Professional Documents
Culture Documents
Contents
Introduction ........................................................................................... 4
About this Cookbook ......................................................................................................4
New look and feel .................................................................................... 5
The Mail window ...........................................................................................................5
Viewing your mail .....................................................................................................5
Desktop alerts ......................................................................................... 8
What is a desktop alert? ..............................................................................................8
Managing alerts ........................................................................................................8
Customising alerts .....................................................................................................8
Disabling alerts ........................................................................................................9
Junk mail ............................................................................................. 10
Notification of receipt of junk e-mail ................................................................................ 10
The Junk E-mail filter ................................................................................................... 10
Blocked attachments.................................................................................................... 14
What file types are blocked? ...................................................................................... 14
What happens to emails that have attachments that are blocked? ......................................... 15
How to work around blocked attachments ...................................................................... 16
Organising your mail ............................................................................... 17
Flags ....................................................................................................................... 17
Customising the Flags............................................................................................... 18
Favorites .................................................................................................................. 20
Displaying favorite folders ......................................................................................... 21
Making a folder a favorite.......................................................................................... 21
Removing a folder from favorite folders......................................................................... 22
Search folders ............................................................................................................ 22
Creating a search folder............................................................................................ 23
New Calendar features ............................................................................ 25
Colour-coding appointments ........................................................................................... 25
Labels ................................................................................................................. 25
Viewing calendars side-by-side ........................................................................................ 28
Group schedules ......................................................................................................... 29
Creating a group schedule ......................................................................................... 29
Viewing a group schedule .......................................................................................... 30
Making a meeting using group schedule ......................................................................... 31
Propose new meeting time............................................................................................. 32
Sharing in Outlook 2003........................................................................... 33
Sharing your calendar ................................................................................................... 33
Allowing another user to view your calendar ................................................................... 33
Enabling a delegate to add your mailbox to their folder list ................................................. 35
Opening another user’s mailbox....................................................................................... 37
Viewing COE mailboxes and calendars ............................................................................... 38
Opening the calendar or mailbox with Outlook Web Access.................................................. 38
Changes to connection and synchronisation .................................................. 40
Cached mode ............................................................................................................. 40
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Managing your time effectively with Outlook 2003 Page 3 of 43
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Introduction
This cookbook is intended to help users who are upgrading from Outlook 2000 to Outlook 2003 and to give
you an overview of some of the new and useful features of Outlook.
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Help box
Favorite
Folders
Folder
list Reading
pane
Search
Folders
Mail,
Calendar
and
Contacts
Tasks, Notes and Messages Status
Folder Icons grouped by Date
Grouping mail
Mail messages are usually arranged by Date Received. In the view illustrated above they are also grouped.
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Reading pane
The reading pane in the illustration above is positioned at the right hand side of the window. This location
gives the maximum readability of message text. The reading pane can be turned off or positioned at the
bottom of the screen:
Favorites list
Any mailbox or personal folders can be dragged into this area. This does not create a copy of the folder,
just a shortcut to it. Using favorites makes it easy to view a frequently used folder or to move messages
into the folder. Favorites are covered in more detail later in this Cookbook.
Search folders
Search folders are virtual folders and do not cause duplication of messages. They display the results of pre-
defined searches. Search folders are covered in more detail later in this Cookbook.
Navigation pane
The Navigation Pane on the left of the screen is made up of two areas:
A horizontal splitter bar located under the folder list enables the buttons to be
collapsed into a button tray:
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When a folder name or button is clicked, its contents are displayed in the main window.
Icons
• Click on the Tasks icon or Notes icon to display the desired pane
• Click on Configure buttons icon if you wish to change which functions appear as buttons and
which as icons, or if you wish to reorder the buttons.
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Desktop alerts
A balloon displays at the bottom right corner of the screen for a pre-defined number of seconds then fades.
Managing alerts
When an e-mail arrives an alert displays the sender, subject and two lines of text. Possible actions are:
• Hover your mouse over the alert balloon to hold the balloon on screen
Customising alerts
You can choose how many seconds the alert displays for and the transparency of the balloon:
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Disabling alerts
To turn off Desktop Alerts:
• Remove the checkmark from Display a New Mail Desktop Alert checkbox
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Junk mail
Junk e-mail is unsolicited and unwanted e-mail. Outlook 2003 includes a junk e-mail filter which is designed
to catch obvious junk mail. Any junk e-mail detected is moved to the Junk E-mail folder for you to check
and delete.
