How-To's:
"HowTo" documents are continually being created based on the
needs of the community.
Each "HowTo" will give detailed
information on a selected the selected tasks.
Outlook Client
- General
- Using
a PDA with Outlook 2002
Using a PDA with Microsoft Outlook 2002 (Handheld Device)
What is a PDA? PDA is a Personal Digital Assistant or
commonly called a handheld device. These devices are very
useful with synchronization of several Microsoft Outlook
Resources.
Recommended resources are:
- Calendar
- To-Do Lists
- Contact Lists
- Notes
Synchronization of an Inbox is also available but NOT
RECOMMENDED due to space restrictions of a PDA.
In order to utilize a PDA with Outlook you will need to
contact the Helpdesk or your support personnel to assist
in configuration and software installation.
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- Archive
Existing Mail
Archiving Existing Mail
Archiving mail is the process by which mail is automatically
moved to an offline folder based on the date of the email.
Unlike the Personal Folder, which is stored locally, archiving
takes place at set intervals and will move the emails
automatically to the archive.pst file that is stored locally
on your machine.
Setting up Archiving is very easy to do..
First
- Open Outlook
- Right click on your Inbox
- Go down to the Properties.
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Next
- Locate the tab AutoArchive
- Click to open up the properties for Archiving.
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Next
- Click the radio button
Archive items in this folder using the default
settings to setup Archiving for your Inbox
- Click on the button labeled Default
Archive Settings
- A new form will open...
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Next
- Check the Run AutoArchive
every "__" day's box
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After setting the schedule for AutoArchive, several options
will be presented that must be configured.
- The first setting that requires attention is Prompt
before AutoArchive runs. Setting this option
will cause Outlook to prompt you before AutoArchive
is run.
- The During AutoArchive
section is where handling preferences for archived
items are set. Use the settings listed above as a
guide. If you wish to make the time for email retention
longer, simply set the Clean
out items older than "__" to longer than
6 months. Setting the Delete
expired items will cause emails older than
6 months to be deleted instead of archived, it is
recommended that you leave
this setting off. You will also want
to make sure the radio button labeled Move
old items to: is selected and NOT
the Permanently delete old
items.
The next step, in setting up your mail for automatic archiving,
is to decide which folders you want to archive and those
you do not. It is recommended you set archiving for the
following folders.
- Calendar
- Tasks
- Notes
- Inbox
- Drafts
- Sent Items
- Journal
Other folders created, which reside below your Inbox,
may need to be archived as well. You may choose not to
archive messages in some folders, and others you may decide
to archive at longer or shorter periods of time.
To archive messages in one folder differently than others...
- Right-Click the folder you wish to archive
differently than default
- Select Properties
- Select AutoArchive
- Click Archive this
folder using these settings:
You will need to decide on the settings you wish
to use for archiving... |
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- Manage
you Personal Folders
Managing Personal Folders
Unlike AutoArchiving, which is done automatically, using
Personal Folders to manage your mail is done manually.
First and foremost make sure you have Personal Folders
setup on your machine.
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To check this simply look under your Folder
List and verify that Personal
Folders is listed. |
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If you do not see Personal Folders listed please contact
your support personnel to have this service setup on your
machine.
Personal Folders should be used to store mail that you
no longer wish to reside on the server.
Note: Any mail stored in a personal folder will
no longer be backed up, and will not be accessible through
the webmail client. Moving mail to personal folders decreases
the size of your mailbox on the server in an easy manner,
without having to make decisions about emails to delete.
There is no size restriction on the mail located in your
personal folders.
An example of how you would want to use your Personal
Folders is mail received from a list. There are other
instances, in which you can use Personal Folders, examples
include old email, or personal email received from friends
or relatives.
Example:
NTBugTraq is a mailing list I regularly recieve mail from.
I have placed all of the mail coming from NTBugTraq in
a folder underneath my Inbox. Recently I received more
mail than usual from this list and the size of the mail
messages caused my mailbox to reach its size restrictions.
I do not want to delete this mail so I decide to move
it to my Personal Folders.
First
We need to create a folder underneath Personal Folders
called NTBugTraq.
- Right-click on
Personal Folders
- Select New Folder
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Next
We need to decide on a new name for the folder...
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The next step is to move the NTBugTraq mail from this
folder, located under my Inbox (and therefore on the server),
into the folder located under my Personal Folders.
First highlight the folder that contains the NTBugTraq
emails, and then select all the mail in that folder by
hitting Ctrl + A. If I wish to select only a portion of
the emails located in this folder, I could individually
select the emails as well.
Tip: To select blocks of emails, simply hold down shift key, select an email,
then while holding the shift key, scroll down selecting additional emails. All
emails selected will be highlighted and can be moved together. To individually
select many single emails at a time, hold down the Ctrl key while clicking on
the emails with the mouse.
Next simply drag and drop the emails selected to the NTBugTraq folder located under
Personal Folders. A dialog box is given showing the status of moving the emails from
my Mailbox to my Personal Folders.
