the views below, click Calendar. In the Current View box, click the view you want. Each view, except Day/Week/Month, shows whether there's an attachment, the subject, start and end times, whether it is a recurring Calendar item, the location, and categories.

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.

 Active Appointments                                        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.

Using Contacts:

Create a contact with new information

1    On the File menu, point to New, and then click Contact.  If already in Contacts, click on the New Contact button on the toolbar.

2    In the Full Name box, type a name for the contact.

3    Enter the information you want to include for the contact.

4    Click Save and Close.

 Linking contacts created in Outlook to the Word Address Book:

 ·        In Outlook, right click on the Contacts icon on the Outlook bar

·        Click Properties

·        Click on the tab “Outlook Address Book”

·        Click the box by “Show this folder as an e-mail Address Book”

·        Change the name of the address book (hint:  using your name will keep your list easily identified.

Using TasksPad

Create a task that occurs once:

1    On the File menu, point to New, and then click Task or if already in Tasks, click on the “New Task” button on the toolbar. (“Task” is something you assign to yourself.  “Task Request” is a task you delegate to someone else.)

2    In the Subject box, type a task name.

3    Select the options you want.

4    Click Save and Close.

Tip:   To quickly add a task on the TaskPad, click “Click here” to add a task, type a task name, and then press ENTER.

Tip:   To modify any existing task, double-click on it in TaskPad or Tasks.

Create a task that recurs at regular intervals:

1    On the File menu, point to New, and then click Task or if already in Tasks, click on the “New Task” button on the button bar.

2    In the Subject box, type a task name.

3    Select the options you want.

4    Click Recurrence.

5    Click the frequency (Daily, Weekly, Monthly, Yearly) at which the task recurs, and then select options for the frequency.  Do not click Regenerate new task, or the task will not recur at regular intervals.

6    If you want the task to start and end on specific dates, set start and end dates.

7    Click OK, and then click Save and Close.

Create a task that recurs based on completion date:

1    On the File menu, point to New, and then click Task.  If already in Tasks, click the “New Task” button on the toolbar.

2    In the Subject box, type a task name.

3    Select the options you want.

4    Click Recurrence.

5    Click the frequency (Daily, Weekly, Monthly, Yearly) at which the task recurs.

6    Click after “Regenerate new task,” and then type a time frequency in the box.

7    If you want the task to start and end on specific dates, set start and end dates.

8        Click OK, and then click Save and Close.

You can also view tasks in various ways by changing the view of the TaskPad in Day/Week/Month view in Calendar. The TaskPad views in Calendar are a subset of the views you can use in Tasks. Click Calendar, and then, in the Current View box, click Day/Week/ Month view. On the View menu, point to TaskPad View, and then click the view you want.

Views in TaskPad

Click this view                                               To see

All Tasks                                                         All tasks in the list.

Today's Tasks                                                 Tasks due on or after the current day.

Active Tasks for Selected Days                       Tasks due or completed on the selected

                                                                       days. If several nonadjacent days are    

                                                                       selected when you view days, only the tasks

                                                                       due or completed on the first selected day

                                                                       show.

Tasks for Next Seven Days                             Tasks that have not been marked complete.

Overdue Tasks                                                Incomplete tasks with due dates that have

                                                                       passed.

Tasks Completed on Selected Days                 Tasks that have been marked complete on

                                                                       the selected days.

For any of the TaskPad views listed above, you can choose whether to include all tasks in the task list or only tasks with due dates. On the View menu, point to TaskPad View, and then click Include Tasks With No Due Date.

Grouping Items in TaskPad

1    On the View menu, point to Current View, and then click a view that shows items in a table or a timeline view type.

2    On the View menu, click Group By.

3        In the Group items by box, click a field to group by.

If the field you want isn't in the “Group items by” list, click a different field set in the “Select available fields from” list.

4    Click Ascending or Descending for the sort order of the group headings.

5    To show the field you're grouping items by, select the Show field in view check box.

6    To group by subgroups, click a field in the Then by box.

Using Notes:

Notes are the electronic equivalent of paper sticky notes. Use notes to jot down questions, ideas, reminders, and anything you would write on notepaper. Notes are also useful for storing bits of information you might need later such as directions or text you want to reuse in other items or documents.

