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Outlook |
 Accessing
Archived E-mails
Handouts
Setting up
Outlook (for the First Time)
Adding Outlook to Your Blackberry
Setting up iPhone to work with Outlook
Outlook
Tips and Tricks
Outlook Web Access
New Handout (used at the Admin Training, July 2010)
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How Tos (listed below)
Blocking the New
E-mail Pop Up
Using Outlook at
Home
Shared
Calendars and Scheduling on a Calendar via Meeting Request
Distribution Lists
Email Signatures
Categories
Changing the Original View
(i.e. for showing calendar screen at start up) |
Screencasts
Changing the
Original View (i.e. for showing the calendar screen at start up)
RSS Feeds and Outlook
Printing an E-mail
Creating Message Signatures
Deleting a Shared
Calendar
Adding/Changing Headings in Outlook
(or I lost my "From") |
Blocking the New E-mail Pop Up
By
default the Outlook application pops up a message when you receive
an e-mail. This can be convenient when at your desk but obnoxious
during a class presentation (and possibly a privacy violation if it
is an IEP notice). To turn off the message:
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Directions
Using the Outlook Client (shortcut on your desktop)
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Open your mailbox
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Tools
> Options
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Click the button for E-Mail Options
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Click Advanced E-Mail Options
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Uncheck the box that says Display a New Mail Desktop
Alert
Directions using
Outlook Web Access (OWA)
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Open
your mailbox
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Options (top right corner)
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Settings (left panel)
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Mail (right panel – first tab)
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Scroll down to the section titled Message Options
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Check/Uncheck the appropriate boxes
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Outlook At Home
When you are working from
home and want access to your email, you have two
options: OWA (Outlook Web Access) or the Outlook client
using the district-issued laptop. To help some of you
wishing to use the district-issued laptop, Crystal Steker
provides today's tech tip:
When I am at
home, I can’t send or receive email – I only see what
was there before
You have to log in
But I do log
in and it keeps asking me again and again….
Type cusd95\
before your username
Example:
Cusd95\csteker Network
Password
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Shared Calendars and Scheduling
on a Calendar via Meeting Request
Part 1- Opening Shared Calendars
Part 2 - Scheduling use of
equipment and/or rooms using the Meeting Request
Part 1 – Opening Shared Calendars (Screencast)
Why? To see appointments/meetings on calendars other
than the one you own
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Click on the
Calendar View button (lower left hand side of the screen)
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Click on the
Open a Shared Calendar
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Type the
name of the calendar or click on the “Name” button to search
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Highlight
the calendar and click okay
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If you do
not have rights to the calendar you can ask for permission
Part 2 – Scheduling use of Equipment and/or Rooms using
the Meeting Request (Screencast)
Why? To reserve resources to use
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Click on the New pull-down button
(the arrow to the right)
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Select Meeting
Request
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Select
recipients (calendars) to put into the “To”
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Add subject –
It’s best to include your name and/or class who will be using the
room/equipment
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Bonus Tip – In
the Meeting Request window use the “Scheduling Assistant” button to do a
busy search for anyone’s calendar.
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Click “send” to
send the request to the room/equipment.
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Distribution Lists
“How To” directions follow with
videos at the bottom of this email. First, a little information about
Distribution Lists:
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Distribution lists are
used when you send a message to several
people simultaneously and will do so more than once.
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We are used to referring to Distribution Lists as “groups”
since Groupwise termed them that—no longer the case!
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You create a distribution list and save it. The list resides
in your “Contacts” folder.
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Members of the list may come from the District Address List
and/or your Contacts. You can also type them directly into the Distribution
List.
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A Distribution List doesn't keep track of phone numbers and
mailing addresses, just email addresses.
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You may share a Distribution List with someone who emails the
same individuals (a co-sponsor of an activity, assistant coach, or
department/team member)
To
Set up a Distribution List
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Choose
File > New > Distribution
List (The Distribution List dialog box appears.) (Note: You will
find other ways to begin a Distribution List—all work!)
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Type the
name that you want to assign to your
Distribution List.
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Click the
Select Members button. The Select
Members dialog box appears displaying a list of available names.
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Double-click the name
of each person that you want to add to your Distribution List.
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When you’ve finished picking names, click
OK
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Click
Save and Close.
Other
options for Distribution Lists
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Remove
a member of the list—Click that name and click the
Remove
button
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Select a new member
from the names already in your Contact
list or Global Address list—With the Distribution List open, click Select
Members and follow the same routine that you used to create a list.
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Add a person whose email address isn't
listed in any of your
address books—Click the Add New button, fill in the person's
name and email address, and click OK.
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Send a Distribution list to others:
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Open a new
message
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Open Contacts
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Drag the
list to the body of the new message. (Note: If
someone sends you a Distribution List, drag it from the attachment
section of the message to the Contacts folder for later use.)
