Technology How To

Find the Task List
Open Outlook.
“Tasks” may already be visible in the lower left corner.  If it’s not…

1. Click on the double arrow.
2. Highlight Add or Remove Buttons
3. Choose Tasks
4. If it’s still not showing, you may also need to choose Show More Buttons.

Add a Task

Anatomy of a Task

Subject: This is the part that will appear in your complete list.  This is also the only required element.  This author uses the “…” convention to remind herself that there are more details in the notes area.
Start Date and Due Date: Fill in if necessary.
Reminder: Check the box and set a time if you want a reminder.  This acts the same way as Calendar reminders.
Status: Not Started is the default setting.  The only other Status this author uses is “Waiting on someone else.”
Priority: Normal is the default setting.  This author uses “High” sparingly and “Low” frequently.
Notes area: Write as little or as much as you want.  This author takes care to list where documents pertinent to the task are stored (e.g. email, library2, paper file, userdata).
Categories: You may assign one or more categories to an item.  Outlook has some pre-made categories or you can create your own.
Note: One category list is used for all Outlook features.  If you want to delete one of Outlook’s categories, make sure you’re not using it in the Contacts or Notes.
Private: If you share your Task list with another person, be sure to check this box if the task is confidential.

Some suggestions for categories

1andDone – when you need the sense of accomplishment that making your task list shorter can provide.
QuickFillers – tasks that can be worked on in very brief segments.
WandaConsult – flag items to ask a boss/colleague about.
@RefDesk, Non-ComputerWork, VoyagerDown – flag tasks for special situations or contexts. 
Someday/Maybe – Good ideas that you want to hold onto, but don’t plan on working on in the near future.

Add or Delete Categories from the Master List

1. Open an item.
2. Click Categories…
3. Click Master Category List…
4. Highlight an existing Category to delete it, or type in the box to add a new Category.

Printing a Task or the Task List

1. Select the task(s) you want to print.  Hold down the Ctrl key to select multiple tasks.
2. Choose File>Print…

• If you choose Table Style, each task will print on a single line and multiple tasks will fit on one page.  The notes area will not print.
• If you choose Memo Style, each task will print on a separate piece of paper, but the notes area will print.

Online Access
Tasks are also available on the Exchange server (https://mobileumail.wfu.edu/exchange/).  You can add and delete tasks, but other features are limited or not available.

Managing the Task List in Outlook 2003
By default, you view all tasks and an Outlook-defined list of columns.  Outlook will show whichever view you had open most recently.  Change the “Current View” to arrange tasks differently.  This author generally uses either “Active Tasks” or “By Category.”

Filtering the Task List
You can use filters so only certain tasks are viewable. 

1. Under Current View, choose Active Tasks.
2. Click Customize Current View…
3. Choose Filter.

Example: Filter out Someday/Maybe Tasks

1. Choose the Advanced Tab.
2. Choose Fields>Frequently-used fields>Categories
3. Under Condition, select “doesn’t contain”
4. Under Value, type “Someday/Maybe”
5. Click Add to List.
6. Click OK.

Even if you filter out a task, it can still be retrieved using the Find window or by choosing another view from the left panel.

Sorting the Task List

This author sorts by:

1. Priority Descending (i.e., High to Low)
2. Start Date Ascending
3. Status Ascending
4. Subject Ascending

Choosing Columns for the Task List

1. Under Current View, choose Active Tasks.
2. Click Customize Current View…
3. Choose Fields…
4. Use the arrows to add or remove columns from your view, or to reorder the columns.

Sharing the Task List

1. Choose Share My Tasks…
2. Choose Add…
3. Pick out the person from the list and click OK.
4. In the Permissions area, check off the permissions you’re comfortable assigning to that other person and click OK.

If someone has shared their task list with you, click Open Shared Tasks… and choose their name.  Now the person’s name will always show in the left panel.

Sorts and Filters you place on the other person’s task list will not affect how they view their own task list. 

Finding a Calendar

• Resource Calendars in Exchange are located in the “Folders” view under “Public Folders”
• To see the contents of a Resource Calendar you must have permission.
• To get access rights to a Resource Calendar contact the owner of the calendar. To see the owner, right-click on the calendar, click “Properties” and view the name of the owner under the “Permissions” tab.