You can leave notes open on screen while you work. When you change a note, the changes are saved automatically.

Text in a note appears in the font you set on the Tasks/Notes tab in the Options dialog box (Tools menu).

Create a note

 1    On the File menu, point to New, and then click Note (or click the “New Note” button on the toolbar).

2    Type your message on your note.

3    To save the note, left click on the icon in the top left corner and click “Save As.”

4        By clicking on the icon you can also change the color of the note, forward it to another individual, copy and paste the message, print it, delete it, assign it a category or begin a new note.

Using Journal:

A journal is an electronic equivalent to a diary kept on all open clients, customers, cases, projects, etc.  Each of these that you maintain a journal for should have a “card” created for them in Contacts. 

To create a journal entry for an existing Contact, double-click on the Contact and click on the “Journal” tab after the Contact box opens.  From “Journal,” click on the “New Journal Entry” button at the bottom left of the window. 

Tip: To modify or edit any journal entry, double-click it from the display list of journal entries in the “Journal” tab of the contact.  Access any choices or text boxes by clicking.  When finished making changes, click on “Save and Close.”

CLEANING UP EMAIL!!(Version 2000)

The habit of deleting email from your Inbox that have been read is a very important housekeeping chore on your PC.  If you don’t take the time to clean out your Inbox, not only will it become increasingly more difficult to quickly tell what email is new, burdensome and time consuming to scroll through your email, but also eventually it will put a heavy burden on the server that links all main office PCs.  Therefore, please regularly follow these steps to remove your old email.  Below you will also find methods of customizing Outlook so that areas are automatically cleaned out.

Emptying the “Sent Items” Folder

Every time you send an email it stores it in the “Sent Items” shortcut folder.  These need to be removed from time to time. 

1.     Make sure your Outlook bar is visible.  From the “View” menu in Outlook make sure “Outlook Bar” is checked.  If not, click it to check it.

2.     From the Outlook Bar click on “My Shortcuts.”

3.  From “My Shortcuts” click on “Sent Items.”

 4.     In the “Sent Items” window you can begin to delete items. 

3.  From “My Shortcuts” click on “Sent Items.”

4.     In the “Sent Items” window you can begin to delete items. 

Deleting One Item at a Time:  Click on the item to be deleted and then strike the “Delete” key on your keyboard. 

Deleting All Items:  Click and release on the first item to highlight it.  Hold down the “Shift” key on your keyboard and click and release on the last item.  This selects all of the items between the first and last highlighted items.  Strike the “Delete” key on your keyboard to delete these items.

Deleting One Item at a Time:  Click on the item to be deleted and then strike the “Delete” key on your keyboard. 

 Deleting All Items:  Click and release on the first item to highlight it.  Hold down the “Shift” key on your keyboard and click and release on the last item.  This selects all of the items between the first and last highlighted items.  Strike the “Delete” key on your keyboard to delete these items.

After deleting these items, your Outlook window should appear as shown above. 

Deleting Only Specific Items:  If you wish to remove more than one item but not all of the items you can accomplish this by holding down the “Ctrl” while clicking the items you wish to delete.  This highlights each item you click on. W hen you have highlighted each item that you wish to delete, strike the “Delete” key on your keyboard.  Keep in mind that your “Sent Items” should be completely cleaned out periodically.

5.     In order to get out of “Sent Items,” click on “Outlook Shortcuts” from the Outlook Bar.

6.     The Outlook Bar will now appear as shown here.

7.     Click on the icon that represents where you’d like to work from in Outlook.

Emptying From The “Deleted Items” Folder

 Whenever an email is deleted, , it isn’t actually deleted from Outlook.  It is deleted it from the Inbox until it has been manually deleted from “Deleted Items.” 

 The easiest method of removing all deleted items . . .

1.       Click in the “Tools” menu in Outlook

2.       Click on “Empty Deleted Items Folder.”

3.       Outlook will ask if you are sure that you want to permanently delete these items.  Click “Yes.”

 There will be times that you may want to see what is in your deleted items folder before deleting.  You may also want to keep certain items in that folder instead of permanently deleting them.  If you want to see what is in the folder and/or delete items selectively, follow the below steps.

