Outlook Client, and
We will not go over Exchange Server in detail, however I thought that
it was important to at least describe its purpose before getting started. Exchange Server
functions like a Post Office, Public Library, and 411 information service all rolled into
one. Although you never really know whats going on, on the Exchange Server system,
you access it by using a client tool such as Microsoft Outlook. When you make a request to
send an email, retrieve a document, or lookup somebodys availability in the public
scheduling calendar using Microsoft Outlook, your requests are handled by Exchange Server.
Outlook in turn reports the results of your request back to you in a manner that can be
As described in the Internet Mail basics section, electronic mail works
much like regular mail. One key thing to note, is that a Post Office is required in order
to send your mail. The same is true for Electronic Mail. However, it is called a Server.
In our case the Exchange Server.
Because Microsoft Outlook can not possibly know what your local
Exchange Server is, you must configure the software prior to using it.
NOTE: Outlook also supports SMTP & POP (Post Office Protocol) to
send and receive email accounts. This means that you can configure it to use and Internet
email account just like Eudora, Netscape Mail, & Pegasus.
Configuring Outlook to use Exchange Server
This section should only be performed if you have a BRAND NEW Outlook
installation on your computer, or suspect that your Outlook settings were somehow
destroyed. NOTE: The process for adding a new EMAIL profile to a PC that multiple
users access is different
From the Start Menu, choose Settings, then Control Panel.
Once the Control Panel has opened up, double click on the Mail or Mail
& Fax icon.
This will open up your mail setting window.
Notice in the above example of email settings, there is an entry for
Microsoft Exchange Server as one of my services that has already been setup. If this entry
exists as the sole entry in your email settings, then your system has already been
However, if you do not have the Exchange Server entry, then you need to
add it by clicking on the Add button. NOTE: Your Exchange Server systems administrator
must have created an account for you on the Server prior to adding the entry to your email
Once youve clicked on the add button, a list of possible services
will be displayed. The first in the list is what you would want to choose if you were
going to use Outlook with a standard SMTP & POP email account. Outlook would function
like Eudora and Netscape mail in this scenario. However, in our case, we are going to use Microsoft
Exchange Server as our primary email service. Select the appropriate service and click
on the OK button. NOTE: If you were going to add the Internet E-mail
service, you would first need to add the Personal Folders service so that when Outlook
retrieved email from your SMTP/POP account it would have a place to store your messages
locally (in your personal folders). When using Exchange Server, your personal folders
reside on the Exchange Server system. Therefore there is no need to create these folders
or this service on your local PC.
Now that youve chose to add the Microsoft
Exchange Server service, you need to configure the service to use your mailbox on the
appropriate server. If you dont know what Exchange Server your mailbox is on,
contact your Exchange Server administrator to find out. Enter in the Exchange Server name
in the first field, and enter your last name in the mailbox field. This should activate
the Check Name button. Click on this button to check that there is a mailbox for
If there is only one mailbox with your last name, and you are the
appropriate person, the mailbox field will fill in the rest of the box with your first
name and underline it. If there are multiple mailboxes with the same last name, then you
will be provided with a list of mailboxes to choose from. NOTE: Exchange Server
validates who you are with Windows NT security. If you failed to logon to your PC by
clicking on the Cancel button when prompted to login, then you will fail to find your
Click on the OK button to finalize adding the Exchange Server service
to your email settings.
Getting Started with Microsoft Outlook
IMPORTANT NOTE: This tutorial was
developed using Outlook 98. If you are using Outlook 97, some of the preferences and
functions gone over here will not be available. But for the most part things are still the
First, open up Outlook by double clicking on the Microsoft Outlook
shortcut on your computer desktop, or by locating the icon in the Start Menu.
Once outlook has started, it should look something like the following
window. You may also have had the little office assistant appear to the lower right hand
area of the window. You can close the office assistant by clicking on the appropriate
response to his questions. If you dont want the assistant to appear every time you
start Outlook, make sure that you de-select the checkbox that causes him to appear.
There are two frames in the default window of Outlook. The frame on the
left-hand side is your short cuts to get to the different areas of your mailbox. Notice
the Inbox (second icon) in the above example. The inbox is the default location that
Outlook starts in.