A status box will give a progress of the move...
Once the moving of the emails is completed, I find that the emails are no longer located in the
NTBugTraq folder under Inbox, but under the NTBugTraq located under Personal Folders.
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- Calendar Basics
- Calendar Views
Calendar Views
Online calendaring with Microsoft Outlook 2002 is easy
to use in its most basic form. To access the Outlook calendar
you simply use the Folder List and click on Calendar.
This will bring up a view of your online calendar which
may look a little different than the one in the picture.
This is due to you having a different Calendar View than
the one shown. Views allow you to change the way the calendar
is laid out dynamically. You can choose to view your calendar
by Day, Work Week, Week, and Month.
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- Create
an Appointment
Creating an Appointment
You may start this process in one of two ways:
- By finding the day to schedule the meeting on, then
selecting the time on the specific day, and right-clicking
the selection selecting New Appointment.
- By selecting the New icon located right below your
File Menu. You calendar must be in the view screen
which is done by selecting Calendar on the Folder
List.
After selecting New to create a new appointment you will
have the window below open with options you will need
to set.
Subject is where you
would put the basic information about the meeting; this
will show up on the subject line of the email inviting
the attendees to the meeting.
Location is where
you can type in the name of a conference, training, or
board room that the recipients will be able to identify
with. This WILL NOT reserve the room for you, that function
is performed under the attendees section.
Underneath Subject and Location there are the Start Time
and End Time indicators. Specify the date and time you
would like the meeting to take place.
There are several other options listed, choose to set
a reminder for yourself, setup the Show Time As, with
either Busy, Tentative, Free, or Out Of Office and change
the label that this appointment will have. The open textbox
is for any details you would want to include on the meeting.
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- Scheduling
Users & Resources
Scheduling Users & Resources
Once you've decided on a time for your meeting you will
need to invite other attendees as well as resources to
your meeting. You will complete this
This will bring up a view of your online calendar which
may look a little different than the one in the picture.
This is due to you having a different Calendar View than
the one shown. Views allow you to change the way the calendar
is laid out dynamically. You can choose to view your calendar
by Day, Work Week, Week, and Month.
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- Receiving
a Scheduled Appointment
Receiving a Scheduled Appointment
Meeting attendees will receive a message that 1) requests
attendance to the meeting 2) gives meeting details such
as meeting times and place.
The picture above is an example of the email an attendee
receives requesting attendance. Until this meeting is
confirmed by the user it will only be marked as Tentative
in their calendar. After selecting either, Accept, Decline,
or Tentative Outlook will ask if the attendee wishes to
send an email to the meeting organizer informing them
of their decision.
Informing the organizer of attendance using the automatic
response in Outlook is highly recommended. The organizer
will receive an email detailing the attendee's decision
if a response is sent.
Attendees also have the option of purposing a new meeting
time. They can do this using the Propose
New Time button on the toolbar. This will open
the Schedule window and allow them to propose another
time that might be more convenient.
After the new meeting time is proposed the attendee selects
the Propose Time button
and is prompted to send an email to the organizer detailing
the proposal.
The proposal will look like a meeting confirmation with
the addition of an Accept Proposal
button at the top that will move the meeting
to the proposed time. The meeting time will not be changed
unless the meeting organizer accepts the proposal.
If more than one attendee has suggested an alternate time
the View All Proposals
feature will allow you to view all of the propsals in
one window so that you may more easily decide on a new
meeting time. Not accepting the proposal will leave the
meeting time as it currently is.
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- Setting
Free/Busy Options
Setting Free/Busy Options
Outlook uses the scheduled Free/Busy time to assist others
in determining if you are Booked or Open when attempting
to schedule a meeting. The amount of Free/Busy time published
is set by each individual using the Free/Busy setting
in Outlook. By default the Free/Busy published is set
to 2 months, it is recommended you increase the time to
6 or even 12 months.
To set
free/busy
First click on
Then select
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Next select Calendar Options.
Select the Free/Busy Options button.
Finally change the number in the box after Publish to the number of months you wish to be
published into the Free/Busy database of the server. The recommended setting is 6 or 12 months.
Finally click on the OK button, then OK two more times to exit out of the options screen and back into Outlook.
Please note, free/busy information on the sever updates every 15 minutes. These changes will not take affect immediately.
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- Calendar Permissions
- Giving
other users permission to view your calendar
Giving Other Users Permission to View Your Calendar
One of the most useful tools in Outlook/Exchange is the
ability to view other user's calendars. This ability allows
you to easily schedule meetings by viewing the current
calendar for a user and scheduling at the next available
time.
By default, other users' do not have permission to view
your calendar. To allow access you will need to complete
the following steps.