1.  To empty this area in Outlook, first click the down arrow on your Outlook bar until the “Deleted Items” icon is visible.  Click on the icon.

2.  From the “Deleted Items” window, delete items using any of the methods explained above for deleting items from “Sent Items”.

NOTE:  Because these items will be permanently removed, after you strike the “Delete” key, Outlook will ask if you wish to permanently delete these items.  Click “OK” if you do.

 To get out of “Deleted Items” click on the icon in the Outlook bar that represents the area you would like to work in.

At this point you can go back to the “View” menu and click “Outlook bar” if you do not wish for this toolbar bar to remain viewed on your screen.

 Emptying “Deleted Items” Automatically 

An additional option is to have the “Deleted Items” folder empty itself whenever you log out of Outlook.  To set up this option . . .

1.     From Outlook, click on “Tools”

2.     Click on “Options”

3.     Click on the “Other” tab

4.     Click on the option that reads, “ Empty the Deleted Items folder upon exiting” in order to place a check in the box.

 5.     Click on “OK” to close out of the dialog box.

IMPORTANT:  If you want to be emailed every time someone reads an email you have sent, you may turn this feature on. 

 1.     From Outlook click on the “Tools” menu.

2.     Click on “Options”

3.     Click the “Preferences” tab.

4.     Click “E-mail Options”

5.     Click “Tracking Options”

6.     Click here to put a check mark in the box that reads, “Request a read receipt for all messages I send.”

 7.     Click “OK” to get out of each dialog box.

Setting Delegates & Permissions for Sharing of Outlook Modules

If you wish for someone to be able to view, modify or add items to you calendar, contacts, taskpad, etc., you will make that individual a delegate to the particular component in Outlook. The individual with those rights will then establish a shortcut to the component. Here’s how to set the permissions:

Establishing Delegates:

From the Tools menu in Outlook, select “Options”.

This will bring up the Options dialog box.  From this point, click on the “Delegates” tab.

This is the point where you will want to add whomever you wish to have permission to view, modify, or add items to the various components of your Outlook.

The first step is to click “Add”.

You can choose anyone on the Exchange server to have permissions to your Outlook components.   For this demonstration, we will assume that I wish for Michael Reese to have permissions to view my calendar.

After finding Michael Reese in the list of individuals in the Global Address List (this is the default list), click his name to highlight it. Click the “Add” button between the two columns to add it to the “Add Users” list.

Click “OK” to close out of the box.

The Delegate Permissions dialog box allows you to chose the components you want to designate access to and to what extent the access will be.

The following accesses are available:

Editor:  The delegate can read, create and modify items.

Reviewer:  Can read items only.

Author: Can read and create items only.

None:  No permissions given.

The delegate can also be given permission to view private items.

Notice that no other permissions have been set for any other Outlook component, although if we had wanted to, they could have all been set at the same time.

For Michael Reese to have permissions to view my calendar, the delegates box would be set up as seen above.

Notice that I am having a message sent to Michael Reese letting him know he was been set up as a delegate to my calendar so he can view my calendar.

Click the OK button to accept the settings and close out of the box.

You are returned back to the dialog box that lists all delegates to your Outlook components. Notice that Michael Reese has been added. From here you click “Apply” if you wish to continue using the Delegates option or click “OK” if you are ready to exit this dialog box.

To be able to tell what permissions have been established for each delegate, simply click the individual’s name and click the Permissions button from the Delegates tab of the Options dialog box (Tools/Options). Let’s look at the permissions that have been established for Patt Welsh in my Outlook.

The permissions box for that individual is displayed much like the initial one we used to establish the permissions for Michael Reese.

We see that Patt Welsh is a Reviewer to my Calendar which means she can view it.

It is important to note that anyone on the exchange server (their name appears in the Global Address List) can be set as a delegate. It is also noteworthy that an individual can be set up as a delegate for any of the above Outlook components: Tasks, Inbox, Contacts, Notes and Journal, as well as, Calendar. For those users who establish delegates, it is usually their calendar and contacts that they give permissions for.

Once the above steps have been taken, the person who has been given permission will want to create a shortcut to the person’s calendar.  Using the above scenario, Michael Reese will want to make a shortcut to my calendar, which I gave him permission to view. 

Here’s how to create the shortcut:

From the File menu, click on Open. From the cascading menu, select “Other User’s Folder . . .”

The dialog box below appears. Click the Name button to select whose Outlook you want to view.

In this case we will select Michael Reese. Click the name of the individual one time to select it. Click the OK button.

After clicking OK, you are returned to the Open Other User’s Folder box. 

From here you select what folder you have been given permissions to. In this case, it is calendar. Click the drop-down arrow to expose the list of folder options and click Calendar to select it. Click OK.

Michael Reese’s calendar will appear. If it is not immediately needed, close it out by clicking the X in the top right-hand corner. Each component that you have permissions for will open in their own window so you do not have to fear that you will inadvertently close out of Outlook.

A shortcut is now created from the File/Open menu for future use. NOTE:  This shortcut list will keep track of the last 5 Outlook components visited. Therefore, depending upon how many components you have permission to, this list may change rapidly. Should you want to go to an individual’s Outlook and you no longer have a shortcut, simply click on Other User’s Folder, and continue with the step that begins this page.

Scheduling Others for Appointments

You have been asked to schedule a meeting involving yourself and two of your coworkers.  The meeting is to take place tomorrow at 10:00 AM. 

Go to your Calendar in Outlook and double-click on the 10:00 AM half-hour increment. This opens up your appointment window. Fill in all the necessary information such as the subject of the meeting, the location, the beginning and end time, show your time as busy or out of the office and set a reminder, if desired. The next step is necessary in order to schedule others for the meeting.  

Click on the “Attendee Availability” tab.

In the “All Attendees” list, type the names of the individuals whose calendars you wish to check in the available spaces below your name. As you hit Enter their availability will be displayed in the grid.

If any or all of the intended attendees are not available during the original meeting time, the time can be changed by clicking and dragging the green and red lines in the grid or by changing the time in the text boxes at the bottom of the window in order to accommodate schedules.

When a time has been chosen for the meeting and all attendees have been checked for availability, save and close/send the appointment. This sets the meeting on your calendar and sends email notifications of the meeting to the attendees. They are given the opportunity to accept, deny or mark the meeting as tentative. They are also given an opportunity to send a message back to the meeting planner (you) if desired. If an attendee accepts the invitation or sets it as tentative, the meeting is put on their calendar.

Customizing the Taskpad

In order to get your taskpad to view as below or in order to change the column headers, right-click your mouse while your mouse pointer is at the column headers. (See right). When you right-click, a pop-up menu appears.

From the pop-up menu, click on “Customize Current View . . .” 

From this box chose “Fields” in order to pick which fields you wish to display in your Taskpad.

Using the “Add” and “Remove” buttons, customize your Taskpad’s view. Note:  The order in which they are shown in the list is how they will be displayed from left to right on the Taskpad. You may reorder them by click the option once to select it and then using the “Move up” and “Move down” buttons. (These buttons are currently grayed out because no field has been selected.)

To further customize the Taskpad, click on View, then on Taskpad view.

Any of the selections above are available for the Taskpad. The chosen selection only shows the items on the taskpad for the selected day(s). 

Setting Rules for the Inbox Using The Rules Wizard

1.  From the Tools menu, click on Rules Wizard (as seen at left).
2.  This will open the below dialog box.

3.  Click New. There are an infinite number of rule possibilities for your inbox. For this reason, please read each screen of the Rules Wizard, answer them and click the Next button until the Wizard is complete. Click Finish. If you are not able to get the desired Rules or are having difficulties, call User Support at Ext. 5457.

Using the Journal with Contacts

From your Contacts listing, left click on the Contact you wish to create a journal entry for. Right-click the entry to access the pop-up menu. Select New Journal Entry for Contact.

This creates the below dialog box.

By default The box is set for a phone call entry type. Clicking the drop down arrow and selecting the desired entry type can change this. The subject box can also be changed.

Type in the scratch pad area all the information you wish added regarding this contact. 

These entries create a time-line diary for each contact entry.