Viewing a Calendar

• Click on the Folder icon on the lower left side of the Outlook screen.
• Expand the list of “Public Folders”
• Find the correct folder  and expand it.
• Click on the calendar to be viewed.

Adding a Calendar to your “Favorites”

• Click on the Folder icon on the lower left side of the Outlook screen.
• Expand the list of “Public Folders”
• Find the correct folder  and expand it.
• Right-click on the calendar to be viewed.
• Click “Add to Favorites”
• A link to the calendar will now about in the calendar view.

Editing the Access Rights of a calendar you manage

• Right-click on the calendar in the Folders view
• Click “Properties”
• Click the “Permissions” tab
• Add users with the “Add” button
• Edit the permission levels with the pulldown and checkboxes.
• Consider giving the “Default” setting “Reviewer” permission level so others can see your calendar.

Creating Email Rules
Create a rule from a template or from scratch:

1. In the Navigation Pane, click Mail.
2. On the Tools menu, click Rules and Alerts.
3. Click New Rule.
4. Do one of the following:

• To use a template with pre-specified actions and conditions, select the template you want.

• To create the rule by specifying your own conditions, actions, and exceptions

1. Click Start from a blank rule, and then click Next.
2. Under Select when messages should be checked, select Check messages when they arrive or Check messages after sending, and then click Next.
3. Follow the rest of the instructions in the Rules Wizard.
4. If you want to run this rule on messages already in one of your folders, select the Run this rule now on messages already in "folder" check box on the last page of the Rules Wizard.
5. To have this rule apply to all your e-mail accounts and Inboxes, select the Create this rule on all accounts check box on the last page of the Rules Wizard.

Desktop Alerts
Change the appearance of Desktop Alerts

1. On the Tools menu, click Options.
2. Click E-mail Options.
3. Click Advanced E-mail Options.
4. Click Desktop Alert Settings.
5. Under Duration, drag the slider bar to the number of seconds you want new Desktop Alerts to remain visible on your desktop.
6. Under Transparency, drag the slider bar to the transparency value you want.
7. To check your settings, click Preview.

Turn off Desktop Alerts

1. On the Tools menu, click Options.
2. Click E-mail Options.
3. Click Advanced E-mail Options.
4. Clear the Display a New Mail Desktop Alert (default Inbox only) check box.

Turning Reminders sounds on and off

1. On the Tools menu, click Options.
2. Click the Other tab, and then click Advanced Options.
3. Click Reminder Options.
4. Select or clear the Display the reminder check box.

Using the Out of Office Assistant

Go to Mail, and on the Tools menu, click Out of Office Assistant.
Compose the Out of Office message and click the “I am out of the office” radio button
Note: special rules can be created and applied here as well.
Organizing Inbox
            Color coding messages

Creating calendar meetings from email messages.

How to keep appointment entries in Inbox

Where is the “Trash” Folder㏄?
It is called “Deleted Items”
To empty  “Deleted Items”
            Tools Menu > click “Empty Deleted Items”

Make Bcc field show:
            Open a new message
            Click View
           
Use HTML formatting to make attachment appear at the top of the message

Upgrade to IE 7 if getting runtime errors in Outlook/Exchange

How to see the size of your Mailbox

Printing Weekly Calendars

Color Coding Appointments

How to make a Distribution List

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

Content for this handout was primarily drawn from the Outlook Online Help. Online help is a valuable resource for learning about new applications and for getting answers to questions about the application.

Setting Outlook Calendar Options

• Choose Tools, Options from the pull-down menu at the top of your screen.
• The first tab displayed is labeled Preferences and allows you to edit your calendar settings: The default reminder is displayed, and can be changed, under the Calendar heading the tab.
• Click on the Calendar Options button to edit other calendar options.

Types of Calendar Entries

Appointment: an entry on your calendar that has specific time allocated to it.
Meeting: an entry on your calendar to which you invite other people
Event: an entry on your calendar that has no specific time slot allocated to it.
Recurring appointment, meeting or event: an appointment, meeting or event that occurs at a regular interval, say weekly, for a specific period of time.