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Blocked Senders List – messages from e-mail addresses or domains on this list are always treated as
junk e-mail
Safe Recipients List – messages to these distribution lists, domains or email addresses are never
treated as junk e-mail
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Viewing a list
To view or modify any of the junk e-mail lists:
• Select the tab for the list you wish to view or modify
Levels of filtering
No Automatic Filtering – sends mail from Blocked Senders to the Junk E-Mail folder but does not filter any
other emails.
Low – Moves the most obvious junk mail into the Junk E-Mail folder
High – Catches most junk email but may also catch some legitimate mail
Safe Lists Only – any emails not from a member of the Global Address List or from senders or domains you
have added to your Safe List are moved into the Junk E-Mail folder
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If you receive a lot of junk mail you may wish to try the setting Safe Recipients List Only. Members of the
GAL are automatically included in this list and you can add any other domains or email addresses to the list.
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Blocked attachments
Virus attacks are a constant threat. Often these attacks come in the form of attached files in emails.
Microsoft has developed Outlook so that it will block certain file types that are known to be used to run
malicious scripts when opened. This means that a number of file types are blocked. The file types most
commonly shared, such as Office 2003 files, are not blocked.
.ade Microsoft Access project extension .msp Microsoft Windows Installer patch
.lnk Shortcut
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You will also see a note in the message header area as shown:
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• Use a program, such as WinZip, to package files before you attach them to your e-mail message
• When sending mail, rename the attached files to include a temporary file type that is not on the
list of blocked file types
For example, you might rename MyFile.exe to MyFile.exe_EXTRA, and then attach the file to the
e-mail message. Include instructions in the message to save the file with the correct name when
the recipients save the file to their computers
• Post the files to a secure shared area. In your message, you can include a link to the location that
you have given the recipients access to
Method 2
• Choose Toolbars from the View menu and display the Web toolbar
• Copy and paste the URL of the document from the web toolbar into your email
Spaces in file/folder names: To prevent truncation and preserve the spaces in your link text, use an
open “<” and close chevron “>” at the beginning and end of the link text:
<\\bp1sunis001\Kaleidoscope\Training\Outlook Top Tips>
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Flags
Outlook 2003 makes it quick and easy to flag messages for follow up. Flags can be red (Quick flags) or you
can choose from a variety of other colours. Once you have dealt with the message it can be flagged as
completed or you can remove the flag.
Flag column
Quick flags
Flagged as completed
Coloured flags
Quick flags
Click once in the flag column to the right of the message that you wish to flag. The
grey flag icon will turn red.
Coloured flags
Right click in the flag column to the right of the message and choose a flag colour
Flag complete
Click once on the coloured flag to the right of the message or right mouse click on the flag and choose Flag
Complete
Clear flag
Right click on the coloured flag to the right of the message and choose Clear Flag
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• Click New
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• Scroll down through the Commands list until the Flag commands are displayed
• Drag and drop the required Flag command onto the New Toolbar
• Repeat this procedure until your New Toolbar has the desired buttons
• Give the toolbar button a name e.g. BP PassPort. boss’s name, etc
• If you wish to see the icon and the name on the toolbar, select Image and Text from the shortcut
menu
• After you have added all the flags you want on the toolbar, click Close in the Customize dialog box
• To mark your messages with a flag, click the message in the message list, and then click the flag
button on the toolbar you created
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NOTE: The ampersand (&) next to a letter in the Name: field denotes the letter which will be underlined
and available to be accessed as a shortcut key e.g. for ‘&BP PassPort’, use Alt + Shift + B. The shortcut keys
ARE case-sensitive and therefore Alt + b would not assign the flag to an email, but take you to your
Calendar. If you use a shortcut key combination that is already in use on one of the standard Outlook
toolbars, then the original shortcut key combination takes preference over any shortcut key combination
that you create.
Favorites
Favorites folders make frequently-used mailbox or personal folders easily accessible by placing a shortcut to
the folder in the Favorites pane. This is not a copy of the folder, just a representation so there is no
duplication of messages. If you have a large folder list this is a great way to make it easy to see and use
folders that you need often.
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• Drag the folder from your folder list into the Favorite Folders pane
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NOTE: Do NOT delete a folder from Favourite Folders or the master folder and contents will be deleted
Search folders
Search folders are virtual folders and do not cause duplication of messages. They display the results of pre-
defined searches and make it easy to see particular sets of messages without having to do a new search
manually. Search folders are automatically kept up to date with all mail that meets the criteria that have
been set for the folder.