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Next
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Next
- Select the Permissions
tab
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Next
- Select Default
- Set the rights to Reviewer
Finally
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- Viewing
the calendar of a user or resource
Viewing Calendars of Users & Resources
First
Next
- Click Other User's
Folder
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A window will pop up asking for the name of the user whose
folder you wish to open.
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Under Folder:
verify Calendar
is selected
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The Select Name
window allows you to search for the user or resource
you wish to view.
- Select the Global
Address List from the drop-down menu
labeled "Show Names
from the:"
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Next
Under the Type Name or Select from List:
Begin typing the first name of the user
OR
Type the building designation (UCT, OCB, DB, etc..)
if you wish to access a resource (conference room)
Select the user or resource and click OK
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A new window will open with the user or resource calendar, you can choose to view the
calendar anyway you wish using the buttons located along the top of the window.
Outlook keeps shortcuts to the folders previously used in the File / Open.
To open one of these folders in the future just select it from the list.
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Webmail:
- Navigating Webmail
Webmail Navigation
Outlook Web Access or OWA for short is a
powerful tool to check your calendar, email, and tasks when
away from your work machine. All that is needed to use OWA
is a web browser and the URL of the page which is http://webmail.uth.tmc.edu.
(Note: Screen shots are based on Internet Explorer 6.0)
You will be presented with a "logon screen"
Your username must be preceded by a domain name, this will always be "uthouston" as shown below.
Type in domain name\username just like in the picture, then place your password in the password field, and hit "OK".
If this is your first time in OWA you will have a webpage that looks very much like your Outlook client.
A side panel will have two buttons on it that are often missed, the default view will have you looking at the "Shortcuts"
and not the "Folders" view. The pane on the right is the "Folders" view, this will allow you to access any mail that is
located in special folders you have created as well as your sent items and trash. To get to this view click on the "Folders"
button at the top left hand side of the screen, the picture on the left has this button highlighted...
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- Exchange 2003 Webmail
Webmail in Exchange 2003
Exchange 2003 significantly modifies the look, feel, and functionality of webmail. If you are familiar with
the look and feel of the Outlook client you are well on your way to using Exchange 2003 webmail. Note: You will still access
webmail in the same manner you always have (webmail.uth.tmc.edu)... This document will help you through a few of the cosmetic and functionality
changes that have been made inside of Exchange.
You will notice 3 distinct panes inside of your webmail. The one on the left is your browsing pane. It
will give you a list of folders you should be familiar with (Calendar, Contacts, Notes, Inbox, etc...). These
folders function in the same way the folders in your regular Outlook function. All the same information will be present
inside webmail that is present in your full Outlook client with the exception of information stored inside your Archive and
Personal Folders.
The middle pane displays a list of items available from the folder you've selected. You select messages to view the same way
you would from your Outlook client, simply double-click the message, note, contact or appointment you wish to view to display its
contents.
The pane on the right is the preview pane. The preview pane allows you a quick view of the currently selected message. For security
reasons we recommend you not use this feature. Turning it off is easy to do.
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To disable the preview-pane look for the icon along the top toolbar that matches with the one displayed below, then
select off from the menu that drops down.
On the bottom left hand side of your browser you will see a navigation toolbar similar to that in Outlook
If you don't see the navigation bar as shown in the picture above it is probably minimized. Look for the
picture below.
Perhaps the most usuful new feature in Exchange 2003 webmail is the ability to spellcheck any emails you create
before sending them out. The spell check button is located inside the new message window along the top toolbar.
Exchange 2003 has a comprehensive set of Help topics avaiable right from the browser menu. If you have any questions browse the help
docs available, if you still need assitance call the Helpdesk @4848.
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Miscellaneous:
- Change
your Exchange / Outlook Email Password via the Web...
Use the following
instructions to change your Exchange Email password using
a web browser. It is recommended that you use Internet
Explorer Version 5 with 128-bit encryption or higher to
complete this change. To determine the version of Internet
Explorer that you are running open Internet Explorer then
select "Help", then select "About Internet Explorer", the
next screen will display the information.
In order for you to change your password
using the web, you must access the web by one of the following
methods:
- Logged into the UT-Houston Network
at your computer in your office.
- Outside the network/from home using
OAC Dialup for access to the internet.
- Outside the network/from home using
the VPN client along with dialup, cable modem, or DSL
for access to the internet.
1. Open Internet Explorer.
2. On the address line type in the following
web address:http://password.uth.tmc.edu
then press the enter key. You should see the following screen...
3. Complete the following information
listed on the webpage:
- Domain
type "uthouston" (without the quotation marks)
- Account
type your email username (example: tmurry)
- Old password
type your current password
- New password must be at least 8 characters
and different from your current password
- Confirm new password same as new password
4. Once all the information is complete,
select "OK". (Pressing the reset button will clear the information)
5. If you are successful, you will
receive the message: "Password successfully changed."
6. If you encounter any problems
during this process, please contact the HELP Desk at x4848
or enter a HEAT ticket at http://is.hsc.uth.tmc.edu/css/heat/
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