The Ultimate Guide to Outlook 2003

The Ultimate Guide to Outlook 2003 By Wong Hing www.msoffice-tutorial-training.com Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 1  Important Notice You may not use this as web content, sell, give away, or package this e-book in any form. This is NOT a free product and you can only get this from Wong Hing and www.msoffice-tutorial-training.com. Thank you. “The Ultimate Guide to Outlook 2003!” is a worldwide protected publication of © Wong Hing and www.msoffice-tutorial-training.com. ALL RIGHTS RESERVED No part of this e-book may be reproduced or transmitted in any form whatsoever, electronic, or mechanical, including photocopying, recording, or by any information storage or retrieval system without expressed written, dated and signed permission from the author. DISCLAIMER AND/OR LEGAL NOTICES The author and publisher of this e-book and the accompanying materials have used their best efforts in preparing this e-book. 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All Rights Reserved. 2 Table of Contents INTRODUCTION ........................................................................................................................................ 7 ABOUT THIS MANUAL . 7 Objectives.............. 7 Instructions ........................................................................................................................................... 7 Keyboard ............... 7 Commands ............ 7 Notes ..................................................................................................................................................... 8 CHAPTER 1: GETTING STARTED ......... 9 WHAT IS MICROSOFT OUTLOOK 2003? .....................................................................................................10 GETTING STARTED WITH OUTLOOK 2003 ..10 THE OUTLOOK 2003 SCREEN.....................................................................................................................11 Title bar................................................11 Menus ...................11 Menu Bar .............11 Shortcut menus .....................................................................................................................................12 Toolbars ...............12 VIEWING INFORMATION IN OUTLOOK .......14 View Pane ............15 OUTLOOK SHORTCUTS ..............................................................................................................................15 PREVIEWING ITEMS ...................................18 AutoPreview .........18 READING PANE ..........................................................................................................18 Reading pane options ...........................20 MICROSOFT OUTLOOK HELP .....................................................22 The Office Assistant .............................................................................................22 Ask a Question Box ..............................23 The Help Window .................................................................24 CHAPTER 2: MAIL MESSAGES .............................................25 MAIL MESSAGES .......................................26 COMPOSING MAIL MESSAGES.....................................................................................26 Addressing Messages ...........................28 Editing Message Text ................................30 Formatting text ....................................................................................................32 Paragraph Alignment ...........................33 Spelling and Grammar Checker ..........34 Sending Messages ................................37 Saving unsent messages .......................................................................................37 Cancelling messages ............................38 RECEIVING AND READING MAIL MESSAGES ...............................39 Moving between messages ...................................................41 REPLYING TO AND FORWARDING MESSAGES .............................................................................................42 Forwarding Messages ..........................43 Inserting data into a message ..............................................................................44 Attaching files and objects to a message ..............................46 Opening attached files: ........................................................49 Saving an attachment ...........................................................................................49 E-MAIL ACCOUNTS ...................................50 Add an e-mail account .........................50 Remove an e-mail account ...................................................53 Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 3 Make an e-mail account the default .....................................................................................................53 Have replies sent to a different e-mail account....................54 CHANGE AN E-MAIL ACCOUNT NAME ........54 CHAPTER 3: MESSAGE OPTIONS ........................................................................................................56 MESSAGE OPTIONS ....................................57 Importance ...........58 Sensitivity .............................................................................................................58 Ask others to vote in a message ...........58 View vote responses to a message ........59 Read and Delivery Receipts .................60 Have replies sent to ..............................................................................................................................60 Do not deliver before ...........................60 Expiry Date ..........................................60 FLAGGING MESSAGES ...............................61 AUTOSIGNATURE ......................................................................................................64 MESSAGE ICONS ........69 CHAPTER 4: ORGANISING YOUR MAIL ............................70 ORGANISING MAIL MESSAGES ..................................................................................................................71 Deleting Messages ...............................71 Deleting messages permanently ...........72 Automatically empty the Deleted Items folder. ....................73 WORKING WITH FOLDERS..........................................................................................................................73 Creating Folders ..................................73 Renaming a folder 74 Expanding and Collapsing a folder .....................................................................75 Moving and Copying Folders ..............................................75 Deleting Folders ..................................77 MOVING MESSAGES ..77 Copying an Item ...................................................................................................78 PUBLIC FOLDERS .......79 Creating a public folder .......................................................79 Setting permission levels ......................................................................................80 Finding Public Folders ........................80 SORTING ITEMS..........................................................................83 FINDING ITEMS ................................................................85 Advanced Find .....86 FILTERING ITEMS .......87 MAILBOX CLEANUP ...................................................................89 OUT OF OFFICE ..........................................................................90 MARKING MESSAGES AS READ AND UNREAD ...........................92 PRINTING MESSAGES .93 RECALLING SENT MESSAGES ....................................................................................................................94 CHANGING COLUMN HEADINGS ................95 CHAPTER 5: ADDRESS BOOKS & CONTACTS .................97 ADDRESS BOOKS AND CONTACTS .............................................................................................................98 Global Address Book ...........................98 Personal Address Book ........................99 Editing a Personal Address Book ......102 PERSONAL DISTRIBUTION LIST .................................................................................................................104 Creating a personal distribution list ..104 Editing a Personal Distribution List ..................................................................................................107 CONTACTS ...............................................109 Creating a contact..............................................................109 Copyright © www.msoffice-tutorial-training.com. All Rights Reserved. 4 Viewing Contacts ...............................................................................................................................116 E-mailing a Contact ...........................117 Locating Contacts ..............................117 Flagging Contacts 121 Sending contac