Whatever your current location is, the contents of that location will
appear in the right-hand frame of the window. In the above example of my Inbox, there is a
listing of the emails that are in my Inbox. The listing provides information of who sent
the email, the subject, and the date that the email was received.
Just below the Inbox icon in the left frame is the Calendar icon. When
clicked upon, the calendar link will change the right frame contents to display my
As described, the left-hand frame is a short cut bar to your most used
resources. So lets say for instance you have several short cuts on this left-hand
frame that you never use, and they are just taking up space. You can remove these links
from your short cut bar by clicking on them with the right mouse button and select Remove
from Outlook Bar with the left-hand mouse button.
Perform this function for any of the short cuts that you dont
really need. Many people dont require Notes, Journal, and Contacts in their short
cut bar. You can also add links to resources on your short bar by clicking on the title of
the current short cut bar with the left mouse button and choosing Outlook Bar Shortcut
A list of available resources and folders will appear for you to choose from.
In the example above, notice the Small Icons
option in the menu. This option will shrink the size of the icons in your short cut bar so
that you do not need to click on the down arrow to view the rest of your short cuts. Also,
notice the Remove Group option. By default, Outlook is configured with 3 separate
short cut bars that you can navigate through by clicking on. If you have no need for 3
separate bars, then you can use this remove group option to remove any short cut bars that
you dont want or need.
Working with Email in Outlook
Sending an email message
To send a message from Outlook, , you must first make sure that
youre viewing your inbox (or any mail folder). Then simply choose Mail Message from
the File/New menus.
In the above example, note that you can also use the Ctrl+N key
sequence to initiate a new email message as well. And finally, there is also a link on the
Tool bar just below the File menu that can be clicked on to initiate an email message.
The following window will appear when you have initiated a new mail
The four fields in the above window should be
self-explanatory for those who have used email before. Type the recipients email address
in the To field, and type any email addresses of those you want Carbon Copied in the CC
field. Type in your subject in the subject field, and type in the body of you message in
the final largest field of the window. When you have completed typing your email message,
simply click on the Send button just below the File menu.
IMPORTANT NOTE: Some email applications allow you to separate
multiple addresses with commas (,). For some reason Outlook does not allow this. You must
use semi-colons (;) to separate multiple email addresses.
Working with distribution lists
Imagine if you wanted to send an email to a list of 10 people
in your department. What a pain it would be to individually type in all of those
addresses. There is an alternative.
In the above example, notice that the TO field header appears to have a
box around it. This means that you can click on this button. When clicked upon, you are
presented with the Global Address List.
The Exchange Server administrator maintains this list. By default,
anybody who has an Exchange account is on this list. The Exchange Server administrator can
also create distribution lists and delegate a user as the administrator of that list. This
means that distribution lists are maintained in a central location, and once people are
added or removed, the changes take place for everybody who uses the distribution list.
In the above example of the Global Address List you simply use the
scroll bar in the left-hand side of the window to locate users and distribution lists.
Once youve found & selected them by clicking on them, you can simple click on
one of the To/Cc/Bcc buttons to add them to your list of recipients.
A people icon to the left side of the name indicates a distribution
A globe icon to the left side of the name indicates a non-Exchange
Server mailbox. An external to the company email address for example.
You will most likely see these little icons if you scroll down the
window of the address list.
Once youve completed adding all of the recipients to your list,
click on OK. When you return to your email message, you will see all of the recipients
listed in the recipient fields.
Personal Address Books
What if you had a list of 5 people outside of the company that
you send mail to on a regular basis? It might not be appropriate to create a mailbox or
reference to these people in the Global Address List that is for company users. You would
have to create a Personal Address Book in order to create that list. Adding a new Personal
Address Book from the Mail/Mail & Fax Control Panel does this. Look back to the
section on Configuring Outlook to use Exchange Server. When you get to the point of
choosing what service you want to add, select the Personal Address Book instead of
Microsoft Exchange Server.
If you need to attach Word documents or other files to your
email message, choose File from the Insert Menu.
You will then be presented with a standard browse window that you can
use to navigation your hard drive and select the file you wish to attach to your email
You can click on the Look In drop down box to start out at the
top of your computer, or to click on the hard drive where your file resides.
Working with the Calendar in Outlook
When used in conjunction with Exchange Server, the calendar in
Microsoft Outlook allows you to plan meetings and events between multiple users while
avoiding scheduling conflicts among people and resources.
Click on the calendar icon in your Outlook shortcuts window to open up
In the default calendar view, there are three frames. The left-hand
frame is your daily schedule for the currently selected day. In the above example, the
current day is Friday, May 7th. You can change the currently selected day by
clicking on a different day in the upper right-hand frame of the calendar display.
Although it is difficult to see, the 7th of June 1999 in the above example is
in BOLD. This indicates that there is something scheduled for that day. If I were
to click on the number 7 in June, my left-hand frame would then display what is scheduled
for that day.
Once youve displayed a day that has something scheduled, you can double click on
the item in the left-hand calendar frame to open the item up and see further details about
the meeting or event. Notice that the 1:00 O Clock item doesnt have any lines
separating each half-hour. This indicates that the meeting or event is scheduled straight
through until the lines start appearing again.
If you wanted to view meetings and events further in the future than
June 1999 shown above, you could simply click on the black arrow to the right of the June
1999 text. This text will of course vary depending on what month you are viewing.
Notice that there are also other views that you can setup for the
left-hand frame of your calendar. Just below the Help menu, youll see that
the Day button is depressed. This indicates that you are currently looking at the
Day view. If you were to click on the Week button that is two buttons to the right of the
day button, you will change the view to look something like the following.
Scheduling a Meeting
To schedule a new meeting or event from Outlook, you must first
make sure that youre viewing the calendar. Then simply choose Appointment from the
In the above example, note that you can also use the Ctrl+N key
sequence to schedule a new meeting as well. And finally, there is also a link on the Tool
bar just below the File menu that can be clicked on to schedule a new meeting.
The following window will appear when you initiate a new meeting or
event. If this meeting or event is for YOU only, then all you have to do is fill in the
appropriate fields then click Save and Close to insert the meeting into your
As a minimum, you should fill in the Subject, Location, Start time, End
time, and the large untitled field that is intended for detailed information about the
event or meeting. Another good thing to do is to check the Reminder checkbox so that you
can be reminded of the meeting before it begins. Once checked, you can then put a time
frame in which you wish to be reminded prior to the meeting. You can also setup a sound
file to be played.
Inviting attendees and reserving a meeting room
Once you have filled in the appropriate information about the
meeting, you can then choose to invite attendees and reserve a room. Click on the Attendee
Availability tab to invite attendees.
The first thing you will see in the attendee availability is yourself
on the first line. In the above example, I can see that my line indicates that I am
available to meet anytime during the entire day. If I had previously scheduled plans, they
would appear as blue or purple lines. See the color legend at the bottom of the people
list to see what the colors mean.
If you already know the names of the people you want to invite, you can
simply type the names into the lines just below your name. As people are added, their
schedule availability will start to appear to the right of the screen.
In the following example of three attendees, you can see blue lines
blocking out certain times for people who have plans or schedules. You can use the very
first line titled All Attendees to determine when is a good time for all invitees. If you
need to change the time of your meeting due to somebody not being available, you can
either change the times on the bottom of the window, or you can simply click and drag the
green & red vertical bars to the time you want to schedule the meeting for.
One great thing about using Outlook (& Exchange Server) to schedule
your meetings and events, is that you use the same names and distribution lists that you
use when sending Email.
If you dont want to manually type in the addresses of the
attendees, you can click on the Invite Others button to display the Global Address
Reserving rooms and resources for your meetings.
To reserve a room or a resource in Microsoft Outlook, you need
to invite the room or resource to your meeting. A resource can be an overhead projector or
a VCR. The resources will then appear in your availability list just as an attendee would.
Typically your company will have a standard naming convention for
conference rooms and resources so that they can be easily located in the Global Address
List and differentiated from actual people.
By the time all of your attendees have been invited to the
meeting/event, your Save and Close icon should have changed to a Send icon
indicating that a meeting announcement will now be sent out to all of the attendees. Click
on this send button to schedule the meeting.
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Last Modified on Tuesday, May 11, 1999