Technology How To

About Outlook/Exchange

• For Faculty and Staff, up to 1GB of E-mail is stored on server until archived to local computer.
• More powerful webmail that has the functionality of an email client on your computer
• Integration of Email and Calendar applications as well as Mobile Devices
• Productivity Tools in Outlook offer users more tools to manage their time.
• Encryption of E-mail password and messages
• Integration with other Exchange users such as WFUSM.

Creating a New Message

• On the File menu, point to New, and then click Mail Message. (or click new message button in the button bar)
• Enter recipient names in the To:, Cc:, or Bcc: boxes Separate names with a semicolon (;).
• To select recipient names from a list in the Address Book, click the To or Cc button.
• In the Subject box, type the subject of the message.
• In the message body, type the message.
• Set message options, if you want. Do one or more of the following:

Change the importance level
Make a message unavailable after a specified date

• Click Options.
• Under Delivery options, select the Expires after check box, and then enter the expiration date you want.

Delay delivery of the message

• Click Options.
• Under Delivery options, select the Do not deliver before check box, and then enter the delivery date and time you want.
• To enter a time, you must type in the box.

Save a copy of this message to a folder other than Sent Items

• In the message, click Options.
• Under Delivery options, select the Save sent message to check box.
• Click Browse, and then click the folder you want.
• Click Send

All About AutoComplete (Type Ahead in Mozilla Thunderbird)
The AutoComplete feature is on by default, and it will suggest names as you type in the following boxes:

• To, Cc, and Bcc boxes in an e-mail message.
• E-mail field in a contact card.

When you type the first letter of a name in one of these boxes, AutoComplete begins to suggest possible matches based on names you have typed before. The more letters you type, the greater the possibility of AutoComplete finding a match. Names that you use less frequently will move lower in the list over time, and eventually will no longer appear.

Click the name you want to enter in the box. If you are using the keyboard, select the name using the UP ARROW or DOWN ARROW keys, and then press ENTER (or TAB). The AutoComplete feature will remember what you typed the next time you type that name.

Note: To delete unwanted suggestions from the list, select the unwanted suggestion by using the UP ARROW or DOWN ARROW keys, and then press the delete key on the keyboard.

Creating New Folders

• On the File menu, point to New, and then click Folder.
• In the Name box, enter a name for the folder.
• In the Folder contains box, click the type of folder you want to create.
• In the Select where to place the folder list, click the location for the folder.

Creating a New Rule (Message Filtering)
Create a rule from a template or from scratch

• In the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.), click Mail.
• On the Tools menu, click Rules and Alerts.
• If you have more than one e-mail account, in the Apply changes to this folder list, click the Inbox you want.
• Click New Rule.
• Do one of the following:
• Use a template with pre-specified actions and conditions
• Create the rule by specifying your own conditions, actions, and exceptions
• Follow the rest of the instructions in the Rules Wizard.

Out of Office Assistant
Note: Now that you have migrated to Exchange server and set up email forwarding, setting up a vacation message via the WFU web page will break that email forwarding, so be sure to use the steps below:

• From the Mail screen, go to Tools > Out of Office Assistant
• Check the button “I am currently out of the office.”
• Type the message text you wish to send.
• Click OK.
• Remember to return to this menu and check “I am currently in the office” upon your return.

Archiving Mail

• Up to 1GB of E-Mail can be stored on the Exchange Server. Old messages can be archived to the hard drive of the user’s computer to avoid exceeding this quota.
• Only messages stored on the Exchange Server can be accessed on multiple computers and via the web mail. Archived Mail is stored only on the hard drive of the user’s computer.
• Auto Archiving automates moving old mail from the Exchange Server to the user’s hard drive.

AutoArchive is turned on by default. However, you can change its default settings.

1. On the Tools menu, click Options, and then click the Other tab.
2. Click AutoArchive.
3. With Run AutoArchive every n days selected, specify how often to run AutoArchive.
4. Select the options that you want regarding the age of messages to archive.
5. To apply the changes to all folders, click Apply these settings to all folders now. This will override custom archive settings that you’ve specified on individual folders.

Junk E-mail Filter

1. On the Tools menu, click Options.
2. On the Preferences tab, under E-mail, click Junk E-mail.
3. Select the protection level that you want. (Check the Junk E-Mail folder regularly.)

Other Features of Outlook/Exchange to Explore

• Excellent Online Help Help > Microsoft Office Outlook Help
• Personal Calendar (see handout)
• Public Folders/Resource Calendars (see handout)
• Tasks and Notes