Search folders are created for you for Unread Mail, messages that are flagged For Follow-Up, and Large
Mail (over 100kb). You can also create search folders that match your own criteria – for example:
Examples:
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• If appropriate customise the search folder – for example choose names of senders and/or receivers
The search folder will appear in the Search Folders list on the navigation bar. You may, if you wish, drag
the search folder into the Favorite Folders pane to make it easy to access.
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Note:
Deleting a message from a Search Folder will delete it from its source folder too.
Deleting a Search Folder does not delete the messages displayed within it.
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Colour-coding appointments
Calendar appointments can be colour-labelled.
Labels
Labelling an appointment
• Right click on the appointment
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Editing labels
The label associated with each colour can be customised
• Click OK
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• Click Add
• Click Condition
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You can only open another user’s calendar if they have given you permission.
• Click Name
The other person’s calendar will display next to yours as long as they have given you at least Reviewer
permission. They display ‘side by side’ so you can scroll through them simultaneously.
After a shared calendar has been opened its name appears in the list of Other Calendars.
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Group schedules
Group schedules enable you to view the free and busy times of a group of people, rooms or resources easily,
and to make a meeting or book a resource. For example, create one for your team and one for all the
meeting rooms in your building.
• Click OK
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• Click OK
• Click OK
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• Click on the View Group Schedules tool (or choose View Group Schedules from the Actions
menu)
• Select the Group Schedule you wish to open and click the Open button
• Click on the Make Meeting button and choose New Meeting with All
• Choose a meeting time - or click Options then AutoPick to let Outlook find a time when all
invitees are next available
Note: If booking a room, after clicking on the Make a Meeting button, select the resource then click New
Meeting as a Resource
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• Click a time when all invitees are available. (You can use AutoPick Next to find the next available
free time for all invitees)
• Click Send
Changing message
Whenever you make a counter proposal, it is sent with a default message saying that you want to propose a
new time, but that you have tentatively accepted the meeting.You can change this setting for individual
meetings.
• Click either Decline and Propose New Time or Tentative and Propose New Time from the
Actions menu
• Choose Actions
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• Choose Add and select users from the Global Address List
• Click OK
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• Click OK
Note: The delegate will not be able to access items marked private unless you choose to give them
permission.
• Click Add and choose the user from the Address book
• Click OK
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• Repeat for each other folder you wish the delegate to be able to open
Note: If you do not give the delegate permission to access your mailbox they will not be able to display your
mailbox and folders in their Mailbox pane, even if you have given permission for them to access your
Inbox
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Before you try to add their Mailbox, check that they have given you at least Reviewer permission to the
mailbox and other relevant folders.
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Note:
You must NOT add your personal POP mail mailbox to Outlook or autoforward your POP mail to your BP
mailbox. It is critical from a security point of view that this does not happen as well as the fact that staff
should not be integrating personal mail with business mail.
You need to know the Internet email address name of the COE user:
Either:
or
• Look for the first SMTP email address – the characters that precede ‘@bp.com’ should be their
email name e.g. the email name of smithj3@bp.com is smithj3.
or
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Changes to connection
and synchronisation
Cached mode
Laptop users will find a major improvement in how they work with Outlook away from the office if they
enable cached mode.
With cached mode enabled, whether connected to the Exchange Server or not, you are working on an offline
copy of your mailbox. Whenever there is an internet connection, Outlook will synchronise in the
background, sending and receiving messages. If the internet connection fails you can keep working
seamlessly and as soon as the connection is restored messages will be sent and received automatically.
• Click Next
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• Click Change
Connection status
Connection status is indicated at bottom right of the Outlook window and will show Connected, Trying to
connect, Disconnected or Working Offline depending on the status
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Disconnected indicates Outlook has tried and failed to establish a connection. This may
be due to connectivity problems.
Connection options
If you are in the office or are working with a broadband connection you will usually choose to work online,
even if you are temporarily moving to a meeting room or other place where there is no connectivity.
Outlook will deal with disconnection and reconnection in the background and you can just keep working. If
you are working away from the office where there is no connectivity, you may wish to work offline to
prevent Outlook trying and failing to send and receive.
• To choose connection options, click on the drop down arrow at bottom right of the Outlook
window
It is a good idea to check the On Slow Connection Only Download Headers option, as then, if you are
working on a dial-up modem or have a slow connection for any other reason, you will be able to see the
header information then choose which messages to download. Double click an item to download it in full.
The Send and Receive process is speeded up considerably in this way.
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Tools, Services (e.g. to add another user’s Tools, E-mail accounts, Change Account,
mailbox) More Settings
Right click Mailbox, Properties, Advanced, Tools, Mailbox Cleanup, View Mailbox
Folder Size Size
or
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