Rather see a video?
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Email
Signatures
Signatures are used to quickly (and painlessly) include
your contact information at the bottom of an e-mail.
- Open a new email
- Click on the Signature button in the "include" tab
and select Signatures. If you do not see this button make sure your message
window is full-screen by clicking on the maximize button (next to the red X
box, upper right side of window)
- Type your signature in the Edit Signature text
box, change the font, color, etc. Click Save
- Carefully read and select the options in the
Choose
default signature section to make selections for new emails and replies.
- Click okay when done
Rather see a video?
Click here
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Categories in
Outlook
Today’s Tech Tip from Gail Drake, Technology Assistant, deals
with Categories in Outlook. She comments:
- Categorize your email – a great way to track emails you want to keep
open.
- In the top toolbar, select Actions – Select Categories, then select All
Categories, rename your categories to whatever you want them to be, select
OK. You can change colors, and add/delete categories
- In the email Inbox, right click on an email and select category – choose
what category you want this email to be and this will put a color code and
category name next to the date of the email.
- In the calendar, right click on any meeting or appointment and select
categorize and choose a category
- In the task list, right click a task, select categorize, and select the
category color/name.
- In the contact list, right click on a contact, select categorize, and
select the category color/name.
- For all of these (email, calendar, task list), there is a categorize
button when you are creating the item. That works as well!
My experience with categories:
- If you’re a “highlighter” user, you will love categories. Categories are
used to assign items to a group (category) mostly for the purpose of
sorting. You might think of it as color coding—you know, complete those red
items first then the pink ones, etc. OR all the yellow things are on the
same topic, the pink another topic, etc.
- I use categories in my calendar to color code appointments to highlight
the school at which I will be. That way, I can open the calendar and with a
quick look, see what my day is like. I also use categories in my task (to
do) list—same idea, color code for the buildings to which they refer. I
don’t use categories in my inbox since I like to sort items into the
cabinet. I do, however, flag items for importance (check out the follow-up
button in the email window.)
- How could you use categories?
The same idea as Gail and I wrote about . . . You might want to assign a
“category” to all items for your classes, another for your committee work,
another for team work, another for coaching responsibilities, etc. You will
want to set them up to meet your needs.
For more information on categories, here are some short videos:
Setting up categories for use in email, the calendar, and the task list.
Assigning categories to a new calendar entry or task.
Assigning categories to an email.
Using the View button when categories have been set up
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Question:
How can I see more information about my calendar when I open
Outlook. I don’t want to start my day with the email?
Answer:
Open the Outlook Today Screen. This can be done by:
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1.
Clicking View
across the top of your Outlook screen
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2.
Selecting
Toolbars
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3.
Putting a checkmark
in front of Advanced (This opens a new toolbar)
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4.
Clicking the
first Icon (Outlook Today)
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Under
the button, Customize Outlook Today, there is a section
for Startup—You may want to check the box, When
Starting, Go Directly to Outlook Today.
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If
you do not like the view for Outlook Today notice that
there is a button to customize the look. Check that
out.
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If
you want to revert to the original screen click the back
button (to the right of the Outlook Today button) on the
Advanced Toolbar.
Adding/Changing Headings in Outlook (or I lost my "From")
Link to Screencast
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Accessing Archived Email
- Navigate to
https://archive.lz95.org in Internet
Explorer. This option works when you are in the
district--not from a connection outside of the
district.
- Accept any
certificates if prompted.
- When you see the
login screen, enter your username (first initial -
last name) and password (the same one you use to log
onto your computer).
- You should see all
the messages that you have sent or received since
April 14, 2010.
Searching - Basic
Search
To search, enter any word that may have been in the
e-mail (example: James or report card).
This could include the e-mail address of the person the
message was to or from, words in the subject or body,
etc.
Searching - Advanced
Search
If you get too many results, try the advanced search by
clicking on the Advanced Search tab.
Here are some tips to use the advanced search:
- There is a drop
down box that says “All." We recommend leaving that
unchanged.
- Entire Message:
essentially the same as the basic search but
includes the ability to specify words the message
doesn’t contain.
- From/Owner: the
name or e-mail address of the sender of the message.
- Subject: Search
only in the subject of the messages.
- Date: You can
search based on the date the message was sent . . .
or, you can search on a date, not on a date, before
a date, after a date, etc.
- There are + and –
buttons at the beginning of the search. These are
available so you can add more than one criteria to
th search. To add more than one search criteria, use
the box at the end of the line which say, “and.” (In
general you can leave this setting at AND). For
example, before August 1 AND after August 10. If you
press the AND it becomes OR. This could be used for
on August 1 OR August 10.
- Press search, the
screen will turn a shade darker for a moment and
then show the results.
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