To see any particular Journal entry, simply double click the desired entry. See below for a screen shot. (To get to the time line as seen above, click on the Activities tab and then click on Journal from the drop down menu.)

Using Contacts in Word

Follow these steps to link your contacts created in Outlook to the Word address book:
1.  In Outlook, right click on the Contacts icon on the Outlook bar
2.  Click Properties
3.  Click on the tab “Outlook Address Book”
4.  Click the box by “Show this folder as an e-mail Address Book”

To use the names and addresses of all contacts in the Outlook contact list with the Mail Merge Helper in Word, add your Outlook Address Book to your user profile. From Word, click the Tools menu. Select Mail Merge.  When it is time to select the data source, click Get Data, and then choose Use Address Book. Click Outlook Address Book.  Once the data source has been created from your contacts entries, deleting those entries that you do not wish to use in your mail merge will customize it.

Creating and Using a Distribution List

From Contacts click on the Actions menu. Click on “New Distribution List”. 

First, type in the “Name” textbox what you wish this list to be called.

If the individuals are already on the Exchange server or have contact entries made for them, click the “Select Members . . .” option. If not, click the “Add New” button and fill in the textboxes as seen below. Click the “Add to contacts” option if you wish a contact entry to be made for this entry while also adding it to the distribution list.

Use a distribution list in an email as you would any contact entry.

Creating a Signature for Email

When using Outlook it is always best to use Word as your email editor in order to have access to all of Word’s features such as spell check, thesaurus, etc.  To do this:

1.  In Microsoft Outlook, click the Tools menu, click Options, and then click the Mail Format tab.
2.  Select or clear the Use Microsoft Word to edit email messages check box (A checkmark means it is turned ON, an empty box means it is turned OFF.)

Now you are ready to create a signature for your emails.

1.  In a new message, on the Tools menu, click Options, and then click the General tab.
2.  Click E-mail Options, and then click the E-mail Signature tab.
3.  Under Create your e-mail signature, type and format the text you want to use for your signature.
4.  In the Type the title of your e-mail signature or choose from the list box, type a name for your signature.
5.  Click Add.
6.  Under Choose your default e-mail signature, click the name of a signature in the Signature for new messages list box and the Signature for replies and forwards list box, or click (None) if you do not want to use a default signature.

Printing Envelopes For Your Contacts.

In Word, go to “Tools” and then “Envelopes & Labels”. Click the “Envelope” tab and then click on the icon which looks like an open book. This is the button that gives you access to your address book in “Contacts”. Change from the Global Address Book to your Contacts list by hitting the drop down arrow and selecting “Contacts”. From the list now at the left, select the contact* you want the address for. Print the envelope.

* Hint:  You must have the address typed in Contacts the way you want it displayed on an envelope.

Using the “Out of Office Assistant” Feature in Outlook

Make sure you are in the Inbox component of Outlook. Click on the “Tools” menu. From the “Tools” menu, click on “Out of Office Assistant.” From the “Out of Office Assistant” dialog box, click the button to alert you are out of the office. Type any reply you wish to have people receive when they email you.
At this point, you will most likely be finished. If so, click the “OK” button. This feature is now active.

Customizing the Outlook Bar

In order to add a module to the Outlook bar, access the folder list (View/Folder list OR click the module heading to expose the folder list).

Without Folder List Visible

Outlook Bar 

With Folder List Visible

On the folder list, click on the module you wish to add to your Outlook bar, then right-click on the module heading. From the pop-up menu, click on Add to Outlook bar. It is now added to the Outlook bar on the left.

 Exchange on the Web

You may access your Shepherd e-mail through Internet Explorer by typing exchange.shepherd.edu on the address line.  Press Enter. At the sign-up screen, type in “shepherd/your user name” and in the next textbox type in your password.

If you are using Internet Explorer, you will have the choice of "Premium" mode or "Basic" mode. Premium mode has more options than Basic mode, but may perform more poorly over slower Internet connections. If you are using another web browser, you may not see this choice, and may therefore be restricted to Basic mode only. The first image below shows how Outlook Web Access looks if you select "Premium" at the login screen (this is the default appearance). The second image shows Outlook Web Access in "Basic" mode.