Adding Appointments

1. On the File menu, point to New, and then click Appointment. (Or just double-click on the calendar view)
2. In the Subject box, type a description.
3. In the Location box, enter the location.
4. Enter start and end times.
5. Select any other options you want.
6. To make the appointment recur, click Recurrence.

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

7. Click OK.
8. Click Save and Close.

A Note about All Day events
Events appear at the top of each calendar view, a blue line down the left side of the calendar (very subtle) indicates an all day event.

Creating Calendar Groups

• Click Group button in Calendar toolbar
• Click New
• Type a name for the new group schedule, and then click OK.
• Click Add Others, and then click either Add from Address Book or Add Public Folder.
• Select the names or the public folder, and then click OK.

Responding to a Meeting Request
Meeting requests appear as an E-mail message with a header containing a green check box or a red decline. You must accept, decline or defer a meeting request. If you just delete the message nothing will appear on your calendar.

Tracking Your Meeting Requests

Sharing Calendar with others
In Calendar, in the Navigation Pane, click Share My Calendar.

Allow anyone to see your Calendar

• In the Name box, click Default.
• Under Permissions, in the Permission Level list, click the permission level that you want.
• You can create custom permissions by selecting the check boxes and options under Permissions.

Specify the people who can access your Calendar

• Click Add.
• In the Add Users dialog box, in the Type Name or Select from List box, enter the name of the person whom you want to grant sharing permissions to.
• Under Add Users, click Add, and then click OK.
• In the Name box, click the name of the person you just added.
• Under Permissions, in the Permission Level list, click the permission level that you want.

Printing Calendar

1. On the File menu, click Print and then in the Print style box, click the print style you want. To print the details of appointments and meetings, in the Print Style box, click Calendar Details Style.
2. In the Start list and the End list, enter the first day and the last day to print.
3. To set other print options, such as the paper orientation or the fonts used, click Page Setup, and then select the options that you want.

Viewing other people’s calendars

1. In Calendar, click Open a Shared Calendar.
2. To select another person’s name from the address book, click Name or type the name in the Name box.
3. The new calendar will appear to the side of any calendar already in the view.

Importing Your Old E-mail into Outlook (Setting up IMAP account in Thunderbird)

1. Open Thunderbird
2. Go to Tools > Account Settings > click Add Account
3. Select E-mail Account
4. Enter a name and email address (@mobileumail.wfu.edu) and click Next
5. Click the radio button for IMAP and enter the server name

mobileumail.wfu.edu

6. Enter incoming user name (same as WFU Login)
7. Click Next and Finish
8. Users can now drag folders from Thunderbird/POP to Outlook/Exchange

• This process may be slow
• This process may freeze when copying folders and require the user to restart Thunderbird.

Migrate Thunderbird Address Book to Contacts

1. Open Thunderbird
2. Tools > Address Book
3. Select the Personal Address Book
4. Tools > Export
5. Save as type .csv
6. Give file a name and save to desktop
7. Open Outlook
8. Go to “Contacts”
9. File > “Import and Export”
10. Click “Import from another program or file”
11. Click “Comma Separated Values (Windows)”
12. Browse for the file
13. Select Destination “Contacts”
14. Map the fields
15. Click Okay
16. Wait until process completes

Microsoft Online Training Central

Microsoft Outlook 2007 Online Training

Example of the Microsoft Outlook 2007 Inbox

The new version of Microsoft Outlook is designed for easier access to already possessed mail as well as easy organization of scheduled items. The most notable new features of Microsoft Outlook 2007 include the Instant Search Bar and Calendar Sharing.

Instant Search Bar
Ever try to find an e-mail that you received over a month ago? Isn’t it exhausting trying to find exactly what you need? Well the new Microsoft Outlook Instant Search Bar searches for keywords within all of your outlook files to help find exactly what you need. The toolbar is located at the top of the Inbox section of the Mail interface.

The Instant Search Bar highlights the e-mails that contain the search words. Search results are neatly ordered by date and the keywords are highlighted appropriately.

Calendar Sharing
Sending calendars via e-mail has also become possible with a few simple clicks: